HomeMy WebLinkAbout2/18/2020 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, February 18, 2020
AGENDA
Consideration of:
A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM
B. MOMENT OF SILENCE
C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS
E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
F. CONSENT AGENDA
1. Consider approval of the minutes of the Regular Council meeting of January 21,
2020.
2. Consider adoption of a Resolution appropriating funds in the amount of $1,230.56
received for scrap metal to the Public Works budget.
3. Consider adoption of a Resolution appropriating funds in the amount of $2,507.77
for the receipt of an insurance claim made on a Town Vehicle involved in an
accident.
G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
I. PUBLIC HEARING
1. Consideration of public comments on local community development and housing
needs in relation to Community Development Block Grant (CDBG) funding for a
project in our community.
a. Open Public Hearing
Keith N. Liles, Vice Mayor
Sabrina McCarty, Council Member
Janet Scheid, Council Member
Michael W. Stovall, Council Member
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
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•Report from Staff – Pete Peters
•Receive public comments
•Council discussion and questions
b.Close Public Hearing
c.Action to be taken on March 17, 2020
J.TOWN ATTORNEY
K.TOWN MANAGER
1.BRIEFINGS
a.Briefing on the 2020 Roanoke County Real Estate Reassessment – Ken
Fay, Roanoke County Real Estate Valuation Director
b.Briefing on the Small Cell Infrastructure Design Guidelines - Anita McMillan
c.Briefing on the Title VI of the Civil Rights Act Implementation Plan - Anita
McMillan
2.ITEMS REQUIRING ACTION
a.Consider adoption of a Resolution allowing the Town Treasurer/Finance
Director to remove outstanding Personal Property delinquent taxes and
Vehicle License Fees over five years old from the active records to a
permanent file – Anne Cantrell
b.Consider adoption of a Resolution allowing the Town Treasurer/Finance
Director to remove outstanding water and sewer delinquent bills over five
years old from the active records to a permanent file – Anne Cantrell
c.Consider a Resolution authorizing the Town Manager to execute a
Memorandum of Understanding between the Roanoke County Treasurer’s
Office and the Town of Vinton for the issuance of Roanoke County animal
tags in the Town Treasurer’s Office – Anne Cantrell
3.COMMENTS/UPDATES
L.REPORTS FROM COUNCIL COMMITTEES
1.Finance Committee
M.MAYOR
N.COUNCIL
O.ADJOURNMENT
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT.
will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to
participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting
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NEXT TOWN COUNCIL/COMMITTEE MEETINGS:
February 21, 2020 – 8:30 a.m. – 5:00 p.m. - Council Strategic Planning Retreat – Vinton War
Memorial
February 27, 2020 – 9:00 a.m. – Public Works Committee Meeting – Public Works Conference
Room
March 3, 2020 – 7:00 p.m. – Council Meeting - Council Chambers
Meeting Date
February 18, 2020
Department
Town Clerk
Issue
Consider approval of the minutes of the Regular Council meeting of January 21, 2020
Summary
None
Attachments
January 21, 2020 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
1
MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M.
ON TUESDAY, JANUARY 21, 2020, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Keith N. Liles, Vice Mayor
Sabrina McCarty
Janet Scheid
Michael W. Stovall
STAFF PRESENT: Barry W. Thompson, Town Manager
Susan N. Johnson, Executive Assistant/Town Clerk
Jeremy Carroll, Town Attorney
Pete Peters, Assistant Town Manager/Director of Economic
Development
Anne Cantrell, Finance Director/Treasurer
Tom Foster, Police Chief
Anita McMillan, Planning & Zoning Director
Joey Hiner, Public Works Director
Donna Collins, Human Resources Director/Risk Manager
William Herndon, Assistant Public Works Director
Fabricio Drumond, Deputy Police Chief
Nathan McClung, Principal Planner
at 7:00 p.m. The Town Clerk called the roll with
Council Member McCarty,
Scheid, Council Member Stovall, Vice Mayor Liles
and Mayor Grose present.
Roll call
After a Moment of Silence, Joey Hiner led the
Pledge of Allegiance to the U.S. Flag.
Under upcoming community events, Council
Member McCarty
events that take place every week at the Charles
R. Hill Community Center.
Council Member Scheid made a motion to
approve the Consent Agenda as presented
motion was seconded by Vice Mayor Liles and
voting: Vote 5-0; Yeas (5) – McCarty, Scheid,
Stovall, Liles, Grose; Nays (0) – None.
Approved minutes of the Regular Council
meeting of January 7, 2020; adopted
Resolution No. 2336 appropriating funds in
veterans; adopted Resolution No. 2337
2
Veterans to the Vinton War Memorial Food
& Beverage Expense Account for costs
incurred for food for the November 8, 2019
Veterans Day Celebration Dinner; adopted
Resolution No. 2338 re-appropriating
funds in the amount of $750.28 from Re-
Appropriated Fund Balance to the Senior
Recreation Program Account
Resolution No. 2339 appropriating funds in
Recoveries Account in the General Fund to
the
workstation utilized for storing and viewing
in-car camera footage and setup fees and
adopted Resolution
$250,000.00 from the Re-Appropriated
Agreement
Under awards, introductions, presentations,
Randy Layman reviewed a prepared bi-annual
Museum, which report was given to Council at the
meeting and is on file in the Town Clerk’s Office as
a part of the permanent record.
Under awards, introductions, presentations and
proclamations, the first item was the recognition of
the 2019 Employee of the Year.
comments from Donna Collins, Human Resources
Director, the Mayor presented an award to Nathan
McClung, Principal Planner.
The next item under awards, introductions,
presentations
Police Department.
comments and presented a plaque to Officer
Jeremy Shrewsbury. Deputy Chief Drumond next
recognized the promotion of Actin
Shrewsbury to Corporal.
presentation on the 2nd
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package and is on file in the Town Clerk’s Office
as a part of the permanent record.
The next item on the agenda was a briefing on a
County animal tags in the Town Treasurer’s Office
Anne Cantrell first commented that in July of 2019
under the new MOU with Roanoke County
Town’s costs with the R
Care & Protection (RCACP) shifted to the
licenses to be spent on certain items and the Town
would not have enough costs to take in the revenue.
Treasurer’s Office, they
animal licenses for Vinton residents.
Ms. Cantrell next commented that Council desired
to continue having animal licenses sold at the
Municipal Building so Town
have to travel to Roanoke County.
with the Roanoke County Treasurer, their Attorney
and our Town Attorney and agreed to terms
contained in the proposed MOU.
allow for either party to terminate at any time if in
the future Council determines we no longer want to
be a remote location.
Council Member Scheid asked
any issues concerning the number of animals that
the County allows versus the number allowed in the
Town. Ms. C
been no issues and information is on the Town
website that we are issuing Roanoke Co
and our regulations. Roanoke County staff are also
mentioning it to anyone
with a Vinton address.
adoption of an Ordinance to amend Chapter 10,
Animals, Article I, In General, Sections 10-
10-19 of the Vinton Town Code. Chief Foster
commented that at the December 3, 2019 meeting,
Council was briefed on the proposed Ordinance to
amend our Code
nuisance to other property owners or that
involved in injury or property damage. Our current
Code addresses dangerous dogs and vicious dogs,
but contains no language to handle issues when a
4
cause minor injury or if a person is invited onto the
dog owner’s property and is injured by their dog.
This Ordinance makes it clear that it is the duty and
control of their dogs within the Town of Vinton
there should there be a violation or a child is injured,
we now have a mechanism in place to remedy the
situation and charge as a Class 4 misdemeanor.
Council Member Stovall made a motion to adopt the
Ordinance as presented; the motion was seconded
following roll call
Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles,
Grose; Nays (0) – None.
Adopted Ordinance No. 1013 amending
Chapter 10, Animals, Article I, In General,
Sections 10-18 and 10-
Town Code
Under reports from Council Committees, Anne
Cantrell reviewed a PowerPoint presentation, which
was given to Council at the meeting and will be on
file
permanent record.
Vice Mayor Liles made a motion to a
October 2019 and November 2019 Financial
Reports; the motion was seconded by Council
Member McCarty and carried by the following vote,
with all members voting: Vote 5-0; Yeas (5) –
McCarty, Scheid, Stovall, Liles, Grose; Nays (0) –
None.
2019 Financial Reports.
Council Member Stovall asked if there was an
update on where the
have any updates, but that
updates when available
commented there is a Bill in the Senate to move the
historical horse racing from the Racing Commission
to the Virginia Lottery Board.
The next item on the agenda was appointments
to Boards/Commissions/Committees. Council
Member Scheid made a motion to re-appoint
Richard W. (Pete) Peters as a full mem
Authority to new four-
February 4, 2020 and ending February 3, 2024; the
motion was seconded by Council Member Stovall
Re-appointed Richard W. (Pete) Peters as
a full member and Sabrina McCarty as an
5
voting: Vote 5-0; Yeas (5) – McCarty, Scheid,
Stovall, Liles, Grose; Nays (0) – None.
and ending February 3, 2024
The Mayor commented on the recent Lunch N
Learn sponsored by the Vinton Chamber and the
ribbon cutting at Greenway/Booth Real Estate. The
Mayor also reminded Council of the topics that are
being considered for the upcoming Council Retreat
and to let staff know if there are any other topics that
need to be added. The Mayor also commented that
he has been out getting petitions signed to run for
office again and how more positive the comments
have been from since he first ran for office.
Comments from Council: Council Member
Scheid commented
months she has heard some very positive feedback
about the trashcans. Vice Mayor Liles commented
that he would be getting petitions signed soon to run
for office again. He has also heard some positive
and some not so positive
trashcans, but it was for the good. Kroger is also
doors closed.
The next item on the agenda was a request to
convene in Closed Meeting, pursuant to Section
2.2-3711 (A)(1) o
amended,
namely the Town Manager.
Vice Mayor Liles
Closed Session; the motion was se
Council Member Scheid
following vote, with all members voting: Vote 5-0;
Yeas (5) –
Nays (0) – None. Council went into Closed Session
at 8:03 p.m.
At 8:40 p.m., the regular meeting reconvened and
the Certi
approved on motion by Vice Mayor Liles; seconded
by Council Member Stovall
Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles,
Grose; Nays (0) – None.
Certification of Closed Meeting
Vice Mayor Liles made a motion to adjourn the
meeting; the motion was seconded
6
with all members voting: Vote 5-0; Yeas (5) –
McCarty, Scheid, Stovall, Liles, Grose; Nays (0) –
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
______________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
February 18, 2020
Department
Public Works
Issue
Consider adoption of a Resolution appropriating funds in the amount of $1,230.56 received for
scrap metal to the Public Works budget.
Summary
Six checks totaling $1,230.56 has been received from D. H. Griffin Wrecking Co., Inc and deposited
in Revenue Account 200.1901.001 Recoveries and Rebates. The checks totaling $1,230.56 are for
scrap metal from the Public Works Department.
It is necessary to appropriate the $1,230.56 to Public Works Operating Budget Account Number
200.1221.350 Public Works Administration, Maintenance and Repairs Building.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 18, 2020 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, the Town of Vinton had scrap metal from the Public Works Department through D.
H. Griffin Wrecking Co., Inc.
WHEREAS, the revenue received from the scrap metal has been received into the Revenue
Account 200.1901.001– Recoveries and Rebates in the amount of $1,230.56; and
WHEREAS, in order that the money can be used for building needs and repair work in the Public
Works Department, it is necessary for the Vinton Town Council to appropriate the
funds from the Revenue Account 200.1901.001 – Recoveries and Rebates to the
Public Works Operating Budget Account Number 200.1221.350 Town Garage,
Maintenance and Repairs Building.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following transaction:
BUDGET ENTRY
GENERAL LEDGER:
200.25100 Appropriations $1,230.56
200.25000 Estimated Revenue $1,230.56
FROM
REVENUE:
200.1901.001 Recoveries and Rebates $1,230.56
TO
EXPENDITURE:
200.1221.350 Maintenance & Repair Building $1,230.56
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
February 18, 2020
Department
Public Works
Issue
Consider adoption of a Resolution appropriating funds in the amount of $2,507.77 for the receipt
of an insurance claim made on a Town Vehicle involved in an accident.
Summary
On November 17, 2019, a pick-up truck incurred damage when responding to an after-hours call.
A check in the amount of $2,504.77 has been received from Virginia Risk Sharing Association
(VRSA) and deposited in Revenue Account 200.1901.001 Recoveries and Rebates. This check is
for the payment of collision loss less the deductible of $500.00 on a 2018 Chevrolet Silverado
Pickup Truck VIN # 0975.
It is necessary to appropriate the $2,504.77 to Public Works, Water System Maintenance Account
300.9410.304 Maintenance and Repairs – Equipment in order to pay the repair invoices when
received.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 18, 2020 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, on November 17, 2019, a pick-up truck incurred damage.
WHEREAS, the proper insurance filing was made to the Virginia Risk Sharing Association
(VRSA) and the amount less the $500.00 deductible has been received into the
Revenue Account 200.1901.001– Recoveries and Rebates in the amount of
$2,507.77; and
WHEREAS, in order that Berglund Chevrolet can be paid when the invoice is received, it is
necessary for the Vinton Town Council to appropriate the funds from the Revenue
Account 200.1901.001 – Recoveries and Rebates to the Public Works Operating
Budget Account Number 300.9410.304 Maintenance and Repair of Equipment.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following transaction:
BUDGET ENTRY
GENERAL LEDGER:
200.25100 Appropriations $2,504.77
200.25000 Estimated Revenue $2,504.77
FROM
REVENUE:
200.1901.001 Recoveries and Rebates $2,504.77
TO
EXPENDITURE:
300.9410.304 Maintenance & Repair of Equipment $2,504.77
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
February 18, 2020
Department
Administration
Issue
Consideration of public comments regarding the Town of Vinton’s intention to apply for a Community
Development Block Grant (CDBG) for a local community development and housing rehabilitation project.
Summary
The Department of Housing and Community Development requires grant applicants to conduct a public
hearing to solicit public input on local community development and housing needs in relation to Community
Development Block Grant (CDBG) funding.
The program provides funding for local governments to address and meet community development needs:
1. Improve the economic and physical environment in Virginia's communities through
implementation of activities which benefit low and moderate income persons,
2. Prevent or eliminate slums and blighting conditions, or
3. Meet urgent needs which threaten the welfare of citizens.
A wide range of activities can be pursued with CDBG funds. The five primary project types under the
Competitive CIG program are:
4. Comprehensive Community Development
5. Housing
6. Economic Development
7. Community Facility
8. Community Service Facility
Janet Jonas with Summit Design and Engineering Services, will be in attendance to provide a briefing and
answer questions regarding the Grant Application.
A second Public Hearing will be held at the March 17, 2020 Town Council Meeting.
Attachments
Public Hearing #1 Fact Sheet
Community Infrastructure and Rehabilitation Program Presentation
Recommendations
Conduct Public Hearing
Town Council
Agenda Summary
TOWN OF VINTON
CEDAR AVE AND W. CLEVELAND AVE
HOUSING AND COMMUNITY INFRASTRUCTURE REHABILIATATION PROGRAM
1ST PUBLIC HEARING
FEBRUARY 18, 2020, 7:00PM
This public hearing is being held to solicit public input on local community development and
housing needs in relation to Community Development Block Grant Funding for a project in
Vinton, Virginia.
Program Background:
• The Community Development Block Grant (CDBG) program is a federal program created by
the Housing and Community Development Act of 1974.
• Administered by the Virginia Department of Housing and Community Development (DHCD).
• The program provides funding for local governments to address and meet community
development needs:
1. Improve the economic and physical environment in Virginia's communities through
implementation of activities which benefit low and moderate income persons,
2. Prevent or eliminate slums and blighting conditions, or
3. Meet urgent needs which threaten the welfare of citizens.
• Approximately $27,750,000 available for 2020 CDBG Grant Program :
1. Approximately $15,330,000 available for Competitive Grants.
2. There are 281 eligible towns, cities, and counties in Virginia.
3. Typically, 20-30 communities apply and 12-20 of these receive funding.
• A wide range of activities can be pursued with CDBG funds. The five primary project types
under the Competitive CIG program are:
1. Comprehensive Community Development
2. Housing
3. Economic Development
4. Community Facility
5. Community Service Facility
Vinton’s Past Use of CDBG funds:
The Town has utilized CDBG funds to implement housing and economic development projects in
Vinton. Most recently, the Town has utilized CDBG funds for Downtown Business Revitalization
Improvements and a Virginia Individual Development Account Program (VIDA).
The Town is working closely with residents, property owners, commercial businesses, and other
interested parties on the scope and character of a potential project. A second public hearing is
scheduled to be held on March 17, 2020, at 7:00 pm in the Town Council Chambers of the
Vinton Municipal Building, 311 South Pollard St, Vinton Virginia which will incorporate input
received today.
Displacement Regulations:
Any residential displacement or relocation resulting from the implementation of a CDBG project
must comply with Federal Guidelines as set forth in the "Uniform Relocation Assistance and Real
Properties Acquisition Policies Act.” The Act seeks to minimize displacement of people from their
homes and requires the offering of advisory services and financial compensation to those
impacted. The Town anticipates limited displacement may occur requiring relocation as a result
of this project and will make every effort to minimize the impact to affected residents.
PUBLIC INPUT REQUIREMENTS:
Any citizen comment on the following will be considered:
1. General local housing and community development needs
2. The Town’s past use of CDBG funds over the last five years
3. The Town’s proposed CDBG project
Oral and written comments will be accepted. Information related to the Town's past and
proposed use of CDBG funds is available to the public prior to and following application
submission. The Town will maintain files demonstrating the public hearings were properly
advertised, a list of citizens attending the hearings, and written and/or recorded minutes of the
hearings.
For additional information, contact Richard Peters, Assistant Town Manager at (540) 343-1508
or rpeters@vintonva.gov.
Comments and grievances may be submitted in writing to the Town Manager’s Office, Town of
Vinton, Virginia at 311 South Pollard Street, Vinton, VA 24179 or by phone at (540) 983-0607, or
Virginia Relay Service 711 until February 14, 2020 at 5pm.
Persons requiring special assistance to attend and participate at this public meeting should
contact the Town Manager’s office at (540) 983-0607.
Town of Vinton
Community Development Block Grant
First Public Hearing
February 18, 2020
Project Team Members
Management Team Community Representatives including
Elected Officials and “Sparkplugs”
Town Staff
Consultants, Engineer, Rehabilitation Specialist
Virginia Department of Housing and Community Development
(DHCD)
What Exactly is CDBG?
•CDBG = Community Development Block Grant
•Authorized under the Housing and Community
Development Act of 1974
•Federal oversight (HUD), State administration
(DHCD)
•Three National Objectives:
•Low-and moderate-income benefit
•Slum and blight elimination
•Urgent community development needs
•Program serves Non-Entitlement Communities
•Program Design establishes Program Goal and
Objective
•Competitive application process
CDBG Program OverviewCommunity Improvement Grants
COMPREHENSIVE
COMMUNITY
DEVELOPMENT
TWO/MORE ACTIVITIES
COMMUNITY FACILITY
WATER/WASTEWATER
SERVICES
(DRAINAGE, STREETS)
COMMUNITY SERVICE
FACILITY
ECONOMIC
DEVELOPMENT
(TRAINING, HEALTH
CARE, DAYCARE)
HOUSING
REHABILITATION OF
HOUSING UNITS TO HUD
HQS AND/OR NEW
CONSTRUCTION
ECONOMIC
DEVELOPMENT
BUSINESS DISTRICT
REVITALIZATION
CDBG Program OverviewFunding Available 2020
CDBG Program Funding $ 27,754,276
•Competitive Grants $ 15,329,275
•Vibrant Community Initiative $ 1,275,000
•Open Submission Funds $ 4,650,000
•Construction-Ready Water/Sewer
•Community Economic Development
•Community Development Innovation
•Regional Water/Wastewater $ 5,500,000
•Urgent Need Open Submissions $ 1,000,000
Vinton Previous/Current CDBG Projects
BUSINESS DISTRICT
REVITALIZATION
LOCAL INNOVATION
VIDA
Development of Community Improvement Grant Proposal
Submit Submit Community Improvement Grant Proposal (March)
Hold Hold public hearings
Conduct Conduct DHR (Historic) and ERR (Environmental) Reviews
Develop Develop project budget
Conduct Conduct preliminary housing rehabilitation assessments
Complete Complete Preliminary Engineering Report
Collect Collect pre-applications and investor-owner commitments
Delineate Delineate neighborhood project area
Planning and Project Development Timeline
Planning Grant Kick-off January 2019
Neighborhood Meetings 11/2018, 3/2019, 9/2019
Conduct Neighborhood Surveys April –September 2019
Determine Project Area for CIG Updated 1/15/2020
Conduct Housing Assessments January –February 2020
Develop Preliminary Engineering Report September 2019 draft/update
Complete DHR and ERR Reviews March 2020
Community Improvement Grant Application Timeline
-Housing Rehabilitation
-Acquisition and Relocation
-Infrastructure Improvements
January –March 2020
Develop Proposed Budget
March 15, 2020
Draft CIG Application
March 17, 2020
Public Hearing #2
March 17-27, 2020
Grant Reviews and Revisions
March 27, 2020
Submit CIG Application
Typical Grant Implementation Timeline
CIG Application due
27 Mar. 2020
CDBG Grants awarded
Late Summer 2020
DHCD Contract signed
December 2020
Project Implementation
24 months
Jan. 2021 –Dec. 2022
CDBG
Application
Planning
Public Hearing
and
Input Session
What questions do you have
about the…
•Planning process?
•Grant funding?
•Possible improvements?
•Eligibility requirements?
What needs do you have in your
community?
Other questions???
1
Meeting Date
February 18, 2020
Department
Treasurer/Finance Department
Issue
Briefing on the 2020 Roanoke County Real Estate Reassessment
Summary
Each year, the Roanoke County Assessor’s Office establishes the property values for all property
in the County, which includes property within the Town. A letter is developed and sent to all
property owners detailing their assessment values for both the land and buildings. The letter
details the previous three years’ worth of assessments in a table. As required by the General
Assembly, the letter is to state the tax percentage increase or decrease the actual taxes paid
would be as compared to the previous year.
Ken Fay, Roanoke County Real Estate Valuation Director, will give the PowerPoint presentation
at the meeting and answer any questions that Council might have.
Attachments
Power Point Presentation
Recommendations
No action required
Town Council
Agenda Summary
Town Of Vinton February, 2020
2020 Real Estate
Reassessment
2020 TOV Real Estate Assessment
Category
2019
Assessed
Value
2020
Assessed Value
Change in
Assessed
Value
%
Change
Residential 385,640,700 401,898,800 16,258,100 4.22%
Commercial 103,265,700 106,209,900 2,944,200 2.85%
Total 488,906,400 508,108,500 19,202,300 3.93%
3.93%
2.61%
5.98%
2.85%
0.00%
1.00%
2.00%
3.00%
4.00%
5.00%
6.00%
7.00%
Single Family
Urban
Single Family
Suburban
Multi-Family Residential Commercial/
Industrial
Ye
a
r
-Ov
e
r
-Ye
a
r
%
C
h
a
n
g
e
2020 Assessment Percentage Change by Classification
Assessment Increase Attributed To:
New Construction 3,878,500 0.80%
Market Value 15,323,800 3.13%
Total 19,202,300 3.93%
Residential
4.22%
Commercial
2.85%
2
$229,900 $41,600 $402,300 $548,200 $858,100
$1,257,700
$97,400
$2,987,700
$357,000
$305,300
$756,000 $675,300 $52,600
$637,000
$420,000
$890,900
$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$4,000,000
$4,500,000
2012 2013 2014 2015 2016 2017 2018 2019
Commercial
Residential
TOV New Construction History
3
4
Median Sales Price History –Single Family Residential
$197,000
$193,000
$198,250
$202,000
$195,000
$200,000
$196,000
$209,750 $209,500
$215,000
$180,000
$190,000
$200,000
$210,000
$220,000
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
Me
d
i
a
n
S
a
l
e
s
P
r
i
c
e
Median Sales Price -Residential
2010 through 2019
5
History of Residential Sales
800
635 746
953 938 1,033 1,095 1,136 1,159
1448
173 153 156 153
123 119
113 95
57 56
0
20
40
60
80
100
120
140
160
180
200
0
200
400
600
800
1,000
1,200
1,400
1,600
1,800
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
Fo
r
e
c
l
o
s
u
r
e
s
History of Total Sales and Foreclosures
2010 through 2019
Number of Sales Foreclosures
6
2020 Assessment Hearing Dates
•Assessment notices will be mailed December 30, 2019
•Informal Appeals
•January 13 through January 17 and January 22, 2020 from 8:30 a.m. to 4:30 p.m.
•Saturday, January 18, 2020 from 8:30 a.m. to 12:00 p.m.
•Tuesday, January 21, 2020 from 12:00 p.m. to 7:00 p.m.
•Real Estate Valuation will be closed on Martin Luther King Jr. Day, Monday, January 20, 2020.
•Call Real Estate Valuation Office at 772-2035 extension 0 for an appointment
•Formal Appeals with Board of Equalization (BOE)
•Dates for BOE meetings are as follows:
•April 30, 2020
•July 30, 2020
•October 29, 2020
Disabled Veterans Property Tax
Exemption
7
•Administered through Commissioner of Revenue’s Office
•Criteria for veterans or surviving spouse
•Principal place of residence
•Owned and occupied by disabled veteran or unremarried surviving spouse
•Certification letter stating that disability is 100% service related
•Information available on Roanoke County website or contact the Commissioner of
Revenue’s office at (540) 776-7116 or (540) 772-2048.
Real Estate Valuation
Management & Budget
Tax Freeze Program for the Elderly
& Disabled
8
•Administered through Commissioner of Revenue’s Office
•Criteria
•Disabled or over age 65
•Combined income of less than $56,566
•Net assets not exceeding $200,000
•Information available on Roanoke County website or contact the Commissioner of
Revenue’s office at (540) 776-7116 or (540) 772-2048.
Real Estate Valuation
Management & Budget
Comments
9
Meeting Date
February 18, 2020
Department
Planning and Zoning
Issue
Briefing on the Small Cell Infrastructure Design Guidelines
Summary
On November 5, 2019, Council was briefed by Michael Lockaby, a law partner of Jeremy Carroll,
Town Attorney, on Cox Communications’ request to use the Town’s public rights-of-way and
Town-owned facilities such as street lights and traffic signal poles for small cell facilities.
At the December 3, 2019, Council meeting, the bid opening was held. Only one bid was received,
and it was from Cox Communications. At that meeting, Mr. Lockaby also briefed Council on the
proposed changes to be made to Appendix B, Zoning, of the Town Code in order for the Town to
be in compliance with the current State Code and the Federal Communications Commission (FCC)
regulations. On December 17, 2019, during a joint public hearing of the Town Council and
Planning Commission, an ordinance to adopt the revised telecommunication ordinance was
approved.
Under the FCC requirements, localities must allow small cell wireless infrastructure to be
permitted by right, subject to plan approval. The purpose of these guidelines is to establish general
standards, consistent with all applicable state and federal laws, for the design, aesthetics
installation, placement, and co-location of small cell infrastructure in the Town of Vinton.
Attachment
Draft of the Town of Vinton Small Cell Infrastructure Design Guidelines.
Recommendations
No action required.
Town Council
Agenda Summary
DRAFT
TOWN OF VINTON
SMALL CELL INFRASTRUCTURE DESIGN GUIDELINES
January 2020
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 2
Table of Contents
1. INTRODUCTION _______________________________________________________________ 3
1.1 PURPOSE _______________________________________________________________________ 3
1.2 GOALS _________________________________________________________________________ 3
FIG. 1.1 MACRO CELL VS. SMALL CELL _____________________________________________________________3
1.3 DEFINITIONS ____________________________________________________________________ 4
2. GUIDELINES FOR NEW SMALL CELL INFRASTRUCTURE ________________________________ 5
2.1 PLACEMENT PREFERENCES _________________________________________________________ 5
PROXIMITY TO OTHER SMALL CELL INFRASTRUCTURE _______________________________________________5
PREFERRED PLACEMENT _______________________________________________________________________5
IMPACTS TO LANDSCAPING ____________________________________________________________________6
2.2 AESTHETIC GUIDELINES ____________________________________________________________ 6
NOISE ______________________________________________________________________________________7
DISPLAY OF SIGNS ON POLES AND ASSOCIATED EQUIPMENT __________________________________________7
FIG. 2.1 SMALL CELL TOWER WITH SEPARATE EQUIPMENT CABINET ____________________________________8
FIG. 2.2 SMALL CELL TOWER WITH EQUIPMENT CABINET INTEGRATED WITH POLE ________________________8
FINISH OF VISIBLE POLES AND ASSOCIATED EQUIPMENT ______________________________________________9
MAINTENANCE OF SMALL CELL INFRASTRUCTURE __________________________________________________9
3. STANDARDS FOR CO-LOCATING ON EXISTING STRUCTURES __________________________ 10
3.1 THIRD PARTY STRUCTURES ________________________________________________________ 10
3.2 TOWN-OWNED STREET LIGHTS _____________________________________________________ 10
3.3 TOWN PARKING FACILITIES ________________________________________________________ 11
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 3
1. INTRODUCTION
1.1 PURPOSE
The purpose of these guidelines is to establish general standards,
consistent with all applicable state and federal laws, for the design, aesthetics installation, placement, and co-location of small cell infrastructure in the Town of Vinton.
This guidance specifically addresses small cell wireless
infrastructure which consists of smaller poles, antennas, and
associated equipment rather than taller macro cell towers, which
have been the prevailing technology behind the wireless
network for decades. Small cell wireless antennas, at the
present time, have a range of approximately 400-500 feet which
requires a more numerous and denser implementation in order to
meet coverage and capacity demands (see figure 1.1).
This guidance is intended for wireless service providers, wireless
infrastructure providers, utility franchise holders, owners of small
cell facilities and any applicant or person seeking a permit for a
small cell installation in Vinton.
1.2 GOALS
The goals of these guidelines are to:
• Ensure that small cell infrastructure will harmoniously
blend into the existing environment and add value to the surrounding context to the greatest extent possible;
• Enhance the capability of wireless service providers to
deploy small cell technology safely, effectively, and efficiently in order for the residents, businesses, and visitors of the Town of Vinton to benefit from advanced wireless service ability; and
• Comply with, not conflict with or preempt, all applicable
state and federal laws.
FIG. 1.1 MACRO CELL VS. SMALL
CELL Macro cell towers can reach heights up
to 199 feet tall and coverage that spans
several miles. Small cell infrastructure
is typically mounted no higher than 45
feet in the air and has a higher-quality,
but limited coverage of a few hundred
feet.
Image source: “Small Cell Wireless
Technology in Cities” by the National
League of Cities.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 4
1.3 DEFINITIONS
If any of the defined terms below or otherwise appearing in this document are in conflict with
the applicable Virginia code or federal regulation, such definition as established under state or federal law, as applicable, shall control.
Antenna – communications equipment that transmits or receives electromagnetic radio signals
used in the provision of any type of wireless communications services.
Amenity Zone – a linear portion of the right-of-way (ROW) in which street lights, utility poles,
street trees, bicycle racks, parking meters, transit stops, street furniture, and signage is typically
found. This area is typically located at the back of a curb to the edge of the pedestrian zone.
Co-locate – to install, mount, maintain, modify, operate, or replace a wireless facility on, under, within, or adjacent to a structure that supports another service. “Co-location” has a corresponding meaning.
Frontage Zone – a linear portion of the ROW closest to a building’s edge in which building projections, awnings, displays, and outdoor café seating may occur.
Internal Installation – the small cell and all of its components are located within a structure that totally conceals its location allowing for the most appealing aesthetic and minimized visual clutter.
Pedestrian Zone – a linear portion of the ROW in which there are limited obstructions allowing
for an ease of pedestrian travel.
Small Cell Facility – A wireless facility installation in which the antenna cannot exceed six cubic
feet in volume and all other associated wireless equipment has a cumulative volume of no more
than 28 cubic feet.
Utility Pole – a structure owned, operated, or owned and operated by a public utility, local government or the Commonwealth of Virginia that is designed specifically for and used to carry lines, cables, or wires for communications, cable television or electricity.
Wireless facility – equipment at a fixed location that enables wireless services between user equipment and a communications network.
Wireless infrastructure provider – any person, including a person authorized to provide telecommunications service in the state, that builds or installs transmission equipment, wireless facilities, or wireless support structures.
Wireless services provider – a provider of wireless service.
Wireless support structure – a freestanding structure, such as a monopole, tower, either guyed or
self-supporting, or suitable existing structure or alternative structure designed to support or
capable of supporting wireless facilities.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 5
2. GUIDELINES FOR NEW SMALL CELL
INFRASTRUCTURE
Generally, an applicant should construct and maintain the small cell infrastructure in a manner that does not:
1. Adversely impact public safety or obstruct, impede or hinder travel;
2. Obstruct the legal use of the Right-of-Way (ROW) by other utility telecommunications, or
information service providers;
3. Violate nondiscriminatory applicable codes or the federal regulatory of Americans with
Disabilities Act; and/or
4. Violate or dispute with applicable Town Codes or standards, such as the zoning ordinance or
the Public Works Specifications and Standards Manual.
The Town desires to promote clean, organized, and streamlined infrastructure in an efficient and
least intrusive means available to provide wireless services. The following sections enumerate the
Town’s placement and design preferences for new small cell infrastructure.
2.1 PLACEMENT PREFERENCES
PROXIMITY TO OTHER SMALL CELL INFRASTRUCTURE
Small cell infrastructure should not be installed less than 250 feet apart. The applicant should
either co- locate with an existing facility or demonstrate that a co-location is either not technically
feasible or is not able to be accommodated on an existing structure.
PREFERRED PLACEMENT
The following entails the Town’s preferences for small cell infrastructure placement:
• Small cell infrastructure should avoid areas of environmental sensitivity, such as areas prone to
flooding.
• Small cell infrastructure should avoid areas of historic or cultural sensitivity, such as historic
buildings and cultural facilities.
• In the downtown areas, opportunities for co-location on existing structures should be considered first and foremost before any new freestanding poles are requested, see Section 3 of these guidelines for co-location preferences. The Town-installed ornamental pedestrian street light poles shall not be utilitzed.
• A minimum of 5 feet from existing garages or driveways should be maintained.
• Along a roadway, the centerline of new poles should be installed and aligned with existing poles or street trees where present.
• In no case should any portion of the equipment be less than 3 feet from the edge of the road
travelway, sidewalk, bike lane, or shared use path.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 6
• Alley placement is preferred and encouraged.
• Along frontages, align poles with common lot lines as much as possible.
• Avoid infrastructure placement in front of built structures including windows, doors, balconies,
porches, and stoops.
• Placement should not obstruct any fire escapes, doors, gates, or other ingress/egress points to
any building entrances/exits that would impede access or delivery to a building.
• Avoid placement in the zone created by projecting a perpendicular extension of a primary
street facing wall plane for residential building types. Primary wall planes will typically have a
front door associated with the façade.
• On street corners, small cell placement is preferred on the secondary street frontage.
• Placement should not obstruct the operation, placement, or physical attributes of following: pedestrian signals, lighting, signage, streetlights, public transportation vehicles, bus shelters, bus stop locations, irrigation, barricades, bollards, bike racks, benches, trash receptacles, or other streetscape elements.
• Equipment should not encroach on airspace beyond the ROW or over the travel way.
• Small cell infrastructure should not be located within 25 feet of a fire station apron or
other adjacent emergency service facilities.
• Small cell infrastructure should not obstruct fire hydrant access.
• Small cell infrastructure placement should not interfere with or obstruct the view of police
cameras used for security or public safety purposes where present.
• Placement must adhere to site distances and visibility triangle requirements in the current version of the Public Works Specifications and Standards Manual to ensure safe movements in and around intersections. Similar considerations shall be given to entrances with a 30 feet throat length, alleys, and any other place in which vehicular conflict may occur due to differences in direction of travel and speed.
• Refer to the Master Transportation Plan ultimate ROW widths in the most current version of
the Public Works Specifications and Standards Manual when assessing placement in an existing ROW.
IMPACTS TO LANDSCAPING
• A minimum of 20 feet from existing mature trees should be maintained.
• Existing mature, healthy trees should not be removed or otherwise impacted by the installation
of small cell infrastructure.
• Equipment placement and construction of small cell infrastructure should avoid the critical
root zone of existing trees. No equipment or storage is permitted in this area.
• Any turf areas disturbed by the installation of small cell infrastructure should be restored to original grade and reseeded.
2.2 AESTHETIC GUIDELINES
• Small cell antennas should be shrouded with all wires and supporting equipment integrated
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 7
with the pole.
• Supporting meters, equipment, cabinets, housings, and fans should all be incorporated into
the pole base or mounted to the pole at a height that will not create visual or physical obstructions.
• In residential areas, a total maximum height of the small cell installation should not exceed 30 feet.
• In commercial areas, a total maximum height of the small cell installation should not exceed
40 feet.
• Total width or diameter of the pole should not exceed 24 inches.
• Stainless steel mounting hardware should be used to mount all equipment, access doors,
antennas, and equipment cabinets.
• Poles should be set plumb and centered on foundations when installed.
• The diameter of the antenna/enclosure should not exceed one and one half times the
diameter of the top of the wireless support pole, to the maximum extent possible. Ultimately, the antenna should appear as a seamless vertical extension of the pole.
• Cylindrical antenna shrouds consistent in color with the pole are preferred.
• All pole-mounted equipment should be grouped as closely together as possible on the same
side of the pole (preferably opposite the travelway).
• Cabinet tops should not have clear horizontal surfaces so that objects cannot be placed on top.
NOISE
• If mechanical fans or other cooling equipment are present, it should not emit more than
50dBA one meter (3.28 ft.) from the pole.
DISPLAY OF SIGNS ON POLES AND ASSOCIATED EQUIPMENT
• Signage including the wireless provider’s name, location identifier and emergency contact
should be attached to the pole within 6 feet of the ground.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 8
FIG. 2.1 SMALL CELL TOWER WITH
SEPARATE EQUIPMENT CABINET
Example of an undesirable installation
FIG. 2.2 SMALL CELL TOWER WITH
EQUIPMENT CABINET INTEGRATED WITH
POLE
Example of a desirable installation
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 9
FINISH OF VISIBLE POLES AND ASSOCIATED EQUIPMENT
• 5.0 mils thick from the bottom to 8’ high, and 3.0 mils thick above that.
• All handholes should have reinforced covers with stainless steel screws.
• Any defects and scratches on small cell infrastructure should be primed and painted with a color-
matching paint of the existing pole. If damages reach galvanized metal, then in-field re-
galvanization will be required.
• Finish colors of the poles, equipment shrouds and all public-facing support infrastructure located in the downtown areas should be the color Black.
• Finish colors of the poles, equipment shrouds and all public-facing support infrastructure located
on the grounds of the Vinton War Memorial/Charles R. Hill Community Center should be the color Brown.
• Finish colors of the poles, equipment shrouds and all public-facing support infrastructure located
in the vicinity of greenway and trail should be the color Dark Green.
• Finish colors of the poles, equipment shrouds and all public-facing support infrastructure in all
other parts of the Town should match the existing color of surrounding utilities or the context of
the area where it is placed.
MAINTENANCE OF SMALL CELL INFRASTRUCTURE
The franchisee is responsible for maintaining its property within the ROW. This includes regular
maintenance, periodic re-painting, graffiti or sticker removal and timely repairs or re-placement
in the event of damage. Upon notification from the Town, any maintenance issue must be
remedied within a reasonable period of time or the Town may either repair or remove the
damaged equipment at the franchisee’s expense.
In the event that the use of a small cell facility is abandoned for ninety (90) days, the Town may
remove it at the franchisee’s expense. After due notice, as required under the provider’s franchise,
the Town can recoup such cost by making claim against the franchisee’s Letter of Credit or Bond.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 10
3. STANDARDS FOR CO-LOCATING ON EXISTING
STRUCTURES
This section addresses the Town of Vinton’s preferences for co- locating new small cell
infrastructure on existing poles and structures, both in and out of the public ROW. Existing structures that have been identified for potential co-location, in order of preference, are:
1. Third party existing structures (e.g. AEP Poles, Verizon poles, privately-owned buildings)
2. Town-owned street lights.
Other existing Town-owned poles, structures or facilities not addressed in this section will be
considered on a case-by-case basis.
3.1 THIRD PARTY STRUCTURES
AEP owns approximately ??? utility poles in the Town of Vinton and building heights in
commercial areas often reach 30-40 feet tall. Based on the prevalence of third party options
across the Town, it is preferred that wireless providers first attempt to co-locate small cell
infrastructure on non Town-owned structures.
3.2 TOWN-OWNED STREET LIGHTS
AEP owns and maintains the vast majority of the ? ?? street light fixtures in the Town of Vinton.
This section addresses the light fixtures the Town solely owns and maintains. Most of the Town-
owned street lights are located in municipal parking lots, Vinton War Memorial, and downtown area.
The following lists the primary locations of Town-owned street lights:
Co-location on the 14-foot tall Town-owned ornamental pedestrian lights is strongly
discouraged. However, there are opportunities to co-locate small cell infrastructure on the taller Town-owned street lights if the following requirements are met:
• In most cases, the poles and foundations supporting the existing street lights will not withstand the added weight of the small cell components and, therefore, the pole will need to be replaced.
• The small cell antenna should add no more than six feet to the existing height of the street
light.
• The small cell antenna should be shrouded. All wires and supporting
equipment should be integrated with the pole.
• Small cell equipment cabinets, equipment housings, cabinets, and meter housings should be
incorporated into a decorative pole base to the greatest extent possible, see figures 3.5-3.8.
• Town-owned street lights are 208 three phase power. Some are de-energized during daylight hours through a photo-sensor at panel locations. There typically is no neutral available on Town street light poles. A separate power source for all small cell equipment will be needed.
Vinton Small Cell Infrastructure Guidelines, January 2020 – DRAFT 11
• The Town must have a way to safely access and maintain the street lights. The ability for the
Town to shut off the small cell operation when needed is desired.
• The color and pole aesthetic of the street lights in the Resort Area is unique, see figures 3.5 and 3.6. Any co-located pole should match this aesthetic to the greatest extent possible. Weatherproof GFI fixtures are required 20 feet above ground on the pole to accommodate additional temporary lighting fixtures. Depending on the specific location, Resort Area street lights may also need to accommodate banners, signs, flood lights, and speakers.
• For street light pole design standards located outside of the Resort Area, see figures 3.7 and 3.8.
The finish colors of the poles, equipment shrouds, and all public-facing support infrastructure should match the existing color of surrounding utilities or the context of the area where it is placed.
3.3 TOWN PARKING FACILITIES
Some Town-owned parking lots could provide an opportunity for small cell infrastructure co-location.
However, on-street parking spaces should not be displaced by small cell infrastructure. The following
parking facilities could be considered for co-location:
• Municipal Building - ???space surface lot.
• Farmers Market - ???space surface lot.
• Vinton War Memorial/Charles R. Hill Community Center- ??? surface lot.
• Public Works Department -??? surface lot.
• Gearhart Park - ??? surface lot.
Small cell infrastructure co-located at a parking facility should make every effort to minimize the loss
of parking spaces and blend into their surroundings. The removal of existing parking spaces will
require written permission and compensation to the Town for lost revenue.
Meeting Date
February 18, 2020
Department
Planning and Zoning
Issue
Briefing on the Title VI of the Civil Rights Act Implementation Plan.
Summary
The Town of Vinton, as a Local Public Agency (LPA) and a recipient of federal-aid funding, is
required to fulfill the provisions of Title VI of the Civil Rights Act of 1964, 49 Code of Federal
Regulation (CFR) Part 21, 23 CFR Part 200 and other applicable directives. These regulations
provide that no person in the United States shall, on the grounds of race, color or national origin
be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which a LPA receives federal assistance.
The Walnut Avenue Bicycle and Pedestrian Improvement Project from 5th Street to the Town’s
West Limit is one of the federally funded transportation projects that Staff is currently
administering. In order to meet this obligation, the Town is required to develop and adopt the Title
VI Implementation Plan, including some reporting that will need to be completed by the Town on
an annual basis.
Attachment
Draft of the Town of Vinton VI Implementation Plan.
Recommendations
No action required
Town Council
Agenda Summary
TITLE VI IMPLEMENTATION PLAN
Agency Administrator
Barry W. Thompson, Town Manager
Prepared by: Anita J. McMillan
FISCAL YEAR: FEDERAL FY 2020
TABLE OF CONTENTS
TITLE VI STATEMENT OF COMMITMENT .........................................................................
I. INTRODUCTION ..................................................................................................................... 1
II. TITLE VI AND RELATED AUTHORITIES ................................................................. 1
III. ORGANIZATION AND STAFF RESPONSIBILITIES ............................................... 2
IV. TITLE VI PROGRAM IMPLEMENTATION .............................................................. 7
V. DISCRIMINATION COMPLAINT PROCEDURES .................................................. 16
VI. REVIEW OF TOWN DIRECTIVES ............................................................................. 20
VII. COMPLIANCE AND ENFORCEMENT PROCEDURES ......................................... 20
APPENDIX A: Clauses for Contractor ................................................................................... 24
APPENDIX B: Clauses for Deeds ............................................................................................ 25
APPENDIX C: Clauses for Transfer of Real Property .......................................................... 26
APPENDIX D: Clauses for Construction/Use/Access to Real Property ............................. 27
APPENDIX E: Contractor Titlve VI Assurances ................................................................. 28
APPENDIX F: Town of Vinton Departments List .................................................................. 29
APPENDIX G: Grievance Form and Complaint Log ............................................................. 30
APPENDIX H: Town of Vinton Demographics and LEP Encounter Log Form ................. 33
APPENDIX I: I Speak Cards..................................................................................................... 36
APPENDIX J: Employee Acknowledgement ........................................................................... 40
APPENDIX K: Public Involvement Survey ............................................................................. 42
TITLE VI STATEMENT OF COMMITMENT
The Town of Vinton, hereinafter also referred to as the Local Public Agency “LPA”, will effectuate
the provisions of Title VI of the Civil Rights Act of 1964, 49 Code of Federal Regulation (CFR) Part
21, 23 CFR Part 200 and other applicable directives. These authorities provide that no person in the
United States shall, on the grounds of race, color or national origin be excluded from participation in,
be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for
which LPA receives federal assistance.
Further, as a recipient of federal-aid funding, Town of Vinton strives to achieve nondiscrimination in
all its programs and activities whether or not those programs and activities are federally funded. These
efforts to prevent discrimination will address, but not be limited to, a program’s impact upon access,
benefits, participation, treatment, services, contracting opportunities, training opportunities,
investigation of complaints, allocation of funds, prioritization of projects, and the functions of right-
of-way, research, planning, design, construction, and project development. Town of Vinton will ensure
that every manager, supervisor, employee, and sub-recipient of federal-aid funds administered by the
LPA is aware of and applies the intent and spirit of Title VI of the Civil Rights Act of 1964 and other
nondiscrimination authorities in performing assigned duties.
Every employee and representative of Town of Vinton shall perform all official duties and actions in
full accord with Title VI of the Civil Rights Act of 1964, applicable statutes, executive orders,
regulations, and policies enunciated there under.
The Human Resources/Risk Management Director has been designated as the LPA’s Title VI and ADA
Coordinator and is responsible for ensuring that all matters relating to nondiscrimination are
administered effectively.
Employees of the LPA, contractors or applicants with questions, problems or complaints regarding this
statement, and the implementation of the stated provisions, should contact Donna Collins, Human
Resources/Risk Management Director, at 311 S. Pollard Street, Vinton, VA 24179, 540-983-0604,
dcollins@vintonva.gov.
______________________________
Barry W. Thompson, Town Manager / Date
Agency Administrator
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 1 of 43
I. INTRODUCTION
The Town of Vinton’s mission is to excel at providing quality services for the benefit of all
residents while developing, maintaining, and enhancing the resources of the area. Title VI of the
Civil Rights Act of 1964 (Title VI) is a federal law that requires no person in the United States on
the grounds of race, color, or national origin, be excluded from, be denied the benefits or be
subjected to discrimination under any program or activity receiving federal financial assistance. The
Federal-Aid Highway Act of 1973 added the requirement that there be no discrimination on the
basis of sex. Title VI applies to recipients and sub-recipients of federal financial assistance. The
Civil Rights Restoration Act of 1987 makes clear that pursuant to Title VI discrimination is
prohibited throughout any department of a local agency that accepts Federal financial assistance.
The Town periodically receives federal funding from the Federal Highway Administration
(FHWA) and other federal program funding. As a recipient of such federal aid, the Town is
required to comply with Title VI and the related Department of Transportation regulations (Title 49
CFR Part 21).
This Title VI Implementation Plan is a part of Town of Vinton’s continual and ongoing effort to
proactively meet the minimum compliance requirements established under title VI of the Civil Rights
Act of 1964 (title VI), 49 CFR § 26, and the related anti-discrimination statutes and regulations. With
this Implementation Plan, the Town of Vinton seeks to provide continued transparency, clarity and
technical guide for internal and external constituents regarding its Title VI program.
II. TITLE VI AND RELATED AUTHORITIES
This section is a reference source of the applicable authorities related to Title VI of the Civil Rights
Act of 1964 as amended.
Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq) states the following: “No person in
the United States shall on the grounds of race, color or national origin, be excluded from participation
in, be denied the benefits of, or be subjected to discrimination under any program or activity
receiving Federal financial assistance.”
Section 162(a) of the Federal-Aid Highway Act of 1973 (Section 324, Title 23 U.S.C.) prohibits
discrimination based on sex (gender).
The Civil Rights Restoration Act of 1987, P.L. 100-209, further clarified the intent of Title VI to
include all programs and activities of entities whether those programs and activities are federally
funded or not. Title IX of the Educational Amendments Act of 1972, the Age Discrimination Act of
1975, and Section 504 of the Rehabilitation Act of 1973.
49 CFR Part 21, the U.S. Department of Transportation’s Implementing Regulations of Title VI of
the Civil Rights Act of 1964.
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 2 of 43
23 Code of Federal Regulations (CFR) Part 200, the Federal Highway Administration Title VI
Program Implementation and Review Procedures.
UDDOT Order 1050.2A
Executive Order 12898 (issued February 11, 1994) addresses Environmental Justice (EJ) regarding
minority and low-income populations. Agencies must develop strategies to address
disproportionately high and adverse human health or environmental effects of their programs on
minority and low-income populations; promote nondiscrimination in federal programs
substantially affecting human health and the environment; and provide minority and low-income
communities access to public information and an opportunity for public participation in matters
relating to human health or the environment.
Executive Order 13166 (issued August 16, 2000) improves access to services for persons with
limited English proficiency. Agencies are directed to evaluate services provided and implement
a system that ensures that Limited English Proficiency (LEP) persons are able to meaningfully
access the services provided, consistent with, and without unduly burdening the fundamental
mission of the local agency. Agencies are directed to ensure that recipients of federal financial
assistance provide meaningful access to programs, services and information to their LEP
applicants and beneficiaries free of charge. Language barriers have the potential of prohibiting
LEP persons from:
• Obtaining services and information relating to Town services, programs and projects.
• Taking advantage of Town programs and activities, which could affect their jobs and social
opportunities.
• Understanding the benefits to which they are entitled when their home or business is
acquired through eminent domain.
Limited English Proficient persons refer to persons for whom English is not their primary
language and who have a limited ability to read, write, speak or understand English. It includes
people who reported to the U.S. Census that they speak English less than very well, not well or
not at all.
LEP persons are entitled to language assistance under Title VI of the Civil Rights Act of 1964,
and federal assistance recipients shall take reasonable steps to ensure meaningful access to
benefits, services, information and other important portions of their programs and activities.
III. ORGANIZATION AND STAFF RESPONSIBILITIES
A. Relationship of Civil Rights Coordinator/Town Manager of the Town of Vinton
Town Administrator – The Town Manager is authorized to ensure compliance with
provisions of the Town’s policy of nondiscrimination and with the law, including the
requirements of 23 CFR Part 200 and 49 CFR Part 21. The Town’s grants compliance
function and Title VI coordination shall be performed under the authority of the Town
Administrator.
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 3 of 43
Title VI and Americans with Disabilities Act (ADA) Coordinator – The Town of Vinton
Human Resources/Risk Management Director will perform the duties of the Title VI and
ADA Coordinator and ensure implementation of the Town’s Title VI Federally Funded
Transportation Program. The Town’s Title VI Coordinator has a direct reporting and access
to the Town Manager, the Town’s chief executive officer.
B. Statement of Responsibility and Authority of Title VI Coordinator
As authorized by the Town of Vinton Administrator, the Title VI Coordinator is responsible
for initiating, monitoring, and ensuring LPA compliance with Title VI requirements as
follows:
Program Administration
• Administer the Title VI Program and coordinate implementation of the plan.
• Ensure compliance with the assurances, policy, and program objectives.
• Perform Title VI Program reviews to assess administrative procedures, staffing, and
resources.
• Provide recommendations as required to the Town of Vinton Administrator.
Complaints
• Review written Title VI complaints that may be received by the Town Vinton
following the adopted procedural guidelines.
Data Collection
• Review the statistical data gathering process periodically to ensure sufficiency of data
for meeting the requirements of Title VI program administration.
Training Programs
• Conduct or facilitate training programs on Title VI issues and regulations for the
Town’s employees; and facilitate Title VI training for appropriate personnel, board
and committee members, contractors, and sub-recipients. A log or summary of
training conducted shall be kept.
Title VI Plan Update
• Review and update the Town’s Title VI Implementation Plan as needed or required.
• Present updated plan to the Town’s Administrator for approval.
• Publish/post the Title VI Implementation Plan.
Annual Accomplishment Report
• Prepare an annual report of Title VI accomplishments and changes to the program in
the preceding Federal fiscal year
• Identify goals and objectives for the upcoming year as required; and submit to VDOT.
Public Dissemination
• Work with Town’s personnel to develop and disseminate Title VI program
information to employees, board and committee members, council and sub-recipients,
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 4 of 43
including contractors, subcontractors, consultants, and sub-consultants and
beneficiaries, as well as the general public.
• Ensure public service announcements or notices are posted of proposed projects,
hearings, meetings, or formation of public advisory boards, in newspapers or other
media reaching the affected community.
• Ensure the full utilization of available minority publications or media.
• Ensure written or verbal information in languages other than English is being
provided, where appropriate.
Elimination of Discrimination
• Work with the Town’s program areas to establish procedures for promptly resolving
deficiencies, as needed.
• Recommend procedures to identify and eliminate discrimination that may be
discovered in any of the Town’s processes.
Maintain Legislative and Procedural Information
• Keep informed about Federal laws, rules, and regulations, Federal Highway
Administration (FHWA) or Virginia Department of Transportation (VDOT)
guidelines that may affect the current Agency Title VI Plan and administration of the
Agency’s Title VI Program.
• Ensure information is made available to the public as requested or required.
C. Program Administration
Multidisciplinary Approach of Title VI
To ensure the Town complies with Title VI of the Civil Rights Act of 1964 and other related
statutes, the Town will establish a Title VI Multidisciplinary Team. The Team will use the
systematic approach, communication and continuous interaction to proactively ensure
nondiscrimination in all of Town’s programs and activities. The multidisciplinary approach
focuses on team efforts to ensuring nondiscrimination in all of the Town’s programs and
activities. In implementing this approach, the Town will employ the guidance provided by the
FHWA. The Town will designate specific staff from applicable departments that are
administering federal grants and/or providing programs and activities funded from federal
assistance or other types of transportation related funding as Title VI Specialist(s). The
members of the team consist of the Title VI Coordinator and Title VI Specialists. The Team’s
focus is to:
• Foster awareness of nondiscrimination requirements
• Participate in the development and implementation of the Title VI Program
• Identify areas of need requiring mitigation measures
• Formulate and prioritize strategies to address areas of mitigation
• Recommend revisions to the Title VI Implementation Plan.
• Develop a Title VI Work Plan
• Implement Title VI Program Plan
• Continuously assess and recommend adjustments to the Title VI Implementation Plan
as necessary for effectiveness.
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Title VI Specialists – Additionally, the Town has designated Title VI Specialists in special
emphasis program areas. The Specialists shall work in concert with the Title VI Coordinator.
These key programs areas are subject to receiving federal assistance through grants or other
types of transportation related funding. The Title VI Specialists will work with the
Coordinator to ensure their respective departments and programs comply with Title VI
regulations and assurances, meet the Title VI Method of Administration as laid out on this
Title VI Plan, meet federal and state reporting requirements, and provide adequate training
opportunities for applicable staff.
Title VI Specialists will also work with the Coordinator to ascertain Title VI compliance by
contractors, subcontractors, consultants, suppliers and other sub-recipients under federally
funded projects or programs. Specialists will ensure applicable Title VI provisions and
requirements are included in contractual agreements to prime contractors and sub-recipients.
Title VI Specialists will work with the Coordinator to obtain statistical data on race, color,
national origin, handicap/disability, age and sex of participants in, and beneficiaries of the
Town’s federally funded transportation programs. Each of the Specialists will maintain data
relative to their respective special emphasis program area, designated below. The Coordinator
shall use the data to complete annual Title VI reports and for other administrative needs.
TITLE VI SPECIALISTS DESIGNEES
Economic Development
Finance/Purchasing
Planning and Zoning
Public Works
Police/Law Enforcement
Community Programs and
Vinton War Memorial
Financial Services Analyst
Planning and Zoning Director
Public Works Director or Administrative Manager
Executive Assistant to the Chief of Police
Community Programs and Facilities Manager
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D. Organizational Chart
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 7 of 43
IV. TITLE VI PROGRAM IMPLEMENTATION
A. Town of Vinton Equal Opportunity and Nondiscrimination Policy
The Town is committed to providing equal opportunities to all employees, applicants,
residents, customers, and persons doing business with the Town and will ensure that people may
participate in, enjoy the benefits of, and be free from discrimination under any program or activity
it administers without regard to any protected status, including:
• Age
• Ancestry
• Color
• Gender
• Gender Expression
• Gender Identify
• Genetic Information
• Marital Status
• Medical Condition
• Mental Disability
• Military and Veteran Status
• National Origin
• Physical Disability
• Sex (includes pregnancy, childbirth, breastfeeding and/or medical conditions)
• Sexual Orientation
B. Title VI Statement
The Town, under Title VI of the Civil Rights Act of 1964, is committed to operating its programs,
activities, and services in such a way that no person shall be excluded from the equal distribution
of its services and amenities based on their race, color, national origin, sex, disability, or age. The
Town has developed a notice to the public informing them of their rights under Title VI.
Appendix A includes the Title VI Notice to the Public. Any person who believes she or he has
been aggrieved by any unlawful discriminatory practice under Title VI may file a complaint with
the Town of Vinton and/or Federal Highway Administration. The Town’s complaint process and
complaint forms are included in Appendix B.
The Town’s objective is to:
• Ensure that the level of quality of programs, projects and services are provided without regard
to race, color, national origin, sex, disability or age;
• Promote the full and fair participation of all affected populations in decision making;
• Prevent the denial, reduction, or delay in benefits related programs and activities that benefit
minority populations or low-income populations; and
• Ensure meaningful access to programs and activities for persons with Limited English
Proficiency (LEP).
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The Town is committed to complying with Title VI requirements for all programs and services
delivered to the public. The Title VI Program (Program) serves as a guide and reflection of the
Town’s commitment to preserving the civil rights for all individual and group benefactors of
Town’s program and services. The Town's Title VI Assurances, executed pursuant to Department
of Transportation (DOT) Order No. 1050.2A, are included.
C. Town Governance
The Town is governed by an elected Council of five members. The Town provides main services
with over 75 full and part-time employees and seven departments. Other services and programs
are also provided by Roanoke County.
D. Title VI and ADA Coordinator
The Town’s Title VI/ADA Coordinator, the Human Resources/Risk Management Director, is
responsible for the overall Title VI Program. The Title VI Coordinator provides guidance and
technical assistance on Title VI matters and has overall program responsibility for preparing
reports and developing program procedures. Additional assistance is provided by the Planning
and Zoning Director (e.g., transportation and infrastructure projects). The Title VI Coordinator
responsibilities include:
a. Promptly processing and resolving Title VI complaints;
b. Collecting demographic data (race, color, national origin) of participants in and beneficiaries
of the Town’s Federal-aid programs, activities, and services;
c. Promptly resolving areas of deficiency;
d. Conducting periodic Title VI audits;
e. Ensuring that Title VI requirements are included in policy directives and that the procedures
used have built-in safeguards to prevent discrimination;
f. Coordinating the development and implementation of staff training regarding the Town’s
Title VI program; and
g. Developing and coordinating Title VI information for public dissemination, including where
appropriate in languages other than English.
E. Education and Training
To ensure compliance through education and training, the Town’s VI and ADA Coordinator will:
• Distribute information to personnel, board and committee members, and council on training
programs regarding Title VI and related nondiscrimination authorities.
• Offer training to staff in Title VI nondiscrimination and implementation.
• Track Title VI nondiscrimination training of staff and board and committee members.
• Develop Title VI educational information for dissemination to the general public.
F. Communications and Public Participation Plan
The Town is committed to ensuring that projects, programs, and services delivered by the Town
are sensitive to the various demographic backgrounds within the Town. The Town Public
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Participation Plan (PPP) is for use by the Town to promote public involvement in the planning
and decision-making process of projects, programs, and services.
As a recipient of Federal funding, the Town is required to adhere to Title VI of the Civil Rights
Act of 1964 and to integrate the PPP into its Title VI Program. The PPP provides guidelines for
involving the public to ensure that all groups are represented and their needs considered. The
Town is committed to ensuring it serves the residents and businesses of the Town fairly,
consistently, and in the most cost-efficient and appropriate manner within available resources.
The Town endeavors to communicate with and provide opportunities for minority, low-income,
and disabled persons to participate. To ensure Title VI compliance in communications and public
participation, the Town will:
• Include contact information for people needing accommodations in notifications of
opportunities for public participation.
• Include the following statement in public notices and on the website:
“The Town of Vinton fully complies with Title VI of the Civil Rights Act of 1964 and
related statutes and regulations in all programs and activities. The Town provides
reasonable accommodations for persons who require special assistance to participate
in public involvement opportunities. For more information, or to obtain a
Discrimination Complaint Form, contact (540) 983-0601 or www.vintonva.gov.”
• Provide reasonable accommodations for persons who require special assistance to participate
in public involvement opportunities.
• Collect and monitor demographic data during public input opportunities, conducting
additional target outreach if the data show a deficiency in public input from particular groups.
• Recruit diverse applicants, including minorities, low-income persons, and disabled, to
opportunities for public participation and to serve on committees.
The Town is committed to document and analyze the impacts of transportation projects on
minority and low-income populations as a normal part of analysis efforts. A key aspect of the
analysis is to ensure the involvement of affected communities in the project development process.
The Town has developed Guidelines to provide Environmental, Planning, Right-of-Way,
Location and Design, Civil Rights and any other applicable with a consistent framework for
developing an effective public involvement strategy. They contain only principles and general
procedures, which means that the specific approach must be tailored to the unique circumstances
of each project and those communities affected by it. If the procedures do not seem appropriate
for a particular project, then the team will develop a more suitable approach.
Goals and Objectives
The goal of the Town’s PPP is to offer a variety of opportunities for the public to engage in
planning and decision-making activities. To meet this goal, the objectives of the PPP are as
follows:
• To determine what non-English languages and/or other barriers may exist to public
participation within the Town service area.
• To provide a general notification of meetings for public input, in a manner that is
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understandable to all populations in the service area.
• To hold meetings at times and in locations that are accessible and reasonably
welcoming to all area residents, including, but not limited to minority, Limited English
Proficiency (LEP), and low-income members of the public.
• To utilize a variety of communication methods to capture public input from populations
that are not likely to attend or engage in public meetings.
Public Comment Process Offered by the Town Council
The public has a right to express their opinion during the regular Council meetings held the
first and third Tuesday of every month at 7:00 p.m. in the Council chambers at 311 S. Pollard
Street, Vinton, VA. The public also has the right to express their opinion at the meetings of
the Town's committees and commissions. Information about Town Council as well as the Town's
committees and commissions is available on the Town website at:
https://www.vintonva.gov/243/Public-Hearings-Special-Meetings
Forms will be available to attendees to register their presence and desire to speak. Public hearings
will begin with a reading of the public notice, purpose and proposed action which necessitated the
public hearing. After an explanation of the proposed action is completed, the public will be
invited to offer their comment. If and when requested, translators should be present, as
appropriate, to help communicate information and attain feedback. Limitations may be
established on the length of oral presentations in order to afford all members of the public a
reasonable opportunity to speak. After all registered persons have commented, a final opportunity
will be offered for any additional public comment. This offering will precede the close of the
public hearing.
At the close of the public hearing, it will be announced where the item will next be heard, either
before a committee or the Council. Where appropriate, the Town Manager, or designee, will
provide a report summarizing and responding to key comments made by the public at a
subsequent committee or Council meeting.
All relevant comments received verbally or in writing at a public hearing, or as otherwise
conveyed to the Town prior to the established deadline, will be entered into the public record of
the comment process.
Outreach Efforts
The Town will use multiple techniques to actively solicit policy input in the planning process for
a project. The Town will engage the community through the Town’s website, social media, and
brochures placed at the library, community center, greenways, and recreation areas within the
communities. Appropriate techniques among the following will be used to inform, educate, and
gain input from the public about the Town’s projects, services, or activities:
• Surveys or questionnaires - mail-in, online, telephone, personal interview
• Articles or press releases in the appropriate publications
• Time consultation with advisory committees
• Distribution of informal reports, flyers, or brochures
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• Collaboration with community-based organizations
• Informal presentations at community forums
• Publication of information about meetings, public hearings, and special events on the
Town’s website
• Direct mailings to those expressing interest in or commenting about certain topics
• General mailings with posters and flyers to area post offices and appropriate agencies,
offices, and organizations for distribution to citizens
Low-income, minority, and limited English proficient (LEP) individuals often face additional
barriers to participating in public decision-making processes. To promote reasonable
opportunities for participation by low-income, minority, and LEP individuals to provide input on
plans and programs, the Town will identify low-income, minority, and LEP populations within
the service area and engage in targeted outreach to such populations where appropriate. The low-
income threshold will be defined as households with a per capita income of 80 percent or less of
the national average.
G. Planning and Programming
To ensure compliance in planning and programming processes, Town personnel will:
• Prepare and update publicly available demographic profiles of the region and/or Roanoke
County using the most current and appropriate statistical information.
• Consider a high-level overview of benefits and burdens of transportation projects on minority
and low-income populations, using maps and geographic demographic data to determine
projects that could impact such populations. Lead agencies in individual projects are
responsible for in-depth analyses of environmental justice as they move forward.
• Conduct an environmental justice analysis during the development of the Town
transportation’s related plans, analyzing the relative distribution of costs and benefits from
transportation investment strategies and policies on minority or low-income populations.
• Review directives to determine if there are Title VI implications and interpret how directives
impact Title VI program areas.
• Include environmental justice aspects of performance measures in transportation
performance-based planning and programming, when relevant.
H. Limited English Proficiency (LEP)
Individuals who do not speak English as their primary language and who have a limited ability to
read, speak, write, or understand English are Limited English Proficient (LEP). For a LEP person,
language can present a barrier to accessing benefits and services, understanding and exercising
important rights, complying with applicable responsibilities, or understanding other information
provided by federally funded programs and activities. LEP persons may be entitled to language
assistance at no cost to them with respect to a service, benefit, or encounter.
The Town provides meaningful access to programs and activities by giving LEP persons adequate
and understandable information to participate in programs and activities and by taking reasonable
steps to remove barriers for LEP persons.
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Statement of Commitment
Meaningful access to LEP persons means ensuring that LEP persons can communicate effectively
and act appropriately based on that communication. The Town will take reasonable steps to
ensure LEP persons have meaningful access to programs, activities, services, and information that
are normally provided in English. Failure to ensure that LEP persons can effectively participate in
federally assisted programs and activities may violate the prohibition against national origin
discrimination under Title VI of the Civil Rights Act of 1964.
Implementation
Implementation guidelines describe as what should be done when an LEP person is encountered
or an LEP request is made as well as what activities should be done routinely to keep information
and training up to date. When staff encounter LEP persons or request for language assistance, the
guidelines described below will be used to determine what assistance can be provided.
The language assistance services available to the Town are:
• Translation services available through Roanoke Spanish ($0.15/word or $85/page)
• The Town bilingual employees fluent in Spanish: As of 2020, two bilingual employees,
Fabricio Drumond and Sam Mitchell, are fluent in Spanish.
• Future contract with CyraCom: A Pay-As-You-Go account with CyraCom – On Demand
Over-the-Phone Interpretation (www.cyracom.com). CyraCom maintains telephone assisted
interpretation capability for over 100 languages ($2.98/minute) and written translation
services for a fee.
The need for LEP services depends on the type of contact:
• In-person Contact: Use the Language Identification Flashcard, posted in the Town entrance,
to attempt to identify the language spoken. Enlist the assistance of bilingual staff to obtain the
LEP person’s name and contact information.
• Telephone Contact: Enlist the assistance of bilingual staff as needed.
• Written Contact or Documents: Engage translation service such as Roanoke Spanish.
• Request for translation at a meeting: Use translation service.
Cost alone will not determine whether a request is granted. Language assistance services deemed
appropriate will be made available at the expense of the Town.
• Requests for under $100: Will be granted. For Spanish, a phone call that might last up to 30
minutes or a document that is 1 typed page in English is likely to fit this criterion.
• Requests for over $100: Title VI/ADA Coordinator and the Town Manager review based on
the four-factor analysis (page 13) and grant if deemed vital.
Routine LEP Implementation Activities
The Title VI/ADA Coordinator will:
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• Post written notices on the website and/or in a public area regarding the right to free language
assistance for persons conducting business with the Town in the most likely to be encountered
languages (as determined using the four-factor analysis).
• Ensure that public notices and publications include statements that the Town provides
reasonable accommodations for persons who require special assistance to participate in public
involvement opportunities.
• Maintain the language assistance resource list, updating with current resources.
• Ensure staff understand:
o The right to free language assistance for LEP persons.
o How to use language assistance resources.
o To include statements in public notices and publications that the Town provides
reasonable accommodations.
Monitoring and Updating
The Town will monitor its LEP policies and practices, review them regularly with the four-factor
analysis, and update as needed.
To monitor LEP policies and practices, the Title VI/ADA Coordinator will:
• Review Town’s activities on a regular basis for providing meaningful access to LEP persons.
• Document requests for translation services and encounters with LEP persons and provide
reports when requested.
Four-factor analysis
The four-factor analysis is used to assess the need for language assistance services:
a. Demography – number and proportion of LEP persons served and languages spoken in
service area.
b. Frequency – rate of contact with service or program.
c. Importance – nature and importance of program/service to people’s lives.
d. Resources – available resources, including language assistance services.
The Title VI/ADA Coordinator will:
• Regularly review demographic data based on the four-factor analysis. If a language other than
English is the primary language of >5% of the population, the LEP guidelines may need to be
modified to meet the new needs.
• Collect and maintain demographic statistics on persons who participate in their programs and
services.
• Solicit feedback from locality social service departments and community-based organizations
serving LEP persons to evaluate how well its practices meet their needs.
Locality social service departments and community-based organizations serving LEP persons
include:
• Roanoke Refugee Partnership
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• Roanoke Spanish
• Roanoke County Department of Social Services
• Virginia Department of Social Services
• Council of Community Services
The feedback solicited from these departments and organizations may include:
• Nature and importance of programs, services, and activities to LEP persons
• The effectiveness of current language assistance measures in meeting the needs of LEP
persons
• The effectiveness of staff LEP trainings and agency-wide language assistance protocol
• Changes in the frequency of contact with LEP language groups
• Changes in the availability of resources, including technological advances or financial
resources
I. Environmental Justice
In accordance with Executive Order 12898 (Federal Actions to Address Environmental Justice
in Minority Populations and Low-Income Populations), the Town will identify and address the
disproportionately high and adverse human health or environmental effects of its programs,
policies, and activities on minority and low-income populations. The Town will consider
demographic data into their project design and involve the public in the planning and
development process to assess the environmental impacts of projects on the community. The
public’s input and data analysis enable the Town to develop measures to mitigate any potential
adverse effects on minority and low-income populations. The Town is not required to conduct
environmental justice analyses of projects where NEPA documentation is not required.
J. Contracts and Agreements
The Town reviews its federally assisted contracts for inclusion of applicable forms and
provisions.
Consultant Contracts Administration
The Town is responsible for the selection, negotiation, and administration of its consultant
contracts. The Town complies with all relevant federal and state laws in contract selection. Town
personnel evaluate and monitor consultant contracts for compliance with nondiscrimination
authorities. Town personnel will:
• Ensure inclusion of nondiscrimination language in contracts and Requests for Proposals.
• Ensure that all consultants verify their compliance with nondiscrimination authorities,
procedures, and requirements.
• Work with the recipient or sub-recipient, if found to be not in compliance with
nondiscrimination authorities, to resolve the deficiency status and write a remedial action if
necessary.
• Review outreach activities to ensure small, disadvantaged, minority, women, and disabled
veteran businesses are not excluded to participate in opportunities to compete for consulting
contracts.
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Disadvantaged Business Enterprise
Disadvantaged Business Enterprises (DBE) are for-profit small business concerns where socially
and economically disadvantaged individuals own at least a 51% interest and also control
management and daily business operations. African Americans, Hispanics, Native Americans,
Asian-Pacific and Subcontinent Asian Americans, and women are presumed to be socially and
economically disadvantaged. Other individuals can also qualify as socially and economically
disadvantaged on a case-by-case basis. The U.S. Department of Transportation’s DBE regulations
require state and local transportation agencies that receive federal financial assistance to establish
goals for the participation of DBEs.
The Town supports the objectives of the DBE Program:
• To ensure nondiscrimination in the award and administration of Federal Highway
Administration assisted contracts.
• To create a level playing field on which DBEs can compete fairly for Federal Highway
Administration-assisted contracts.
• To ensure the DBE Program is narrowly tailored in accordance with applicable law.
• To ensure that only firms that fully meet 49 CFR, Part 26 eligibility standards are permitted to
participate as DBEs.
• To help remove barriers to the participation of DBEs in Federal Highway Administration-
assisted contracts.
• To assist the development of firms that can compete successfully in the marketplace outside
of the DBE Program.
• To provide appropriate flexibility to recipients of federal financial assistance in establishing
and providing opportunities for DBEs.
Sub-recipients - Reviews and Monitoring Procedures
The Town will conduct Title VI compliance reviews and monitoring of its sub-recipients of
Federal-aid highway or other Federal funds, to ensure adherence to Title VI requirements. The
Town‘s staff will periodically review operational guidelines provided to consultants, contractors,
and sub-recipients, including Title VI language, provisions, and related requirements, as
applicable.
The Town will also conduct periodic post grant reviews of select recipients of Federal highway
funds or other Federal funds, for roads, sidewalks, bridges, municipal construction, etc. to ensure
adherence to Title VI requirements.
When irregularities occur in the administration of Federal-aid highway programs at sub-recipient
levels, corrective action will be taken to resolve identified Title VI issues. The Town will seek the
cooperation of the consultant, contractor or other sub-recipient in correcting deficiencies found
during periodic reviews. The Town will provide technical assistance and guidance, upon request,
to support voluntary compliance by the sub-recipient.
When a sub-recipient fails or refuses to voluntarily comply with requirements, The Town will
submit to VDOT’s Civil Rights Administrator -Title VI Coordinator copies of the case file and a
recommendation that the sub-recipient be found in noncompliance.
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A follow-up review will be conducted to ascertain if the sub-recipient has complied with the Title
VI Program requirements in correcting deficiencies previously identified. If the sub-recipient
refuses to comply, The Town and VDOT may, with FHWA’s concurrence, initiate sanctions per
49 CFR 21.
V. DISCRIMINATION COMPLAINT PROCEDURES
Any person who believes she or he has been discriminated against on the basis of race, color,
national origin, sex, disability or age by the Town of Vinton (hereinafter referred to as “the Town”)
may file a Title VI complaint by completing and submitting the agency’s Title VI Complaint Form.
The Town will investigate the complaint according to the procedures detailed in Appendix G.
Where can one file?
Complaints related to the Federal-aid highway program may be filed with VDOT, FHWA
Division Office, the FHWA Headquarters Office of Civil Rights (HCR), the USDOT
Departmental Office of Civil Rights, or the USDOJ.
When must one file?
According to USDOT regulations, 49 CFR §21.11(b), a complaint must be filed not later than 180
days after the date of the last instance of alleged discrimination, unless the time for filing is
extended by the processing agency.
What should a complaint look like?
Complaints should be in writing and signed and may be filed by mail, fax, in person, or e-mail.
However, the complainant may call the receiving agency and provide the allegations by
telephone, and the agency should transcribe the allegations of the complaint as provided over the
telephone and send a written complaint to the complainant for correction and signature. A
complaint should contain the following information:
• A written explanation of the alleged discriminatory actions;
• The complainant’s contact information, including, if available: full name, postal
address, phone number, and email address;
• The basis of the complaint (e.g., race, color, national origin);
• The names of specific persons and respondents (e.g., agencies/organizations) alleged
to have discriminated;
• Sufficient information to understand the facts that led the complainant to believe that
discrimination occurred in a program or activity that receives Federal financial
assistance; and
• The date(s) of the alleged discriminatory act(s) and whether the alleged discrimination
is on-going.
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How are complaints routed?
FHWA Division Offices do not investigate Title VI complaints. Likewise, State DOTs and its
Subrecipients do not investigate complaints filed against themselves. Finally, FHWA is
responsible for all decisions regarding whether a complaint should be accepted, dismissed, or
referred to another agency.
With this understanding, complaints should be routed in the following ways:
• All complaints will be routed to the FHWA Headquarters Office of Civil Rights
(HCR) for processing. HCR is responsible for all determinations regarding whether to
accept, dismiss, or transfer Title VI complaints filed against the Town (a Subrecipient
of Federal financial assistance).
• Complaints should be forwarded from the initial receiving agency through the Federal-
aid highway oversight hierarchy until the complaint reaches HCR. For example, if a
complaint is filed with the Town, the Town will forward the complaint to VDOT,
which will forward the complaint to the VDOT’s FHWA Division Office, which will
forward the complaint to HCR. If a complaint is filed with VDOT, VDOT will
forward the complaint to the VDOT’s FHWA Division Office, which should forward
the complaint to HCR.
• VDOT and the Town will log all complaints received.
• When HCR decides on whether to accept, dismiss, or transfer the complaint, HCR will
notify the Complainant, the FHWA Division Office, VDOT, and the Town.
Complaints may also be sent to HCR directly at:
U.S. Department of Transportation Office of Civil Rights
1200 New Jersey Avenue, SE
8th Floor E81-105
What are the potential outcomes for processing a complaint?
There are four potential outcomes for processing complaints:
• Accept: if a complaint is timely filed, contains sufficient information to support a
claim under Title VI, and concerns matters under FHWA’s jurisdiction, then HCR will
send to the complainant, the respondent agency, and the FHWA Division Office a
written notice that it has accepted the complaint for investigation.
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• Preliminary review: if it is unclear whether the complaint allegations are sufficient to
support a claim under Title VI, then HCR may (1) dismiss it or (2) engage in a
preliminary review to acquire additional information from the complainant and/or
respondent before deciding whether to accept, dismiss, or refer the complaint.
• Procedural Dismissal: if a complaint is not timely filed, is not in writing and signed, or
features other procedural/practical defects, then HCR will send the complainant,
respondent, and FHWA Division Office a written notice that it is dismissing the
complaint.
• Referral\Dismissal: if the complaint is procedurally sufficient but FHWA (1) lacks
jurisdiction over the subject matter or (2) lacks jurisdiction over the respondent entity,
then HCR will either dismiss the complaint or refer it to another agency that does have
jurisdiction. If HCR dismisses the complaint, it will send the complainant, respondent,
and FHWA Division Office a copy of the written dismissal notice. For referrals,
FHWA will send a written referral notice with a copy of the complaint to the proper
Federal agency and a copy to the USDOT Departmental Office of Civil Rights.
The HCR is responsible for conducting all investigations of State DOTs and other primary
Recipients. In the case of a complaint filed against a Subrecipient, HCR may either conduct the
investigation itself, or it may delegate the investigation to VDOT. If HCR chooses to delegate the
investigation of a Subrecipient, HCR will communicate its acceptance of the complaint to the
complainant and respondent, but VDOT will conduct all data requests, interviews, and analysis.
VDOT will then create a Report of Investigation (ROI), which it will send to HCR. Finally, HCR
will review the ROI and compose a Letter of Finding based on the ROI.
What are the timeframes for investigation?
For FHWA, there is no regulatory timeframe for completing investigations. However, FHWA
strives to complete all tasks within 180 days from the date of acceptance.
If VDOT is delegated an investigation from FHWA, VDOT must complete the investigation
within 60 days of receipt (meaning the date it receives the delegated complaint from FHWA) as
stipulated in 23 CFR §200.9(b)(3)
How does the Investigating Agency gather information?
There are no regulatory requirements for how information is gathered, but VDOT and the Town
are required to keep detailed records on how they comply with Title VI and to provide USDOT
with access to documents and persons with relevant information. 49 CFR §21.9. Typically, the
respondent will receive at least one Request for Information (RFI) and Position Statement to
gather documents, and additional requests if necessary. Concurrently, the HCR or VDOT
investigator will schedule interviews with relevant parties and conduct site visits as necessary.
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 19 of 43
Once FHWA starts an investigation, what are the potential outcomes?
First, at any time during the investigation, either FHWA or the respondent may initiate informal
negotiations to resolve the issues. The FHWA always strives to resolve Title VI complaints
informally, if possible.
In the absence of such negotiations, HCR (or an investigator for VDOT) will draft a Report of
Investigation, which should contain all relevant data and findings, with legal conclusions and
potentially include recommendations for action. FHWA is responsible for the final disposition of
all complaints, including initiation and conduct of informal negotiations and the issuance of
Letters of Finding (LOFs).
There are five potential outcomes for concluding an investigation:
a. The FHWA makes a finding of no violation and the case will be closed with no further
action. The FHWA will issue an LOF stating in sufficient detail the reasons for the
determination of no violation.
b. If, by a preponderance of the evidence, FHWA determines the respondent has failed to
comply with its Title VI requirements or threatens to fail to comply by action or
inaction, then FHWA will inform the respondent and the matter will be resolved by
informal means whenever possible.
o If FHWA informally resolves the matter with the respondent by agreement, then
FHWA will hold the complaint in abeyance until the respondent completes its
corrective actions. If the corrective actions are completed to the FHWA’s
satisfaction, then the complaint will be dismissed with no further action.
o If FHWA cannot informally resolve the matter or the respondent does not
complete agreed upon corrective actions, then FHWA may issue a LOF stating that
the Recipient is in noncompliance with its Title VI obligations.
c. If FHWA issues a LOF of noncompliance to the respondent, the LOF will request that
the respondent provide to FHWA, within 90 days, an action plan that implements the
recommendations in the LOF.
d. If FHWA approves the action plan, then the respondent will be given a reasonable
amount of time to implement the plan. At the end of the implementation period,
FHWA will assess whether the respondent has sufficiently corrected the deficiencies.
e. If FHWA does not approve the action plan, or the respondent is
nonresponsive/uncooperative, then FHWA may seek administrative sanctions,
including, but not limited to, suspension or termination of Federal funds or any other
means authorized by law such as referral to USDOJ for enforcement.
o If USDOT seeks to suspend or terminate funds, it must provide the respondent
with an opportunity for a hearing on the record. If the Secretary of Transportation
determines that the respondent has not complied with Title VI and voluntary
compliance cannot be secured, USDOT must notify Congress before that finding
goes into effect. 49 CFR.
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 20 of 43
VI. REVIEW OF TOWN DIRECTIVES
The Title VI Staff employs the following process to review the Town directives, policies and
practices:
• The Title VI/ADA Coordinator works collaboratively with a Title VI Specialists - a group
consisting of department directors or their appointees, who help to make and implement
policies. The committee works to ensure the Town directives are in keeping with Title VI of
the Civil Rights Act of 1964 and other federal nondiscrimination mandates;
• The Title VI/ADA Coordinator is included in the review process when Town directives are
drafted and polices implemented. This process affords the Title VI/ADA Coordinator an
opportunity to review for any possible Title VI issues.
• The Title VI/ADA Coordinator reviews all environmental documents, public meeting and
hearing transcripts to ensure staff is aware of any potential Title VI issues.
• The Title VI/ADA Coordinator serves on decision‐making committees as a Civil Rights
Advisor to ensure the Town directives are in accordance with the federal and state
nondiscrimination laws, rules, and regulations; and,
• The Title VI/ADA Coordinator works cooperatively with FHWA Division Civil Rights staff
to implement federal nondiscrimination directives.
VII. COMPLIANCE AND ENFORCEMENT PROCEDURES
Remedial Action
The goal for Title VI and regulatory enforcement is to achieve voluntary compliance. If
deficiencies are found during a Title VI review, the Compliance Review Report will include a
draft corrective action plan (CAP) with projected due dates. The program area staff/Title VI
Liaison or the Subrecipient will be able to propose remedial actions to correct the deficiencies.
Program areas and Subrecipients are expected to correct all deficiencies according to their CAP
and provide periodic updates to the Title VI Coordinator assigned to the review. The Title VI
Coordinator will provide technical assistance, as needed, and work with the (program area’s) Title
VI Liaison or Subrecipient’s Title VI Coordinator to ensure implementation of the CAP. When
the Title VI Coordinator has determined that a sub- recipient’s deficiencies are sufficiently
corrected, the program area Title VI Liaison or the Subrecipient will be notified that the review
process is complete and no further progress reporting is needed. The Subrecipient will receive an
official Closeout Letter signed by the Town’s Title VI Coordinator.
Affecting Compliance
When an internal program area refuses to cooperate or comply with Title VI, the Title VI
Specialist will elevate the matter to the Coordinator, after which, the matter may be referred to the
State DOT Civil Rights Manager or responsible USDOT Operating Administration (OA).
When a Subrecipient fails to take appropriate corrective action in response to the findings of
deficiencies in the compliance report, the Subrecipient moves from a “deficiency status” to
noncompliance; the Town will submit two copies of the case file to the State DOT or FHWA with
a recommendation that the sub- recipient be found in noncompliance; and/or, may, with the
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 21 of 43
concurrence of the State DOT or FHWA (or other USDOT OA), initiate proceedings to impose
sanctions for noncompliance.
Sanctions
In the event that a Subrecipient or contractor (“recipient’) fails or refuses to comply with Title VI,
the first step taken by the internal program area with oversight of the recipient will be the Town
attempts the resolve the issue using the program area’s normal administrative solutions. However,
the Town may take any or all of the following steps, with the concurrence of VDOT or USDOT
(i.e., FHWA), if the recipient is uncooperative or nonresponsive during attempts by the Town to
voluntarily resolve the compliance issue:
a. Cancel, terminate, or suspend the contract or agreement in whole or in part;
b. Refrain from extending any further assistance to the recipient under the program with
respect to which the failure or refusal occurred until satisfactory assurance of future
compliance has been received from the recipient;
c. Take such other action that may be deemed appropriate under the circumstances, until
compliance or remedial action has been accomplished by the recipient; and/or,
d. Refer the case to the appropriate federal agency for appropriate administrative or legal
proceedings. Other means authorized by law.
I. TITLE VI ASSURANCES (STANDARD DOT TITLE VI ASSURANCES – US DOT
1050.2A)
TITLE VI/NONDISCRIMINATION ASSURANCES
DOT Order No. 1050.2A
The Town of Vinton, (herein referred to as the “Recipient”), HEREBY AGREES THAT, as a
condition to receiving any Federal financial assistance from the U.S. Department of Transportation
(DOT), through the Federal Highway Administration, is subject to and will comply with the following:
Statutory/Regulatory Authorities
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin);
• 49 C.F.R. Part 21 (entitled Nondiscrimination in Federally-Assisted Programs of the Department
of Transportation – Effectuation of Title VI of the Civil Rights Act of 1964);
• 28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI
of the Civil Rights Act of 1964);
The preceding statutory and regulatory cites hereinafter are referred to as the "Acts" and "Regulations,"
respectively.
General Assurances
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy,
memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any
measures necessary to ensure that:
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 22 of 43
"No person in the United States shall, on the grounds of race, color, or national origin, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity," for which the Recipient receives Federal financial
assistance from DOT, including the Federal Highway Administration.
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to
Title VI and other Nondiscrimination requirements (The Age Discrimination Act of 1975, and
Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and
coverage of these nondiscrimination statutes and requirements to include all programs and activities
of the Recipient, so long as any portion of the program is Federally assisted.
Specific Assurances
More specifically, and without limiting the above general Assurance, the Recipient agrees with
and gives the following Assurances with respect to its federally assisted Highway Program:
1. The Recipient agrees that each "activity," "facility," or "program," as defined in §§ 21.23
(b) and 21.23 (e) of 49 C.F.R. § 21 will be (with regard to an "activity") facilitated, or will
be (with regard to a "facility") operated, or will be (with regard to a "program") conducted in
compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests for
Proposals for work, or material subject to the Acts and the Regulations made in connection
with all Federal-Aid Highway Program and, in adapted form, in all proposals for negotiated
agreements regardless of funding source:
"The Town of Vinton in accordance with the provisions of Title VI of the Civil
Rights Act of 1964 (78 Stat. 252, 42 US.C.§§ 2000d to 2000d-4) and the Regulations,
hereby notifies all bidders that it will affirmatively ensure that any contract entered
into pursuant to this advertisement, disadvantaged business enterprises will be
afforded full and fair opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of race, color, or national origin in
consideration for an award."
3. The Recipient will insert the clauses of Appendix A and E of this Assurance in every contract
or agreement subject to the Acts and the Regulations.
4. The Recipient will insert the clauses of Appendix B of this Assurance, as a covenant running
with the land, in any deed from the United States effecting or recording a transfer of real
property, structures, use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part
of a facility, the Assurance will extend to the entire facility and facilities operated in connection
therewith.
6. That where the Recipient receives Federal financial assistance in the form, or for the acquisition
of real property or an interest in real property, the Assurance will extend the rights to space
on, over, or under such property.
7. That the Recipient will include the clauses set forth in Appendix C and Appendix D of this
Assurance, as a covenant running with the land, in any future deeds, leases, licenses, permits,
or similar instruments entered into by the Recipient with other parties:
Town of Vinton: Title VI Implementation Plan: February 2020 – Draft Page 23 of 43
a. for the subsequent transfer of real property acquired or improved under the applicable
activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired
or improved under the applicable activity, project, or program.
8. That this Assurance obligates the Recipient for the period during which Federal financial
assistance is extended to the program, except where the Federal financial assistance is to
provide, or is in the form of, personal property, or real property, or interest therein, or structures
or improvements thereon, in which case the Assurance obligates the Recipient, or any
transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial
assistance is extended, or for another purpose involving the provision of similar services
or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.
9. The Recipient will provide for such methods of administration for the program as are found
by the Secretary of Transportation or the official to whom he/she delegates specific authority
to give reasonable guarantee that it, other recipients, sub-recipients, sub-grantees, contractors,
subcontractors, consultants, transferees, successors in interest, and other participants of Federal
financial assistance under such program will comply with all requirements imposed or pursuant
to the Acts, the Regulations, and this Assurance.
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard
to any matter arising under the Acts, the Regulations, and this Assurance.
By signing this ASSURANCE, the Town of Vinton also agrees to comply (and require any sub-
recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all
applicable provisions governing the USDOT access to records, accounts, documents, information,
facilities, and staff. You also recognize that you must comply with any program or compliance reviews,
and/or complaint investigations conducted by the USDOT. You must keep records, reports, and submit
the material for review upon request to USDOT, or its designee in a timely, complete, and accurate
way. Additionally, you must comply with all other reporting, data collection, and evaluation
requirements, as prescribed by law or detailed in program guidance.
The Town of Vinton gives this ASSURANCE in consideration of and for obtaining any Federal
grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal
financial assistance extended after the date hereof to the recipients by the U.S. Department of
Transportation under the Federal-Aid Highway Program. This ASSURANCE is binding on the
Commonwealth of Virginia, other recipients, sub-recipients, sub-grantees, contractors, subcontractors
and their subcontractors, transferees, successors in interest, and any other participants in the Federal-
Aid Highway Program. The person(s) signing below is authorized to sign this ASSURANCE on behalf
of the Recipient.
Town of Vinton
By: Barry Thompson, Town Manager
Dated:
Page 24 of 43
APPENDIX A
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest
(hereinafter referred to as the "contractor") agrees as follows:
1. Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts
and the Regulations relative to Nondiscrimination in Federally-assisted programs of the U.S. Department
of Transportation, the Federal Highway Administration, as they may be amended from time to time, which
are herein incorporated by reference and made a part of this contract.
2. Nondiscrimination: The contractor, with regard to the work performed by it during the contract, will
not discriminate on the grounds of race, color, or national origin in the selection and retention of
subcontractors, including procurements of materials and leases of equipment. The contractor will not
participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations,
including employment practices when the contract covers any activity, project, or program set forth in
Appendix B of 49 CFR Part 21.
3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations,
either by competitive bidding, or negotiation made by the contractor for work to be performed under
a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor
or supplier will be notified by the contractor of the contractor's obligations under this contract and the
Acts and the Regulations relative to Nondiscrimination on the grounds of race, color, or national origin.
4. Information and Reports: The contractor will provide all information and reports required by the Acts,
the Regulations, and directives issued pursuant thereto and will permit access to its books, records,
accounts, other sources of information, and its facilities as may be determined by the Recipient or the
Federal Highway Administration to be pertinent to ascertain compliance with such Acts, Regulations,
and instructions. Where any information required of a contractor is in the exclusive possession of
another who fails or refuses to furnish the information, the contractor will so certify to the Recipient
or the Federal Highway Administration, as appropriate, and will set forth what efforts it has made to
obtain the information.
5. Sanctions for Noncompliance: In the event of a contractor's noncompliance with the Non- discrimination
provisions of this contract, the Recipient will impose such contract sanctions as it or the Federal
Highway Administration may determine to be appropriate, including, but not limited to:
a. withholding payments to the contractor under the contract until the contractor complies; and/or
b. cancelling, terminating, or suspending a contract, in whole or in part.
6. Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six
in every subcontract, including procurements of materials and leases of equipment, unless exempt by
the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with
respect to any subcontract or procurement as the Recipient or the Federal Highway Administration may
direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that
if the contractor becomes involved in, or is threatened with litigation by a subcontractor, or supplier
because of such direction, the contractor may request the Recipient to enter into any litigation to
protect the interests of the Recipient. In addition, the contractor may request the United States to enter
into the litigation to protect the interests of the United States.
Page 25 of 43
APPENDIX B
CLAUSES FOR DEEDS TRANSFERRING UNITED STATES PROPERTY
The following clauses will be included in deeds effecting or recording the transfer of real property, structures,
or improvements thereon, or granting interest therein from the United States pursuant to the provisions of
Assurance 4:
NOW, THEREFORE, the U.S. Department of Transportation as authorized by law and upon the condition that
the Town of Vinton will accept title to the lands and maintain the project constructed thereon in accordance
with the Virginia General Assembly, the Regulations for the Administration of the Federal-Aid Highway
Program and the policies and procedures prescribed by the Federal Highway Administration of the U.S.
Department of Transportation in accordance and in compliance with all requirements imposed by Title 49,
Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21,
Nondiscrimination in Federally-assisted programs of the U.S Department of Transportation pertaining to and
effectuating the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. § 2000d to
2000d-4), does hereby remise, release, quitclaim and convey unto the Town of Vinton all the right, title and
interest of the U.S. Department of Transportation in and to said lands described in Exhibit A attached hereto
and made a part hereof.
(HABENDUM CLAUSE)
TO HAVE AND TO HOLD said lands and interests therein unto the Town of Vinton and its successors
forever, subject, however, to the covenants, conditions, restrictions and reservations herein contained as
follows, which will remain in effect for the period during which the real property or structures are used for a
purpose for which Federal financial assistance is extended or for another purpose involving the provision of
similar services or benefits and will be binding on the Town of Vinton, its successors and assigns.
The Town of Vinton in consideration of the conveyance of said lands and interests in lands, does hereby
covenant and agree as a covenant running with the land for itself, its successors and assigns, that (1) no person
will on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits
of, or be otherwise subjected to discrimination with regard to any facility located wholly or in part on, over, or
under such lands hereby conveyed [,] [and]* (2) that the Town of Vinton will use the lands and interests in
lands and interests in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title
49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part
21, Nondiscrimination in Federally-assisted programs of the U.S. Department of Transportation, Effectuation
of Title VI of the Civil Rights Act of 1964, and as said Regulations and Acts may be amended[, and (3) that in
the event of breach of any of the above-mentioned non-discrimination conditions, the Department will have a
right to enter or re-enter said lands and facilities on said land, and that above described land and facilities will
thereon revert to and vest in and become the absolute property of the U.S. Department of Transportation and
its assigns as such interest existed prior to this instruction].*
(*Reverter clause and related language to be used only when it is determined that such a clause is necessary in
order to make clear the purpose of Title VI.)
Page 26 of 43
APPENDIX C
CLAUSES FOR TRANSFER OF REAL PROPERTY ACQUIRED OR IMPROVED UNDER THE
ACTIVITY, FACILITY, OR PROGRAM
The following clauses will be included in deeds, licenses, leases, permits, or similar instruments entered into
by the Town of Vinton pursuant to the provisions of Assurance 7(a):
A. The (grantee, lessee, permittee, etc. as appropriate) for himself/herself, his/her heirs, personal
representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby
covenant and agree [in the case of deeds and leases add "as a covenant running with the land"] that:
1. In the event facilities are constructed, maintained, or otherwise operated on the property described
in this (deed, license, lease, permit, etc.) for a purpose for which a U.S. Department of
Transportation activity, facility, or program is extended or for another purpose involving the
provision of similar services or benefits, the (grantee, licensee, lessee, permittee, etc.) will
maintain and operate such facilities and services in compliance with all requirements imposed
by the Acts and Regulations (as may be amended) such that no person on the grounds of race,
color, or national origin, will be excluded from participation in, denied the benefits of, or be
otherwise subjected to discrimination in the use of said facilities.
B. With respect to licenses, leases, permits, etc., in the event of breach of any of the above Nondiscrimination
covenants, the Town of Vinton will have the right to terminate the (lease, license, permit, etc.) and to
enter, re-enter, and repossess said lands and facilities thereon, and hold the same as if the (lease, license,
permit, etc.) had never been made or issued.*
C. With respect to a deed, in the event of breach of any of the above Nondiscrimination covenants, the Town
of Vinton will have the right to enter or re-enter the lands and facilities thereon, and the above described
lands and facilities will there upon revert to and vest in and become the absolute property of the Town of
Vinton and its assigns.*
(*Reverter clause and related language to be used only when it is determined that such a clause is necessary
to make clear the purpose of Title VI.)
Page 27 of 43
APPENDIX D
CLAUSES FOR CONSTRUCTION/USE/ACCESS TO REAL PROPERTY ACQUIRED UNDER
THE ACTIVITY, FACILITY OR PROGRAM
The following clauses will be included in deeds, licenses, permits, or similar instruments/agreements entered
into by the Town of Vinton pursuant to the provisions of Assurance 7(b):
A. The (grantee, licensee, permittee, etc., as appropriate) for himself/herself, his/her heirs, personal
representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby
covenant and agree (in the case of deeds and leases add, "as a covenant running with the land") that (1) no
person on the ground of race, color, or national origin, will be excluded from participation in, denied the
benefits of, or be otherwise subjected to discrimination in the use of said facilities, (2) that in the
construction of any improvements on, over, or under such land, and the furnishing of services thereon, no
person on the ground of race, color, or national origin, will be excluded from participation in, denied the
benefits of, or otherwise be subjected to discrimination, (3) that the (grantee, licensee, lessee, permittee,
etc.) will use the premises in compliance with all other requirements imposed by or pursuant to the Acts
and Regulations, as amended, set forth in this Assurance.
B. With respect to (licenses, leases, permits, etc.), in the event of breach of any of the above
Nondiscrimination covenants, the Town of Vinton will have the right to terminate the (license, permit,
etc., as appropriate) and to enter or re-enter and repossess said land and the facilities thereon, and hold
the same as if said (license, permit, etc., as appropriate) had never been made or issued.*
C. With respect to deeds, in the event of breach of any of the above Non-discrimination covenants, the Town
of Vinton will there upon revert to and vest in and become the absolute property of the Town of
Vinton and its assigns.*
(*Reverter clause and related language to be used only when it is determined that such a clause is necessary
to make clear the purpose of Title VI.)
Page 28 of 43
APPENDIX E
During the performance of this contract, the contractor, for itself, its assignees, and successors in
interest (hereinafter referred to as the "contractor") agrees to comply with the following
nondiscrimination statutes and authorities; including but not limited to:
Pertinent Nondiscrimination Authorities:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin); and 49 CFR Part 21;
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42
U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been
acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the
basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits
discrimination on the basis of disability); and 49 CFR Part 27;
• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits
discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 USC § 471, Section 47123), as amended,
(prohibits discrimination based on race, creed, color, national origin, or sex);
• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and
applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or activities" to include all of the programs or activities of the Federal-aid recipients,
sub-recipients and contractors, whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the
basis of disability in the operation of public entities, public and private transportation systems,
places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as
implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;
• The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123)
(prohibits discrimination on the basis of race, color, national origin, and sex);
• Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations, which ensures discrimination against minority
populations by discouraging programs, policies, and activities with disproportionately high and
adverse human health or environmental effects on minority and low-income populations;
• Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of Limited English Proficiency (LEP). To ensure compliance with Title
VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your
programs (70 Fed. Reg. at 74087 to 74100);
• Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).
Page 29 of 43
APPENDIX F
Town of Vinton Department List
Town Manager Barry Thompson 540-983-0607
Assistant Town Manager/Economic
Development
Richard “Pete” Peters 540-343-1508
Community Programs & Vinton War Memorial Chasity Barbour 540-983-0613
Council Bradley Grose, Mayor
Keith Liles, Vice Mayor
Sabrina McCarty
Janet Schied
Page 30 of 43
APPENDIX G
Grievance Form and Complaint Log
Page 31 of 43
TOWN OF VINTON GRIEVANCE FORM
Instructions: Please fill out this form completely in blue or black ink or type. Sign and submit to the
ADA & Title VI Coordinator, 311 S. Pollard Street, Vinton, VA 24179. For assistance please call 540-983-
0604.
THIS FORM IS OPTIONAL AND IS PROVIDED FOR YOUR CONVENIENCE.
Grievant Name:
Address: E-mail:
Home Telephone: Work: Cell:
If an authorized representative is filing this grievance on behalf of another person, his/her personal
information must also be included:
Representative Name:
Address: E-mail:
Home Telephone: Work: Cell:
Please tell us why you believe the discrimination occurred: Race, Color, Gender, Age, Disability, National
Origin, Other (Specify):
Date of Incident: Time of Incident:
Location or Address of Incident:
Describe your grievance:
What type of corrective action would you like to see be taken?
If the incident involved a Town of Vinton employee, please list his/her name:
Names and contact information of witnesses:
If your grievance is being filed on behalf of another person or group of people, all grievants must be
identified by name:
Grievant Signature: Date:
Authorized Representative Signature: Date:
Page 32 of 43
TOWN OF VINTON TITLE VI COMPLAINT LOG
No. recipient Category Filed Final
Page 33 of 43
APPENDIX H
Demographic and LEP Encounter Log Form
Page 34 of 43
TOWN OF VINTON DEMOGRAPHICS
2010 CENSUS POPULATION
Total Population 8,098
One Race 7,934 98%
White 7,285 90%
Black or African American 452 5.6%
American Indian and Alaska Native 9 0.1%
Asian 78 1.0%
Native Hawaiian and Other Pacific Islander 4 0.0%
Some other race 118 1.5%
Two or More Races 164 2.0%
Hispanic or Latino (of any race) 230 2.8%
2017 American County Survey (ACS) DEMOGRAPHIC ESTIMATES
One Race 7,886 97.7%
White 7,007 86.8%
Black or African American 475 5.9%
American Indian and Alaska Native 0 0.0%
Asian 351 4.3%
Native Hawaiian and Other Pacific Islander 0 0.0%
Some other race 53 0.7%
Two or More Races 183 2.3%
Hispanic or Latino (of any race) 221 2.7%
2017 American Community Survey (ACS) LANGUAGE SPOKEN AT HOME
English Only 7,284 94.3%
Language other than English 437 5.7%
Speak English less than “very well” 99 1.3%
Spanish 174 2.3%
Speak English less than “very well” 8 4.6%
Other Indo-European languages 122 1.6%
Speak English less than “very well” 18 14.8%
Asian and Pacific Islander languages 120 1.6%
Speak English less than “very well” 520 43.3%
Page 35 of 43
LIMITED ENGLISH PROFICIENCY (LEP) ENCOUNTER LOG FORM
Date of Encounter:
Encounter was: In-person By-phone Other:
Reason person was in your department:
Describe how (if) communication as accomplished:
Department Head’s Signature:
---------------------------------------------------------------------------------------------------------------------
LIMITED ENGLISH PROFICIENCY (LEP) ENCOUNTER LOG FORM
Date of Encounter:
Encounter was: In-person By-phone Other:
Reason person was in your department:
Describe how (if) communication as accomplished:
Department Head’s Signature:
Page 36 of 43
APPENDIX I
I Speak Cards
Page 37 of 43
Page 38 of 43
Page 39 of 43
Page 40 of 43
APPENDIX J
Employee Acknowledgement
Page 41 of 43
An Equal Opportunity Employer
Town of Vinton values each individual’s civil rights and intends to provide equal opportunity and
equitable service for the citizens of this Town. As a recipient of federal funds, Town of Vinton will
conform to Title VI of the Civil Rights Act of 1964 as amended, and all related statutes, regulations, and
directives, which provide that no person shall be excluded from participation in, denied benefits of, or
subjected to discrimination on the grounds of race, color, age, sex, sexual orientation, gender identity,
disability, national origin, religion, income status, or limited English proficiency. Town of Vinton further
assures every effort will be made to ensure nondiscrimination in all of its programs and activities,
regardless of whether those programs and activities are federally funded.
All Town of Vinton employees are expected to consider, respect and observe nondiscrimination laws and
Town of Vinton’s Nondiscrimination policies in their daily work responsibilities and interactions with
other employees and the public. Town of Vinton employees should work to prevent and alleviate any
barriers to service or public use that would restrict public access or usage and take prompt and reasonable
action to avoid or minimize discrimination incidences. If another employee or citizen approaches with a
question, concern or complaint regarding discrimination, please refer them to Town of Vinton’s ADA &
Title VI Coordinator:
Donna Collins
ADA & Title VI Coordinator
Human Resources/Risk Management Director
311 S. Pollard Street
Vinton, VA 24179
Office: (540) 983-0604
Fax: (540) 283-6727
E-mail: dcollins@vintonva.gov
Employee Name: ___________________________________ Date: ______________________
(Please Print)
Employee Signature: ________________________________ Dept: _____________________
Employee signature confirms receipt and understanding of Town of Vinton’s Title VI policy.
Page 42 of 43
APPENDIX K
Public Involvement Survey
Page 43 of 43
VOLUNTARY TITLE VI
PUBLIC INVOLVEMENT SURVEY
Town of Vinton, Virginia
Completing this form is voluntary but encouraged. You are not required to provide the
information requested in order to participate in this meeting.
Title VI of the Civil Rights Act of 1964 states that “no person in the United States shall on the
ground of race, color, or national origin be excluded from participation in, be denied benefits of, or
otherwise be subjected to discrimination under any program, service, or activity receiving
federal financial assistance.” As a recipient of federal funds, Town of Vinton must provide
opportunity for the public to comment on programs, projects and activities that may affect them and the
Town. By completing this form, you are helping Town of Vinton to collect statistical data to aid in
assessing the Town’s outreach efforts to those who are affected and/or interested in Town programs,
projects and activities.
If you have any questions or concerns regarding this form, please contact Town of Vinton’s Title VI/ADA
Coordinator, Donna Collins, 311 S. Pollard St., Vinton, VA 24179; Office (540) 983-0604; E-mail
dcollins@vintonva.gov; fax (540) 283-6727.
Please fold and place the completed survey in the box provided or you may mail, E-mail, or fax
to the Title VI Coordinator. Thank you for your participation!
Meeting attended:
□ Council Meeting ☐ Commission Meeting ☐ Other:______________________
Gender: ☐ Female ☐ Male Ethnicity: ☐ Hispanic or Latino ☐ Not Hispanic or Latino
☐ USA ☐ Other
Race: ☐ American Indian or Alaska Native ☐ Asian ☐ Black or African-American
□ Native Hawaiian or Other Pacific Islander ☐ White ☐ Multiracial
☐ 1-21 ☐ 22-40 ☐ 41-65 ☐ 65+ Disability: ☐ Yes ☐ No
Houseshold income:
□ 0 - $12,000 ☐ $12,001 - $24,000 ☐ $24,001 - $36,000
□ $36,001 - $48,000 ☐ $48,001 - $60,000 ☐ $60,001 +
Comments:
Meeting Date
February 18, 2020
Department
Finance/Treasurer
Issue
Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove
outstanding Personal Property delinquent taxes and Vehicle License Fees over five years old
from the active records to a permanent file.
Summary
According to State Code Section 58.1-3940, collection of local taxes is only enforceable for five
years following December 31 of the year for which such taxes were assessed. All efforts were
made by the Treasurer’s Office to collect the delinquent taxes, including reporting them to the
State Debt Set-Off Program.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Agenda Summary
RESOLUTION NO
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 18, 2020 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, the Town of Vinton is maintaining records of outstanding Personal Property
delinquent taxes for 2014 in the amount of $6,496.13; and
WHEREAS, the Town of Vinton is maintaining records of outstanding Vehicle License Fees for
2014 in the amount of $11,826.33; and
WHEREAS, the personal property taxes and vehicle license fees are over five years old and
collection is no longer enforceable by Section 58.1-3940, of the 1950 Code of
Virginia as amended; and
WHEREAS, the Treasurer’s Office/Finance Department has made all efforts to collect on these
balances and has turned them over to collections and the State of Virginia Debt Set-
Off Program.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby direct the
Treasurer/Finance Director to have the outstanding accounts removed from the active records and
placed in a permanent file where, if the opportunity arises, the accounts may be collected.
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
February 18, 2020
Department
Finance/Treasurer
Issue
Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove
outstanding water and sewer delinquent bills over five years old from the active records to a
permanent file.
Summary
As of December 31, 2019, the water and sewer accounts over five years old and inactive have
been deemed uncollectible in the amount of $10,721.71. All efforts have been made to collect the
delinquent water and sewer bills, including submitting them to debt set-off program for collection.
The delinquent listings are available in the Treasurer’s office and will be maintained in the event
that an opportunity should arise to collect one of these outstanding accounts.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 18, 2020 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, the Town of Vinton is maintaining records of outstanding water and sewer accounts
from 2014; and
WHEREAS, as of December 31, 2019 the water and sewer accounts over five years old and
inactive have been deemed uncollectible in the amount of $10,721.71; and
WHEREAS, the Finance Department has made all possible efforts to collect on these outstanding
balances, including the submitting of these accounts to the debt set-off program.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby direct the
Treasurer/Finance Director to have the outstanding amounts removed from the active records and
placed in a permanent file where, if the opportunity arises, the accounts may be collected.
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
February 18, 2020
Department
Finance/Treasurer
Issue
Consider a Resolution authorizing the Town Manager to execute a Memorandum of Understanding
between the Roanoke County Treasurer’s Office and the Town of Vinton for the issuance of
Roanoke County animal tags in the Town Treasurer’s Office.
Summary
The Town of Vinton and Roanoke County (County) entered into a Memorandum of Understanding
effective July 1, 2019 that moved the responsibility for the Town’s utilization of the Regional
Center for Animal Control and Protection (RCACP) to the County.
The Virginia State Code allows revenue from animal licenses to be spent on expenditures
associated with animal control. With Roanoke County assuming the costs of the shelter, the Town
also stopped issuing separate animal licenses from the County.
Council was briefed on the draft MOU at their January 21, 2020 meeting.
Attachments
Memorandum of Understanding
Resolution
Recommendations
Motion to adopt Resolution
1
MEMORANDUM OF UNDERSTANDING
BETWEEN
ROANOKE COUNTY TREASURER’S OFFICE
AND
TOWN OF VINTON, VIRGINIA
This Memorandum of Understanding (“MOU”) between the Roanoke County Treasurer’s Office
(“Treasurer”) and Town of Vinton (“Town”) sets forth the understanding and responsibilities of the two
parties regarding the issuance of Roanoke County animal tags by employees in the Town Treasurer’s office,
for the residents of the respective localities.
References to Town employees shall include all authorized individuals whom the Town has given
access to confidential animal license information to assist with tag issuance. Access levels and method(s) of
access shall be based on need and use requirements. All determinations regarding access levels and methods
of access shall be at the sole discretion of the Treasurer after consultation with the Town.
TERMS:
During the term of this MOU, the Treasurer agrees to the following:
1. To provide access to confidential animal license information through Roanoke County’s Accounting
Revenue Tax software suite for animal licenses;
2. To allow access to the Roanoke County data base for animal licenses for the purpose of allowing the
Town the ability to issue animal tags to Town and/or County residents;
3. To provide training for efficient utilization in performing these duties;
4. To provide adequate inventory of Roanoke County animal tags for uninterrupted distribution;
5. To allow the Town the ability to submit a weekly payment to the Treasurer, along with the financial
backup supporting the weekly sales accumulation for the issuance of individual tags for the same
corresponding time period; and
6. To immediately suspend access to animal license software provided for any employee of the Town or
the entire office of the Town Treasurer if the Treasurer determines, or has reason to suspect, one or
more individuals is not in compliance with any or all procedures for safeguarding confidential
information.
During the term of this MOU, the Town agrees to the following:
1. To utilize the access to confidential animal license information provided by Roanoke County
Accounting Revenue Tax software suite only for the issuance of Roanoke County animal tags as the
Treasurer’s agent;
2. To complete all training required by the Treasurer, including refresher training;
3. To secure and maintain all animal tags inventory issued to them by the Treasurer;
4. To take reasonable steps to safeguard and keep confidential all animal license information;
2
5. To refer all FOIA requests for animal license information to the Treasurer, except for where the
Town is the custodian of the records that are subject to the FOIA request and the Town has discretion
over code enforcement through its staff;
6. To remit all funds weekly to the Treasurer, along with corresponding financial backup supporting the
weekly sales accumulation for the issuance of individual tags for the same corresponding time
period; and
7. To receive and maintain possession of said funds through its own software cashiering system until
the funds are disbursed to the Treasurer on the agreed to weekly disbursement schedule.
MODIFICATION:
This MOU may be modified in writing from time to time as deemed mutually desirable and acceptable to
the parties. No modification shall be binding unless signed by authorized representatives of both parties.
EFFECTIVE DATE AND TERMINATION:
This MOU shall become effective as of the date when both parties have executed it, and it shall remain in
effect until terminated as provided for herein. This MOU shall be binding on the parties’ successors.
Either party to the MOU may terminate the agreement at any time by providing written notice to the
other party.
APPROVED AS TO FORM:
______________________________
Town of Vinton Attorney
APPROVED AS TO FORM:
______________________________
Roanoke County Attorney
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
FEBRUARY 18, 2020, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, the Town of Vinton (Town) and Roanoke County (County) entered into a
Memorandum of Understanding effective July 1, 2019 that moved the
responsibility for the Town’s utilization of the Regional Center for Animal Control
and Protection (RCACP) to the County; and
WHEREAS, the Virginia State Code allows revenue from animal licenses to be spent on
expenditures associated with animal control and with the County assuming the
costs of the shelter, the Town also stopped issuing separate animal licenses from
the County; and
WHEREAS, at the request of Town Council to continue to offer the opportunity for Town
residents to purchase animal licenses at the Municipal Building as a convenience,
Town staff worked with the Roanoke County Treasurer’s Office and both parties
have agreed to terms in a separate Memorandum of Understanding (MOU).
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 then deliver the Memorandum of Understanding and any other necessary
documents in furtherance of the same.
This Resolution adopted on motion made by Council Member _____________ and seconded by
Council Member ________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
___________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
February 18, 2020
Department
Finance/Treasurer
Issue
Finance Committee
Summary
The Finance Committee met on February 11, 2020 and the following items were discussed at the
meeting:
• Public Works Budget Appropriations
• December 2019 Financial Statements
• Purchase Agreement for Parcel at Vinyard Station
• Utility Line Insurance Program
• Roanoke County Veteran’s Monument Contribution
• War Memorial Rate Waiver (Informational)
Attachments
December 2019 Financial Report Summary
Recommendations
Motion to approve December 2019 Financial Report
Motion to approve moving funds for Vinton Veteran’s High Ground Monument
Town Council
Agenda Summary
Financial Report Summary
December 31, 2019
Adopted Revised YTD MTD YTD Remaining %
Budget Budget Posted Posted Balance YTD
Revenues 7,527,870 2,950,207 845,139 3,172,664 222,457 108%
Expenditures 7,527,870 4,131,713 1,060,765 4,233,960 102,247 102%
Revenues over/(under) Expenditures (1,181,506) (215,626) (1,061,295)
Revenues 4,000 2,539,786 76,403 108,065 (2,431,721) 4%
Expenditures 4,000 2,539,786 8,173 237,744 (2,302,042) 9%
Revenues over/(under) Expenditures - 68,230 (129,679)
Revenues 3,722,500 1,750,940 498,989 1,900,697 149,757 109%
Expenditures 3,722,500 1,885,204 252,892 1,714,393 (170,811) 91%
Revenues over/(under) Expenditures (134,265) 246,097 186,303
Revenues 500,012 300,006 50,001 300,006 - 100%
Expenditures 500,012 350,006 40,424 146,158 (203,848) 42%
Revenues over/(under) Expenditures (50,000) 9,577 153,848
Revenues 460,210 230,105 38,351 230,105 0 100%
Expenditures 460,210 227,229 19,884 173,995 (53,234) 77%
Revenues over/(under) Expenditures 2,876 18,466 56,110
Revenues 12,214,592 7,771,044 1,508,883 5,711,537 (2,059,507) 73%
Expenditures 12,214,592 9,133,939 1,382,138 6,506,251 (2,627,688) 71%
Revenues over/(under) Expenditures (1,362,895) 126,745 (794,714)