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HomeMy WebLinkAbout4/2/2019 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, April 2, 2019 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. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Council Meeting of March 5, 2019 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Request for funding presentation: a. Vinton Volunteer First Aid Crew – Chief Wayne Guffey 2. Proclamations: a. Arbor Day – Anita McMillan b. National Child Abuse Prevention Month – Kathryn Sowers c. National Public Safety Telecommunicators Week – Bill Hunter/Aleta Coleman/Paige DeSilvey H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. Keith N. Liles, Vice Mayor Sabrina McCarty, Council Member Janet Scheid, Council Member Michael W. Stovall, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 I. PUBLIC HEARING 1. Consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2019. a. Open Public Hearing • Report from Staff – Anne Cantrell • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider adoption of an Ordinance setting the real estate tax rate for calendar year 2019 d. Consider adoption of an Ordinance setting the personal property tax rate for calendar year 2019 J. TOWN ATTORNEY K. TOWN MANAGER 1. BRIEFINGS 2. ITEMS REQUIRING ACTION a. Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2019 tax year - Anne Cantrell b. Consider adoption of a Resolution authorizing the Town Manager to execute an Engagement Letter for Professional Services between the Town of Vinton and Davenport & Company, LLC – Anne Cantrell c. Consider adoption of a Resolution authorizing the Town Manager to execute a Performance Agreement to accept a $39,000 Virginia Brownfield’s Restoration and Economic Development Assistance Fund (VBREDAF) grant from the Virginia Economic Development Partnership (VDEP) for additional environmental testing of the six parcels located at the intersection of South Pollard, Cedar Avenue and 1st Street - Pete Peters 3. COMMENTS/UPDATES L. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee – Anne Cantrell M. MAYOR N. COUNCIL 3 O. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions. 2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (3) of the 1950 Code of Virginia, as amended, for discussion or consideration of the acquisition of real property located in the Vinton downtown area for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. 3. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (29) of the 1950 Code of Virginia, as amended, for discussion of contract negotiations with Roanoke County, namely the Gain Sharing Agreement. P. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING Q. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: April 2, 2019 – 5:00 p.m. – GFWC Woman’s Club of Vinton/Police Department placement of pinwheel garden – Municipal Building April 8, 2019 – 2:30 p.m. – Finance Committee Meeting – TOV Conference Room April 12, 2019 – 10:00 a.m. – Arbor Day Celebration – Downtown Vinton Branch Library April 16, 2019 – 7:00 p.m. – Council Meeting – Council Chambers 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 date so that proper arrangements may be made. Meeting Date April 2, 2019 Department Town Clerk Issue Consider approval of the minutes of the Regular Council Meeting of March 5, 2019 Summary None Attachments March 5, 2019 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, MARCH 5, 2019, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Sabrina McCarty Janet Scheid Michael W. Stovall MEMBERS ABSENT: Keith N. Liles, Vice Mayor STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Pete Peters, Assistant Town Manager/Director of Economic Development Joey Hiner, Public Works Director Thomas Foster, Police Chief Fabricio Drumond, Police Captain William Herndon, Assistant Public Works Director at 7:00 p.m. The Town Clerk called the roll with Council Member McCarty, Scheid, Council Member Stovall and Mayor Grose present. Vice Mayor Liles was absent Roll call After a Moment of Silence, Pete Peters led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty March 8-10 – 7:00 p.m. and 2:00 p.m. – Husband in Clover – Star City Playhouse; March 11 – 10:00 a.m. to 8:00 p.m. – Rosie’s Gaming Emporium Job Fair – Lancer Lot; March 11 – 11:30 a.m. - ribbon cutting for Ellis Senior Care - 316 East Washington Avenue; March 14 – 11:30 a.m. – Orthodontics – 221 South Maple Street; March 16 – 9:00 a.m. – 12:30 p.m. – Home Buying and Investment Seminar – March 16 – all day St. Patrick’s Day Celebration – Macado’s; March 21 – 12-1:00 p.m. – Roanoke Valley Young Professionals Lunch N Learn – Roland E. Cook and March 26 – Senior Expo - Under requests to postpone, add to or change the order of agenda items, Manager commented that Anne Cantrell was not able to attend the meeting and requested that 2 from Council Committees, be postponed until the March 19th meeting. Council Member Scheid made a motion to motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Stovall, Grose; Nays (0) – None; Absent (1) – Liles. Approved the minutes of the Regular Council meeting of February 5, 2019 and the Regular Council meeting of February 19, 2019; adopted Resolution No. 2284 boom 2285 appropriating funds in the amount of used oil for recycling to the Public Works budget; adopted Resolution $35,912.56 for the receipt of an insurance Vinton War Memorial Under awards, introductions, presentations, Chief Fos Officer in his Department. The next item on the agenda was the annual Beth Doughty PowerPoint presentation, which was a part of the Clerk’s Office as a part of the permanent record. Ms. Doughty first commented that this is the 35th year for the Partnershi region, global narrative and market intelligence. With regard to market intelligence, there were 457 information requests filled for the year, a 13% increase. They received $280,000 in grant was a seven percent increase in visibility across all platforms including the websites, social media and newsletters and the Partnership awards for in-house creative work. In terms of business investment, $308 million in investments was announced in 2018. Ms. Doughty commented that the Partnership sets goals in five-year increments and raises private sector dollars in five-year pledges. In two years they exceeded their goal for investments by $100 3 projects representing 366 new jobs and 280 +secondary jobs. With regard to the sites and buildings that are available, the Vinton approximately 12 times in the past year and was the most viewed site in 2018. The 10 recurring economic impact. Ms. Doughty next commented that with regard to second year of the UCI Certified Cyclocross Race in Fallon Park with a riders from 28 different states. The 10th Blue Ridge Marathon will be held on April 13th with more than 2,700 runners from 46 states and 23 countries. The economic impact of that event was almost $700,000, an increase of almost 11%. The GO Fest event in partnership with local Parks and Recreation Departments is a free event and had almost 40,000 in attendance, an increase of 5.5%. All of opportunity to engage other non- initiatives so they can raise funds by helping with the events and to date since they doing this about $250,000 has been raised. talent, the Partnership wants to address the workforce needs and the needs. A new website was launched called Get2KnowNok opportunities to work, live and play in the region. Events have also been planned to help cultivate networking outside the job. Also, in 2019 the Partnership will be starting a program to help interns make connections outside their job. In response to a question from Council Member Scheid about Deschutes, responded that she With regard to the Kombucha project, Ms. ground, but settles and have delayed their project for a year. The next item on the agenda was to consider adoption of a Resolution approving the 2019- 2020 Bays-Murphy first commented that RVTV has 4 with a team of five individuals that produce for an entire television station, three localities and two school systems. RVTV was County and Roanoke City. Ms. Bays-Murphy next commented on the videos produced in 2018 for the Town, which are shared on Channel 3 on Cox Cable and uploaded to all three localities, Vinton has the highest number of views on some of the videos. appro of Supervisors on Tuesday. PSAs produced Rescue Squad were very helpful volunteers, particularly with the Fire Department. Council Member McCarty commented that she is appreciation to Ms. Bays-Murphy for giving her a tour of the station and making her feel welcomed. Council Member Scheid made a motion to adopt seconded by Council Member McCarty and members voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Stovall, Grose; Nays (0) – None; Absent (1) - Liles. Adopted Resolution No. 2287 approving the 2019-2020 Television Committee adoption of an General, and Article II, Recycling, of Chapter 78, Recycling and Article III, Penalties of Chapter 78, Solid Waste, of the Town Code. The Town Manager commented that Council held February 19, 2019 and nine proposed Ordinance until meeting. Session on February 25, 2019, at which time the 5 The Mayor commented that this was a big leap forward for the Town and would be a much more efficient, safer collection process and would help to improve the appearance of the Town. that leads to higher property values and is a good investment for the Town. The Ordinance the sky, but brings the standards up to those throughout the rest of the Valley. Staff has done a good job on addressing the concerns heard at the Public Hearing. Council Member Scheid commented the development of this Ordinance has been a team effort. Manager, Town Clerk, Town Attorney and Public Works staff for all of the hard work and felt it is a good product. The purpose of the Public Hearing was to hear from the public and the nine s allowed us to go back and make some revisions instrument in the long run. Scheid and Council Member McCarty who serve on that Committee. Council Member Stovall commented that this was a job well done and expressed thank to staff for There may b least the groundwork has been laid. Council involved in this process and that moving forward it would help with the appearance of the Town. Council Member Stovall made a motion to adopt the Ordinance as presented seconded by Council Member Scheid and carried Vote 4-0; Yeas (4) – McCarty, Grose; Nays (0) – None; Absent (1) – Liles Adopted Ordinance No. 999 Recycling, of Chapter 78, Solid Waste, in Article 1, In General, Article II, Recycling and Article III, Penalties of Chapter 78, Solid Waste, of the Town Code The Town Manager commented that the official letter has been received from the Department of Housing and Community Development Vinton VIDA Program in the amount of $200,000. 6 The Mayor commented on a recent ribbon cutting for Coastal Insurance Planning Company and the Boy Scouts Klondike Derby that was held in Town this past weekend. Comments from Council: Council Member Stovall asked about Clean Valley Day and the Mayor commented the date is April 6th team from the Town will meet at 9:00 a.m. at Lake Drive Plaza. Council Member Scheid asked about an update on Lake Drive Plaza. The Town Manager responded that he had received an email from Officer Bray on Monday stating that Ms. Thompson with Brixmor was going through her channels Chief Foster commented that she has put in the Member Scheid next anything that could be done to encourage them to do the bank prior to April 6th so our team could do Ms. Thompson landscaped and she has also trucks from damaging the fence, which keeps it from closing. She is also they need less dumpsters or different sizes. He would relate to her about Clean Valley Day. Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Stovall, Grose; Nays (0) – None; Absent (1) – Liles. The meeting was APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 2, 2019 Department Administration Issue Request for funding presentation: a. Vinton Volunteer First Aid Crew Summary Chief Wayne Guffey will be present to give a 10 minute presentation to support the First Aid Crew’s request for funding. Attachments FY2020 Request for Funding Application Recommendations No action required Town Council Agenda Summary 1 Instructions 1. Please type or print. 2. Answer each question within the space provided. Please do not include additional attachments or supplementary pages unless they are essential to our understanding of your organization. 3. Attach organization’s most recent audit. If an audited statement is not available, a copy of the most recent tax return filed for the organization should be submitted. 4. Sign, date and send the completed application to: Susan N. Johnson, Town Clerk 311 South Pollard Street Vinton, VA 24179 Applicant Information Non-Profit Public Other Private Association (Circle One) CONTACT PERSON Name Title Phone ORGANIZATION INFORMATION Describe your organization’s mission: How many people are served by your organization? How many Vinton Residents are served by your organization? Geographic area served by your organization: Year the organization was established: FY 2020 REQUEST FOR FUNDING APPLICATION Vinton First Aid Crew 541564322 110 W Jackson Ave Vinton VA 24179 Wayne Guffey Chief 540-525-1996 Provide Emergency Pre Hospital Care to the citizens of the town of the Town of Vinton and Roanoke County 100 % Town of Vinton and East Roanoke County 1939 2 SERVICES PROVIDED Describe the service your organization provided to Town of Vinton citizens: (Detailed Project or Event Description – Tell us about what you want to do and when (include dates, names of co-sponsors, etc) FUNDING List all funding received and requested from surrounding jurisdictions: (List the Town of Vinton first) Jurisdiction (i.e. other towns, cities, counties, companies, etc) Received FY 2019 Requesting FY 2020 IMPACT STATEMENT Describe in detail the positive and negative impacts to the community in the following areas: 1. Fiscal/Economic Impact 2. Environmental Impact 3. Quality of Life Impact _____________________________________________________ ____________________________________ Signature Date The Vinton First Aid Crew provides emergency pre hospital care as well as public service assistance to the Town of Vinton and East Roanoke County citizens as well as provide EMS standby assistance for large public and muncipal events and private events $ 15,000.00 Roanoke County $ 5,100.00 Virginia 4 for Life $2,440.00 $20,000.00 $5,100.00 $2,440.00 Pre hospital emergency care has a profound impact on our citizens. The Vinton First Aid Crew Responded to over 1500 calls for calendar year 2018 and our volunteers donated over 23,000 hours This funding request will assist us to continue the high level of care the citzens expect and deserve. 01/19/2019 Meeting Date April 2, 2019 Department Planning and Zoning Department Issue Proclamation – Arbor Day Summary The Town of Vinton has been designated as a Tree City USA for the past 17 years. In order to retain the Tree City USA designation, the Town is required to hold an Arbor Day Celebration, along with tree plantings and tree education outreach each year. Staff has been responsible for securing Virginia Department of Forestry grant funding each year, including this year (18 years), by partnering with Roanoke Valley-Alleghany Regional Commission (RVARC) in submitting the grant request with the Town providing the required matching funds. These funds have enabled the Town to plant trees on public properties, including the elementary schools in Vinton, Wolf Creek Greenway, M.A. Banks Park, and on the grounds of Vinton Public Works, Vinton War Memorial, Vinton Municipal Building, and the Craig Avenue Recreation Center. For this year’s 2019 Arbor Day Celebration, the event will be celebrated in conjunction with Vinton Branch Library Children’s and Thrasher Memorial UMC Preschool Programs at the Vinton Branch Library at 10:00 a.m. and will conclude with the planting of Red Sunset Maple tree at the library. The event will be held on Friday, April 12th beginning at 10:00 a.m. In addition to the Maple tree, seven Nellie Holly trees will be planted along the Glade Creek Greenway, between the greenway and Glade Street by Public Works personnel. Attachments 1. Invitation to the Town of Vinton’s Arbor Day Celebration Event. 2. Town of Vinton’s 2019 Arbor Day Proclamation Recommendations Present Proclamation Town Council Agenda Summary You are Cordially Invited to Attend the Town of Vinton's Arbor Day Celebration on Friday, April 12, 2019, with the Town of Vinton, Vinton Branch Library’s Program, Thrasher Memorial UMC Preschool, and Special Guest: Smokey Bear! The celebration will begin at 10:00 a.m., at the Vinton Branch Library, 300 S. Pollard Street, Vinton. For more information, call (540) 983-0605. Vinton Branch Library ARBOR DAY 2019 CELEBRATION FRIDAY, April 12, 2019 10:00 A.M. PROGRAM WELCOME AND INTRODUCTION OF GUESTS Bradley E. Grose, Mayor, Town of Vinton RECOGNITION OF CONTRIBUTORS AND VOLUNTEERS Barry W. Thompson, Town Manager, Town of Vinton ARBOR DAY ACTIVITY ALYSSA CARPENTER, senior Librarian, County of Roanoke Thrasher umc daycare program ARBOR DAY PROCLAMATION Dennis “denny” mccarty, forester Virginia department of forestry GUESTS’ REMARKS Dennis “denny” mccarty, Forester, with Special Guest, Smokey Bear CLOSING REMARKS AND CEREMONIAL TREE PLANTING bradley grose, Mayor PROCLAMATION WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, Arbor Day is now observed throughout the nation and the world; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife; and WHEREAS, trees are a renewable source giving us paper, wood for our homes, fuel for our fires and countless other wood products; and WHEREAS, trees in our town increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim April 12, 2019 as ARBOR DAY in the Town of Vinton, and urge all citizens to plant trees to gladden the hearts and promote the well-being of this and future generations. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 2nd of April, 2019. _____________________________________ Bradley E. Grose, Mayor Meeting Date April 2, 2019 Department Administration Issue Proclamation – National Child Abuse Prevention Month Summary The GFWC Woman’s Club of Vinton in conjunction with the Police Department will again be planting pinwheels in the flower garden in front of the Municipal Building to promote the month of April as National Child Abuse Prevention Month. This will take place on Tuesday, April 2nd, at 5:00 p.m., just prior to the Council Meeting. A member of the Woman’s Club will be present at the meeting to make brief comments and receive the Proclamation. Attachments Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the health and safety of all citizens is important to the prosperity and well-being of our families and communities; and WHEREAS, our children are our most valuable resource and will shape the future of the Vinton community; and WHEREAS, child abuse is considered to be one of our nation’s most serious public health problems, and the majority of child abuse cases stem from situations and conditions that are preventable in an engaged and supportive community; and WHEREAS, we acknowledge that we must work together as a community to increase awareness about child abuse and how we can we prevent it, because prevention remains the best defense for our children; and WHEREAS, displaying pinwheels during the month of April will serve as a positive reminder that together we can prevent child abuse and neglect and keep our children safe; and WHEREAS, the partnership between the General Federation of Women’s Clubs – Vinton Women’s Club and the Vinton Police Department have worked together to raise awareness and promote the prevention of child abuse in our community. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby recognize the month of April 2019 as NATIONAL CHILD ABUSE PREVENTION MONTH in the Town of Vinton and call upon all citizens of the Town of Vinton and surrounding areas to work together to prevent child abuse. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 2nd day of April, 2019. Bradley E. Grose, Mayor Meeting Date April 2, 2019 Department Administration Issue Proclamation for National Public Safety Telecommunicators Week Summary The week of April 14 through April 20 has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America. The Town of Vinton would like to recognize the Communications Officers of the Roanoke County Emergency Communications Center, who serve the Town of Vinton and Roanoke County faithfully and professionally with a proclamation for their service. Attachments Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the week of April 14 through 20, 2019, has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America; and WHEREAS, the President of the United States issued a proclamation calling upon the people of the United States to observe that week with appropriate ceremonies and activities; and WHEREAS, problems of crime, fire and other disasters touch and affect all segments of our society, and if unabated, can undermine and erode both moral and economic strengths of our community; and WHEREAS, men and women are engaged in the operation of emergency response systems for the Town of Vinton; and WHEREAS, these professionals are responsible for responding to stressful telephone calls from the general public for police, fire, and emergency medical assistance, and for calmly and professionally dispatching appropriate assistance to help save the lives and property of our citizens; and WHEREAS, our Communications Officers daily serve the public in countless ways without recognition by the beneficiaries of their services. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim APRIL 14-20, 2019 as NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK in the Town of Vinton, and call upon the citizens of the Town of Vinton to observe this week with appropriate ceremonies and activities. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 2nd of April, 2019. Bradley E. Grose, Mayor 1 Meeting Date April 2, 2019 Department Finance Issue Consideration of public comments regarding setting of the real estate, personal property and machinery and tools tax rates for calendar year 2019. Summary The Town of Vinton’s real estate assessment less new construction has increased by approximately 2.34% for the calendar year 2019. A summary of the preliminary assessed values and corresponding tax levies are shown below: Assessed Values: Year 2019 $489,000,300 Year 2018 - 477,273,000 Total Increase $ 11,727,300 Less New Construction - 538,700 Net Increase $ 11,188,600 Tax Levy: Year 2019 $ 342,300 Year 2018 324,172 Increase $ 8,124 Assessment Increase (Less New Construction) - .0234 or 2.34% Section 58.1-3321 of the 1950 Code of Virginia, as amended, required that certain notices be published and a public hearing be held when the annual real estate assessment less new construction results in an increase of 1% or more. Said Notice of Public Hearing is required to be advertised at least 30 days before the date of such hearing. The Notice was placed in The Roanoke Times on March 3, 2019 to advertise for this public hearing to set the tax rates. Town Council Agenda Summary 2 The current rate is $.07 per $100.00 of assessed value. No change is being recommended for calendar year 2019. The current personal property tax rate is $1.00 per $100.00 of the assessed evaluation of all personal property excepting there from household furnishings, and 50% or $.50 per $100.00 of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications. No change is being recommended for calendar year 2019. Attachments Ordinance setting the real estate tax rates Ordinance setting the personal property tax rates Recommendations Conduct Public Hearing Motion to adopt Ordinance setting real estate tax rate Motion to adopt Ordinance setting personal property tax rate ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA AN ORDINANCE to provide for the annual levy on real estate in the Town of Vinton, Virginia. WHEREAS, it is desirable of the Town of Vinton to collect real estate taxes semi-annually by June 5th and December 5th; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that the tax levy for the calendar year 2019 on all real property and improvements shall be as follows: "All Real Estate shall be assessed at 100% of fair market value, local levy of SEVEN CENTS ($.07) per ONE HUNDRED DOLLARS ($100.00) of the assessed value for the calendar year 2019." BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by ___________________, seconded by ____________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________________ Susan N. Johnson, CMC, Town Clerk ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA AN ORDINANCE to provide for the annual levy on all personal property in the Town of Vinton, Virginia, and to provide for the annual levy on the classification of vehicles owned by disabled veterans, pursuant to § 58.1-3506 of the Code of Virginia (1950, as amended, and by the adoption of Ordinance No. 594 dated August 17, 1993 by the Vinton Town Council. WHEREAS, it is desirable of the Town of Vinton to collect personal property taxes by May 31, 2019; and WHEREAS, the annual levy is necessary to provide for the daily operation of various municipal departments of the Town of Vinton, and thus avoid creating an emergency. NOW THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2019 shall be one dollar ($1.00) per one hundred dollars ($100.00) of the assessed valuation of all personal property excepting therefrom household furnishings; and BE IT FURTHER ORDAINED by the Council of the Town of Vinton that a tax levy for the calendar year 2019 shall be fifty percent (50%) or fifty cents ($.50) per one hundred dollars ($100.00) of the assessed valuation of one motor vehicle owned and regularly used by a disabled veteran, subject to certain qualifications; and BE IT FURTHER ORDAINED that a copy of this Ordinance be immediately forwarded by the Town Clerk to the Commissioner of Revenue for Roanoke County/Town of Vinton, and to the Finance Director/Treasurer of the Town of Vinton. This Ordinance adopted on motion made by ___________________, seconded by _______________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: ____________________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 2, 2019 Department Finance Issue Consider adoption of a Resolution setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2019 tax year. Summary The Personal Property Tax Relief Act (PPTRA or the Act) of 1998 established a statewide program to provide relief to owners of personal use motor vehicles. The 1998 Act envisioned a five year phase-in of relief expressed as a percentage of the bill related to the first $20,000 of personal use vehicle value. Costs soared and percentage was frozen at 70% since 2001. In 2004 and 2005, additional legislation was passed to amend the original Act. This legislation capped PPTRA at $950 million for all Virginia localities for Tax Years 2006 and beyond. PPTRA funds are allocated to individual localities based on each government’s pro rata share of Tax Year 2004 payments from the Commonwealth. The Town’s share of the $950 million is $203,096. In order to put these changes into effect, the Town Council adopted an Ordinance that set the framework for the implementation and administration of the 2004-2005 changes to the Personal Property Tax Relief Act (PPTRA) of 1998. This ordinance was adopted on December 6, 2005. The Town uses The PPTRA Allocation Model developed by the State to calculate the effective reimbursement rate. This model uses historical trends and a five year rolling average to calculate the effective reimbursement rate. This same methodology for calculating the rate is used by many of our neighboring localities. In 2019, once again the County Finance staff computed the effective reimbursement rate based upon the PPTRA allocation model. The percentage is similar to those localities that are ready to adopt their resolutions. The rate for the Town of Vinton is 57.49%. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA A RESOLUTION setting the allocation percentage for Personal Property Tax Relief in the Town of Vinton for the 2019 Tax Year. WHEREAS, in accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly and as set forth in item 503.E (Personal Property Tax Relief Program or “PPTRA”) of Chapter 951 of the 2005 Acts of Assembly, a qualifying vehicle with a taxable situs within the Town commencing January 1, 2019, shall receive personal property tax relief; and WHEREAS, this Resolution is adopted pursuant to Vinton Code § 86-58 enacted by the Council of the Town of Vinton on December 6, 2005. NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, as follows: 1. That tax relief shall be allocated so as to eliminate personal property taxation for qualifying personal use vehicles valued at $1,000 or less. 2. That qualifying personal use vehicles valued at $1,001-$20,000 will be eligible for 57.49% tax relief. 3. That qualifying personal use vehicles valued at $20,001 or more shall only receive 57.49% tax relief on the first $20,000 of value. 4. That all other vehicles which do not meet the definition of “qualifying” (for example, including but not limited to, business use vehicles, farm use vehicles, motor homes, etc.) will not be eligible for any form of tax relief under this program. 5. That the percentages applied to the categories of qualifying personal use vehicles are estimated fully to use all available PPTRA funds allocated to the Town of Vinton by the Commonwealth of Virginia. 6. That entitlement to personal property tax relief for qualifying vehicles for tax year 2005 and all prior tax years shall expire on September 1, 2006, or when the state funding for tax relief is exhausted or depleted. Supplemental assessments for tax years 2005 and prior that are made on or after September 1, 2006 shall be deemed ‘non-qualifying’ for 2 purposes of state tax relief and the local share due from the taxpayer shall represent 100% of the assessed personal property tax. This Resolution shall be effective from and after the date of its adoption. This Resolution adopted on motion made by ____________________, seconded by ________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _______________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date April 2, 2019 Department Treasurer’s Office/Finance Department Issue Consider adoption of a Resolution authorizing the Town Manager to execute an Engagement Letter for Professional Services between the Town of Vinton and Davenport & Company, LLC Summary The Finance Committee was briefed at the regularly scheduled meeting regarding the estimated cost and benefit of installing new meters at the locations located on the Town’s water line. Staff recommended performing a rate study to ensure that future needs and current needs would be sustainable under the rate structure. The Town Staff obtained three quotes to perform the service, and the Finance Committee evaluated the quotes and level of service. Based on the offers provided, the Finance Committee recommends pursuing a contract with Davenport & Company, LLC for cost and quality of service. Council was briefed on the current method of reading and the engagement letter for a rate study at the meeting on January 15, 2019. The cost to perform the rate study will be approximately $12,500. Funds are currently budgeted for this project, and will not require a mid-year appropriation. Attachments Engagement Letter Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 This Financial Advisory Agreement (“Agreement”) is entered into as of March ___, 2019 between the Town of Vinton, VA (the “Town”) and Davenport & Company LLC (“Davenport”). This Agreement is specific to financial advisor services related to a study of the Town’s Water & Sewer Enterprise Fund user rates (the “Project”). In accordance with Rule G-23 of the Municipal Securities Rulemaking Board, Davenport is required to have a written agreement with the Town disclosing the financial advisory services it will provide and the basis of its compensation. In connection with the Project, Davenport will perform the following services, among others, as desired by the Town: 1. Review the Town’s historical operating trends as well as how they performed versus the previous study; 2. Evaluate the Town’s current position with respect to a number of key utility metrics such as Days Cash on Hand and Debt Service Coverage; 3. Provide a peer comparison analysis to review the system’s performance relative to similar systems; 4. Update the previously developed comprehensive pro forma for the Town’s system that projects future revenues, expenditures, capital expenditures and debt service; 5. Review key future infrastructural projects and recommend potential funding strategies in order to complete the projects; 6. Recommend a multi-year rate structure for the Town that ensures that the system is self- supporting while also funding its capital needs, including reviewing fixed versus volumetric rates and the feasibility of moving to monthly billing and how it effects fund balance; and, 7. Present the results of our analysis in a report and/or presentation to the Town Council for its consideration. The Town will cooperate in provision of information necessary to finalize the assignment in timely manner. We would expect this project to be completed in the 60 to 75 day range. For the services referenced above, Davenport proposes an hourly compensation structure subject to a not to exceed fee of $12,500 plus out-of-pocket and indirect expenses. Davenport shall be entitled to 2 receive its agreed upon fees plus reasonable and necessary out-of-pocket expenses, including costs of travel, meals, lodging and express mail incurred in connection with the services pertaining to this project. In addition, the Town shall pay four percent (4%) of any fee amount billed for indirect expenses such as conference calls, printing, binding, postage and other incidental expenses. Invoicing would take place upon completion of the project. Davenport proposes that hourly compensation will be based upon the following rate structure: The Town or Davenport may terminate this agreement at any time upon thirty (30) days written notice without cause. Davenport will be reimbursed for services and expenses provided prior to termination. Town of Vinton, VA Davenport & Company LLC ________________________________ ________________________________ By By ________________________________ ________________________________ Title Title ________________________________ ________________________________ Date Date RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL 2, 2019, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 311 S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, on January 15, 2019, the Town of Vinton Council was briefed on the need for a rate study to review rates, infrastructure, and other needs to update and sustain the Town of Vinton Utility System; and WHEREAS, the Finance Committee has reviewed quotes to provide a utility rate study service and recommends Davenport & Company, LLC to perform the study; and WHEREAS, the Town of Vinton has secured an engagement letter from Davenport & Company, LLC to perform a rate study on the Town of Vinton Utility System with an estimated cost of $12,500. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The engagement letter is hereby approved in a form 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 the engagement letter and any other necessary documents in furtherance of the same. This Resolution adopted on motion made by Council Member _________________, seconded by Council Member __________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: ______ Susan N. Johnson, CMC, Town Clerk Meeting Date April 2, 2019 Department Administration Issue Consider adoption of a Resolution authorizing the Town Manager to execute a Performance Agreement to accept a $39,000 Virginia Brownfield’s Restoration and Economic Development Assistance Fund (VBAF) grant from the Virginia Resources Authority (VRA), the Virginia Economic Development Partnership (VDEP) and the Virginia Department of Environmental Equality (VDEQ) for additional environmental testing of the six future Economic Development Parcels located at the intersection of South Pollard, Cedar Avenue and 1st Street Summary Vinton staff applied for the VBAF Grant in January of 2019 for site environmental remediation and to conduct additional Phase II ESA’s for the property located at the intersection of South Pollard, Cedar Avenue and 1st Street. The Town was recently notified that a portion of our grant request was approved (additional environmental testing) and execution of a Performance Agreement is required to receive the funds and confirm acceptance of the grant requirements associated with the project’s completion. The Town’s current and anticipated expenses to acquire the property will be used to meet the required one-to-one local match. Attachments Performance Agreement Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 Vinton - VBAF SR PA - 032219 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE REMEDIATION GRANT PERFORMANCE AGREEMENT Executive Summary Effective Date: March 22, 2019 Grantee: TOWN OF VINTON, VIRGINIA (the "Grantee"), a political subdivision of the Commonwealth of Virginia Project: Facilitate redevelopment of Site to make way for a mid-scale, mid- sized hotel property, by acquiring the Site, demolishing existing improvements, remediating potential environmental issues, and clearing and stabilizing the Site for redevelopment Site: Six parcels measuring collectively 1.23 acres, consisting of Tax Parcel ID ## 060.15-06-38.00-0000, 060.15-06-39.00-0000, 060.15-06-40.00- 0000, 060.15-06-41.00-0000, 060.15-06-42.00-0000, 060.15-06-43.00- 0000 Grant: $39,000 Local Match: $375,000 in dedicated funds for Project Performance Date: June 30, 2020 Variations: N/A Notice Addresses: if to the Grantee: Town of Vinton 311 S. Pollard Street Vinton, VA 24179 Attention: Assistant Town Manager / Director of Economic Development [SIGNATURES APPEAR ON FOLLOWING PAGE, FOLLOWED BY BODY OF AGREEMENT] 2 Vinton - VBAF SR PA - 032219 WITNESS the following signatures as of the Effective Date, each having the same force and effect as if set forth at the end of this Agreement. VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY By Name: John Loftus Title: Sites & Buildings Manager TOWN OF VINTON, VIRGINIA By Name: Title: SEEN AND ACKNOWLEDGED: VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY By Name: Title: VIRGINIA RESOURCES AUTHORITY By Name: Title: 3 Vinton - VBAF SR PA - 032219 This PERFORMANCE AGREEMENT (this “Agreement”), dated as of the Effective Date, by and between the VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY (“VEDP”), a political subdivision of the Commonwealth of Virginia (the “Commonwealth”), and the GRANTEE identified in the Executive Summary above, recites and provides as follows: Recitals: 1. The Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (the “VBAF”) was established pursuant to § 10.1-1237 of the Code of Virginia of 1950, as amended (the “Virginia Code”), to promote the restoration and redevelopment of brownfield sites in the Commonwealth and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects; 2. The VBAF is administered by the Virginia Resources Authority (“VRA”), and VEDP directs the distribution of grants from the VBAF; 3. VEDP, in consultation with the Virginia Department of Environmental Quality (“DEQ”), has established guidelines for the awarding of Site Remediation Grants from the VBAF; 4. The Grantee submitted an application for a Site Remediation Grant to assist with the Investment (set forth in Exhibit A attached hereto) being made by or on behalf of the Grantee for the Project at the Site; 5. VEDP, in consultation with DEQ and based upon the VBAF priorities, has awarded the Grant to the Grantee for the Project; 6. VEDP and the Grantee desire to set forth their mutual understanding and agreement as to the payout of the Grant, the use of the Grant proceeds, the obligations of the Grantee, and the repayment by the Grantee of all or part of the Grant proceeds under certain circumstances, all of which shall be governed by this Agreement; and 7. The restoration and redevelopment of brownfield sites and addressing environmental problems or obstacles to reuse of such sites constitutes a valid public purpose for the expenditure of public funds and is the animating purpose in making the Grant: NOW, THEREFORE, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. 4 Vinton - VBAF SR PA - 032219 Section 1. Construction and Definitions. (a) Incorporated Terms: The Executive Summary, signature page, and recitals above, and exhibits attached hereto, constitute integral parts of this Agreement and are hereb y incorporated by reference. (b) Variations: To the extent any terms and conditions set forth in the Variations section of the Executive Summary, if applicable, conflict with the terms and conditions set forth below, the terms and conditions set forth in the Variations section of the Executive Summary shall prevail. (c) Definitions: As used in this Agreement, terms set forth in the first column of the Executive Summary shall have the meanings ascribed thereto in the second column, and the following terms shall have the following definitions: “Grant Report” means a report in the form of Exhibit B attached hereto delivered in accordance with Section 4(b). “Investment” means expenditures by or on behalf of the Grantee associated with the Project, including the Grant proceeds and the Local Match, made in accordance with Exhibit A attached hereto. “Local Match” means the required one-to-one match by the Grantee of the amount of the Grant from public and/or private sources in either cash or documented reasonable and necessary costs associated with the Project, as identified in the Executive Summary. “Performance Date” means the date designated as such in the Executive Summary, which is the date by which the Grantee expects to have completed the Project. If VEDP, in consultation with DEQ, deems that good faith and reasonable efforts have been made and are being made by the Grantee to complete the Project, the Performance Date may be extended by up to 15 months and the date to which the Performance Date has been extended shall be the “Performance Date” for the purposes of this Agreement. Section 2. Grant, Disbursement, and Use of Grant Proceeds. (a) Grant: VEDP, in consultation with DEQ and based upon the VBAF priorities, has awarded the Grant to the Grantee for the Project. (b) Disbursement: The Grant will be paid to the Grantee in full after: (i) completion of the Project; (ii) the Grantee’s delivery of the Grant Report to VEDP; and (iii) verification of the Report by VEDP and DEQ. The Grantee shall promptly provide such additional information and documentation requested by VEDP or DEQ to complete the verification. Promptly after verification, VEDP will direct VRA to disburse the Grant proceeds to the Grantee by wire transfer in accordance with the ACH instructions previously provided by the Grantee. 5 Vinton - VBAF SR PA - 032219 (c) Use of Grant Proceeds: The Grantee will expend the proceeds of the Grant only as permitted by § 10.1-1237 of the Virginia Code and as part of the Investment in accordance with Exhibit A attached hereto. Section 3. Investment. (a) Investment: The Grantee expects to make the Investment and complete the Project on or before the Performance Date. As the Project is undertaken, adjustments to the Investment may be needed. Except for de minimis adjustments (impacting, in the aggregate, less than 10% of the Grant proceeds), adjustments to the Investment require the prior written approval of VEDP and must be reflected on a revised Exhibit A provided to VEDP. (b) Local Match: The Grantee will make the Local Match on or before the Performance Date. (c) Supplemental Grant: If the Investment proves insufficient to allow the Grantee to complete the Project or other associated work identified through the results of the Project, a supplement grant in an amount of up to 20% of the Grant may be awarded if that additional amount, plus other identified funds, will be sufficient to allow completion and if monies are available from the VBAF. If such a supplemental Site Remediation Grant is awarded, the Grantee must provide an additional Local Match. Section 4. Reporting. (a) Interim Reports: The Grantee shall provide an interim report on the progress of the Project at such times as VEDP and DEQ may request. (b) Grant Report: Promptly after completion of the Project, the Grantee will deliver the Grant Report to VEDP. Such report must be completed, signed by an authorized representative of the Grantee, and have copies of invoices and all other required supporting documentation attached. (c) Status Reports: After the Performance Date, at such times as VEDP and DEQ may request, the Grantee shall provide a written detailed report reasonably satisfactory to VEDP providing an update on the Site, including whether (i) the Site was successfully marketed to a new economic development prospect, and (ii) the Project generated any additional private investment and job creation. (d) Costs of Reporting: The costs of reporting will be borne by the Grantee. 6 Vinton - VBAF SR PA - 032219 Section 5. Repayment Obligations. (a) If Investment is Less than Expected: If the Grant Report indicates that the Grantee was able to complete the Project for less than the expected Investment, such that the amount of the Grant proceeds exceeds the Local Match or the Grantee will not need all of the Grant proceeds previously disbursed to the Grantee, the Grantee must repay to VEDP an amount equal to the excess amount or the amount of the Grant proceeds no longer required. (b) If Grant Proceeds are Misspent: If the Grant Report indicates, or any evidence gathered by VEDP reveals, that any Grant proceeds have been expended on anything other than the Investment, the Grantee must repay to VEDP the amount so misspent. (c) Failure to Complete by Performance Date: If it is determined that the Grantee is unable to complete the Project and expend the Grant proceeds by the Performance Date and the Performance Date is not extended, the Grantee must repay to VEDP the unspent proceeds of the Grant as of the Performance Date. (d) Repayments to Fund: VEDP will provide written notification to the Grantee if any repayment is due from the Grantee to VEDP under this Agreement. Within 60 days of receiving such notification, the Grantee will make the repayment to VEDP, subject to appropriation. Any repayment received by VEDP will be promptly transferred by VEDP to the VRA for redeposit to the VBAF. Section 6. Notices. Formal notices and communications among the parties shall be given either by (i) personal service, (ii) delivery by a reputable document delivery service that provides a receipt showing date and time of delivery, (iii) mailing utilizing a certified or first class mail postage prepaid service of the United States Postal Service that provides a receipt showing date and time of delivery, or (iv) delivery by email with transmittal confirmation and confirmation of delivery, addressed as noted below. Notices and communications personally delivered or delivered by document delivery service shall be deemed effective upon receipt. Notices and communications mailed shall be deemed effective on the second business day following deposit in the United States mail. Notices and communications delivered by email shall be deemed effective the next business day, not less than 24 hours, following the date of transmittal and confirmation of delivery to the intended recipient. Such written notices and communications shall be addressed to: if to the Grantee: [see Executive Summary] if to VEDP, to: with a copy to: Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Richmond, Virginia 23219 Email: lstuhldreher@vedp.org Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Richmond, Virginia 23219 Email: smcninch@vedp.org 7 Vinton - VBAF SR PA - 032219 Attention: Incentives Coordinator Attention: General Counsel Section 7. Miscellaneous. (a) Entire Agreement; Amendments: This Agreement constitutes the entire agreement between the parties hereto as to the Grant, and may not be amended or modified, except in writing, signed by each of the parties hereto. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. The Grantee may not assign its rights and obligations under this Agreement without the prior written consent of VEDP. (b) Governing Law; Venue: This Agreement is made, and is intended to be performed, in the Commonwealth and shall be construed and enforced in accordance with the laws of the Commonwealth. Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the Circuit Court of the City of Richmond, and such litigation shall be brought only in such court. In the event this Agreement is subject to litigation, each party shall be responsible for its own attorneys’ fees. (c) Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be an original, and all of which together shall be one and the same instrument. (d) Severability: If any provision of this Agreement is determined to be unenforceable, invalid or illegal, then the enforceability, validity and legality of the remaining provisions will not in any way be affected or impaired, and such provision will be deemed to be restated to reflect the original intentions of the parties as nearly as possible in accordance with applicable law. [SIGNATURES APPEAR ON PAGE 2] Exhibit A: Investment Exhibit B: Form of Grant Report 8 Vinton - VBAF SR PA - 032219 EXHIBIT A INVESTMENT [CONTINUES ON FOLLOWING PAGE] 9 Vinton - VBAF SR PA - 032219 10 Vinton - VBAF SR PA - 032219 EXHIBIT B [FORM ATTACHED] 1 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE REMEDIATION GRANT GRANT REPORT Project Summary Grantee: Town of Vinton, Virginia Site: Six parcels measuring collectively 1.23 acres, consisting of Tax Parcel ID ## 060.15-06-38.00-0000, 060.15-06-39.00- 0000, 060.15-06-40.00-0000, 060.15-06- 41.00-0000, 060.15-06-42.00-0000, 060.15-06-43.00-0000 Grant Amount: $39,000 Effective Date of Performance Agreement: March 22, 2019 Performance Date (as extended if applicable) June 30, 2020 Project Report 1. Provide a brief summary of the outcome of the Project: 2. In the table on the following page, report any adjustments to the scope of work for the Project (as set forth in Exhibit A to the Performance Agreement) and associated costs, or check the box below if no adjustments were made. ☐ There were no adjustments to the Scope of Work for the Project. 2 ADJUSTMENTS TO SCOPE OF WORK FOR PROJECT Scope of Work Adjustment Budget Source Local Match EPA Grant Share VBAF Grant Share TOTAL $____________ $____________ $____________ $____________ 3. Provide assessment values for the Site before the Grant and after completion of the Project: Before Grant After Project Completion Assessed Property Value: $____________ $____________ 4. Attach complete copies of all studies and reports performed and obtained in connection with the Project. Such studies and reports will be subject to review and request for further supporting documentation. 5. The Site is enrolled in the Virginia Voluntary Remediation Program (the “VRP”) (check appropriate box): Yes ☐ No ☐ 6. Attach copies of all invoices for the Project. 7. Attach before and after photographs. 3 CERTIFICATION BY A REPRESENTATIVE OF THE GRANTEE: By my signature below, I hereby certify that: (i) I have examined this Report and the information provided is true, correct, and complete in all respects, and all required documentation is attached; (ii) data collected with respect to the Site reflects certification by the by the Vi rginia Division of Consolidated Laboratory Services (DCLS) Virginia Environmental Laboratory Accreditation Program (VELAP); (iii) if the Site is not enrolled in the VRP, the Project has met appropriate standards of care for reuse of the Site in accordance with the VRP, and the Grantee will maintain all records for facilitating potential future brownfields revitalization of the Site, to demonstrate appropriate care, and to facilitate potential future enrollment in the VRP if necessary; and (iv) the Grant proceeds have been used exclusively for the Project in accordance with the Performance Agreement, and any unused Grant proceeds will be promptly repaid to VEDP. WITNESS the following signature. Grantee: __________________________________________ Submitted by: ________________________________________ Signature of Official Title Name: __________________________________________ Print Name Date: _________________________ 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2019 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (VBAF) was established pursuant to § 10.1-1237 of the Code of Virginia of 1950, to promote the restoration and redevelopment of brownfield sites in the Commonwealth and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects; and WHEREAS, the VBAF is administered by the Virginia Resources Authority (“VRA”), and the VEDP directs the distribution of the grants from the VBAF; and WHEREAS, VEDP, in consultation with the Virginia Department of Environmental Quality (DEQ), has established guidelines for the awarding of Site Assessment and Planning Grants from the VBAF; and WHEREAS, The Town of Vinton submitted an application for a Site Remediation Grant to assist with the Investment (set forth in Exhibit A attached hereto) for the project Site; and WHEREAS, VEDP, in consultation with DEQ and based upon the VBAF Program priorities, has awarded the Grant to the Town of Vinton for the Project; and WHEREAS, VEDP and the Town of Vinton desire to set forth their understanding and agreement as to the payout of the Grant, the use of the Grant proceeds, the obligations of the Grantee, and the repayment by the Grantee of all or part of the Grant under certain circumstances; and WHEREAS, the restoration and redevelopment of brownfield sites and addressing environmental problems or obstacles to reuse constitutes a valid public purpose for the expenditure of public funds and is the animating purpose in making the Grant. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Performance Agreement 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 behalf of the Town, to execute and then deliver the Performance Agreement in furtherance of the same. 2 3. The Vinton Town Council does hereby approve the following accounting transaction to be appropriated for the total of the grant: BUDGET ENTRY GENERAL LEDGER: 250.25000 Estimated Revenue $39,000.00 250.25100 Appropriations $39,000.00 FROM REVENUE: 250.1065.001 Brownfield Grant Revenue $39,000.00 TO EXPENDITURE: 250.1065.302 Brownfield Grant Expenditure $39,000.00 TOTAL $39,000.00 This Resolution was 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 April 2, 2019 Department Finance/Treasurer Issue Finance Committee Summary The Financial Reports for the periods ending January 31, 2019 and February 28, 2019 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on March 19, 2019. The following items were discussed at the meeting: • January 2019 Financial Statements • February 2019 Financial Statements • FY2020 Budget Update Attachments January 2019 Financial Report Summary February 2019 Financial Report Summary Recommendations Motion to approve the January 2019 and February 2019 Financial Reports Town Council Agenda Summary Financial Report Summary January 31, 2019 Revised Revenues 8,194,562 3,822,179 424,220 3,867,499 45,320 101% Accrued Revenue - - - Total Adj. Revenues 8,194,562 3,822,179 424,220 3,867,499 45,320 101% Expenditures 8,194,562 5,340,117 929,975 4,863,255 (476,862) 91% Revenues over/(under) Expenditures (1,517,938)(505,755)(995,756) Revenues 33,903 662,900 17,734 57,498 (605,403) 9% Expenditures 33,903 662,900 31,836 78,462 (584,439) 12% Revenues over/(under) Expenditures - (14,102) (20,964) Revenues 3,720,200 1,841,780 103,321 2,034,931 193,151 110% Accrued Revenue - - - - Total Adj. Revenues 3,720,200 1,841,780 103,321 2,034,931 193,151 110% Expenditures 3,720,200 2,138,448 347,767 1,994,767 (143,681)93% Operating Expenditures 3,720,200 2,138,448 347,767 1,994,767 (143,681)93% Revenues over/(under) Expenditures (296,668) (244,446) 40,164 Revenues 409,764 239,015 34,147 239,050 35 100% Expenditures 409,764 235,002 27,248 201,942 (33,061)86% Revenues over/(under) Expenditures 4,013 6,899 37,108 Revenues 12,358,429 6,565,875 579,423 6,198,978 (366,897)94% Expenditures 12,358,429 8,376,468 1,336,827 7,138,426 (1,238,042)85% Revenues over/(under) Expenditures (1,810,593)(757,404)(939,448) Financial Report Summary February 28, 2019 Revised Revenues 8,194,562 4,610,831 624,280 4,491,780 (119,051) 97% Accrued Revenue - - - Total Adj. Revenues 8,194,562 4,610,831 624,280 4,491,780 (119,051) 97% Expenditures 8,194,562 5,896,181 534,665 5,397,920 (498,261) 92% Revenues over/(under) Expenditures (1,285,350) 89,616 (906,140) Revenues 33,903 665,724 758 58,255 (607,469) 9% Expenditures 33,903 665,724 7,262 85,724 (580,000) 13% Revenues over/(under) Expenditures - (6,505) (27,469) Revenues 3,720,200 2,340,768 479,298 2,514,229 173,460 107% Accrued Revenue - - - - Total Adj. Revenues 3,720,200 2,340,768 479,298 2,514,229 173,460 107% Expenditures 3,720,200 2,374,064 212,661 2,207,428 (166,635) 93% Operating Expenditures 3,720,200 2,374,064 212,661 2,207,428 (166,635) 93% Revenues over/(under) Expenditures (33,295) 266,637 306,800 Revenues 409,764 273,149 34,147 273,197 48 100% Expenditures 409,764 263,955 18,996 220,937 (43,018) 84% Revenues over/(under) Expenditures 9,194 15,151 52,259 Revenues 12,358,429 7,890,473 1,138,483 7,337,460 (553,012) 93% Expenditures 12,358,429 9,199,925 773,584 7,912,010 (1,287,915) 86% Revenues over/(under) Expenditures (1,309,452) 364,899 (574,550) Meeting Date April 2, 2019 Department Council Issue 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions. Summary Board of Zoning Appeals There are currently the following vacancies: • One vacancy for a full member for unexpired term ending 06/30/22 • One vacancy for a full member for a five-year term • One vacancy for an alternate member for an unexpired term ending 06/30/22 • One vacancy for an alternate member for a five-year term Justin Davison, Joseph “Joe” Robertson and Robert W. Benninger have completed applications and have requested to be considered by Council for these vacancies. Attachments Boards and Commissions Booklet Summary Page Memo regarding Certification Options Recommendations None Town Council Agenda Summary 3 BOARD OF ZONING APPEALS Board of Zoning Appeals – made up of five citizens who are appointed by Town Council. The main role of the BZA is to hear variance applications relative to the Town of Vinton’s Zoning Ordinance. A variance request is typically made when a property owner feels that the strict application of the Zoning Ordinance will create a unique and undue hardship on how he or she intends to use the property. The BZA also has the authority to hear and decide appeals from any order, requirement, decision, or determination made by the zoning administrator or any other administrative officer in the administration or enforcement of the Vinton Zoning Ordinance. Additionally, the BZA has the authority to grant special exceptions from the Vinton Zoning Ordinance. Meeting schedule - The Board of Zoning Appeals meets on an as-needed basis. When an application is received, a meeting is scheduled with the board members as soon possible. Terms - Members serve five (5) year terms. MEMBERS MUST BE CERTIFIED WITHIN TWO (2) YEARS OF APPOINTMENT. Contact – Anita McMillan, Planning and Zoning Director, (540) 983-0601 NAME ADDRESS INITIAL APPOINTMENT COURT ORDER TERM BEGINS TERM EXPIRES COUNCIL ACTION Frederick J. “Mick Michelsen 225 North Maple Street 01/17/10 01/16/20 CM-12/16/14 Allen S. Kasey 105 Giles Avenue 01/17/06 01/16/21 CM-12/15/15 VACANT 06/30/22 VACANT (Alternate) 06/30/22 Mandy Grose 606 East Morrison Avenue 01/16/18 02/20/18 01/16/23 CM-01/16/18 VACANT VACANT (Alternate) 1 Memorandum To: Town of Vinton Town Council From: Nathaniel McClung, Town of Vinton Planning and Zoning Department Date: March 15, 2019 Re: Land Use Education Program- Certified Board of Zoning Appeals Program Update After a discussion with the Director of the Land Use Education Program (LUEP), they have informed our department that they will be offering an online option for the Certified BZA Program for the year 2019 and onward. In 2019, the 38th Certified BZA Program will be held in Richmond, VA on the VCU Campus. The opening session will take place on October 3rd and 4th, and the closing session will take place on December 2019. However, they will be recording these sessions and mailing out the textbook material for individuals who prefer the online option. In between these two sessions, there are ten (10) weeks of weekly homework assignments that follow along the reading material. The Director informed me that participants will still be able to ask any questions and receive guidance via phone or email on their own time if they choose the online option. Also, the Certified Planning Commissioner Program will begin to be offered during the summer in Roanoke from 2019 and onward. The CPC Program is offered twice per year, and the BZA Program is offered once per year. I believe this is an innovative approach that will incentive greater interest in the Board of Zoning Appeals member positions. Meeting Date April 2, 2019 Department Council Issue 2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (3) of the 1950 Code of Virginia, as amended, for discussion or consideration of the acquisition of real property located in the Vinton downtown area for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. 3. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (29) of the 1950 Code of Virginia, as amended, for discussion of contract negotiations with Roanoke County, namely the Gain Sharing Agreement. Summary None Attachments Certification of Closed Meeting Recommendations None Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, APRIL 2, 2019 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by ______________________ and seconded by __________________ with all in favor. ___________________________________ Clerk of Council