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HomeMy WebLinkAbout10/4/2022 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, October 4, 2022 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 the minutes of the Regular Meeting of September 6, 2022 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Recognition of Quincy Randolph, owner of RND Coffee - Mayor 2. Recognition of the Vinton Police Department for receiving re-accreditation through the Virginia Law Enforcement Professional Standards Commission (VLEPSC) – Chief Drumond 3. Update on the Community Programs marketing outreach – Chasity Barbour 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 1. Briefing on the Town's Annual Recertification as a Class 8 Community Rating System (CRS) community – Nathan McClung 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 2. Briefing on the Town of Vinton Comprehensive Plan Amendment to Adopt and Incorporate by Reference the 2022 Town of Vinton Route 24 Bike/Ped Plan – Nathan McClung 2. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution authorizing the Town Manager to execute current and future agreements and any modifications with the Virginia Department of Transportation for road system enhancements – Anita McMillan 2. Consider adoption of a Resolution approving a new Purchasing Policy and Procedures – Andrew Keen 3. PROJECT UPDATES/COMMENTS K. REPORTS FROM COMMITTEES 1. Finance Committee – Cody Sexton/Andrew Keen L. COUNCIL M. MAYOR N. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS: October 10, 2022 – 3:00 p.m. – Finance Committee Meeting – TOV Conference Room October 18, 2022 – 6:00 p.m. – Regular Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date October 4, 2022 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of September 6, 2022 Summary None Attachments September 6, 2022 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, SEPTEMBER 6, 2022, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty, Vice Mayor Keith N. Liles Laurie J. Mullins Michael W. Stovall STAFF PRESENT: Pete Peters, Town Manager Cody Sexton, Assistant Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Mark Popovich, Town Attorney Fabricio Drumond, Police Chief Tim Lawless, Deputy Police Chief Andrew Keen, Finance Director Donna Collins, Human Resources/Risk Management Director Chasity Barbour, Community Programs & Facilities Director The Mayor called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Liles, Member Stovall, Vice Mayor McCarty Grose present. Roll call After a Moment of Silence, Sam Cundiff led the Pledge of Allegiance to the U.S. Flag. announcements, Vice Mayor McCarty announced the following: September 10 – 7:00 p.m. - Mingle at the Market with Mended Fences – Farmers’ Market; September 11 – 1:00-5:00 p.m. – Cruise IN – Farmers’ Market; September 9 – 8:00 p.m. – Travis Reigh; September 16 – 8:00 p.m. – Willow Hill and September 17 – 8:00 p.m. – T-Fox & DJ Ryan – all at Rosie’s; September 23 – 7:30 p.m. – VT v. Wake Forest Hockey and September 24 – VT v. CNU – both at Lancer Lot.; September 11 – 9:30 a.m. – Prayer Circle – 18) Wednesday and trivia on Thursday and there will be a mobile vaccine clinic at the Vinton Library parking lot and anyone can call the Vinton Chamber for more information. Vendors are needed for the Fall Festival is scheduled for October 8 and anyone can contact the Vinton Chamber for more information. Council Member Stovall made a motion to approve the motion was seconded by Council Member Liles and 2 voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. of August 16, 2022 Under awards, introductions, presentations and proclamations, the next item on the agenda was the Scott Hurt to Lieutenant and Sergeant Mike Caldwell to Lieutenant. After comments from Chief Drumond, the reading of his certificate and the placement of his badge and collar bars by his family, Sergeant Hurt made comments. Following his comments, the Town Clerk administered the Oath of Office. After comments from Chief Drumond, the reading of his certificate and the and badge by his daughter, Sergeant Caldwell made comments. Following his comments, the Town Clerk administered the Oath of Office. Captain Tim Lawless next made closing comments followed by comments from the Mayor and Members of Council. The next item on the agenda was the recognition of Sam Cundiff. comments on Mr. Cundiff’s service on the Vinton-Roanoke County Veterans Monument (High Ground). Council Members next commented Cundiff over the years followed by comments from his family members. the Town for his service to the community. The next item on the agenda was to consider adoption of a Resolution in support of a joint grant Botetourt County. Cody Sexton first commented that transportation planning staff from Roanoke County concerning the possibility of entering into a regional funded, a safety study will be done on all of the major roads in the three localities. The identify opportunities for ways that we could mitigate safety hazards on these major roads and provide a Top-10 list of projects for each locality that we could then apply for funding Infrastructure Investment and Jobs Act (IIJA). We will not have access to the funding through the IIJA if we do create a plan through this grant. 3 Mr. Sexton next commented that Roanoke County will be considering this item next week and Botetourt County took action two weeks ago. The Resolution will formally support the joint grant application and localities budget. Council Member Liles commented that he thought this type of study was similar to what is done through Organization (TPO) and that the Virginia Department of Transportation (VDOT) did a lot of that for us. Mr. Sexton comments that Roanoke County federally certified and it is proposed to let them do the study. VDOT does manage funding at the State level, but these would be federal funds. In further c this is a grant program that will development of the safe streets plans and if we pay the Timmons Group $100,000, the program would responsible for the ot population. After comments from the Mayor, the Town Manager commented that there will probably be some overlap have already been talking about. By hiring a contractor, there will be review of some of the information we already have and it will provide some opportunities for us to get funding and fix problems that we know are an issue. This is a new funding source and is the next phase of the CARES Act and ARPA and through other grants. Mr. Sexton next commented that one of the requirements in the proposed Scope of Work since Smart Scale involves lots of pre-work before you can ever get to the application is that any deliverable be Smart Scale ready so that if for some reason halfway through the federal funding does not materialize, we Smart Scale. We have looked for ways to design t requirements but we can we use this to apply for any other sources of funding. 4 Council Member Mullins made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2515 in support of a joint grant application for the Federal Safe Streets 4 All program in cooperation with Roanoke County and Botetourt County The Town Manager commented that the traffic signals have been received, but we are waiting on the cabinets. Milling started today, which will take about a week and then paving will begin. A Notice to Proceed has been issued effective today for the Walnut Avenue Bike & Ped Improvements from the 5th street bridge to the Town limits at the low water bridge. Materials for the Town-wide striping have been ordered and the pre-construction meeting for the Garthright Bridge was held today and we will be issuing a Notice to Proceed soon and expect it to get underway this month. The Town Manager reminded everyone of the Transportation Workshop and Tour on September 16, 2022. We will meet in 12:30 pm with lunch provided presentation from two guest speakers with the City of Roanoke and then will leave and take a tour of some projects in the City. T discussion that we will have initially with Council and then we will have some public input opportunities in the future. Vice Mayor McCarty announced that the restaurant shout-out was Macado’s. recent Mingle at the Market. The next item on the agenda was a request to convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for assignmen employee and § 2.2-3711 (A) (3) of the 1950 Code of Virginia, as amended, for discussion concerning the acquisition of real property for a public purpose, adversely affect the b Downtown area. was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – 5 Grose; Nays (0) – None. Council went into Closed Session at 7:14 p.m. At 8:05 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in approved on motion by Council Member Liles; seconded by Vice Mayor McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. Certification of Closed Meeting Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Vice Mayor McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. APPROVED: _________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date October 4, 2022 Department Administration Issue Recognition of Quincy Randolph Summary The Mayor and Council will recognize Quincy Randolph, Chef/Owner of RND Coffee, for his appearance on the Food Network on September 1, 2022 to face off against Bobby Flay on “Beat Bobby Flay”. Recommendations No action required Town Council Agenda Summary Meeting Date October 4, 2022 Department Police Issue Recognition of the Vinton Police Department for receiving re-accreditation through the Virginia Law Enforcement Professional Standards Commission (VLEPSC) Summary Chief Drumond will present the Certificate of Re-Accreditation and give a brief summary of the Re-Accreditation process. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date October 4, 2022 Department Administration Issue Update on the Community Programs marketing outreach Summary Chasity Barbour will give an update on marketing outreach for Community Programs. Recommendations No action required Town Council Agenda Summary Meeting Date October 4, 2022 Department Planning and Zoning Issue Briefing on the Town’s recertification as a Class 8 Community Rating System (CRS) community. Summary National Flood Insurance Program (NFIP) participating communities can reduce policyholders' premiums by participating in the Community Rating System (CRS) program. The program awards points to communities that implement flood protection policies beyond minimum NFIP participation requirements. In Virginia, 27 communities participate in the CRS program. Although this is 9% of the 290 NFIP communities in Virginia, 80% of all flood insurance policies in Virginia are written in CRS communities. The Town is required to recertify every year in order to maintain their status as a Class 8 Community. This class level allows for a 10% policy discount for our residents with a flood insurance policy in the Special Flood Hazard Area (SFHA), and a 5% discount for residents outside of an SFHA. Attachments None Recommendations No Action Required Town Council Agenda Summary Meeting Date October 4, 2022 Department Planning and Zoning Issue Briefing on the Town of Vinton Comprehensive Plan Amendment to Adopt and Incorporate by Reference the 2022 Town of Vinton Route 24 Bike/Ped Plan. Summary The project was conducted by the consultant team in close collaboration with Town staff and the guidance of two separate steering committees: a Community Steering Committee made up of Vinton residents and members of elected and appointed committees, and a Technical Steering Committee made up of Town and regional government staff. Project activities began with a review of existing project area conditions by the Consultant Team, including data, physical conditions, and existing planning documents. The project solicited input from Vinton residents on safety issues and desired bike/ped facilities at both an in-person public meeting conducted in October 2021 and through an online survey. Consultants used their experience to create a toolkit of potential bicycle and pedestrian improvement types for Vinton, using existing conditions information to apply toolkit improvements to appropriate segments and intersections in the project area. Consultants presented draft project recommendations to the public at a second public meeting in March 2022. Attachments Town of Vinton Route 24 Bike/Ped Plan Recommendations No Action Required Town Council Agenda Summary TOWN OF VINTON GAP SUMMARY ROUTE 24 BIKE/PED PLAN MAY 2022Prepared for the Town of Vinton iTown of Vinton GAP Summary Route 24 Bike/Ped Plan TOWN OF VINT O N GAP SUMMAR Y ROUTE 24 BIKE/PED PLAN ACKNOWLEDGMENTS Chasity Barbour, Citizen Representative/Town Community Programs Director Bob Benninger, Planning Commission/Board of Zoning Appeals Member Stephanie Brown, Board Executive of the Vinton Area Chamber of Commerce Fayula Gordon, Associate Planner Michael Gray, VDOT Planning Manager, Salem District Mayor Brad Grose, Town Council Representative Isaac Henry, Roanoke County Transportation Planner William “Bo” Herndon, Public Works Director Mary-Beth Layman, Citizen Representative Nathan McClung, Assistant Planning and Zoning Director Anita McMillan, Planning and Zoning Director Carol Moneymaker, VDOT Planning Specialist, Salem District Sarah Reid, Planning Commission Member Rachel Ruhlen, Transportation Planner, Roanoke Valley-Alleghany Regional Commission Janet Scheid, Greenway Commission Chair Cody Sexton, Assistant Town Manager Kenny Sledd, Utility Systems Manager ABOUT GAP-TA Visit vtrans.org/about/GAP-TA for information about the Growth and Accessibility Planning Technical Assistance program. CONTACT INFORMATION Nathan McClung, Assistant Planning and Zoning Director (540) 283-7009 nmcclung@vintonva.gov 311 St. Pollard St., Vinton, VA 24179 The opinions and conclusions expressed or implied in this report are those of the authors and are not necessarily those of the Office of Intermodal Planning and Investment (OIPI). OIPI does not endorse products or manufacturers. Any trade or manufacturers’ names that appear herein are solely because they are considered essential to the object of the report. Town of Vinton GAP Summary Route 24 Bike/Ped Plan CONTENTS I. Introduction 1 GAP Technical Assistance 1 Study Area and Background 1 Project Process and Activities 1 Steering Committees 1 II. Existing Conditions Analysis 2 Existing VTrans Needs 2 Review of Relevant Plans and Studies 4 Policy Themes 4 Existing Land Uses & Key Destinations 4 Roadway Conditions 6 Bicycle, Pedestrian, and Transit Infrastructure 7 Previously Planned Improvements 10 Summary of Opportunities and Challenges 10 III. Public Involvement 12 Public Meetings 12 Community Survey 12 Steering Committees 12 IV. Toolkit of Bicycle and Pedestrian Improvements 14 Sidewalk Gaps 14 Slow Streets 17 ii Town of Vinton GAP Summary Route 24 Bike/Ped Plan CONTENTS Bicycle Lanes 17 Downtown Toolkit 18 V. Recommendations 19 Identifying Bicycle and Pedestrian Recommendations 19 Prioritization 19 VI. Priority Improvements 25 A: Virginia Avenue Sidewalk (Pollard Street to Vinyard Road)25 B: Intersection Improvements (Pollard Street and Virginia Avenue)26 C: Pollard Street Sidewalks (Virginia Avenue to Cleveland Avenue)26 D: Cleveland Avenue Slow Street (Pollard Street to Bedford Road)27 E: Washington Avenue Lane Reconfiguration (Pollard Street to Bypass Road)28 F: Vinyard Road/Bedford Road Pedestrian Improvements (Cleveland Avenue to Hardy Road)29 VII. Conceptual Project Costs 30 Funding Considerations 31 SMART SCALE 31 Transportation Alternatives Funding 31 Recreation-Oriented Grants 31 Appendix 1: Cost Estimate Breakdowns 32 Appendix 2: Summary of Policy Themes from Prior Plans 36 iii Town of Vinton GAP Summary Route 24 Bike/Ped Plan LIST OF TABLES, MAPS, FIGURES, AND APPENDICES Table 1: 2021 VTrans Mid-Term Needs 2 Table 2: Prioritization Matrix 20 Table 3: Recommended Improvements 22 Table 4: Cost Estimates 30 Map 1: Key Destinations 5 Map 2: Roadway Dimensions 6 Map 3: Average Daily Traffic 7 Map 4: Existing Sidewalks & Bus Stops 8 Map 5: Regional Trails 9 Map 6: Crash Data 10 Map 7: Summary of Input from the Map Survey 13 Map 8: Recommended Improvements 21 Figure 1: Sidewalk Gaps on Multi-Lane Arterial Streets 14 Figure 2: Sidewalk Gaps on Local Streets 15 Figure 3: Signalized Intersection Enhancements 16 Figure 4: Uncontrolled Crossing Enhancements 16 Figure 5: Slow Streets 17 Figure 6: Downtown Streetscapes 17 iv Town of Vinton GAP Summary Route 24 Bike/Ped Plan GAP Technical Assistance The following study was conducted under a Growth and Accessibility Planning (GAP) technical assistance grant. Administered by Virginia’s Office of Intermodal Planning and Investment (OIPI), GAP technical assistance projects seek to align infrastructure development with designated and emerging growth areas to improve efficiency and effectiveness. The Town of Vinton applied for this grant to develop a planning approach and process to develop a Multimodal Access and Improvement Study in partnership with Vinton staff, residents, and stakeholders. The study area includes the entirety of the area between Route 24, Washington Avenue, and South Pollard Street, an area that includes highly variable land uses from walkable downtown blocks to neighborhoods and commercial developments. Route 24 is an important route, not only to the Town of Vinton, but as an important commuter link in the greater Roanoke area. Study Area and Background The study area consists of the central portion of the Town of Vinton, and is bordered by Washington Avenue to the north, Bypass Road to the east, East Virginia Avenue/Hardy Road to the south, and South Pollard Street to the west. It features a variety of development patterns and land uses, including the Town’s central business district, a historic residential neighborhood, and multiple strip-mall styled commercial developments. This area was chosen for planning purposes due to the important role that it plays in the community and economic development efforts of the Town of Vinton. It includes the two major road corridors that serve the Town of Vinton, as well as five of the town’s designated Urban Development Areas. The Town of Vinton desires to improve the accessibility, safety, and efficiency of multimodal travel in this area to make it more cohesive, and to further serve the local goals for community services and economic development. Project Process and Activities The project was conducted by the consultant team in close collaboration with Town staff. A project kickoff call was held on June 23, 2021 between Town of Vinton staff and technical assistance consultants to review the project scope and carry out initial discussions, after which bi-weekly project progress meetings were held virtually between the Consultant Team and Town staff project managers to guide project activities and review deliverables. This work was also guided by two separate steering committees: a Community Steering Committee made up of Vinton residents and members of elected and appointed committees, and a Technical Steering Committee made up of Town and regional government staff. Project activities began with a review of existing project area conditions by the Consultant Team, including data, physical conditions, and existing planning documents. The project solicited input from Vinton residents on safety issues and desired bike/ped facilities at both an in-person public meeting conducted in October 2021 and through an online survey. Consultants used their experience to create a toolkit of potential bicycle and pedestrian improvement types for Vinton, using existing conditions information to apply toolkit improvements to appropriate segments and intersections in the project area. Consultants presented draft project recommendations to the public at a second public meeting in March 2022. The team ranked potential improvements according to traffic stress, community need, and tactical viability priority criteria to arrive at a short list of priority projects, adding further detail and conceptual cost information to selected projects. Steering Committees Community Steering Committee •Chasity Barbour, Citizen Representative/Town Community Programs Director •Bob Benninger, Planning Commission/Board of Zoning Appeals Member •Stephanie Brown, Board Executive of the Vinton Area Chamber of Commerce •Mayor Brad Grose, Town Council Representative •Mary-Beth Layman, Citizen Representative •Sarah Reid, Planning Commission Member •Janet Scheid, Greenway Commission Chair Technical Steering Committee •Cody Sexton, Assistant Town Manager •William “Bo” Herndon, Public Works Director •Kenny Sledd, Utility Systems Manager •Anita McMillan, Planning and Zoning Director •Nathan McClung, Assistant Planning and Zoning Director •Fayula Gordon, Associate Planner •Rachel Ruhlen, Roanoke Valley-Alleghany Regional Commission •Isaac Henry, Roanoke County Transportation Planner •Carol Moneymaker, VDOT Planning Specialist, Salem District •Michael Gray, VDOT Planning Manager, Salem District I. INTRODUCTION 1 Town of Vinton GAP Summary Route 24 Bike/Ped Plan The development of this report relied on a wide variety of data sources drawn from the Town of Vinton, Roanoke County, VDOT, and primary data collected by the consultant team to understand the existing condition of bicycle, pedestrian, and automotive traffic in Vinton. The data sets included, among others: •Future Land Use •Key Destinations •Roadway Dimensions •Vehicular Traffic Volumes •Sidewalk and Trail Infrastructure •Existing Bicycle Infrastructure •Bicycle and Pedestrian Crashes This analysis of current conditions helps to identify potential types and locations of improvements and strengthens the connection between this plan and previous planning efforts. Existing VTrans Needs While this project plans for potential bicycle and pedestrian improvements in the Route 24 area, the area is also subject to existing transportation needs identified in the 2021 VTrans Mid-Term Needs. Identified 2021 Mid-Term needs for streets, intersections, and areas in or near the project area can be found in Table 1. II. EXISTING CONDITIONS ANALYSIS Route Segments Needs Washington Avenue (Pollard St. to Bypass Rd.) •Transportation Demand Management •Transit Access • Bicycle Access •Pedestrian Access •Safety Improvement (Pollard to Poplar, Madison to Mountain View) •Intersection Safety Improvement (at Mountain View) Pollard Street (Washington Ave. to Virginia Ave.) •Transportation Demand Management •Transit Access •Bicycle Access •Pedestrian Access •Safety Improvement (Jefferson to Jackson) E. Virginia Avenue (Pollard St. to Chestnut St.) •Transportation Demand Management •Transit Access •Bicycle Access •Pedestrian Access •Safety Improvement Table 1: 2021 VTrans Mid-Term Needs 2 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Route Segments Needs Hardy Road (Chestnut St. to Bypass Rd.) •Transportation Demand Management •Transit Access • Bicycle Access •Pedestrian Access •Safety Improvement (Spruce to Bypass) Bypass Rd. (Hardy Rd. to Washington Ave.) •Transportation Demand Management •Transit Access •Bicycle Access •Pedestrian Access •Safety Improvement Areas Needs Town of Vinton Urban Development Areas (UDAs) •Roadway capacity •Roadway operations •Intersection design •Street grid •Safety features •Traffic calming •Signage/wayfinding •Transit frequency •Transit operations •Transit capacity •Transit facilities •Bicycle infrastructure •Pedestrian infrastructure •Complete Streets •Sidewalks •On-street parking •Off-street parking •Environment Table 1: 2021 VTrans Mid-Term Needs (cont’d) 3 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Review of Relevant Plans and Studies The analysis included a review of previous plans and studies that addressed the area. This review identified many policies and prior findings that are relevant to multimodal planning for this area. The relevant studies that were reviewed included: •Vinton Major Corridors Bicycle and Pedestrian Accommodations •Town Of Vinton Comprehensive Plan •Economic And Community Development Plan •Vinton Area Corridors Plan •Gus Nicks Boulevard/Washington Ave Corridor Improvement Study •Town Of Vinton Urban Development Areas •Vinton UDA - Downtown Public Realm Design Guidelines and Action Plan •Vision 2040: Roanoke Valley Transportation •2018 Roanoke Valley Greenway Plan •Regional Pedestrian Vision Plan •Roanoke Valley Transit Vision Plan •Valley Metro Transit Development Plan; Fiscal Years 2019- 2028 •Bikeway Plan for Roanoke Valley Area Metropolitan Planning Organization 2012 Update •Roanoke Valley Traffic Congestion Management Process •Vinton Subdivision Ordinance Revisions Framework As part of this review, relevant and consistent policy themes were identified from these prior studies that could serve to guide and direct the recommendations resulting from this planning process. A full summary of these themes and policy directions is in the Appendix to this report. Policy Themes Based on the review of prior plans and their policy direction, a series of five potential goals for this project were identified. These potential goals were reviewed with the committees and the citizens of Vinton through a series of outreach efforts to verify and validate them as the guideposts for future multimodal planning in this area. The five affirmed goals for this plan are summarized below: 1) Improve Multimodal Travel - Enhance or reconfigure roadway infrastructure to better accommodate multimodal travel. 2) Connect Activity Centers - Establish corridors and services that will provide multimodal connections between activity centers in the Town of Vinton, as well as to other destinations in the Roanoke metro area. 3) Connect Neighborhoods to Activities - Make strategic investments within neighborhoods adjacent to activity centers to improve the safety and desirability of multimodal access. 4) Reinforce Vinton’s Sense of Place - Support economic development efforts with placemaking improvements that enhance visual appearances and pedestrian safety. 5) Maintain Traffic Safety and Efficiency - Maintain the safe and efficient operation of automotive travel. Existing Land Uses & Key Destinations The analysis examined the existing land uses and key destinations in the study area. The community’s land use patterns determine which areas generate the most activity and how residents will travel to and from these places. This, in turn, determines which corridors will feature the most automobile traffic, and which may be most suitable to bicycle and pedestrian travel. In general terms, the study area is characterized by a central core of residential development surrounded by commercial and business districts along the major road corridors that serve as the study area boundary. The western portion of the area features a traditional downtown commercial district that is centered around South Pollard Street. The southern and eastern portions of the area, by contrast, feature strip-mall style commercial developments that were built along Bypass Road, Hardy Road, and East Virginia Avenue. Finally, the northern edge of the study area is characterized by a mixture of residential homes and small, free- standing businesses along Washington Avenue. 4 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Several important destinations are found in this area, but three stand out as key potential activity generators for multimodal travel. 1) Downtown - The first is Vinton’s downtown central business district located on and around South Pollard Street. This area features a variety of stores, restaurants, and professional offices, as well as public services such as the town library and municipal building. The town has identified this area as a key generator of tourism and prime focus of economic development. 2) Lake Drive Plaza Shopping Center and Vinyard Rd Corridor - The second key activity center is the Lake Drive Plaza shopping center and Vinyard Road corridor located on the south side of Hardy Road. This area features numerous businesses and restaurants, entertainment venues, and a large grocery store. Though designed to be accessible primarily by car, it also serves as the endpoint of a Valley Metro fixed bus route line which will feature numerous transit-oriented amenities, such as bus shelters, planned for construction in the summer of 2022. 3) River Park Shopping Center - The third major activity center in the study is the River Park Shopping Center on the west side of Bypass Rd. This a smaller shopping center than Lake Drive Plaza Shopping Center, and currently primarily features discount retail stores. The Town of Vinton supports the redevelopment of this property, however, and intends on encouraging the establishment of a large mixed use, “town-center” style development at the location in the future. Other key destinations that should also be considered include the Vinton War Memorial event venue on Washington Avenue, Carilion Clinic Family Medicine, and W. E. Cundiff Elementary School, which is located a short distance east of the study area on Hardy Road. Any recommendations produced by this study should carefully consider bicycle and pedestrian accommodations that can be provided in and around these activity centers. They should also consider ways that the Town of Vinton can establish bicycle and pedestrian routes that can connect activity centers and residential neighborhoods to each other. Map 1: Key Destinations 5 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Roadway Conditions The analysis also examined the traffic conditions and volumes present on the road corridors in the study area. The analysis used readily available traffic information from the Virginia Department of Transportation, as well as recent aerial images and mapping of the area. The purpose of this analysis was to understand where additional bike and pedestrian facilities could be accommodated most efficiently with minimal need for right of way acquisition or road widenings. Pavement Width Pavement Widths were analyzed and approximated using aerial imagery. Most of the road corridors in the study area are narrow two-lane streets with paved travelway widths of approximately 30’ or less. The notable exceptions to this are the highway corridors running along the northern, southern, and eastern edges of the study area—Washington Avenue, East Virginia Avenue, Hardy Road, and Bypass Road respectively. These highway corridors feature four lanes of travel and travelway widths of approximately 50’-75’. Center turn lanes with some medians are provided along East Virginia Avenue, Hardy Road, and Bypass Road. Parking On-street parking is provided along many of the streets in the central business district, as well as informally along wider portions of the adjacent neighborhood streets. On-street parking is not allowed along any of the major highway corridors. This inventory of existing roadway conditions helps identify where bicycle and pedestrian accommodations could be added or enhanced most easily, as well as identifying locations where traffic volumes are high that may be need special treatments for multimodal accommodation. Map 2: Roadway Dimensions 6 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Traffic In 2019, VDOT reported traffic volumes generally correspond with the roadway widths and capacities. East Virginia Avenue, Hardy Road, and most of Washington Avenue average 20,000-25,000 vehicles per day. Bypass Road, by contrast, averages between 10,000-15,000 vehicles per day. All the other roads in the study area average fewer than 10,000 vehicles per day. Bicycle, Pedestrian, and Transit Infrastructure This analysis also collected information about bicycle, pedestrian, and transit infrastructure. A sidewalk inventory was provided by the Town of Vinton, a trail inventory by Roanoke County, and bus stop locations were collected from Valley Metro Transit. Existing Sidewalks Sidewalks can be found along many streets in the study area. Sidewalks are provided on both sides of the roadway for most of Washington Ave and South Pollard St, as well as along Hardy Rd in front of the Lake Drive Plaza shopping center. Sidewalk coverage extends throughout most of the central business district area, as well as along some of the streets in the Jefferson Park neighborhood. Of note is the fact that the central business district can be connected to the Lake Drive Plaza shopping center with a continuous sidewalk path on at least one side of the street using East Cleveland Ave and Bedford Rd. There is, however, a notable lack of sidewalks along East Virginia Ave and Bypass Rd. Map 3: Average Daily Traffic 7 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Bus Stops Additionally, 22 bus stops were identified in the study area. These stops are located along South Pollard Street, Washington Avenue, Bypass Road, and Hardy Road. As mentioned previously, Lake Drive Plaza shopping center is an important destination, and has been identified as a potential future small bus transfer station. Sidewalk access is available to most of the bus stops, except for the stops located near the entrances of the River Park Shopping Center. This inventory can help identify important gaps in the Town’s existing multimodal infrastructure as well as identify opportunities that can be expanded to build a stronger multimodal network and foster greater use of alternative modes of transportation. Source: Valley Metro Transit Map 4: Existing Sidewalks & Bus Stops 8 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Regional Trails Existing bicycle infrastructure, by contrast, is very limited in the study area. No bicycle lanes or other formal bicycle markings are found in the study area. There are nearby off-road trails and roads, however, that are popular with bicyclists, including the Glade Creek Greenway, Wolf Creek Greenway, and Blue Ridge Parkway. Hardy Road, Walnut Avenue, and Washington Avenue are all commonly used to connect to these places from the study area. Crash Data The analysis also considered bicycle and pedestrian safety data. This information was provided by the VDOT Crash Analyst Tool. The database used by this tool offers the location of all reported crashes and accidents in the period from 2014-2021. During the reported period, only one auto accident involving a bicyclist or pedestrian was reported in the study area. This was a pedestrian accident that occurred on Jefferson Ave and resulted in a severe injury. No accidents involving a bicyclist were reported. There were, however, three accidents involving bicyclists that occurred just outside of the study area. Two of these occurred on West Virginia Avenue, a few blocks west of the intersection of East Virginia Avenue and South Pollard Street. One resulted in a severe injury, while the other resulted in a minor, non-visible injury. The third accident involving a bicyclist occurred on West Lee Avenue, about one block west of Map 5: Regional Trails 9 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Previously Planned Improvements Finally, the inventory of existing conditions also included a review of previous planning and study efforts that have been conducted in the study area. This area has been the subject of several previous studies that have produced numerous improvement recommendations. Some of the recommendations that are most relevant to the current study effort include: •The need for pedestrian accommodations at signalized intersections improvements in general •The creation of a bicycle boulevard between downtown Vinton and the River Park Shopping Center •The reduction of the width of the travel lanes on major road corridors •The replacement of some on-street parking with bicycle lanes. 1) The first recommendation that was identified in multiple studies was the need to improve pedestrian amenities and infrastructure at signalized intersections. Studies noted that very few intersections offer crosswalks or pedestrian countdown signals. It has been recommended that these elements be added to every signalized intersection, and that pedestrian refuge islands also be added at strategic crossing points of four-lane roads. 2) The second recommendation provided by previous studies was the establishment of a bicycle boulevard between downtown Vinton and the River Park Shopping Center. This facility would parallel Washington Avenue and East Virginia Avenue as an additional east-west route across the study area. It would provide bicyclists with an alternative route that would avoid the heavy traffic and high speeds of the major road corridors. This recommendation also assumed that the River Park Shopping Center will be redeveloped as a new “town-center” style development that will generate additional activity and travel to the site. Map 6: Crash Data Town of Vinton GAP Summary Route 24 Bike/Ped Plan 3) The third notable recommendation made by previous studies was to reduce the width of the travel lanes on the major road corridors to 10’ wide to provide space for bicycle lanes on these roads. A study of Washington Ave confirms the possibility of “road diet” treatments on this roadway. 4) Finally, the fourth notable recommendation was to remove on- street parking along some sections of streets in the central business district to avoid the potential conflict between bicyclists and parked cars. These recommendations suggested that marked bicycle lanes be added in place of the existing on-street parking spaces. These prior recommendations offer guidance to the current study effort and provide useful starting points to test in the development of plan recommendations. Summary of Opportunities and Challenges This analysis revealed numerous challenges and opportunities as benchmarks for consideration in the planning process. Challenges One of the primary challenges for improving multimodal travel in the study area is the lack of existing bicycle and pedestrian infrastructure. Particularly notable is the complete absence of bicycle lanes or other formal bicycle markings, as well as the lack of pedestrian safety amenities at nearly all the signalized intersections in the study area. Another challenge for providing multimodal accommodations is the narrow street dimensions that characterize the historic neighborhoods in the center of the study area. Narrow streets can be favorable for non-motorized travel due to their natural tendency to reduce automobile travel speeds. They also, however, can make it difficult or unfeasible to add amenities such as bicycle lanes or sidewalks using the existing right of way. A third challenge for this study area is the high volume and speed of traffic that uses the major corridors such as Washington Ave and East Virginia Ave. These conditions can make bicycle and pedestrian travel along the corridors unpleasant, and often unsafe. Their importance as driving routes and their significant traffic volumes can also make it difficult to successfully propose changes such as narrowing or repurposing travel lanes to provide room for sidewalks or bicycle lanes. Opportunities Along with these challenges, however, the study area also provides numerous opportunities that support multimodal travel. One such opportunity is the existing internal road network that offers complete, or nearly complete, connections between the major activity centers. These streets, such as Cleveland Ave and Bedford Ave, can provide bicyclists and pedestrians with alternative routes between destinations that avoid larger and busier road corridors. Another opportunity is the relatively wide availability of sidewalks in the study area. While sidewalks are conspicuously absent from large portions of East Virginia Avenue and Bypass Road, their availability along South Pollard Street, Washington Avenue, in front of the Lake Drive Plaza shopping center, and along many of the internal neighborhood streets provides a solid foundation to support pedestrian travel in the area. This existing pedestrian network also allows future improvements to be more focused on relatively low-cost improvements such as crosswalks and pedestrian signals, rather than requiring the larger investments of large sections of new sidewalks. A third opportunity supporting multimodal travel is the fact that much of the study area features characteristics of traditional neighborhood design such as short blocks, buildings located near to the street, sidewalks, and residential neighborhoods directly adjacent to commercial developments. All these characteristics provide a “human-scale” to the study area that supports the ease and comfort of non-motorized travel. A final significant opportunity for multimodal travel is the presence of an existing bus route that serves most of the study area, including direct service to its three major activity centers. This route not only provides an alternative mode of transportation to reach these destinations, but also offers residents of the area with a way to reach other destinations around the Roanoke metro area without the need to independently own an automobile. 11 Town of Vinton GAP Summary Route 24 Bike/Ped Plan The Town of Vinton values the input of its residents and welcomed public input at several stages in the bicycle and pedestrian planning process for the Route 24 area. Public Meetings In-person public meetings provided one method of public involvement in the Route 24 bicycle and pedestrian plan. Public meetings were held both early in the process to solicit public input and experience, and late in the process to share draft recommendations for public comment. Early Engagement An initial public meeting was held in person at the Vinton War Memorial on October 4, 2021. The meeting was advertised extensively through Town of Vinton social media, newspaper advertisements, and other venues. At this meeting, consultants presented basic information about the technical assistance grant and project goals, displayed existing conditions maps and information, and welcomed public input on their use of, and desires for, the Route 24 project area. Accompanying the in-person meeting, a public survey offered an additional input opportunity at this stage. Input at his stage was used as consultants established potential improvements and critical needs of the project area. Late Engagement A second public meeting was held March 31, 2022, also at the Vinton War Memorial. Again publicized through the Town’s existing social media, newspaper advertisements, and other methods, this meeting presented bicycle and pedestrian toolkit options and recommended improvements to the public for their input. The meeting was well-attended and included a presentation by the Consultant Team and displays of toolkit graphics. Residents were welcomed to add notes to the overall recommendations map as well as ask questions of consultants and Town staff. Input at this stage was used to refine recommended improvements before project completion. Community Survey As a companion to the initial in-person public meeting, the Consultant Team launched an online survey allowing all residents an opportunity to engage with the planning process. The survey presented a map of the project area and asked participants to mark with four types if information: desired bicycle and pedestrian destinations, areas with safety concerns, desired bicycle improvements, and desired pedestrian improvements. Participants also had the ability to view, comment, and vote on comments submitted by others. The community survey remained open from September 9 to November 1, 2021 and was accessed by 340 unique users. Survey results were used extensively in identifying potential bicycle and pedestrian improvements in the project area. Steering Committees Work on the Route 24 Bicycle and Pedestrian Plan was guided by two separate steering committees, each giving additional public input to the study effort. A Community Steering Committee was made up of Vinton residents and members of elected and appointed committees, including Planning Commission, Town Council, and Board of Zoning Appeals among others. A Technical Steering Committee was made up of representatives from local and regional government, including Town of Vinton representatives from the Planning and Zoning Department, Public Works Department, and Town Administration, as well as as well as representatives from the Virginia Department of Transportation, Roanoke County, and Roanoke Valley-Alleghany Regional Commission. Steering Committees met quarterly throughout the study process, providing local input, vetting draft recommendations, and revising final deliverables. Steering Committee members also served an important role in promoting public engagement opportunities. III. PUBLIC INVOLVEMENT 12 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Map 7: Summary of Input from the Map Survey This map shows a summary of the locations of comments received by members of the community. Colored pins indicate safety concerns and needs for bicycle and pedestrian connectivity in the Study Area. Desired bike/walk destination |Desired bike improvement | Desired walk improvement | Safety concern 13 Town of Vinton GAP Summary Route 24 Bike/Ped Plan IV. TOOLKIT OF BICYCLE AND PEDESTRIAN IMPROVEMENTS The GAP technical assistance for Vinton considered a variety of factors in recommending potential bicycle and pedestrian infrastructure improvements in the Route 24 study area. In consideration of bicycle and pedestrian destinations, pavement widths, traffic volume, existing sidewalks, and other factors, the Consultant Team constructed a toolkit of potential bicycle and pedestrian improvement types that fit the scale, character, and needs of Vinton. These toolkit options are based on the experience of other communities and may be used in locations specified by this study but may also be deployed in other areas of the Town to create a continuous multimodal network serving Vinton on the region. Sidewalk Gaps Sidewalks are the most typical and most familiar method of incorporating pedestrian infrastructure into the transportation network. Vinton has a significant inventory of existing sidewalks, varying widely in their design. A modern standard for sidewalk construction includes a five- foot minimum width sidewalk, with appropriate intersection curb ramps meeting requirements of the Americans with Disabilities Act (ADA). In areas with expectations for higher volumes of pedestrian use, including along multi-lane arterial streets and in established or planned commercial areas, wider sidewalks are appropriate and should be installed as right-of-way allows, accommodating the wideset variety of users. While in some areas sidewalks may be separated from the street curb by a landscaped buffer, the realities of Vinton’s existing streets, rights-of-way, and buildings will make adding sidewalks at the curb edge the most likely scenario. In areas where existing street conditions are especially difficult, the Town may consider painted sidewalks on existing pavement for limited installations and with approval of appropriate agencies. In all cases, sidewalks must be coordinated with crosswalks in appropriate locations to create a safe and connected pedestrian network. Figure 1: Sidewalk Gaps on Multi-Lane Arterial Streets 14 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Figure 2: Sidewalk Gaps on Local Streets Intersection Enhancements Intersections are the most complex and most dangerous elements of the pedestrian transportation system. The goal of all intersection improvements will be to increase pedestrian and driver safety by increasing pedestrian visibility and reducing the distance pedestrians must cross. At intersections with no existing vehicle traffic signals, crosswalk markings that make pedestrians more visible to drivers are a key improvement. While a wide variety of crosswalk designs exist, this analysis recommends high-visibility crosswalks made up of wide, longitudinal stripes marked on the roadway at regular intervals. Vehicle stop bars or yield lines that remind drivers to stop well back from crossing pedestrians also help to increase pedestrian visibility in the street. In addition to painted stripes, accessible curb ramps are required by the Americans with Disabilities Act (ADA) at all crosswalks. Flashing warning beacons that warn drivers of crossing pedestrians or pedestrian signals that stop vehicle traffic may be used in especially busy streets. Corner bulb-outs or median refuge islands that reduce the overall pedestrian crossing distance also enhance safety. Where crosswalks must cross higher speed or higher volume roadways, or where automobile traffic signals are already in place, signalized crosswalks are recommended. Signalized crossings may be activated by a pedestrian push button and coordinate pedestrian crossing timing along with the timing of traffic lights for vehicle travel. Providing a crossing time countdown or prohibiting automobiles from turning right on red are among additional methods of increasing safety and visibility for pedestrians in the intersection. 15 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Figure 3: Signalized Intersection Enhancements Figure 4: Uncontrolled Crossing Enhancements 16 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Slow Streets On many quiet neighborhood streets with low automobile traffic and speeds, it may be possible for pedestrians and vehicles to safely share the paved street surface. Improvements on these “Slow Streets” can help to reinforce the idea of a safe, shared space for both pedestrians and drivers. Slow Street improvements may include traffic calming measures such a speed bumps or speed tables, additional signage or street markings advising drivers of the presence of pedestrians and bicycles, or painted pedestrian zones on the street surface in areas where separate sidewalks are not feasible due to lack of right-of-way or other limitations. Figure 5: Slow Streets Bicycle Lanes Bicycle lanes are portions of the roadway that has been designated by striping, signage, and pavement markings for the exclusive use of bicyclists. Bike lanes enable bicyclists to ride at their preferred speed without interference from prevailing traffic conditions and facilitate predictable behavior and movements between bicyclists and motorists. Bike lanes typically run in the same direction as traffic and are typically designated with painted lines only, although physical barriers are used in some cases. The configuration of a bike lane requires consideration of existing traffic levels and behaviors, adequate safety buffers to protect bicyclists from parked and moving vehicles, and enforcement to prohibit motorized vehicle encroachment and double-parking. Bike Lanes may be distinguished using color, lane markings, signage, and intersection treatments. Typical bicycle lanes are five feet in width and may be supplemented by a painted buffer zone on higher volume or higher speed streets to increase safety and comfort. 17 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Downtown Toolkit As Vinton continues to build the vitality of its downtown core, a variety of improvements can make the area more attractive and comfortable for pedestrians, including decorative lighting and street furniture, wayfinding signage, and café space. Figure 6: Downtown Streetscapes 18 Town of Vinton GAP Summary Route 24 Bike/Ped Plan The GAP technical assistance for Vinton considered a variety of factors in recommending and prioritizing potential bicycle and pedestrian infrastructure improvements in the study area. Consultants reviewed existing long-range planning documents, conducted a map-based survey and stakeholder meetings for resident input, and incorporated a wide variety of transportation network data. Study data included nodes of activity, traffic volumes, speed, facility design, right-of-way, population density, employment density, safety criteria, and others. Taken together, the steps of this process identify individual routes and projects to form future bicycle and pedestrian networks in Vinton. Identifying Bicycle and Pedestrian Recommendations To develop a plan for a safe and effective bicycle and pedestrian network in Vinton, this analysis began by creating an inventory of key destinations and activity centers in the study area. These were identified using prior studies and plans, stakeholder meetings, survey responses, and input from local staff. Downtown Vinton, Lake Drive Plaza Shopping Center, the River Park Shopping Center, and the Vinton War Memorial were included among key destinations for pedestrians and bicyclists. Stakeholders also expressed interest in improving connections to the Glade Creek Greenway and Wolf Creek Greenway. Next, the analysis identified the key street corridors that provide bicycle and pedestrian access to these destinations, as well as those that could be used to connect activity centers to one another. The existing pavement widths, traffic volumes, on-street parking locations, posted speed limits, and sidewalk facilities for each key corridor were recorded. This information was used to better understand the challenges and opportunities for pedestrian and bicycle travel along each corridor. Finally, recommendations for bicycle and pedestrian facilities were assigned to each key corridor. These recommendations varied depending on both roadway characteristics and anticipated levels of bicycle and pedestrian use. Some of the recommended improvements were drawn directly from suggestions offered by the public, while others were developed by consultants and Town staff. Prioritization The previous section described how the recommendations for bicycle and pedestrian improvements were developed. Part of the scope for this project also required the development of a prioritization process to identify high priority recommendations. The purpose of this process is to be able to use a standard data analysis to guide the Town’s project prioritization and selection process. In addition to this data, however, considerations such as local support or funding feasibility may also be considered as Vinton leaders advance projects for funding or construction. All recommended projects were given priority scores in three categories: Traffic Level of Stress, Community Need, and Tactical Viability. Brief descriptions of each are provided below: Traffic Level of Stress The traffic level of stress evaluation is used to identify corridors where vehicular traffic creates the most hazardous travel conditions for bicyclists and pedestrians. Traffic Level of Stress was calculated using: •Speed Limit •Traffic Volume (AADT) •Number of Travel Lanes •Recorded Bike/Ped Crashes Community Need The community need evaluation is used to identify corridors where the built environment and demographic conditions are most likely to create a high demand for bicycle and pedestrian travel. Community Need was calculated using: •Proximity to Activity Centers •Proximity to Schools •Proximity to Bus Stops •Bike & Walk Scores •Population Density •Employment Density •VTrans Equity Emphasis Areas Project Viability The project viability evaluation is used to identify corridors where additions or improvements are anticipated to be easiest to implement. Project viability was calculated using: •Scale of Corridor •Right-of-Way Needs •Connectivity •Project Readiness V. RECOMMENDATIONS 19 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Table 2: Prioritization Matrix 20 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Map 7: Recommended Improvements 21 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Segment Start End Recommended Corridor Improvements Recommended Intersection Improvements Traffic Stress Rating Community Need Rating Project Viability Rating Notes S Pollard St Cleveland Ave Virginia Ave Sidewalks - both sides Signalized Intersection Enhancements at Virginia Ave, Uncontrolled Crossing Enhancements at Jefferson Ave & Cedar Ave med high low Install 6 ft wide sidewalks on both sides of Pollard Street. Install ADA curb ramps and high-visibility crosswalks at crossings. E Cleveland Ave Pollard St Bedford Rd Slow Street Uncontrolled Crossing Enhancements at Maple, Poplar, Blair, and Pine Streets low med med Crosswalk, speed table and shared lane marking improvements for ped/bike slow street S Blair St E Cleveland Ave Jefferson Ave Slow Street low med med Jefferson Ave S Blair St Chestnut St Slow Street low med med Chestnut St Jefferson Ave E Virginia Ave Slow Street Uncontrolled Crossing Enhancements at Hardy Rd low med med Pine St Washington Ave E Jackson Ave Slow Street low med med E Cleveland Ave Bedford Rd Dead End Slow Street Intersection Redesign at Bedford Rd low med med Crosswalk, speed table and shared lane marking improvements for ped/bike slow street Bedford Rd E Jackson Ave Virginia Ave Slow Street Intersection Redesign at E Cleveland Rd low med high Crosswalk, speed table and shared lane marking improvements for ped/bike slow street Bedford Rd Virginia Ave Hardy Rd Sidewalk - one side Signalized Intersection Enhancements at Hardy Rd low med med Add sidewalk or painted walk, alternating sides E Jackson Ave S Poplar St Pine St Slow Street low med med S Pollard St Washington Ave E Cleveland Ave Downtown Toolkit Signalized Intersection Enhancements at Washington Ave & E Lee Ave, Uncontrolled Crossing Enhancements at E Jackson Ave & E Cleveland Ave med high med S Maple St Washington Ave E Cleveland Ave Downtown Toolkit Uncontrolled Crossing Enhancements at Washington Ave, E Lee Ave, E Jackson Ave, & E Cleveland Ave low med med E Jackson Ave W Jackson Ave S Poplar St Downtown Toolkit Uncontrolled Crossing Enhancements at S Pollard St & S Maple St low med med Table 3: Recommended Improvements 22 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Segment Start End Recommended Corridor Improvements Recommended Intersection Improvements Traffic Stress Rating Community Need Rating Project Viability Rating Notes E Lee Ave W Lee Ave S Poplar St Downtown Toolkit Signalized Intersection Enhancements at S Pollard St, Uncontrolled Crossing Enhancements at S Maple St low med med 1st St Walnut Ave W Cleveland Ave Sidewalk low med med Walnut Ave West Town Limits W Lee Ave Planned/Proposed Improvements low med med Planned pedestrian and bicycle improvements already underway Gus Nicks Blvd Gearhart Park Washington Ave Planned/Proposed Improvements Signalized Intersection Enhancements at S Pollard St, Uncontrolled Crossing Enhancements at W Madison Ave med med low Any lane reconfiguration for Washington Ave. may be extended on Gus Nicks Washington Ave S Pollard St Bypass Rd Lane Reconfiguration Signalized Intersection Enhancements at S Pollard Rd & Mountain View Rd, Uncontrolled Crossing Enhancements at S Maple St, S Poplar St, S Blair St, & S Mitchell Rd, Enhance Existing Crosswalks at Meadow St med high low Reconfiguration from four travel lanes to two travel lanes with shared center turn lane and buffered bike lanes Fairmont Dr S Preston Rd Bush Dr Slow Street low low W Virginia Ave (Eastbound)Glade Rd Commercial Driveway Sidewalk Signalized Intersection Enhancements at commercial driveway high high low W Virginia Ave (Westbound) Commercial Driveway S Pollard St Sidewalk Signalized Intersection Enhancements at commercial driveway, 3rd St, & S Pollard St high high low Hardy Rd (Westbound)Chestnut St Vinyard Rd Sidewalk Uncontrolled Crossing Enhancements at Chestnut St & Spruce St. Signalized Intersection Enhancements at Bradford Rd med med low Bypass Rd Clearview Rd Wishington Ave Sidewalk Uncontrolled Crossing Enhancements at Shopping Center. Intersection Redesign at Washington Ave med med low Hardy Rd (Eastbound)Vinyard Rd Clearview Dr Sidewalk Signalized Intersection Enhancements at Bradford Rd med med low Table 3: Recommended Improvements (cont’d) 23 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Segment Start End Recommended Corridor Improvements Recommended Intersection Improvements Traffic Stress Rating Community Need Rating Project VIability Rating Notes Private Drive E Cleveland Ave Dead End Slow Street low med low Will require coordination with private property Footpath E Cleveland Ave Bypass Rd Off Road 10 ft Shared Use Path n/a med low Will require coordination with private property Footpath Bypass Rd Fairmont Dr Off Road 10 ft Shared Use Path n/a med low Will require coordination with private property Footpath Fairmont Dr Wolf Creek Greenway Off Road 10 ft Shared Use Path n/a med low Will require coordination with private property Hardy Rd (Westbound)Vinyard Rd Clearview Dr Sidewalk Signalized Intersection Enhancements at Bradford Rd med med low Hardy Rd Clearview Rd Nelson St Sidewalk med low low Washington Ave Mitchell Rd Bypass Rd Sidewalk med med low Add sidewalk on south side of Washington, joining with proposed sidewalks on west side of Bypass Road W Lee Ave Walnut Ave E Lee Ave Downtown Toolkit Signalized Intersection Enhancements at S Pollard St low med med W Jackson Ave Walnut Ave E Jackson Ave Downtown Toolkit Uncontrolled Crossing Enhancements at S Pollard St low med med W Cleveland Ave 1st St Pollard St Slow Street Uncontrolled Crossing Enhancements at S Pollard St low med med E Virginia Ave (Westbound)S Pollard Chestnut St Sidewalk Signalized Intersection Enhancement at S Pollard St. Uncontrolled Crossing Enhancements at Chestnut St & Spruce St med med med E Jackson Ave Pine St Bedford Rd Slow Street Intersection Redesign at E Cleveland Rd low med med Table 3: Recommended Improvements (cont’d) 24 Town of Vinton GAP Summary Route 24 Bike/Ped Plan VI. PRIORITY IMPROVEMENTS The following is a list of high priority projects based on the recommendations and prioritization criteria in Section V. A: Virginia Avenue Sidewalk (Pollard Street to Vinyard Road) East Virginia Avenue and Hardy Road form a key commercial corridor and link between Vinton’s downtown and shopping, restaurants, and other services in the area of Hardy Road and Vinyard Road. Future redevelopment of the corridor may continue to add business uses and pedestrian destination. Despite the importance of this corridor to the overall transportation and land use network in Vinton, no sidewalks are currently provided. Installation of a sidewalk on the north side of East Virginia Avenue can provide a key pedestrian connection in this area. Recommended Improvements: •Install continuous 5-foot wide sidewalk on north side of East Virginia Avenue / Hardy Road •Provide high-visibility crosswalks, with appropriate curb ramps, at existing and future street crossings and major commercial entrances 25 Town of Vinton GAP Summary Route 24 Bike/Ped Plan B: Intersection Improvements (Pollard Street and Virginia Avenue) The intersection of Pollard Street with Virginia Avenue is a key point of transition between Virginia Avenue’s important commercial corridor and Pollard Street’s downtown streetscape. The Town has already completed pedestrian upgrades at other key intersections, including the Pollard Street’s northern intersection with Washington Avenue. Intersection upgrades will safely integrate pedestrians into an existing signalized automobile intersection. With potential development, improvements can serve this growing area and should be coordinated with development work if possible. Recommended Improvements: •Provide high-visibility crosswalks, with appropriate curb ramps, at crossings of Pollard Street, First Street, East Virginia Avenue, and West Virginia Avenue •Modify existing medians on Virginia Avenue to allow safe pedestrian crossing •Install button-activate pedestrian signals coordinated with existing vehicle traffic signals C: Pollard Street Sidewalks (Virginia Avenue to Cleveland Avenue) Pollard Street is the critical center of Vinton’s downtown and path to connect to downtown businesses and other uses. Pollard Street has already seen sidewalk improvements north of Cleveland Avenue as a part of streetscaping efforts and library construction. The segment of Pollard Street from Virginia Avenue to Cleveland Avenue can provide key continuity to Virginia Avenue commercial uses and potential new development in this area. While this segment of Pollard Street currently includes sidewalks, these walks are narrower than current standards, in general disrepair, and do not meet modern accessibility requirements of the Americans with Disabilities Act (ADA). Recommended Improvements: •Widen sidewalks to 6-feet on both sides of Pollard Street from Virginia Avenue to Cleveland Avenue •Add high-visibility crosswalks and ADA curb ramps at crossings of Cedar Avenue and Jefferson Avenue 26 Town of Vinton GAP Summary Route 24 Bike/Ped Plan D: Cleveland Avenue Slow Street (Pollard Street to Bedford Road) East-west bicycle and pedestrian travel in the Route 24 study are complicated by high traffic on the area’s major east-west routes, Washington Avenue and Virginia/Hardy. Cleveland Avenue provides one route option to make east-west connections through the study area on a lower-traffic street, and to engage the residential neighborhood internal to the study area in the bike/ped transportation network. Slow Streets are streets with low traffic where a combination of traffic calming, signage, and other visibility improvements can create a safer space for bicycles, pedestrians, and automobiles to share one corridor. While Cleveland Avenue does not currently have sidewalks on both sides of all blocks, sidewalks are available on at least one side of the street for the full length of this segment. Topographic issues will make the addition of new sidewalks complex. The recommendations included here do not include new sidewalks, but additional sidewalks may be considered by the Town in the long term. Recommended Improvements: •Install one traffic calming speed table per block between Maple Street and Bedford Road •Add high-visibility crosswalks and ADA curb ramps at crossings of Maple Street (north side), Poplar Street (north and east sides), Blair Street (north and west sides), and Pine Street (south side) •Paint bicycle shared lane markings (sharrows) approximately every 200 to 250-feet from Pollard Street to Bedford Road. 27 Town of Vinton GAP Summary Route 24 Bike/Ped Plan E: Washington Avenue Lane Reconfiguration (Pollard Street to Bypass Road) Washington Avenue is a key Vinton corridor and pass-through corridor for many commuters. The existing corridor provides two vehicle lanes in each direction, and high volume of traffic that may deter bicyclists. Washington presents an opportunity for a “road diet” or reduction in overall lanes to provide a more complete street that accommodates bicycle travel. While ample space is available for reconfiguration of existing lanes, additional study of existing and projected traffic volumes will be necessary before installation of improvements. Recommended Improvements: •Restripe Washington Avenue from Pollard Street to Bypass Road, reconfiguring from four travel lanes to one travel lane in each direction (11-foot widths) with a center turn lane (12-foot width) and two buffered bike lanes (5-foot lane with 3-foot painted buffer) •Provide appropriate transitions at east and west corridor ends where the reconfigured segment reverts to other lane designs •Reposition traffic signal heads as necessary 28 Town of Vinton GAP Summary Route 24 Bike/Ped Plan F: Vinyard Road/Bedford Road Pedestrian Improvements (Cleveland Avenue to Hardy Road) Bedford and Vinyard Roads provide an important connection from residential areas internal to the study area to shopping and services in the area of Vinyard and Hardy. The Town of Vinton has previously improved the intersection of Vinyard Road and Hardy Road with pedestrian accommodations, but Vinyard itself does not provide pedestrian facilities. Recommended Improvements: •Install one traffic calming speed table per block between Cleveland Avenue and Hardy Road •Provide high-visibility crosswalks, with appropriate curb ramps, at existing and future street crossings and major commercial entrances •Paint bicycle shared lane markings (sharrows) approximately every 200 to 250-feet from Cleveland Avenue to Hardy Road •Install 5-foot sidewalk on west side of Vinyard from Bedford Road to south of existing restaurant entrance, relocating the existing curb approximately 2.5-feet east and acquiring approximately 2.5-feet of right-of-way from adjacent properties. Alternatively, paint 5-foot on-street pedestrian walkway within existing pavement depending on right-of-way and pavement width available. •Install 5-foot sidewalk on east side of Vinyard from existing restaurant entrance to Hardy Road 29 Town of Vinton GAP Summary Route 24 Bike/Ped Plan For each selected project the Consultant Team has constructed a conceptual estimate of project cost. Cost estimates are based on typical costs for individual construction elements including sidewalks, road markings, ADA curb ramps, and pedestrian signals, along with engineering, construction mobilization, and contingency costs. Typical costs have been drawn from regional sources, including recent construction projects in Vinton. While efforts have been made to recommend projects within existing rights-of-way, the cost of any necessary right-of-way acquisition have not been included. The conceptual cost estimates provided in this document will aid the Town in budgeting for capital projects or seeking grants and outside funding. Importantly, project costs can vary widely depending on many factors. Specific engineering of individual projects may uncover issues that change project costs. Construction costs will also vary over time. The conceptual estimates included here should not be relied upon beyond six months from the publication of this document. VII. CONCEPTUAL PROJECT COSTS Selected Project Location Recommendation Conceptual Cost A. Virginia Avenue Sidewalk Pollard Street to Vinyard Road Install conventional sidewalk on north side of street $2,535,944 B. Intersection Improvements (Pollard Street and Virginia Avenue) Install crosswalks, ADA curb ramps, modified medians, and pedestrian crossing signals $194,231 C. Pollard Street Sidewalks Virginia Avenue to Cleveland Avenue Widen sidewalks to 6-foot width, ADA curb ramps, and crosswalks $1,634,473 D. Cleveland Avenue Slow Street Pollard Street to Bedford Road Install crosswalks, speed tables, ADA curb ramps, and sharrows $301,610 E. Washington Avenue Lane Reconfiguration Pollard Street to Bypass Road Reconfigure four-lane road to two lanes with center turn and buffered bicycle lanes $1,671,912 (includes milling and paving) F. Vinyard Road/ Bedford Road Improvements Cleveland Avenue to Hardy Road Install crosswalks, speed tables, ADA curb ramps, sharrows, and conventional or painted sidewalks $196,556 (painted sidewalk option) $402,729 (conventional sidewalk option) Table 4: Cost Estimates 30 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Funding Considerations These projects can be funded through a variety of sources and those sources can often be combined to ensure full project completion. The following section outlines potential sources of funding for bicycle and pedestrian projects and notes about each source. SMART SCALE SMART SCALE is the one of the most prominent sources of funding for transportation projects in the Commonwealth of Virginia. As of 2022, the program is in its fifth round and it is administered through the Office of Intermodal Planning and Investment (OIPI) with the assistance of the Virginia Department of Transportation (VDOT) and Department of Rail and Public Transportation (DRPT). It is a highly competitive program and projects are scored and the scores are relative to other projects in the VDOT district (in Vinton’s case, that is the Salem District). There are a variety of factors that make projects competitive but adding bicycle and pedestrian elements to other projects potentially improves their scoring. For example, if a locality would like to pursue SMART SCALE for intersection improvements, the addition of bicycle and pedestrian facilities identified in planning documents increases the multimodality of the project and may make it more competitive. Vinton can refer to this plan when considering larger transportation (intersection or corridor) projects for opportunities to fund bicycle and pedestrian infrastructure. Note that not all recommended projects may be eligible for SMART SCALE funds. While SMART SCALE may be ideal for establishing new sidewalks or bicycle facilities, this funding source may not support widening sidewalks were sidewalks already exist, or adding other streetscaping elements. Transportation Alternatives Funding The Transportation Alternatives Program (TAP) provides for construction and design of bicycle and pedestrian facilities through a formula program administered by VDOT. The program is intended to help localities fund projects that expand non-motorized travel choices centered around cultural, historical, and environmental resources. Surface Transportation Block Grant Funding The Surface Transportation Block Grant Program: Roanoke Valley Urbanized Area Suballocation Funding (STBG) provides federal funding that may be used by for a wide range of highway, transit, and other transportation projects. The Roanoke Valley Transportation Planning Organization (RVTPO) administers this funding, with the Policy Board responsible for project selection and allocation of approximately $6M/year for the Roanoke region. New project applications have been accepted in the Spring 2013 (Round 1), September 2014 (Round 2), September 2017 (Round 3), September 2019 (Round 4), and September 2021 (Round 5). It is anticipated that new project applications will be accepted every other year, with the next round of applications due in September 2023. Recreation-Oriented Grants The Virginia Department of Conservation and Recreation (DCR) offers a number of grant programs but two programs that may assist in some of the off-road paths and trails is its Trail Access Grant program and the Recreational Trails Program. The former is a 100 percent reimbursement program for trail projects and projects that increase access to trails for individuals with disabilities. The latter is a matching program aimed at building and rehabilitating trails and acquiring land for trail corridors. These programs are potential funding options for connecting to Vinton and Roanoke area greenways. 31 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 1: Cost Estimate Breakdowns 32 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 1: Cost Estimate Breakdowns (cont’d) 33 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 1: Cost Estimate Breakdowns (cont’d) 34 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 1: Cost Estimate Breakdowns (cont’d) 35 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 2: Summary of Policy Themes from Prior Plans 36 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Appendix 2: Summary of Policy Themes from Prior Plans (cont’d) 37 Town of Vinton GAP Summary Route 24 Bike/Ped Plan Town of Vinton Gap Summary Route 24 Bike/Ped Plan Meeting Date October 4, 2022 Department Planning and Zoning Issues Consider adoption of a Resolution authorizing the Town Manager to execute current and future agreements and any modifications with the Virginia Department of Transportation (VDOT) for transportation system enhancements. Summary The attached Resolution includes language authorizing the Town Manager to sign Virginia Department of Transportation (VDOT) Standard Project Administration agreements, but also provides the Commonwealth with a commitment from the Town that the Town is budgeting for the local funds required for any projects under agreement with VDOT. This "blanket" approval avoids having to return to Town Council for every agreement approval. Also attached is a similar Resolution (No. 2257) which was adopted by Council on July 17, 2018. The resolution needs to be updated every four (4) years. Attachments Resolution No. 2257 Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 4, 2022 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AUTHORIZING A LOCAL OFFICIAL TO EXECUTE AGREEMENTS WITH THE VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) AND ACKNOWLEDGMENT OF LOCAL FUNDING COMMITMENT AS REQUIRED IN VDOT FUNDING AGREEMENTS WHEREAS, the Town of Vinton desires to have and maintain a safe and efficient transportation system; and WHEREAS, from time to time the Town of Vinton and the Virginia Department of Transportation (VDOT) work together to enhance the transportation system; and WHEREAS, certain agreements between the Town of Vinton and VDOT must be executed for this cooperative work to be accomplished. NOW, THEREFORE, BE IT RESOLVED, that the Council of the Town of Vinton does hereby authorize the Town Manager to execute the agreements, and any modifications to such agreements, with VDOT when needed to advance transportation projects within the Town Limits; and, BE IT FURTHER RESOLVED, that the Council of the Town of Vinton does hereby commit to fund its local share of preliminary engineering, right-of-way, and construction (as applicable) of the project(s) under agreement with the Virginia Department of Transportation in accordance with the project agreement(s) financial documents. 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 October 4, 2022 Department Finance/Treasurer Issue Consider adoption of a Resolution approving a new Purchasing Policy and Procedures Summary The Finance Committee was briefed on the new Purchasing Policy and Procedures at their September 14, 2022 meeting. The new policy falls in line with the Commonwealth’s purchasing guidelines that allow for the elected body’s establishment of small purchasing procedures for goods under $100,000.00. Following evaluation and input from the Finance Committee, staff is recommending that the threshold for professional services be set at the range between $20,000.00 and $80,000.00. Professional services greater than the $80,000.00 threshold would be procured through formal bidding and requests for proposals as dictated by the Commonwealth. Attachments Purchasing Policy and Procedures Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 TOWN OF VINTON PURCHASING POLICY & PROCEDURES This policy is adopted to guide the Town of Vinton in obtaining high quality goods and services at reasonable cost, in conducting all procurement procedures in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety. The Town of Vinton provides an equal competitive opportunity to all vendors by promoting competitive bidding and/or negotiation, while establishing and maintaining trust, confidence, and cooperation with all vendors. The statutes governing the procurement of goods and services by government entities is contained in the Virginia Public Procurement Act (VPPA). 1. SMALL PURCHASES a. Purchases of $5,000 or less. This level of purchase is delegated to the using department head or designee(s) without obtaining quotations or keeping records for procurement purposes. Purchases less than $5,000 up to the limit on the cardholder’s account may be accomplished through the use of a Town Credit Card. Users are encouraged to compare pricing and utilize previous research when purchasing at this level. b. Purchases between $5,000.01 and $20,000. This level of purchase shall be made on the open market on the basis of terms most financially advantageous to the Town. It shall be accomplished through the use of a least two attempted telephone, written, catalog or electronic quotations. The using department should obtain these quotations and forward to the Purchasing Agent or Designee for review and purchase order issuance. c. Purchases between $20,000.01 and $50,000.00. This level of purchase shall be made on the open market on the basis of terms most financially advantageous to the Town. It shall be accomplished through the use of at least three attempted written or electronic quotations. The using department should obtain these quotations and forward them to Purchasing Agent or Designee for review and purchase order issuance. d. Purchases between $50,000.01 and $100,000. This level of purchase shall be made on the open market on the basis of terms most financially advantageous to the Town. It shall be accomplished through the use of at least four written or electronic quotations. The Purchasing Agent or Designee shall obtain these quotations. 2. LARGE PURCHASES Large purchases are defined as any purchase whereby supplies, goods, construction and services are estimated to cost $100,000.00 and above and professional services over $80,000.00 $30,000. This level of purchase requires that a formal Invitation for Bid or Request for Proposal be issued. This shall be accomplished by soliciting interested bidders and those vendors on the Town's bid list. A legal ad shall also be published in the local newspaper and/or posted on a bulletin board assessable to the general public. 2 Notation: The Invitation for Bid and Request for Proposal are two distinctly different methods of procurement. In general, an Invitation for Bid is the most common and contains specifications, a public bid opening, posted bid tabulations, and a firm price offer from a vendor which may not be changed (unless the price is over the town' s budgeted amount). The Request for Proposal differs in that it is a negotiated procurement. Offers are opened in private with no information regarding contents and prices being released until after the negotiation process. 3. PROFESSIONAL SERVICES Professional Services between $20,000.00 and $80,000.00 $10,000.01 and $30,000. This level of purchase shall be made on the open market and the shall be accomplished through the use of at least three attempted written or electronic quotations with emphasis on qualifications, experience, suitability and timeliness. Cost shall not be the sole determining factor. The Purchasing Agent or Designee will obtain these quotations. 4. EXCEPTIONAL PROCUREMENT POLICY a. Purpose This guideline establishes the policies and procedures concerning the purchase of items or services that are exempt from the requirements of applicable policies covering small, intermediate, or large purchases. b. Responsibility Specific responsibility is assigned to the Town Manager and/or designee to review purchases made under the provisions outlined in this policy for compliance with these regulations and to all department heads for seeking to avoid using provisions of this policy that limit competition. c. Policy Normal purchasing policies shall be suspended for purchases made under the following provisions: (1) Sole Source - when determined in writing by the individual responsible for procurement of an item or service that there exists only one source capable of providing an item or service as specified or of equal quality, the Town Manager or designee may issue a request for purchase order. The individual or department head making this request shall explain in writing the basis for determination of why this vendor is considered the sole source. The Town Manager or designee may require the department head to lessen the specifications in order to pre-qualify additional vendors and seek competitive bids. The designation of a vendor as sole source is applicable to a single P.O. and permission for future sole source purchases will be considered on a case-by-case basis. If sole source designation is assigned, this fact is denoted on the request for P.O. and all other documents related 3 to the purchase. All other requirement of purchasing policies applicable to the value of the purchase shall remain in effect. (2) Emergency Purchase - in cases of emergency, contracts may be entered into or purchases made without competitive bidding or competitive negotiations. However, this provision should be avoided if at all possible and practical under the circumstances. A formal, written documentation of the basis for the emergency and the reasons for selection of the particular vendor or contractor shall be made available to the Town Manager as soon as possible. He/she shall then issue a written notice that the purchase or contract was awarded on an emergency basis, identifying that which was procured, and the date of the procurement or award of contract. This notice shall be posted in a public place within the Vinton Municipal Building prior to actually making the purchase or awarding the contract for service, if possible, or as soon as practical thereafter. This purchase will be placed on a request for P.O. and will be signed by the Town Manager and forwarded to the Finance Department as quickly as possible for processing. In the event the Town Manager is unavailable to make a determination of emergency purchases, his/her designee may be empowered to make such decision. All other requirements of purchasing policies applicable to the value of the purchase shall remain in effect. (3) State Contract - items purchased off contracts negotiated by the Virginia Department of General Services will not require any competitive bids. However, should a similar item of equal quality and at less cost be obtained from another vendor, the regular purchasing policies will still be effective, with the state contract price shown on quotation forms as a comparative bid. If the state contract is used, notation of such and contract number should be made on the request for P.O. and forwarded to the approving authority for further processing according to the policy applicable to the value of the purchase. The Finance Department should denote the state contract number on the P.O. when processing. All other requirements of purchasing policies applicable to the value of the purchase shall remain in effect. (4) Cooperative Procurement - items or services purchased in conjunction with another public body or agency for the purpose of combining requirements to increase efficiency or reduce administrative expense on projects or services participated jointly with the Town of Vinton. A public body may also purchase from another public body's contract even if it did not participate in the request for proposal or invitation to bid, if the request for proposal or invitation to bid specified that the procurement was being conducted on behalf of other public bodies, except for instances stated in Sec. 2.2-4304 of the Virginia State Code. When entering into such an agreement, it shall be determined by the Town Council of the Town of Vinton which locality will be responsible for purchasing and/or contracting of services and the subsequent use of procurement policies of such lead locality. If another locality is deemed to be the lead agency, any invoices 4 presented to the Town for reimbursement will be noted as such on the invoice and appropriate purchasing documents. If the Town of Vinton is the lead agency, all procurement policies of the Town applicable to the amount of the invoice will apply. (5) Repetitive Operating Services - for services of recurring operations of the government of the Town of Vinton and which generally is available from a sole source and routine in nature. Examples include utilities such as power, natural gas, and telephone. While no P.O. is needed, the authorizing department head must approve the invoice, but only after reviewing for accuracy and discounting for expenses due from employees, such as long- distance personal telephone calls. Exempted items or services will only be charged to object codes identified for repetitive services or utilities (i.e. object codes #510, electricity; 521, telephone; other utilities, all object codes dealing with salaries or fringe benefits of Town employees, etc.). (6) Contractual Items - items may be bid competitively on a recurring basis for goods or services deemed most cost effective to do such. Examples may include gasoline for Town vehicles, chemicals, asphalt, concrete, salt for snow removal, maintenance service agreements, communication equipment, contracted services provided by Roanoke County or other government, and other goods and services fiscally feasible to procure on a contractual basis to guarantee long term costs. Contractual items must meet all purchasing requirements applicable to the aggregate costs of the term of the contract, including competitive bidding, but does not require a request for P.O. or actual P.O. One (1) copy each of any contract for goods or services must be forwarded to the Town Manager' s office and to the Finance Director/Treasurer to be filed for audit purposes. Any invoices for these goods or services must be clearly marked " Contract Purchase" and approved by the appropriate department head prior to processing. (7) Open-End Purchase Orders - can be issued and approved by the Town Manager, upon request by the department head, for a "not to exceed amount". An open-end purchase order must be approved by the Town Manager, regardless of the amount requested. The P.O. must also state a "not valid after "date to ensure closure on the document. Open-end purchase orders can be used by the Town when unknown items at unknown costs will need to be purchased from a single vendor. Credit cards purchases will be made only upon issuance of an open-end purchase order requested by the proper authority, based upon the dollar value anticipated. The P.O. Request should clearly state in general terms the type of items anticipated to be purchased. Open-end purchases should only be used in situations where due to the volume of items to be purchased and the uncertainty of exact items needed, informal bidding is not practical or efficient. Open end purchasing may also be used when purchasing specific items at public auction when authorized to do so by Town Council through legal resolution. 5 d. Procedure All applicable purchasing policies of the Town of Vinton (unless otherwise noted) should be followed with the variations cited per exception. The Town Manager should be consulted if ambiguities are present, with the decision of the Town Manager on interpretation of this Exception Procurement Policy being final. Adopted by Vinton Town Council on October 4, 2022 September 1, 2020, by Resolution No. 2375 . RESOLUTION NO. AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 4, 2022 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town’s current purchasing policy was adopted in 1997 and revised in 2013 and 2020; and WHEREAS, the Town’s current purchasing policy requires Town Council approval for any professional services over $30,000 and the current state code allows administrative decisions to be made up to $100,000; and WHEREAS, Town staff has revised the current policy and through evaluation and input from the Finance Committee, staff is recommending that this threshold be set at $80,000.00 for professional services with any items or services greater than these amounts to be brought to Town Council for review and approval. NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby adopt the new Purchasing Policy and Procedures. 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 October 4, 2022 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met on September 14, 2022 and discussed the following items: • June 30, 2022 Preliminary Financial Statements • Request to increase purchase limits on specific sections of Town of Vinton Purchasing Policy & Procedures Attachments June 30, 2022 Financial Report Summary Recommendations Motion to approve June 2022 Financial Report Town Council Agenda Summary Financial Report Summary June 30, 2022 General Fund 200 Revenues Expenditures Revenues over/(under) Expenditures Grant Fund 250 Revenues Expenditures Revenues over/(under) Expenditures Utility Fund 300 Revenues Expenditures Revenues over/(under) Expenditures Capital Fund 400 Revenues Expenditures Revenues over/(under) Expenditures Stormwater Fund 600 Revenues Expenditures Revenues over/(under) Expenditures Total All Funds Revenues Expenditures Revenues over/(under) Expenditures Adopted Budget 8,032,258 8,032,258 384,800 384,800 4,513,595 4,513,595 835,000 835,000 414,328 414,328 14,179,981 14,179,981 V1NTON V I R G I N I A \! Revised YTD MTD YTD Remaining % Budget Posted Posted Balance YTD 9,549,450 399,906 9,842,628 293,178 103% 9,620,025 364,793 8,421,638 (1,198,387) 88% (70,574) 35,113 1,420,991 8,849,938 (3,581,371) 1,022,893 (7,827,045) 12% 8,849,938 13,047 806,079 (8,043,859) 9% (3,594,417) 216,814 4,933,527 25,239 4,997,740 64,212 101% 4,933,527 132,459 6,282,450 1,348,923 127% (107,220) (1,284,711) 2,100,154 200,000 750,000 (1,350,154) 36% 2,105,154 716,968 (1,388,186) 34% (5,000) 200,000 33,032 963,102 803,102 (160,000) 83 % 963,102 12,995 676,661 (286,441) 70% {12,995) 126,441 26,396,171 (2,956,226) 17,416,363 (8,979,808) 66% 26,471,746 523,294 16,903,796 (9,567,950) 64% (75,574) (3,479,520) 512,567