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Home My WebLink About8/17/2021 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, August 17, 2021 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of minutes: a. Regular Council Meeting of July 6, 2021 b. Regular Council Meeting of July 20, 2021 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Introduction of new employee – Anne Cantrell 2. Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30, 2020 awarded to the Treasurer/Finance Department – Anne Cantrell H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. 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 I. PUBLIC OPENING OF BIDS 1. Opening of bids for granting of two easements to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across 2121 and 2131 Cardinal Park Drive (Tax ID No. 071.07-03-04.00-000 and 071.11-01-01.00-0000) (“Property”) in the Town of Vinton, Virginia – Town Clerk J. PUBLIC HEARING 1. Consideration of public comments concerning approving an Ordinance proposing to grant two easements to Roanoke Gas Company to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across 2121 and 2131 Cardinal Park Drive (Tax ID No. 071.07-03-04.00-000 and 071.11-01-01.00-0000) (“Property”) in the Town of Vinton, Virginia a. Open Public Hearing • Report from Staff – Town Attorney • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of an Ordinance K. TOWN ATTORNEY L. TOWN MANAGER 1. BRIEFINGS a. Briefing on the updated Emergency Operations Plan for the Town of Vinton – Donna Collins/Bo Herndon b. Briefing on proposed purchase of the necessary portions of three properties located along Walnut Avenue for the Walnut Avenue Bicycle and Pedestrian Accommodations Project from 5th Street to the Town’s West Limits – Anita McMillan c. Briefing on proposed new Grant Policies and Procedures – Anne Cantrell 2. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution authorizing the Town Manager to execute a Memorandum of Understanding between the Town and Roanoke County for support from Roanoke County for the Vinton/East County Hotel Project – Town Manager b. Consider adoption of a Resolution creating Capital Projects Manager, Utility Clerk, and Customer Service Representative positions, approving changes to the FY2022 Classification Plan and approving the restoration of an additional Police Officer I position – Cody Sexton 3 3. PROJECT UPDATES/COMMENTS M. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES 1. Roanoke Valley-Alleghany Regional Commission Executive Committee 2. Roanoke Valley Regional Cable TV Committee N. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee – Anne Cantrell O. COUNCIL P. MAYOR Q. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS: September 7, 2021 – 6:00 p.m. – Regular Council Meeting NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date August 17, 2021 Department Town Clerk Issue Consider approval of minutes: a. Regular Meeting of July 6, 2021 b. Regular Meeting of July 20, 2021 Summary None Attachments July 6, 2021 minutes July 20, 2021 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JULY 6, 2021, 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 Jeremy Carroll, Town Attorney Fabricio Drumond, Police Chief Anita McMillan, Planning & Zoning Director Chasity Barbour, Community Programs & Facilities Director The Mayor called the regular meeting to order 6:00 p.m. The Town Clerk called the roll with Council Member Stovall, Vice Mayor McCarty Grose present. Roll call After a Moment of Silence, Natalie Mullins led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Vice Mayor McCarty following: July 10 – 7-10:00 p.m. – Mingle at the Market with Five Dollar Shake – Farmers’ Market; July 10 – 5- 9:00 p.m. - HeRow/Hope Driven Car Show Event - War Memorial; July 22 – 5:30 p.m. to 8:00 p.m. - National Hammock Day – War Memorial; July 24 – 7-10:00 p.m. - Mingle at the Market with 5 Shades of Grey – Farmers’ Market; August 2 – 6-7:00 p.m. – Burgers & Bootcamp – Farmers’ Market and August 3 – 6-8:00 p.m. – National Night Out - Charles R. Hill Community Center. Chasity Barbour next presentation on the Community Programs permanent record. Vice Mayor McCarty made a motion to approve the seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – Approve 2 Under awards, introductions, presentations and proclamations, comments in appreciation to Chief Drumond an luncheon for all of the staff at the Poff Federal Building on June 23rd and commented on the July 4th event at the War Memorial. Chief Drumond made brief comments distress call for service on June 13th which turned out to be worked the incident and in unison and cohesively were Sergeant Caldwell and Officer Taylor were presented a Certificate of Excellence following which the Mayor and The next item on the agenda was a briefing on the Stormwater Local Assistance Fund (SLAF) grant funds Virginia Department Quality (DEQ) Municipal Separate Stormwater Sewer System (MS4) Total Maximum Daily Load (TMDL) permit requirements. Anita McMillan first commented that the Town has Storm Sewer System and has to submit an MS-4 Permit to meet the requirement of the Federal Act to clean up storm drainage that goes into the streams and lakes. In May of 2021, S the Town where repairs could be made to the stream to meet the DEQ requirements. Initially there were four sites in consideration, but due to the limited funds and consultant recommended that two sites— Avenue and Woodland Place off of Niagara Road. Ms. McMillan next reviewed a PowerPoint presentation showing pictures of the two sites, which will be on file in the Town Clerk’s Office as a part of the permanent record. The Woodland Place site was selected for this application with an estimated cost of $425,000- $535,000 with a 50% match required by the grant. This is the same grant that has been u County and Roanoke City for streambank restoration. 3 The next item on the agenda was a briefing on the staff application for the allocation of Virginia Department of Transportation (VDOT) Transportation Alternatives (TA) Program funds for Hardy Road/Dillon Woods Crosswalk. Highway Safety Improvement Program (HSIP) funds for the crosswalk. In 2020, VDOT informed S the project cost would be approximately $410,000 and in 2021 the estimated cost rose to $497,611, a shortfall of $315,000. Staff has submitted a pre-application for application is due by October 1st Greenway Phase 2 project. submitted a request to the Transportation Technical Committee (TTC) for the Infrastructure Pro (CRRSAA). On Thursday, the Town will know if the TTC will make a recommendation to the RVTPO and if funds. The next item on the agenda was a briefing on Church. The Town Manager commented that the Town previously had an agreement with the Church in 2015 to assist with parking lot maintenance in exchange for the Town to be able to use the parking lot event parking. Staff worked with the Church and the proposed agreement provides for a one-time payment of $3,427.00. The agreement will be for three years and perform the maintenance to the parking lot. This matter will be brought back to Council for action at the July 20th meeting. If parking. The Town Manager next commented that he has also reached out to Thrasher M Church the Town also uses their parking lot for certain special 4 The next item on the agenda was to consider adoption of a Resolution rescinding the Declaration of Local Emergency dated March 16, 2020 for the COVID- 19 pandemic. The Town Manager commented that the and Council must take formal action to rescind our local emergency Resolution. Council Member Stovall made a motion to adopt the Resolution motion was seconded by Council Member Liles 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 the COVID-19 pandemic The next item on the agenda was to consider adoption of an Ordinance rescinding 1016 adopting certain emergency procedures to ensure the continuity of government during the COVID-19 pandemic emergency and disaster. McCarty made a motion to adopt the Ordinance as Member Mullins vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Ordinance adopting certain emergency procedures to ensure the continuity of government during the COVID- emergency and disaster The next item on the agenda was to consider adoption of an Ordinance to change elections from May to November of 2022. The Town Manager commented this a Assembly enacting the 2021 Acts of Assembly, Chapter 103 during their Special Session earlier this year. This action amended Virginia Code § 15.2-1400 to move all municipal elections for cities, towns and school boards after January 1, 2022 election will occur in November of 2022. Council had delay it by six months and the cons was to delay the election. Council Member Liles made motion was seconded by Council Member Mullins and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – McCarty, Grose; Nays (0) – None. Adopted Ordinance No. 1036 to change elections from May to November of 2022 The Town Manager commented that Staff has been working with an Road to determine the extent and the depth that will be 5 target with our funding request. Staff is considering all ava that by freeing up some of our capital improvement projects, we c The Town Manager next commented on the upcoming session of the Virginia General Assembly toward t Council Member Liles asked about the original analysis and the Town Manager responded a visual inspection was done, but not the below the surface. commented that before the dates were changed, VDOT had offered t match, we would have a total of $1.1 million. Unless there are other means to get funding, he did not think we would be good stewards of taxpayers’ dollars to let the $550,000 go away. The Town Manager next comme Hardy Road began today and the paving will take place in the evening hours. He also reminded citizens of the grocery bag recycling partnership with the Town. Council made comments on the July 4th event, the Mayor’s report and the recognition of Sergeant Caldwell and Officer Carter. The Mayor made comments on the July 4th event and Carter. The next item on the agenda was a request to convene in Closed Session pursuant to Section 2.2- 3711 (A)(3) of the Code of Virginia, 1950, as amended, public purpose, or of the disposition of publicly held real a strategy of the Town, specifically relating to a sanitary sewer easement on the Methodist Church property and for held real property located at South P Cedar Avenue; § 2.2-3711 (A)(8) for consultation with legal counsel retained by the Town regarding a specific 6 for discussion of the investment of public funds in the town- interest would be adversely affected and § 2.2-3711 (A)(29) of the 1950 Code of Virginia, as amended, for contract concerning the town- system in eastern Roanoke County, where discussion in an open sessi bargaining position or negotiating strategy. Council Member Liles made a motion to convene in Closed Session; the motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins Stovall, McCarty, Grose; Nays (0) – went into Closed Session at 7:02 p.m. At 8:40 p.m., the regular meeting reconvened and the approved on motion by Vice Mayor McCarty; seconded by Council Member Liles roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Certification of Closed Meeting Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Council Member Mullins and carried by the following vote, members voting: Vote 5-0; Yeas (5) – Stovall, McCarty, Grose; Nays (0) – None. The meeting APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JULY 20, 2021, 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 Jeremy Carroll, Town Attorney Anne Cantrell, Finance Director/Treasurer Fabricio Drumond, Police Chief Anita McMillan, Planning & Zoning Director William Herndon, Public Works Director The Mayor called the regular meeting to order at 6 Council Member Stovall, Vice Mayor McCarty and Mayor Grose present. Roll call After a Moment of Silence, Janet Scheid led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events/ announcements, Vice Mayor McCarty announced the following: July 22 – 5:30 p.m. to 8:00 p.m. - National Hammock Day – War Memorial; July 24 – 7-10:00 p.m. - Mingle at the Market with 5 Shades of Grey – Farmers’ Market; August 2 – 6-7:00 p.m. – Burgers & Bootcamp – Farmers’ Market; August 3 – 6-8:00 p.m. – National Night Out - Hill Community Center; August 12 – Roanoke County Schools start back in person; August 14 – 7-10:00 p.m. - Rutledge – Farmers’ Market and August 21 – 9- 1:00 p.m. – Savvy Events presents Kids Craft – War Memorial. Under awards, introductions, presentations and proclamations, Elizabeth “Liz” H. Bel Mayor read the Proclamation, comments and presented the framed Proclamation Greenway Commission and Anita McMillan also 2 Bo Herndon made brief comments concerning assistance provided by Tyler Beard, Andrew Critcher, Kevin Orange and Robert Rowell on June 29th to a resident who was having car trouble and presented them each with a Certificate. The Mayor and Council expressed appreciation to them and to all of the Public Works employees. Hearing to consider public comments proposed amendment to Town of Vinton’s FY 2021- 2022 budget to accept and appropriate funds in the amount of $4,204,017 for Federal Funding received from the American Rescue Plan Act (ARPA). The Mayor opened the Public Hearing at 6:21 p.m. Cody Sexton commented that Council was briefed Government through ARPA. Because this first disbursement o beginning of FY2022, Staff is requesting Council to amend the budget to appropriate the $4,204,017 to the Town’s Grant Fund. Even though there are no concrete plans on how the funds will be spent, this will make the funds available in order to give Town Staff and Council the most flexibility when projects are identified because the amount exceeds one percent (1%) of adopted budget. The second installment of $4.2 million is expected again n appropriation and budgeting of that installment will be handled during the normal budgeting process for FY2023. Avenue, asked if any of the funds would go toward the water lines. Hearing no was closed at 6:24 p.m. Resolution as presented; the motion was seconded by Council Member Stovall Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Public Hearing opened Public Hearing closed Adopted Resolution No. 2442 approving an amendment to Town of Vinton’s FY 2021- 2022 budget to American Rescue Plan Act (ARPA) 3 The next item on the agenda was a Public Hearing to consider public comments regarding a proposed amendment to the Town of 2021- $1,221,139. The Mayor opened the Public Hearing at 6:26 p.m. Anne Cantrell commented that at the FY2021, forward at the end of the taken for off appropriation. Town is also requesting additional position funding in the Capital Fund and Utility Fund provides a mec should they be approved. Council will be briefed on Town Manager section of this agenda tonight. This exceeds one percent (1%) of the total expenditures shown in the currently adopted budget. closed at 6:28 p.m. Council Member Liles made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Mullins Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Public Hearing opened Public Hearing closed Adopted Resolution No. 2443 approving an 2021-2022 budget to appropriate funding to additional position funding in an amount not to exceed $1,221,139 The next item on the agenda was a Public Hearing to consider p Services for the Vinton Police Department. The Mayor opened the Public Hearing at 6:29 p.m. Anne Cantrell commented the Finance Committee reviewed this request from the Police Departmen The current rate for contractual services is $48 per hour and the proposed change would bring the rate to $52.00 per hour, which would be effective upon the passage of the Resolution. Public Hearing Opened 4 jurisdictions and will help to meet some of the operational expenses associated with having our officers work overtime at events. In response to a question, Chief Drumond commented that recently officers worked the Salem Fair, which was a week and a half event and many times Roanoke County will assist with a Mingle or a parade recent event was the Ironman where multiple jurisdictions with the exception of the City of Salem worked together. was closed at 6:30 p.m. Council Member Mullins seconded by Vice Mayor McCarty the following roll call vote, with al Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Public Hearing closed Adopted Resolution No. 2444 approving Services for the Vinton Police Department The next item on the agenda was a Public Hearing to consider public comments regarding the proposed conveyance of six parcels of real property located within and adjacent to South Pollard Street, Cedar Avenue and 1st Street, identified as Tax Map ID 060.15-06-38.00-0000, 060.15-06-39.00-0000, 060.15-06-40.00-0000, 060.15-06-41.00-0000, 060.15-06-42.00- 060.15-06-43.00-0000 in the Town of Vinton, upon certain terms and conditions. the Public Hearing at 6:31 p.m. The Town Manager commented the Public Hearing parcels known as the “hotel site” to a developer to construct a hotel in the Town. This is approximately a six- The Town Manager next reviewed a PowerPoint presentation Clerk’s Office as a part of the permanent record. After comments from the Mayor an Members expressing excitement for the project and closed at 6:47 p.m. Council Member Liles made a motion to adopt the Resolution as presented; the motion was seconded Public Hearing opened Public Hearing closed Adopted Resolution No. 2445 approving the conveyance of six parcels of real property 5 roll call vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) – None. intersection of South Pollard Street, Cedar Avenue and 1st Street, identified as Tax Map ID 060.15-06-38.00-0000, 060.15-06- 39.00-0000, 060.15-06-40.00-0000, 060.15-06-41.00-0000, 060.15-06-42.00- 0000 and 060.15-06-43.00- The next item on the agenda was a briefing on Capital Projects Manager, and Utility Clerk. Cody Sexton first commented that the details of the three positions was included on the Cover Sheet that was a part of the agenda package. The ARPA funds along with some guidance from Council has given Staff the opportunity Town’s operations and ways to p in the community. The Police Officer I position is a restoration of a lost position due to the COVID-19 Pandemic and the ARPA funding allows us to use funding for that position. ARPA funds in addition to a fully-funded seven year Capital Improvement Program (CIP). The creation dedicate their watchful eye and helping keep change orders and costs down through that process. With regard to the Utility Clerk position, utility billing is currently housed in the Finance Department, Moving this function to Public Works will allow for a separation between those two functions. Some staffing reorganization has given us the opportunity Works Department. This position will be checking activities and Finance staff would still be collecting service calls. August 17, 2021 meeting for action. However, any positions and add to them the Cla would not bind Staff to fill them immediately. They 6 Town’s needs in order to accomplish Council and Staff goals. Linda Short of Augusta Avenue commented from the audience on the cost for Manager position. The next item on the agenda was to consider (SLAF) grant funds for The Woodland Place Stream Restoration Project. matter at their July 6, 2021 meeting. Council Member Mullins made a motion to adopt the Resolution seconded by Council Member Stovall by the following roll call voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2446 authorizing the Town Manager to file an application for the allocation of FY21 Virginia Stormwater Local Assistance Fund (SLAF) grant funds for The Woodland Place Stream Restoration Project The next item on the agenda was to consider adoption of a Resolution approving a one-time payment of $3,427.00 to Vinton Baptist Church and authorizing the Town Manager to execute a Parking and Maintenance Contribution Agreement between the Town and Vinton Baptist Church. Council was briefed on this matter at their July 6, 2021 meeting. anticipates doing a similar agreement with Thrasher Memorial United Methodist Church since the Town also partners with them on special events. Council Member Liles asked what be with Thrasher. The Town Manager responded that it would not be a 50/50 share, but something in a good faith gesture. There are multiple events that we do, but their parking lot is used less frequent and has less intensive use than Vinton Baptist. Council Member Stovall made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Liles following roll call Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – None. Adopted Resolution No. 2447 approving a one- Manager Church Under reports from Council Committees, Anne Committee which met on July 12 7 which will be on file in the Town Clerk’s Office as a part of the permanent record. commented that the (PSN) of payments and encouraged anyone who has not signed up to consider it. Council Member Liles Cantrell responded they have remained consistent through the Pandemic. Council Member Liles made a motion to approve the May 2021 Financial Report 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. Approved May 2021 Financial Report Under reports from Council Committees, Bo Committee met on July 14, 2021. With regard to paving, Hardy Road down to the been completed and restriped and he will be getting together some prices with August for other paving projects. The bulk volume has picked up two bulk trucks to keep up with the volume. They will review the process in a few months to see if they can go back to one truck. With regard to recycling, they are now running a third trash truck instead of they only have to make a trip to Disposal Solutions (RDS) once a month compared to twice a day projects. Ordinance concerning right-of-way mowing and the Committee will discuss it again at their September meeting. repair and replacement, the Town has come to an Town an easement and the Town will take care of schedule the work. Mattern and Craig will be doing some bore samples 8 on 3rd Street, Hurt & Proffitt is in the bidding process and the SCADA upgrade is a little ahead of schedule. We are on schedule for meter replacements with the completion date estimated to be May of 2022. With regard to Utility projects that we may be able to do with ARPA funds, the estimate for approximately a $4 million and for discussed some projects within the Town limits. Council Member Liles asked if street lights could be placed on Hardy Road. Council made comments on the recognition of Liz Belcher and her work on the Greenway recognition of Public Works employees, the hotel project, the upcoming National Night Out, the new expressed appreciation to Town Staff for all of their hard work. The Mayor made comments on the Public Works recognition, the Rodney Patsel. The Town Clerk reminded everyone that Council and Staff would be attending the National Night Out Event on August 3rd in lien of the regular Council meeting. Council Member Mullins made a motion to adjourn the meeting; the motion was seconded by Vice Mayor McCarty vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Mullins, Stovall, McCarty, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date August 17, 2021 Department Finance/Treasurer Issue Introduction of new employee Summary Anne Cantrell will introduce the new Senior Financial Analyst Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date August 17, 2021 Department Finance/Treasurer Issue Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30, 2020 awarded to the Treasurer/Finance Department Summary The Town of Vinton has been notified that its comprehensive annual financial report for the fiscal year ended June 30, 2020, qualifies for a Certificate of Achievement for Excellence in Financial Reporting for the 26th year. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. The Annual Report has been judged by an impartial panel to meet the high standards of the program including demonstrating a constructive “spirit of full disclosure” to clearly communicate the Town’s financial story and motivate potential users and user groups to read the Annual Report. Attachments GFOA Certificate Recommendations Acknowledge the Award Town Council Agenda Summary Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting Presented to Town of Vinton Virginia For its Comprehensive Annual Financial Report For the Fiscal Year Ended June 30, 2020 Executive Director/CEO Meeting Date August 17, 2021 Department Council Issue Public Opening of bids for granting of two easements to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across 2121 and 2131 Cardinal Park Drive (Tax ID No. 071.07-03-04.00-000 and 071.11-01-01.00-0000) (“Property”) in the Town of Vinton, Virginia. Summary Roanoke Gas has requested two new easements to expand gas service to the Montgomery Village subdivision located in the Vinton Magisterial District. To expand service to Montgomery Village, the new easements must be approved by Roanoke County and the Town of Vinton in the Vinton Business Park. The easements will not impact the development of either parcel. A Notice of Public Hearing and Invitation to Bid was advertised in The Vinton Messenger on August 5 and 12, 2021. Bids may be received from any entity seeking the granting of the two easements. The Mayor will authorize and direct the Town Clerk to open and read aloud a brief summary of each of the bids that have been received. Attachments None Recommendations Town Clerk to open bid(s). Action to be taken after the Public Hearing. Town Council Agenda Summary Meeting Date August 17, 2021 Department Town Attorney Issue Consideration of public comments concerning approving an Ordinance proposing to grant two easements to Roanoke Gas Company to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across 2121 and 2131 Cardinal Park Drive (Tax ID No. 071.07-03-04.00-000 and 071.11-01-01.00-0000) (“Property”) in the Town of Vinton, Virginia. Summary Roanoke Gas has requested two new easements to expand gas service to the Montgomery Village subdivision located in the Vinton Magisterial District. To expand service to Montgomery Village, the new easements must be approved by Roanoke County and the Town of Vinton in the Vinton Business Park. The easements will not impact the development of either parcel. A Notice of Public Hearing and Invitation to Bid was advertised in The Vinton Messenger on August 5 and 12, 2021. Prior to the Public Hearing, all bids received will be opened and read by the Town Clerk. Council will then proceed to hold a public hearing on the proposed Ordinance and the bids received for the granting of the two easements and conduct such other investigation as the Council sees fit to make. After the public hearing, the Council may proceed to adopt the Ordinance granting said easements to the selected bidder. The Town Attorney will present the staff report on this item during the public hearing. Attachments Deed of Easement Plat Ordinance Recommendations Conduct Public Hearing Motion to adopt Ordinance Town Council Agenda Summary Prepared by: Peter S. Lubeck, County Attorney (VSB #71223) Roanoke County Attorney’s Office 5204 Bernard Drive, P.O. Box 29800 Roanoke, Virginia 24018 Exemptions claimed: Grantors and Grantee are exempted from recordation taxes and fees pursuant to §58.1-811 and §17.1-266, Code of Virginia (1950), as amended. Parcel Identification Nos.: 071.07-03-04.00-0000 and 071.11-01-01.00-0000 Property Owners: Town of Vinton and Board of Supervisors of Roanoke County THIS DEED OF EASEMENT is entered into this _____ day of July 2021, by and between the TOWN OF VINTON, VIRGINIA and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA (“Grantors”); and ROANOKE GAS COMPANY, a Virginia corporation ("Grantee"). WITNESSETH THAT, FOR AND IN CONSIDERATION of the sum of One Dollar ($1.00) and other good and valuable consideration, paid by Grantee to Grantors, the receipt and sufficiency of which is hereby acknowledged, the Grantors do hereby grant unto Grantee, its successors and assigns, two easements to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across their land in the Town of Vinton and County of Roanoke, in the Commonwealth of Virginia, and being more described as follows: Two 20' wide gas line easements, ten feet on each side of the gas line; the Grantors’ property being the same property as designated in the County of Roanoke land records as Tax ID #071.07-03-04.00-0000 and #071.11-01- 01.00-0000, further identified as 2121 and 2131 Cardinal Park Drive, Vinton, VA 24179; and being shown on the plat entitled “Plat from Records Showing Two (2) New 20’ Gas Line Easements, Located on the Property of the Town Prepared by: Peter S. Lubeck, County Attorney (VSB #71223) Roanoke County Attorney’s Office 5204 Bernard Drive, P.O. Box 29800 Roanoke, Virginia 24018 of Vinton D.B. 1251, PG. 234, and The Roanoke County Board of Supervisors, Instrument #200701817, Detention Lot & Lot 2, “Vinton Business Center” Plat Book 27, Page 55-57, Situated at #2121 & #2131 Cardinal Park Dr., Vinton, Magisterial District, Roanoke County, Virginia,” dated January 4, 2021, and prepared and sealed by Larry Thomas Ogle, Jr. (Lumsden Associates, P.C.) and being attached as Exhibit A. The two easements granted hereunder shall be for a term of forty (40) years from the date of recordation, in accordance with Virginia Code § 15.2-2100.B. The two easements shall expire at such time unless re-recorded in accordance with applicable law. WITNESS the following signature and seals: GRANTOR: TOWN OF VINTON By: __________________________________ Printed name/title: ______________________ COMMONWEALTH OF VIRGINIA ) CITY/COUNTY OF ______________ ) to-wit: The foregoing instrument was acknowledged before me this _____ day of July 2021 by ___________________. My commission expires: ____________ _________________________________ Notary Public Registration No. ______ (SEAL) [Remainder of page intentionally left blank.] Prepared by: Peter S. Lubeck, County Attorney (VSB #71223) Roanoke County Attorney’s Office 5204 Bernard Drive, P.O. Box 29800 Roanoke, Virginia 24018 GRANTOR: BOARD OF SUPERVISORS OF ROANOKE COUNTY By: __________________________________ Daniel R. O’Donnell, County Administrator COMMONWEALTH OF VIRGINIA ) COUNTY OF ROANOKE ) to-wit: The foregoing instrument was acknowledged before me this _____ day of July 2021 by Daniel R. O’Donnell. My commission expires: ____________ _________________________________ Notary Public Registration No. ______ (SEAL) [Remainder of page intentionally left blank.] Prepared by: Peter S. Lubeck, County Attorney (VSB #71223) Roanoke County Attorney’s Office 5204 Bernard Drive, P.O. Box 29800 Roanoke, Virginia 24018 GRANTEE: ROANOKE GAS COMPANY By: __________________________________ Printed name/title: ______________________ COMMONWEALTH OF VIRGINIA ) CITY/ COUNTY OF ___________ ) to-wit: The foregoing instrument was acknowledged before me this _____ day of July 2021 by ________________________. My commission expires: ____________ _________________________________ Notary Public Registration No. ______ (SEAL) [Remainder of page intentionally left blank.] 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, AUGUST 17, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE approving the conveyance of two easements to Roanoke Gas Company to construct, install, operate, repair, replace, and maintain a gas pipeline (with appliances and accessories useful and necessary in connection therewith) over, under, through and across 2121 and 2131 Cardinal Park Drive (Tax ID No. 071.07-03-04.00-000 and 071.11-01- 01.00-0000) (“Property”) in the Town of Vinton, Virginia as set forth in the attached Deed of Easement attached hereto as Exhibit A. WHEREAS, Roanoke Gas Company periodically requests easements from Roanoke County as gas line adjustments or a change in service is necessary, and Roanoke Gas Company and Roanoke County work collectively together on projects when the need arises; and WHEREAS, Roanoke Gas Company has requested new easements to expand gas service to the Montgomery Village subdivision located in the Vinton Magisterial District; and WHEREAS, to expand service to Montgomery Village, Roanoke Gas need to obtain new easements over the two above-referenced parcels which are jointly owned by Roanoke County and the Town of Vinton and, therefore, the easements must be approved and executed by both Roanoke County and Town of Vinton; and WHEREAS, the easement is documented on the plat entitled, “Plat from Records Showing Two (2) New 20’ Gas Line Easements, Located on the Property of the Town of Vinton, D.B. 1251, PG. 234, and The Roanoke County Board of Supervisors, Instrument #200701817, Detention Lot & Lot 2, “Vinton Business Center” Plat Book 27, Page 55-57, Situated at #2121 & #2131 Cardinal Park Dr., Vinton Magisterial District, Roanoke County, Virginia,” dated January 4, 2021, and prepared and sealed by Larry Thomas Ogle, Jr. (Lumsden Associates, P.C.); and WHEREAS, the Town Council must comply with Virginia Code § 15.2-2100 in order to grant the easements referenced herein; and WHEREAS, the Town Council held a public hearing on Tuesday, August 17, 2021, for public comment on the proposed granting of the new easements. NOW THEREFORE, BE IT HEREBY ORDAINED by the Council of the Town of Vinton, Virginia, that: 1. The Town Council hereby approves the attached Deed of Easement granting the two easements referenced therein to Roanoke Gas for a term of forty (40) years from the date of recordation. 2 2. The Town Manager is hereby authorized, for an on behalf of the Town, to execute and attest, respectively, the necessary documents, including the Deed of Easement, conveying the two easements. 2. All documents necessary to accomplish this acceptance shall be in form approved by the Town Attorney. 3. This ordinance shall take effect immediately upon passage. This Ordinance 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 August 17, 2021 Department Administration Issue Briefing on the updated Emergency Operations Plan for the Town of Vinton Summary The Virginia Department of Emergency Services (VDEM) requires a locality that chooses to have an emergency services program, to have an Emergency Operations Plan (EOP) that is approved by the governing body of that locality. Donna Collins and Bo Herndon will brief Council on the updated Plan and answer any questions. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date August 17, 2021 Department Planning and Zoning Issue Briefing on proposed purchase of the necessary portions of three properties located along Walnut Avenue for the Walnut Avenue Bicycle and Pedestrian Accommodations Project from 5th Street to the Town’s West Limits. Summary In order to construct the proposed improvements, additional right-of-way and temporary construction easements are needed that will involve three properties. The project will significantly improve pedestrian access and safety along Walnut Avenue, provide for safer bicycle accommodations, and complete a connection for the Town of Vinton’s Glade Creek Greenway and the City of Roanoke’s Tinker Creek Greenway. The construction project is funded by the Virginia Department of Transportation (VDOT) Surface Transportation Block Grant (STBG) funds and is scheduled to start by late fall 2021. There are three properties with two separate property owners involved including: • Viking Fence Company, Inc. - which includes Bob’s Restaurant and Viking Fence Company’s Office Building, 1004 Walnut Avenue, Tax Parcel 060.14-02-19.00, and Viking Fence Company’s storage lot, 0 Walnut Avenue, Tax Parcel 060.15-02-01.00. • Nilam Corporation - which contains Alvaro’s Market, 1002 Walnut Avenue, Tax Parcel 060.14-02-17.00. Attachments Project Exhibits Recommendations No action required Town Council Agenda Summary LOW-GROWING PERENNIAL / GRASS MIX, TYPICAL PENNSYLVANIA SEDGE BUTTERFLY WEED ZAGREB COREOPSIS KIM’S MOP HEAD CONEFLOWER WALNU T A V E N U E WALNUT AVENUE GREENWAY: ILLUSTRATIVE LANDSCAPE PLAN VINTON, VIRGINIA 26 FEBRUARY 2021 PURPLE LOVE GRASS EMERALD BLUE CREEPING PHLOX LUPINE CITY GARDEN BLACK-EYED SUSAN GOLDEN FLEECE GOLDENROD PEACHIE’S PICK STOKES’ ASTER DECIDUOUS TREE, TYPICAL RIVER BIRCHSERVICEBERRY BLACK TUPELO SWAMP WHITE OAK BOOKER AVENUE 8T H S T R E E T WALNUT AVENUE Meeting Date August 17, 2021 Department Finance/Treasurer Issue Briefing on proposed new Grant Policies and Procedures Summary During the Preliminary Audit Procedures, the Town’s external auditors brought to managements attention that the Town needed to formally adopt a grant policy to ensure compliance with federal rules and regulations regarding grant monies. The Town staff quickly worked to develop a policy based on recommended policies from other localities in Virginia. This policy will help to ensure consistent procedures across multiple departments and define roles and responsibilities for grant reporting and compliance. Attachments Draft Grant Policies and Procedures Recommendations No action required Town Council Agenda Summary 1 Town of Vinton, Virginia Grant Policies and Procedures Purpose and Definition: The purpose of the grant policies and procedures outlines in this document is to ensure proper oversight of all funds appropriated to the Town, to minimize the Town’s risk of non- compliance with grant requirements, and to ensure proper administration and accounting of all grants. For the purpose of this policy, a grant is defined as follows: An award of financial assistance in the form of money or property by a funding source outside of the Town of Vinton to include the federal government, state government, other local governments, non-profit agencies, private businesses and/or citizens that the Town has the ability to accept or reject. Responsibility: The Town Manager authorizes the Finance Department to promulgate any procedures that minimize the Town’s risk for non-compliance with grant requirements and for providing support to requesting departments. The Finance Department will maintain a back-up file for all grants in order to facilitate management reporting and overall monitoring. The required central grant file will be maintained by the department seeking grant funds and must be retained in accordance with Library of Virginia retention standards. For Federal Grants, the department managing the grant should ensure compliance with the Federal Office of Management and Budget (OMB) general requirements and any other requirements specified by the grant conditions or funding source. The Finance Department will review expenditures for obvious non-compliance and will act as a liaison with independent auditors, but may direct questions regarding grant compliance to the department contact. Unless otherwise directed by the granting authority, departments shall utilize Title 2, Subtitle A, Chapter II, Part 200 (2 CFR § 200 et seq.) for Federal Grant Compliance. Grant Application Procedures: 1. Department heads are required to inform the Finance Department prior to the submission of any grant application. The department applying for the grant should provide the narratives, specifics and technical verbiage for the grant application as well as the assumption of responsibility for fulfilling grant requirements. The Finance Department may develop a form to be completed by the department to collect this information. All grant awards should be immediately reported to the Director of Finance. Department heads are responsible for all interim and final reporting requirements and for the monitoring of special conditions for any grants received in their department. 2 Grant Application Procedures: (Continued) 2. Any grant pertaining to technology will be required to complete a Roanoke County Technology Service Request (TSR) and forward it to the Roanoke County Communication and Information Technology Department (CommIT) before applying for the grant. CommIT must make assurances that any equipment/software purchased will be technologically compatible and can be supported in years to come. 3. The Finance Department will work with the departments to ensure the availability of funds for match requirements. For grant applications where a Council report has not been submitted within a reasonable time, the Finance Department will follow up with the department to see that proper Council procedures are followed. 4. If the grant is incorporated into the Adopted Town of Vinton Budget and appropriated, then no additional Council approval is required for the application and acceptance of the grant. However, supporting documentation to assist in the monitoring of the grant should still be forwarded to the Finance Department. 5. All grant award acceptances must have approval from the Town Manager and the Town Council, under the provisions of this policy. In order for an item to be considered for a Council Meeting, the department must forward the Council Cover Sheet, Resolution, and any additional documentation needed to the Town Clerk in accordance with Council Meeting procedures. 6. In the event that a grant application is denied by the grantor, a copy of the letter of denial shall be forwarded to the Finance Department for its records. Grant Acceptance Procedures: 1. Whenever possible, requests for grants of a recurring nature should be submitted to the Finance Department through the normal budget process that must be approved by the Town Council. 2. The grant award letter/acceptance agreement will be forwarded to the Finance Department. If deemed necessary, the Finance Department may forward the grant award letter/agreement to the Town Attorney for legal review of any clauses or special grant conditions to ensure compliance with particular federal or state laws and regulations. 3. Upon receiving notification of award acceptance, the Finance Department will assign the next available General Ledger codes and the department managing the grant will be notified. 4. In order for expenditures to be processed against a grant, a budget appropriation must be established through Council action. The department requesting a grant will prepare the Council package unless the grant has already been approved by the Town Council during the annual budget process. 3 Grant Acceptance Procedures: (Continued) 5. For reimbursable grants, all reimbursement requests should be copied and forwarded to the Finance Department, noting the applicable account code for the receipting of funds. 6. Departments must immediately notify the Finance Department if: a. There is a subsequent alteration in the funding configurations; b. There is a subsequent alteration in the Town’s financial obligation; c. Grant funds will be carried forward into the next fiscal year; d. There is any notification that the grant will be terminated. 7. Departments are responsible for ensuring that all funds are expended or encumbered prior to the end of the grant period in order for funds to be used adequately and not lost in future award periods. Grant Monitoring and Reporting: 1. Monitoring of Grants a. Departments are responsible for the continuous monitoring of the financial status of grants. The Finance Department will provide departments with ERP Software access and network drive access to monthly financial reports for such monitoring. Departments must review the monthly financial reports and notify the Finance Department promptly of any discrepancies noted and/or additional reports needed. b. Line item budget amendments must be approved prior to grant expenditures being made in order to avoid lost grant funds when/if amendments are denied. Line items can go negative as long as the grant account is not negative in total. However, the department should remember that expenditures must be reported to the grantor by line item and must be allowable in the line item reported and spent. c. Departments must also monitor grants for compliance with all applicable federal, state, and local regulations and ensure that grant expenditures are in compliance with grant procurement policies and procedures. For example, equipment procured with grant funds must be disposed of in accordance with the terms of the grant and OMB Circular A-87 requires payroll costs to be supported properly based on the percentage worked on the grant. Federal grants must meet the requirements set out in OMB Circulars A-87, A-102 and A-133 or the Uniform Grant Guidance, as applicable. Departments should contact the Finance Department if assistance is needed with specific compliance issues. 4 Grant Monitoring and Reporting: (Continued) 2. Grant Reporting a. The requesting department is responsible for providing financial reports to grantors. b. Departments handling grant reporting are responsible for complying by the due dates with all reporting requirements of the grant including financial reporting and reimbursement requests. All reimbursement requests should be copied and forwarded to Finance, with applicable general ledger number, for review. c. Timely requests for reimbursements are crucial to maximize the financial benefits of the grants to the Town. Grant reimbursements should be completed in a timely manner and in accordance with the requirements of the grant. Indirect Costs: Grant applicants may request indirect costs if the application guidelines do not require a federally approved indirect cost rate and the indirect costs are allowed in the grant. Departments should contact the Finance Department for assistance with identifying and calculating indirect costs for inclusion in the grant applications. These funds may be used by the Finance Department to offset costs in overseeing the grant including staff time, external audit expenditures, etc. New Personnel: Any new personnel positions to be created as a result of grant funding must be approved by the Town Manager and properly classified by the Human Resources Director. Departments are to promptly notify Payroll at the start of a new grant period for coding changes needed for those employees being charged to grants since the grant codes may change with each new award year. (Note: Coding changes are noted on the personnel status forms turned into Human Resources by the applicable departments.) Where employees are 100% federally funded by a grant, salaries and wages will be supported by semi-annual certifications stating that the employee worked solely on that program for the period covered by the certification. The certification must be signed by the supervisory official having firsthand knowledge of the work performed by the employee. Where employees are partially federally funded, their daily tasks must be listed on daily activity logs provided by the grantor to support the percentage of time spent working on the grant. Distribution percentages determined before the services are performed do not qualify as support for charges to Federal awards. For example, someone working 75% out of federal funding and 25% out of local funding must complete the daily activity log to substantiate the percentages. 5 Classification of Grant Revenue All federal, state and local grant revenue should be receipted as revenue as opposed to as expenditure refunds in order to be in compliance with approved grant policies. Budgets of expenditures for revenues received are obtained through Council action as previously described above. Year-End Procedures Indicate clearly on July and August check payable requests and credit card logs which fiscal year they are applicable to. Only goods and services received or performed prior to June 30th will be posted back to the prior year. Reconcile July and August expenditures promptly since these adjustments can only be made until August 15th, due to audit timing and materiality of expenditures. Ensure all funds are correctly expended or encumbered prior to the end of the grant period in order for funds to be adequately used and not lost in future award periods. Financial Management Standards: (§ 200.300 - § 200.309) The standards for financial management are found at 2 CFR § 200.302. Among other mandates, a selection of the required standards provide for the following: 1. Identification a. Identification, in its accounts, of all Federal awards received and expended and the Federal programs under which they are received. Federal program and Federal award identification must include, as applicable, the Assistance Listings title and number, Federal award identification number and year, name of Federal agency, and, if applicable, name of pass-through entity. The Town uses a separate fund on the General Ledger to identify grants. 2. Financial Reporting & Accounting Records a. Accurate, current and complete disclosure of the financial results of each federal award programs must be made in accordance with the requirements of 2 CFR § 200.328 and 200.329, the financial reporting requirements set forth in the Government Accounting Standards Board (GASB) on the Schedule of Federal Awards (SEFA), and with Generally Accepted Accounting Principles (GAAP). The Town complies with this standard in the preparation of its Annual Report. Procurement: (§ 200.318 - § 200.326) The Town maintains a local Procurement Policy that complies with the Virginia Public Procurement Act (VPPA). In addition to the Town’s procurement policy and State code, purchasing with federal funds shall comply with the applicable subsections Subpart D of Part 200, including the following limited selection: 6 1. § 200.318 General Procurement Standards a. The Town must use its own documented procurement procedures, consistent with applicable State and local regulations, for the acquisition of property or services, which procurement procedures must conform to applicable Federal law and the standards identified in 2 CFR § 200317 through 200.327. b. The Town must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. c. The Town must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. i. Such conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. ii. The officers, employees, and agents of the Town may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, the Town may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. iii. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the Town. iv. The current Standards of Conduct are documented in the Town’s Employee Handbook and in the State and Local Government Conflict of Interests Act, Va. Code §§ 2.2-3100 through 2.2-3132. d. The Town’s procedures must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach. 7 Procurement: (§ 200.318 - § 200.327) (Continued) e. To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services across the Federal Government, the Town is encouraged to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services. f. The Town is encouraged to use Federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs. g. The Town is encouraged to use value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost. h. The Town must award contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. See also 2 CFR § 200.214 Suspension and debarment. i. A copy of the required certification related to the suspension and disbarment of the vendor MUST be obtained before any funds are spent. This copy must be kept with the grant central file, and be available for Town auditors, when requested. This information is available on the System for Award Management web page and can be accessed at the following address: http://www.sam.gov/. You will see a message showing whether or not your vendor is excluded. Please print this screen and save in your grant file to show compliance with this requirement. If the vendor is excluded, you may NOT purchase for that source. i. The Town must maintain documentation sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejections, and the basis for the contract price. j. The Town may use a time and materials type contract only after a determination that no other contract is suitable and the contract includes a ceiling price that the contractor exceeds at its own risk. 8 Procurement: (§ 200.318 - § 200.327) (Continued) k. The Town alone must be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. 2. § 200.319 Competition a. All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of this section and §200.320. The Town shall eliminate unfair competitive advantage. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include but are not limited to: i. Placing unreasonable requirements on firms in order for them to qualify to do business; ii. Requiring unnecessary experience and excessive bonding; iii. Noncompetitive pricing practices between firms or between affiliated companies; iv. Noncompetitive contracts to consultants that are on retainer contracts; v. Organizational conflicts of interest; vi. Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and vii. Any arbitrary action in the procurement process. b. The Town must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion providing its application leave an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. c. The Town must have written procedures for procurement transactions. d. The Town must ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. Also, the Town must not preclude potential bidders from qualifying during the solicitation period. 9 Procurement: (§ 200.318 - § 200.327) (Continued) e. Noncompetitive procurements can only be awarded in accordance with §200.320(c). 3. § 200.320 Methods of procurement to be followed The Town must use one of the following methods of procurement: Informal Procedures a. Small Purchase Thresholds. i. The Town has established small purchase thresholds in its written procurement policies. The Town may use informal purchase procedures up to the maximum amount established in those written procurement policies, consistent with State law. The maximum amount for which the Town may use small purchase procedures shall be known as the Simplified Acquisition Threshold for the purposes of this policy. The Town’s small purchase procedures also shall establish the micro-purchase threshold, below which the Town need not solicit competitive price or rate quotations. b. Procurement by micro-purchases. i. Procurement by micro-purchases is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold. To the extent practicable, the Town must distribute micro-purchases equitably among qualified suppliers. Micro-purchases may be awarded without soliciting competitive quotations if the Town considers the price to be reasonable. c. Procurement by small purchase procedures. i. For purchases above the micro-purchase threshold, the Town shall obtain the number of informal quotes required under the Town’s written purchase procedures. A copy of these quotes must be kept with the grant master file in the department. Procedures must be consistent with the Town’s procurement policy for purchases not to exceed the Simplified Acquisitions Threshold. Purchases over the Simplified Acquisitions Threshold must follow formal procedures. Formal Procedures d. Competitive sealed bidding. i. Competitive sealed bidding may be used consistent with the Town’s procurement policy. 10 Procurement: (§ 200.318 - § 200.327) (Continued) e. Competitive Negotiation (competitive proposals). i. Competitive negotiation may be used consistent with the Town’s procurement policy. ii. Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical. iii. Proposals must be solicited from an adequate number of qualified sources. iv. The Town must have a written method for conducting technical evaluations of the proposals received and for selecting recipients. v. Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with the price and other factors considered. vi. The Town may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in the procurement of A/E professional services. It cannot be used to purchase other types of services through A/E firms. Noncompetitive Procurement f. Noncompetitive Procurement can be used in the following situations: i. The item is available only from a single source; ii. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; iii. The federal awarding agency or pass-through entity expressly authorized noncompetitive proposals in response to a written request from the Town; or iv. After solicitation of several sources, competition is determined inadequate. 4. § 200.321 Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms a. The Town must take all necessary affirmative steps to assure that minority business, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include: i. Placing qualified small and minority businesses, and women’s business enterprises on solicitation lists; 11 Procurement: (§ 200.318 - § 200.327) (Continued) ii. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources; iii. Dividing total requirements; when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises; iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; v. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency or the Department of Commerce; and vi. Requiring the prime contractor, if subcontracts are the be let, to make the affirmative steps listed in i. – v. above. 5. § 200.322 Domestic Preferences for procurements. As appropriate and to the extent consistent with law, the Town should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award. 6. § 200.323 Procurement of recovered materials The Town must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. Please see 2 CFR § 200.323 for further information. 7. § 200.324 Contract cost and price a. The Town must perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the Town must make independent estimates before receiving bids or proposals. 12 Procurement: (§ 200.318 - § 200.327) (Continued) b. The Town must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work. c. Costs or prices based on estimated costs for contracts under the Federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the Town under Subpart E – Cost Principles of this part. The Town may reference its own cost principles that comply with the Federal cost principles. d. The cost plus a percentage of cost and percentage of construction cost methods of contracting must not be used. 8. § 200.325 Federal Awarding agency or pass-through entity review Records and documentation must be made available to the Federal awarding agency or the pass-through entity, upon request. Please see 2 CFR § 200.325 for further information. 9. § 200.326 Bonding Requirements For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold, the Federal awarding agency or pass-through entity may accept the bonding policy and requirements of the Town provided that the Federal awarding agency or pass-through entity has made a determination that the Federal interest is adequately protected. If such a determination has not been made, the minimum requirements for bid bonds, performance bonds, and payment bonds are those set out in 2 CFR §§ 200.325(a) through 200.325(c). 10. § 200.327 Contract Provisions Town contracts must contain the applicable provisions described in Appendix II to Part 200 – Contract Provisions for non-Federal Entity Under Federal Awards. Town Administration Exemption The Town Manager may exempt any grants from the local requirements of this policy at his/her sole discretion. Adopted by Vinton Town Council on , 2021 by Resolution No. Meeting Date August 17, 2021 Department Administration Issue Consider adoption of a Resolution authorizing the Town Manager to execute a Memorandum of Understanding between the Town and Roanoke County for support from Roanoke County for the Vinton/East County Hotel Project Summary Roanoke County has agreed to a funding agreement in the form of a Memorandum of Understanding (MOU) to reimburse the Town for a portion of the Incentive Grant for the Vinton/East County Hotel Project in an amount not to exceed $450,000, which is to be paid in annual installments over a three (3) year period. The installments will be based on the net revenue that the County expects to generate as a result of the redevelopment project. The MOU will also reimburse up to $30,000 of building permit fees paid to the County. The Roanoke County Board of Supervisors unanimously approved the MOU at their meeting on July 27, 2021. Attachments Memorandum of Understanding Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary Page 1 of 4 MEMORANDUM OF UNDERSTANDING BETWEEN THE BOARD OF SUPERVISORS OF ROANOKE COUNTY AND THE TOWN COUNCIL OF THE TOWN OF VINTON TO SUPPORT THE VINTON/EAST COUNTY HOTEL PROJECT This MEMORANDUM OF UNDERSTANDING (“MOU”) is entered into between the Board of Supervisors Roanoke County, Virginia (the “County”) and the Town Council of the Town of Vinton (the “Town”) to provide support for the Vinton/East County Hotel Project. BACKGROUND REGARDING THE VINTON HOTEL PROJECT: Vinton’s Comprehensive Plan and Downtown Master Plan have created a vision for downtown Vinton. The County joins the Town in its desire to make economic development in the downtown area of Vinton a priority. It is the intent and shared goal of both governments to work together to facilitate such development and economic growth. The Town has proposed to enter into a performance agreement with the Roanoke County Economic Development Authority (the “EDA”) and McDevitt Company to develop a limited service hotel at the intersection of South Pollard Street, 1st Street and Cedar Avenue in the Town of Vinton, comprised of the following: Hotel Parcels Tax Map No. Address 060.15-06-38.00-0000 0 Cedar Avenue, Vinton, VA 24179 060.15-06-39.00-0000 0 Cedar Avenue, Vinton, VA 24179 060.15-06-40.00-0000 35 Cedar Avenue, Vinton, VA 24179 060.15-06-41.00-0000 509 South Pollard Street, Vinton, VA 24179 060.15-06-42.00-0000 0 South Pollard Street, Vinton, VA 24179 060.15-06-43.00-0000 537 South Pollard Street, Vinton, VA 24179 Page 2 of 4 The Town has requested the County’s financial support of the Vinton/East County Hotel Project, and the County has agreed to provide such support, conditioned upon the entry of a performance agreement by the Town, the EDA and McDevitt Company. TERMS: 1. Upon entry of a performance agreement by the Town, the EDA, and McDevitt Company, the County agrees to annually pay the Town up to $150,000 from net new taxes (including real property taxes; personal property taxes; and sales taxes) generated by the Vinton/East County Hotel project during the preceding year. Net new taxes shall be any taxes received in excess of any taxes received from properties for tax year 2020. 2. The County will also include a payment in the initial year of development of up to $30,000, as a reimbursement of building permit fees paid by McDevitt Company. 3. The County will make such payments for a 3-year period; total payments for all 3 years will not exceed $480,000. 4. The first full year of the Vinton/East County Hotel operations is expected to be 2023. Accordingly, the County’s first payment to Vinton will be made in January 2024, and payments will conclude in January 2026. 5. The funds paid by the County will be used by the Town to assist with various aspects of the Vinton/East County Hotel Project to include construction of the hotel and other aesthetic site improvements of this important gateway into the Town of Vinton and Eastern Roanoke County. 6. This MOU is subject to future appropriations by the Board of Supervisors of Roanoke County. Page 3 of 4 MODIFICATION: This MOU may be modified in writing from time to time as deemed mutually desirable and acceptable to the parties. EFFECTIVE DATE AND TERMINATION: This MOU shall become effective as of the date when both parties have signed and shall remain in effect until the final payment is made in January 2026. This MOU is executed by the duly authorized County Administrator on behalf of the Board of Supervisors of Roanoke County, pursuant to Resolution _____________, adopted by the Board of Supervisors on the 27th day of July 2021. This MOU is executed by the duly authorized Town Manager on behalf of Town Council of the Town of Vinton, pursuant to Resolution No. _______________, adopted by the Council on the _____ day of ___________________, 2021. BOARD OF SUPERVISORS OF ROANOKE COUNTY _____________________ By: ________________________________________ Date Daniel R. O’Donnell, County Administrator COMMONWEALTH OF VIRGINIA COUNTY OF ROANOKE The foregoing instrument was acknowledged before me this ______ day of _______________ 2021, by Daniel R. O’Donnell, County Administrator. My Commission Expires: ______________________________________ ____________________ Notary Public Page 4 of 4 Approved as to form: ___________________________ Roanoke County Attorney TOWN COUNCIL OF THE TOWN OF VINTON _____________________ By: ________________________________________ Date Richard W. Peters Jr., Town Manager Approved as to form: ________________________ Town of Vinton Attorney COMMONWEALTH OF VIRGINIA CITY/COUNTY OF _______________ The foregoing instrument was acknowledged before me this ______ day of _______________ 2021, by Richard W. Peters Jr., Town Manager. My Commission Expires: ______________________________________ ____________________ Notary Public 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, AUGUST 17, 2021, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton and the Roanoke County Economic Development Authority have proposed to enter into a performance agreement with McDevitt Company, to redevelop a group of parcels of real estate, to be known as “Vinton Hotel,” located at the intersection of South Pollard Street, 1st Street and Cedar Avenue in the Town of Vinton; and WHEREAS, the Town of Vinton has requested financial support from Roanoke County to offset a portion of the Economic Development Incentive Grant; and WHEREAS, such financial assistance shall be limited to three (3) annual payments not to exceed $150,000 each, from net new taxes generated from the Vinton Hotel parcels during the preceding tax year with net new taxes shall be any taxes received in excess of any taxes received from the Vinton Hotel properties for tax year 2020; and WHEREAS, the Town of Vinton has also requested an amount equal to the total Permitting Fees up to $30,000 in the initial year of development paid to Roanoke County by the developer to offset a portion of the Economic Development Incentive Grant; and WHEREAS, the total amount of the grant shall not exceed $150,000 annually and total payments for all three years, including permit fees, will not exceed $480,000. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Memorandum of Understanding is hereby approved in a form substantially similar to the one presented to Council and approved by the Town Attorney. 2. The Town Manager is hereby authorized, for and on behalf of the Town, to execute and the Memorandum of Understanding and any other necessary documents in furtherance of the same. This Resolution adopted on motion made by Council Member ___________________, seconded by Council Member ________________________, with the following votes recorded: AYES: NAYS: 2 APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, CMC, Town Clerk 1 Meeting Date August 17, 2021 Department Administration Issue Consider adoption of a Resolution creating Capital Projects Manager, Utility Clerk, and Customer Service Representative positions, approving changes to the FY2022 Classification Plan and approving the restoration of an additional Police Officer I position. Summary Council held two public hearings on July 20, 2021, to amend the Fiscal Year 2021-2022 (FY2022) budget and appropriated funding from the General Fund, Utility Fund, Capital Fund, and the American Rescue Plan Act of 2021 (ARPA) grant in order to fund three positions in the Town. At that meeting, Council was briefed on Staff’s recommendation to create a Capital Projects Manager position and a Utility Clerk position in the Public Works Department. Staff also recommended the restoration of an additional Police Officer I position that was lost in the Police Department due to budget adjustments made during the COVID-19 pandemic. Due to the moving of the utility billing function from the Finance Department to the Public Works Department and other staff reorganizations, Staff has determined that there is a need in the Finance Department for the reclassification of an existing position to create a Customer Service Representative position. This will allow for a realignment of responsibilities of existing administrative staff in the Department in order to provide a higher level of service to the public and to other Town departments. The funding for this position is already in the FY2022 budget. The approval of the new positions does not bind Town staff to immediately fill these positions. If approved, the Town Manager and department heads will work closely together to ensure that the timing of the filling of these positions aligns with the needs and goals of the Town and the respective departments. Agenda Summary 2 Attachment Resolution Recommendations Motion to adopt Resolution RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 17, 2021, AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, on July 20, 2021, Council held two public hearings to amend the Fiscal Year 2021-2022 budget and appropriated funding from the General Fund, Utility Fund, Capital Fund, and the American Rescue Plan Act of 2021 (ARPA) grant in order to fund three positions in the Town; and WHEREAS, Town staff has recommended the creation of a Capital Projects Manager position and a Utility Clerk position in the Public Works Department and the restoration of an additional Police Officer I position that was lost in the Police Department due to budget adjustments made during the COVID-19 pandemic; and WHEREAS, due to the moving of the utility billing function from the Finance Department to the Public Works Department, Staff has also determined that there is a need in the Finance Department for the reclassification of an existing position in order to create a Customer Service Representative position; and WHEREAS, on June 15, 2021, Council adopted the Classification Plan as part of the FY2022 budget. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby create the Capital Projects Manager, Utility Clerk, and Customer Service Representative positions and approves the restoration of an additional Police Officer I position and directs staff to classify those positions in accordance with the Town’s Classification Plan. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby direct staff to fill those positions as needed and in accordance with the goals of the Town. 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 1 Meeting Date August 17, 2021 Department Council Issue Appointments to Boards/Commissions/Committees Summary Council needs to make the following appointments: Roanoke Valley-Alleghany Regional Commission Executive Committee Section 6 of Article II of the Charter Agreement of the Roanoke Valley-Alleghany Regional Commission, amended July 1, 2021, provides that each governmental subdivision of the Commission shall have the option of appointing an alternate member. An alternate member shall be entitled to receive notice of all meetings of the Commission and of all meetings of committees of which the appointed member is a part, and to attend and vote at any such meeting at which the appointed member is not personally present. When appointing alternates for an elected official of the governing body, the governmental subdivision must appoint a member of the same governing body. Vice Mayor McCarty is willing to be appointed as an alternate member for Mayor Grose for a term beginning August 17, 2021 and ending June 30, 2024 and Cody Sexton is willing to be appointed as an alternate member for Richard W. Peters for a term beginning August 17, 2021 and ending June 30, 2022. Roanoke Valley Regional Cable TV Committee Ray Sandifer was appointed on March 2, 2021 to complete an unexpired term which ends August 31, 2021. Mr. Sandifer is interested in being reappointed to a new three-year term beginning September 1, 2021 and ending August 31, 2024. Attachments None Recommendations Nominate and motion to appoint individuals Town Council Agenda Summary Meeting Date August 17, 2021 Department Finance/Treasurer Issue Finance Committee Summary The Finance Committee met on August 9, 2021 and the following items were discussed at the meeting: • June 29, 2021 Financial Statements • Town Grant Policy • Budget Appropriation for Right of Way Acquisition (Walnut Ave.) • Legislative Discussion Regarding State ARPA Spending • War Memorial Rental Waivers (Informational) • Budget Transfer Approval Attachments June 2021 Preliminary Financial Report Summary Recommendations No action required Town Council Agenda Summary Financial Report Summary June 29, 2021 Adopted Revised YTD MTD YTD Remaining % Budget Budget Posted Posted Balance YTD Revenues 7,168,550 8,567,680 1,164,845 8,519,015 (48,665) 99% Expenditures 7,168,550 8,710,030 1,335,965 8,519,056 (190,974) 98% Revenues over/(under) Expenditures (142,351) (171,120) (41) Revenues 4,000 4,446,273 (14,705) 1,768,389 (2,677,884) 40% Expenditures 4,000 4,446,273 234,010 2,102,560 (2,343,712) 47% Revenues over/(under) Expenditures - (248,714) (334,172) Revenues 3,826,500 3,949,774 603,243 4,258,421 308,647 108% Expenditures 3,826,500 3,931,236 431,004 3,824,535 (106,701) 97% Revenues over/(under) Expenditures 18,538 172,239 433,886 Revenues 175,000 1,728,725 354,535 1,698,725 (30,000) 98% Expenditures 175,000 1,728,725 119,704 748,787 (979,938) 43% Revenues over/(under) Expenditures - 234,831 949,938 Revenues 499,477 659,477 81,623 659,477 (0) 100% Expenditures 499,477 651,995 59,307 403,370 (248,626) 62% Revenues over/(under) Expenditures 7,482 22,316 256,107 Revenues 11,673,527 19,351,928 2,189,542 16,904,026 (2,447,902) 87% Expenditures 11,673,527 19,468,259 2,179,990 15,598,307 (3,869,952) 80% Revenues over/(under) Expenditures (116,331) 9,553 1,305,719