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HomeMy WebLinkAbout8/16/2016 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, August 16, 2016 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM • VINTON TOWN COUNCIL • VINTON PLANNING COMMISSION B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of minutes: a. Regular Council meeting of June 21, 2016 b. Regular Council meeting of July 5, 2016 c. Regular Council meeting of July 19, 2016 G. PROCLAMATIONS, AWARDS, RECOGNITIONS, PRESENTATIONS 1. Presentation to the Police Department – Shirley Patsel 2. Report on the Vinton Volunteer First Aid Crew for July – Chief Wayne Guffey H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. PUBLIC HEARINGS 1. JOINT PUBLIC HEARING WITH VINTON PLANNING COMMISSION a. Consideration of public comments regarding amendment to the Town of Vinton 2004 – 2024 Comprehensive Plan, as amended, by amending Chapter V. Land Use and Transportation Plan of the Comprehensive Plan including the Future Land Use and Transportation Map, dated September 7, Matthew S. Hare, Vice Mayor Keith N. Liles, Council Member Sabrina McCarty, Council Member Janet Scheid, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 2004; Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map; dated February 16, 2010, by incorporating and designating Urban Development Areas (UDA) section and boundaries; and Traditional Neighborhood Design (TND) concepts and revised population date based on 2010 Population Census. a. Open Public Hearing • Report from Staff – Anita McMillan • Receive public comments • Council discussion and questions b. Close Public Hearing c. Planning Commission to make a recommendation d. Council to consider adoption of an Ordinance 2. Consideration of public comments regarding the proposed granting of a lease to VINDOS LLC. for a certain lot lying to the rear of the former Vinton Branch Library on the southeast side of Meadows Street and below the storm water detention basin for the Vinton War Memorial identified as 060.16-06-33.00-000, all of which is located in the Town of Vinton, Virginia, said lease to be for a one-year period with no more than four additional one-year renewal terms. a. Open Public Hearing • Report from Staff – Pete Peters • Receive public comments • Council discussion and questions b. Close Public Hearing c. Council to consider adoption of a Resolution J. TOWN ATTORNEY K. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Combs Land Solution, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway – Anita McMillan 2. Consider adoption of a Resolution re-appropriating $1,600.00 received from the American Association of Retired Persons (AARP) to utilize the SNAP/EBT program at the Vinton Farmers’ Market – Anne Cantrell L. TOWN MANAGER M. FINANCIAL REPORTS FOR MAY AND JUNE 2016 N. MAYOR O. COUNCIL P. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for: a. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining 3 position or negotiating strategy of the public body as authorized by subsection 3. b. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community as authorized by subsection 5. Q. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING R. ADJOURNMENT NEXT TOWN COUNCIL MEETINGS AND COMMITTEE MEETINGS: NEXT TOWN COUNCIL/COMMITTEE MEETINGS: August 15, 2016 – 5:00 p.m. – Tour of old William Byrd High School followed by Open House at Vinton War Memorial at 6:00 p.m. September 6, 2016 – 7:00 p.m. – Regular Council meeting – Council Chambers Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date August 16, 2016 Department Town Clerk Issue Consider approval of minutes: a. Regular Council meeting of June 21, 2016 b. Regular Council meeting of July 5, 2016 c. Regular Council meeting of July 19, 2016 Summary None Attachments June 21, 2016 minutes July 5, 2016 minutes July 19, 2016 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, JUNE 21, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr. Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anita McMillan, Planning & Zoning Director Anne Cantrell, Accounting Manager Joey Hiner, Acting Public Works Director Mary Beth Layman, Special Programs Director Mark Vaught, Lieutenant-Police The Mayor called the regular meeting to order at 7:00 p.m. The Council Member Adams, McCarty, Council Member Scheid, Hare and Mayor Grose present. of Silence, Council Member Adams led the Pledge of Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty the War Memorial on July 9th with Seven Mile Ford as the band. The annual 4th of July event will also be at the War Memorial. Saturday and on July 9th Show at the Farmers Market. Vice Mayor Hare made a motion that the Consent Agenda be approved as presented and the Finance Committee; the motion was seconded by Council Member Adams following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Approved of Council, Boards and Commissions The next item on the agenda was a report on introduction of new Officers 2 536 out of the 480 hours for 111%. Both the career and volunteer crews had a 1,745 man hours, time. Chief Tom Philpott introduced the new 2016-2017 Officers as follows: Chief-Wayne Guffey; Assistant Chief-Chris Sayre; Captain-Sandy Guffey; 1st Lieutenant-Training-Greg Meinel; 2nd Lieutenant- Equipment-Steve Thrasher and Sergeant-Jason Peters. The next item on the agenda was to consider accommodate a full-se Vinton, Tax Map Number 060.16-06-32.00. The Mayor opened the Public Hearing at 7:11 p.m. Anita McMillan the property and commented on the and the Public Hearing. She further commented Hearing on June 9, Roanoke County. A majority of the citizens at this The comments from two citizens who had concerns were provided in the staff report. Roanoke County amended the proffers to add the paved parking areas and 9,000 square feet, but since about 3,000 square feet, only must be provided. There are 17 existin Public Hearing opened 3 Vice Mayor Hare asked about lighting and if it would review process, they will have to make sure they will not spill o responded yes. Vice Mayor Hare commented that the concerns dumpsters, parking on the street and cut-through traffic have been addressed. Also, any concerns with noise would also fall within the additional stop light to be placed on Washington Avenue. One of her concerns was the left-hand Town’s responsibility and wit analysis. Jill Loope next made brief comments on behalf of Roanoke County. Under public comments, Tiffany Rawling of Vinton James Houff of Vinton commente sidewalks walk and it is highly populated with children. The commitment to enforce the laws in that area. Council Member Adams made brief comments in the citizens who have e and concerns and indicated her rezoning. 4 consensus that Vinton is struggling and that Macado’s is going to pull the Town commented that Vinton is not sinking. In the past there has been over $13 million of investments In the next two years there is going to be another $12-13 million in the exact same area. He further stated that $26 million of investments in five years is impressive. health of a community— business licenses. He then gave a comparison of the Town to the overall United States GEP which showed that on an average over six years, Vinton has grown 2.5% compared to growth of the U.S. The Mayor rezoning and expressed thanks other Council members, this fulfills a long- He further commen be made to enforce the laws. Hearing no further commen the Public Hearing at 7:45 p.m. Council Member Adams made a motion the Ordinance as amende proffer; the motion was seconded by Council Member McCarty and carried by the call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Public Hearing closed Adopted Ordinance No. 973 approving the petition of County of Roanoke for a County renovated to accommodate a full- Washington Avenue, Vinton, Tax Map The next item on the agenda was the consideration of public comments regarding the joinder of the City of Salem, Virginia to the Roanoke Valley Resource Authority (RVRA) and on the approval and execution of Amended and Restated Articles of Incorporation of the RVRA for accomplishing such joi Virginia, together with any related matters. The 5 Dan Miles with the Roanoke Valley Resource Authority commented that there were to be approved. The first two items were necessary to complete the City of Salem’s joinder to the Resource Authority as a member along with County. It will also increase the Authority’s Board additional member bein the Public Hearing, Council would need to adopt a Resolution approving the City of Salem’s joinder. The second item was a Resolution to approve the Amended and Restated RVRA Members and Facilities Use Agreement. That document spelled debit. The third item was 50- Authority is chartered under the Waste and Water Authorities Act and under that provision has a 50- year sunset provision. They are approaching half- way of the first 50-year new 50-year term. It would expire in January 2066. This would forward if the need arises to be able to issue 20- year Revenue bonds. There were no public comments. Council was furnished a copy of the budget members, the Mayor closed the Public Hearing at 7:55 p.m. the Resolution approving the joinder of the City of Salem, Virginia to the RVRA; seconded by Vice Mayor Hare Vote 5-0; Yeas (5) – Hare, Grose; Nays (0) - None. Public Hearing closed Adopted Resolution approving the joinder of the City of Salem, Virginia to the RVRA 6 Vice Mayor Hare made a motion to adopt the Resolution a RVRA Members and Facilities Use Agreement; the motion was seconded by Adams with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Council Member McCarty made a motion to adopt the Resolution a time for the RVRA to exist as a corporation motion was seconded by Council Member Scheid members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution approving the Amended and Restated Agreement Adopted Resolution approving an additional period of time for the RVRA to exist as a corporation; The next item on the agenda was the considera Transient Occupancy Tax, Section 86-211 “Definitions” and Section 86- and establishing an effective date. The Mayor opened the Public Hearing at 7:57 p.m. The Town Manager commented that the proposed FY 2016-2017 budget included an increase of the transient occupancy tax from 2% to 7% of the total or space provided fo days. The recommended increase would be used Roanoke Times on May 13, 2016. Staff would like budget for July 1st. There were no public comments. Hearing no further comments, the Mayor closed the Public Hearing at 8:00 p.m. Council Member Adams made a motion to adopt the Ordinance as presented; the motion was seconded by Council Member McCarty previously stated and printed on the agenda. The advertisement date was June 13, 2016. The motion was carried by the Public Hearing opened Public Hearing closed Adopted Ordinance No. 974 amending Article VII, Transient Occupancy Tax, Section 86- Section 86- 7 McCarty, Scheid, Hare, Grose; Nays (0) - None. effective date adoption of a Resolution to General Fund and Utility Fund between line items and cost centers to balance these accounts in the FY 2015-2016 Budget. Anne Cantrell commented that this is the yearly clean-up of the accounts and that a breakdown of the transfers was included us in compliance with our auditors. Manager also commented that when our budget is do attempt to true- cost centers. The Town Manager can move up to but Council must approve any cost centers and funds. Vice Mayor Hare made a motion Resolution as presented; the motion was seconded by Council Member McCarty and carried by the members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2155 to transfer funds in the General Fund and accounts in the FY 2015-2016 Budget The next item on the agenda was to consider adoption of a Resolution to appropriate funds from record the expenditures for t these are funds that we year and were total amount was $103,773.21. left in this bond fund is the Western Virginia Water which will carry over until next year and should be completed in the next fiscal year. Council Member Adams made a motion the Resolution as presented; the motion was seconded by carried by the following roll call vote, members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2156 to the June 30, 2016 ending budget 8 The next item on the agenda was to consider adoption of a Resolution to appropriate funds received from Bond Proceeds for the 2016 lease purchase of the hook truck to the capital outlay account to properly record the expenditures for the June 30, 2016 ending budget. amount of $133,099.00. This will reflect the receipt of the funds and the purchase of the truck from Mid- Atlantic, Inc. Council Member Scheid made a motion the Resolution as presented; the motion was seconded by Vice Mayor Hare and carried by the Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2157 to Proceeds for the 2016 lease purchase expenditur ending budget through Public Surplus commented that this is to purchase a salt spreader that was sold was an truck. Vice Mayor Hare commented that this was wise use of the funds and made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Scheid by the voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution $17,000.00 from the sale of equipment through Public Surplus The next item on the agenda was to consider adoption of a Resolution approving a loan to Vinton Improvement Corporation $17,240.00 from the CDBG Revolving Loan Fund. Revolving Loan Program and that as loans are paid back over time, the funds can be re- exterior Street, façade improvements to 103 East Lee Street renovations for the upcoming Twin Creeks Brewing Company at 111 South Pollard Street. 9 This fourth and final loan application is for the remaining $17,240.00 from Vinton Improvement Corporation for the purchase and installation of HVAC equipment to the property at 111 South Pollard Street for the future tenants of the Twin Creeks Brewing Company. The term of the loan is at prime for 84 months. Committee unanimously approved the application. Council Member McCarty made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Adams by the voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2159 approving $17,240.00 fr Loan Fund The next item on the agenda was the Financial Report for April 2016. expenditures are down continues to perform well. Since the beginning of our fiscal year, cash is cash on investments and liquid funds is about $3.6 million. $328. The expenditures were down and they are customer service and maintaining the building. been set up in Dropbox for the four Council- available. Vice Mayor Hare made a motion Financial Report for April 2016 motion was seconded by Council Member Adams and carried by the members voting: Vote 5-0; Yeas (5) – Adams, The Mayor commented on the first Mingle 10 Comments from Council: Vice Mayor Hare made comments regarding the and his disappointment in the fact that asked to come before Council and have not come for entry into the N Program's Community Rating System residents and businesses that have flood insurance. Anita McMillan commented that they would receive a 10% reduction. Vice Works for compl and made comments to Council Member Adams. insurance rating and the Hardy Road matter. She mentioned the Lew appreciation again to Council Member Adams. Council Member McCarty also commented on the flood insurance rating and the Hardy Road matter Adams. and expressed appreciation to staff and Council. Anita McMillan announced the final meeting of the Urban Development Area Commit will be on Tuesday, June 28th, to be followed by be completed in eligible for HB2 Grant Funding. The next item on the agenda was a request to go into Closed Session Closed Meeting, pursuant to § 2.2-3711 (A) (7) of litigation relating to an employment dispute, where body regarding specific legal matters requiring the provision of legal advice by such counsel. For the 11 means litigation that has been specifically threatened or on which the public body or its legal commenced by or against a known party. Vice Mayor Hare into Closed Session; the motion was seconded by Council Member Scheid following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – Meeting at 8:34 p.m. At 9:45 p.m., the regular meeting reconvened and seconded by Council Member Scheid voting: Vote 5-0; Yeas (5) – Scheid, Hare, Grose; Nays (0) – None. Certification of Closed Meeting Following the closed session, and after Scheid employment dispute; the motion was seconded by Council Member McCarty and following roll call Vote 4-1; Yeas (4) – McCa Grose; Nays (1) - Adams. Approved a agreement relating to an employment dispute Council Member Adams made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Hare vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – None. The meeting was adjourned at 10:10 Meeting adjourned APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JULY 5, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Joey Hiner, Acting Public Works Director Chris Linkous, Deputy Chief Tom Foster, Police Chief Donna Collins, Human Resources Director Mary Beth Layman, Special Programs Director Mark Vaught, Lieutenant-Police The Mayor called the regular meeting to order at 7:00 p.m. The Council Member Liles, Council Member McCarty, Council Member Scheid, Council Member Hare and Mayor Grose present. Silence, Council Member Hare l Allegiance to the U.S. Flag. The Mayor commented on the July 4th celebration at the War Memorial that was postponed from last night due to the weather and that Council will be attending after the meeting. Roll call The Mayor turned the meeting over to Susan Johnson, the Town Clerk Investiture Service. to administer the Oath of Office to Janet Scheid and Mayor Bradley E. Grose The Mayor next called for nominations for the office of Vice Mayor. Council Member McCarty made a motion to 2 closed the floor for nominations. The motion was carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Liles, McCarty, Scheid, Grose; Abstain (1) - office of Vice Mayor. Elected Matthew S. Hare as Vice Mayor for a term beginning July 1, 2016 and ending June 30, 2018 The next item on the agenda was the appointment of Council-appointed Officers. Vice Mayor Hare made a motion to re-appoint Barry W. Thompson as Town Manager/Treasurer; Johnson as Town Clerk; Thomas L. Foster as Chief of Police and Theresa Fontana as Town Attorney. The motion was seconded by Scheid members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Re-appointed the five Council- appointed officers for the next two years The next item on the agenda was the appointment of members to the Council-appointed Committees. Council Member Liles made a motion to appoint 2018: Hare and Janet Scheid to the Finance Committee; McCarty to the Public Works Committee. The motion was seconded by and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Appointed members of Council to the four Council-appointed Committees for two year terms ending June 30, 2018 The next item on the agenda was the appoint Keith Liles to said Doug Adams. The motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Appointed Keith Liles to the 2016 VML Doug Adams The next item on the agenda was the appointments to Boards, Commissions and Committees motion to Appointed 3 unexpired term ending June 30, 2017; Keith Liles to the Roanoke Valley Transportation Planning Organization (TPO) to an unexpired term ending June 30, 2017 and Janet Scheid to the Roanoke Valley Regional Cable TV Committee for a term not to expire. The Council Member McCarty following vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) – None. Janet Scheid to the Comprehensive Economic Development Strategy (CEDS) for an unexpired term ending unexpired term ending June 30, 2017 and Janet Scheid to the Roanoke for a term not to expire Under upcoming community events, Council Member McCarty announced the War Memorial tonight and the War Memorial on Saturday night Ford as the band. M (2) on the agenda the McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. United Way award, to the next Council meeting so that more of the Vinton CARES Committee can be present. Vice Mayor Hare made a motion to table the Item to the next Council meeting; the motion was seconded by Council Member Scheid and voting: Vote 5-0; Yeas (5) – Scheid, Hare, Grose; Nays (0) – None. Approved moving Item M (2) on the agenda up to the Consent Agenda Approved tabling Item I (2) to the next Council meeting Vice Mayor Hare made a motion that the Consent Agenda be approved as presented with the addition of Item M (2) seconded by Council Member McCarty and voting: Vote 5-0; Yeas (5) – Liles Scheid, Hare, Grose; Nays (0) - None. Approved minutes for the regular Council meeting of June 7, 2016 and adoption of Resolution appropriating $6,331.00 received from $703.00 match for the purchase of 28 hard drives and 23 vest carriers Council Member Scheid read a Proclamation declaring National Disability Voter Registration Week. The Proclamation was presented to Antwyne Calloway, Community Services Manager with the Blue after which he made brief comments. 4 The next item on the agenda was a briefing on the proposed Performance Agreement with Richard Macher and the Roanoke County Economic Development Authority (EDA) to encourage the redevelopment of the former Vinton Branch Library to a full- restaurant. Pete Peters commented that during the early phases of the property negotiations, staff redevelopment project. This would be through the and the Roanoke County Authority (EDA). Macado’s and the provi the Agreement. The Agreement also includes the negotiating of a separate lease agreement for the meet th Agreement is non- become void. ge the building as a public library. The renovations of the property are summer with an opening. The restaurant is expected to employee 50-60 part- full-time employees once it is in full operation. After brief comments from the Agreement, the Town Manager commented th 5 The next item on the agenda was to consider adoption of Section 86- Rate of Article VIII, License, Chapter 86, Taxation of the Vinton Town Code. on two other occasions. The proposed Ordinance would reduce the tax from $500 Based on discussions that were had with Council at recommended changes. responded that for retailers it on gross receipts of $10,000. If a restaurant came line with our neighbo line with the minimum business license. The Town $50 and the City of Roanoke is at $75. the Ordinance, but as Vice Mayor Hare had might staff to closely monitor this. Council Member Liles made a motion to adopt the Ordinance as presented; the motion was seconded by Council Member Scheid by the voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Ordinance No. 975 amending Section 86- License, Chapter 86, T Vinton Town Code The Mayor reminded everyone of the fireworks later that evening. Comments from Council: Vice Mayor Hare welcomed Council Members Scheid and Liles. Council Member Scheid Member Liles and commented on bills. She then asked with the transient occupancy tax would be re- 6 Council meeting was promised that we would get back with him with some information. Vice Mayor the Public Safety Committee. Members Scheid and Liles. She expressed thanks been skateboard park on the Macado’s project. assistance. Scheid citizens for re-electing him as Mayor. Vice Mayor Hare made a motion to meeting; the motion was seconded by Council Member Liles with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JULY 19, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid PLANNING COMMISSION MEMBERS PRESENT: Robert A. Patterson Dawn M. Michelson Keith N. Liles William E. Booth PLANNING COMMISSION MEMBER ABSENT: David R. Jones STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Joey Hiner, Public Works Director Mary Beth Layman, Special Programs Director Mark Vaught, Lieutenant-Police The Mayor called the joint work session to Development Areas (UDA) Comprehensi Amendment. Baker International and the Renaissance Planning Group were hired by VDOT as our consultants. As part of the requirement of the grant, we had to have a Citizens’ Advisory C Planning Commission along with served on the C include costs for and the Roanoke Valley- maps. 2 The Kick-off meeting was held in November followed by two other meetings with the final meeting being on June 28th. At the final meeting, there was a development area boundaries for the Town. After consultant at an open house. Another requirement of the grant was the requires a locality to review their Comprehensive Plan and make The last amendment was the Vinton Area Corridor Plan in 2010 with when the Downtown Plan was done and we were Planning Grant. This will assist us in meeting the State requirement. Ms. McMillan next commented that the consultant project. A Public Hearing is required the Comprehensive Plan and has been scheduled Commission for August 16th Baker International. in connection with the Amendment. (A copy of the presentation is on file in the Town Clerk’s Office and will be made a part of the permanent record.) between now and August 5th that were presented tonight and they incorporated into the final document. future, if we apply for H RSTP funding, this will help us score better. The Mayor called the regular meeting to order at 7:00 p.m. The Council Member Liles, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Council Member Liles led the Pledge of Allegiance Roll call 3 Under upcoming community events, Council Member McCarty announced the the War Memorial on August 13th The Vinton History Museum is soliciting donations for a yard sale to be held on September 17th High School Open House on August 15th from 6:00 p.m. to 7:30 p.m. at the War Memorial with a tour of the property from 5:00 p.m. to 5:45 p.m. National Night Out on August 2nd event in lieu of their regular meeting. Layman announced events at the Farmers Market on August 13th-Arts and Crafts Show; August 19th- blood pressure screening and on August 20th- Shake, Bake & Sprout. Proclamation in Police Department. After the Town Clerk commented that Chief Foster the Proclamation Scheid. The original will be sent to the Department. Lieutenant Mark Vaught read a Memo from Chief Foster recognizing Officer Chris Froeschl as Officer of the month for June. the United Way Most Innovative Campaign Award for the Town Employees’ 2015 Campaign. Susan Johnson, the Beth Layman, GinaMarie Overstreet, Fre and Karla Turman. Present at the meeting were Susan Johnson, Mary Beth Layman and GinaMarie Overstreet. The next item on the agenda was to recognize Outstanding Administrator Award from the Western Virginia EMS Council comments and congratulated Chief Guffey. The next item on the agenda was a report on 4 volunteer truck was marked up 459 of 456 possible hours with a unit in service 100% of the time. They responded to 95 out of 120 calls and handled 90 of them. The fractile response time was 9.24 with 1,486 man hours for the month. With regard to the mid-year report, the volunteer hours from January through June. The Mayor asked Chie associate member program. of the crew. The associate members have to run attend meetings. Chief Guffey commented on a new EMT Program students registered year is already at 80. The box will be taken out of our old Medic 3 truck and will be used as a real simulator for the class. The classes will be held at the Burton Center for Arts and Technology and their By-laws so they can start taking 16 year olds from this program. The next item on the agenda was a briefing on the Grant. Pete Peters first commented that the Grant process dates back to 2012 and we are at the end He then began his PowerPoint presentation. With gateway signs which are a part of the Grant are not intended to meet all of those expectations as set for the Town in the future. This presentation is about funds from the Block Grant. commented that the last major component that had 5 of 2015. In December, approximately $331,000 that had been spent to He applied and received a ten- from DHCD in January to September 30, 2016. In January, there was $149,000 left for the Farmers Loan Program, $74,000 left in the f $15,000 for administration close-out. The T some local match related improvements, but was to get it to the total match in addition to leveraged with the library upgrades. Working with the management team, the top priority was the Farmers Market stage improvements. The Council was presented an initial design that focused the more of a renovation to the stage. The project was awarded in early April and it remains on track for an August 26th Orders, the project will be under just $150,000. gutter replacements stage, but thes original contract. The plan is some of our local match to do some stall upgrades at the market area. The current signage will also be painted to tie into the new paint scheme. it to provide low- out and as they are paid back can be re-issued as new loans in the future. He then commented on the three properties that received the loans. Grant originally included 11 pre-approved properties and we were abl properties and commented on the improvements to be made. pieces of the Block Grant was the Washington/ 6 slide and commented that it went through two redesigns and was bid twice. Both times it came in well over budget. to expand the paving from Pollard up Washington on and re-striping. Wayfinding signs. He commented on the the sign study done by the Regional Commission in 2009 is still very relevant. The next slides examples for primary and secondary gateway signs an examples of proposed wayfinding signs. Following furt Municipal Building to match the new street lamps Also, the funds will be used toward landscaping. receptacles and benches in the downtown area and decided on by the Downtown Management Team. questions of Council. In closing, Mr. Peters reviewed the next steps in the have them installed as w September 10th to request an extension through the end of the year for the Grant close- required documentation is completed. A grand re- opening of all the downtown projec Dogwood Festival. (A copy of the presentation is on file in the Town Clerk’s Office and will be made a part of the permanent record.) 7 The next item on the agenda was a briefing on the Greenway Phase 2 that staff was informed grant on July 8th at 4:00 p.m. in Richmond. An application was submitted for Phase II with a required local match of 20% or The Town Manager commented that the Town has been notified that we were awarded the $417,710. With regard to Phase I that a pre-bid meeting will be held and the bid is due on August 4th September and they will have 120 days to complete Phase 1. Staff the required local match for the $417,710 for Phase II. Federal funding allows another grant program to awarded this grant, our require reduced to $28,000. The $8,000.00 will come from Pathfinders for the shelter across the railroad trestle and the additional $20,000.00 is staff administration of the grant and $5,000.00 for the Norfolk Southern budget was a part of the agenda package. Council Member Scheid asked when w responded that we would know by October. Ms. Scheid next asked who else locally was applying for County is re-submitting again for their Catawba trail. The next item on the agenda was to consider (RTP) funds for Glade Creek Greenway Phase 2 Council Member Scheid made a the Resolution as presented; the mo seconded by Council Member Liles and carried by Adopted Resolution an application for allocation of Virginia 8 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Greenway Phase 2 The next item on the agenda was to consider Manager to execute a Performance Agreement with into a Macado’s Restaurant. Pe Richard Macher has agreed to purchase the former Vinton Branch Library from Roanoke County for $700,000.00 to redevelop service Macado’s restaurant. During the negotiations Council and the Economic Development Committee agreed to consider various incentives to encourage Perform the EDA on an annual basis an amount equal to the annual meals tax collected by the T Vinton Macado’s location, not to exceed $50,000.00 This also include the Town for the purpose of employee and overflow patron parking for the restaurant. The shared-use for their consideration. No existing Town funds will Performance Agreement and all Town expenditures associated with the Agreement are solely based on location. Vice Mayor Hare asked about Item No. 5 Council could say they were not going to pay. The that way or otherwise it is counted in the debt. The Town has a constitutional cap on its obligations and most items like this are always appropriation. Council Member McCarty adjourn the meeting; the motion was seconded by Vice Mayor Hare vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – Adopted Resolution Authority as part of the redevelopment of the former Vinton Branch Library 9 The next item on the agenda was to consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with TAS Design INC., in an amount not to Community Development Block Grant. Pete Peters Development Block Grant, s for b downtown properties. on June 30th from two general contractors, with both meeting the obligations as requested by the town, the design team at Hill Studio and DHCD. The specific p include: 107 South Pollard – $26,291 - Vinton Improvement Corp - c Baptist Church; 109 South Pollard – $6,897 - Vinton Improvement Corp - currently Defense and Fitness; 111 South Pollard – $5,733 - Vinton Improvement Corp - f Creeks Brewery; 119 South Pollard - $9,942 - Judy Cunningham – c Office and 123 West Lee Ave – $22,454 – Mr. and Mrs. Frank Stone - future reopening of Cornerstone Antiques, all totaling $71,319.97. Mr. Peters next commented that there is approximately $74,000 remaining the Façade Improvement work. Staff recommended that Council accept the low $71,319.97. Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution Town Manager to Community Development Block Grant. The Town Manager commented that on June 29th the Intergovernm the commemorative Town. 10 With regard to the ambulance grant, staff has been working with Roanoke County on the specs We are looking at four to five months for delivery. on Niagara Road. Also, the brush truck has some truck a pick- The Mayor expressed appreciation to all of Town staff. He congratulated Joey Hiner on being promoted to the position of Public Works Director. Comments from Council: Vice Mayor Hare also congratulated Joey Hiner. He commented on are being made to h indicated that they would like to provide a meal. Center. He is in support of the plan like it to be properties. plan. Vin we keep a positive attitude. She also commented Committee and how good of a Committee it was. 11 commented on the UDA presentation and that he enjoyed being a part of the Committee. Vice Mayor Hare made a motion to meeting; the motion was seconded by Council Member Liles with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk Meeting Date August 16, 2016 Department Police Issue Presentation to the Police Department – Shirley Patsel Summary Shirley Patsel will be present to make this presentation to Council. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date August 16, 2016 Department Vinton Volunteer First Aid Crew Issue Report on the Vinton Volunteer First Aid Crew for July Summary Chief Wayne Guffey will be present to give this report to Council. Attachments July Report Recommendations No action required Town Council Agenda Summary 1 Meeting Date August 16, 2016 Department Planning and Zoning Issue Consideration of public comments regarding amendment to the Town of Vinton 2004 – 2024 Comprehensive Plan, as amended, by amending Chapter III. Community Facilities and Services, and Chapter V. Land Use and Transportation Plan of the Comprehensive Plan including the Future Land Use and Transportation Map, dated September 7, 2004; Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map; dated February 16, 2010, by incorporating and designating Urban Development Areas (UDA) section and boundaries; and Traditional Neighborhood Design (TND) concepts and revised population date based on 2010 Population Census. Summary The Town received $65,000.00 in grant funding from the Virginia Department of Transportation (VDOT) Office of Intermodal Planning and Investment (OIPI) on July 8, 2015. Michael Baker International and Renaissance Planning Group are the consultants hired by VDOT to provide the professional consulting services for the establishment of Urban Development Area (UDAs) within the Town. Four meetings were held from November 2015 through June 2016, by the UDA Planning Grant Steering Committee. The Steering Committee was comprised of members of the Town Council, Planning Commission, Board of Zoning Appeals, property/business owners, and staff members from the Town, Roanoke County, and Roanoke Valley Alleghany Regional Commission (RVARC). An Open House for the public was also held on June 28, 2016, from 6:30 p.m. to 8:00 p.m., at the Vinton War Memorial. Several key issues were brought up by Committee members: 1. Vision of the Big Picture; 2. “How do we bring people to downtown?”; 3. The need to look outside of downtown area as well; 4. How to make Vinton a destination so people will stop and shop in Vinton; 5. Create a central focal point for business areas, and bring hotels, restaurants to Vinton; 6. Improve walkability, slow traffic down; 6. Improve safety for people trying to cross Washington Avenue; 7. “Where are we going to be in five years?”; 8. Redevelop the former Vinton Ford site, former library site, and former William Byrd School site; and 9. Cut red tape. Town Council Agenda Summary 2 On July 19, 2016, a joint work session of the Planning Commission and Town Council was held to discuss and receive comments pertaining to the items listed below. Strategies for Assigning UDA:  Compare UDA Acreage, Vacant or Underused Land, Zoning, Utility Services, Etc.  Review Land Use and Growth Patterns, Proximity to existing transportation facilities, Proximity to areas of existing development and Opportunities for new development or revitalization of existing development.  Align UDA Locations with the Town’s Policy Framework For Growth and Redevelopment – Current Zoning and Future Land Use  Input and Direction from Town Staff, Stakeholders and Residents Eight (8) UDA boundaries that were identified by the UDA Planning Grant Committee: 1. Downtown 2. Hardy Road East Gateway 3. Mid-Town: Bypass Road/Hardy Road 4. Mid-Washington Avenue Corridor 5. Virginia Avenue West Gateway 6. Virginia Avenue/Hardy Road Corridor 7. Walnut Avenue West Gateway 8. Washington Avenue East Gateway Staff recommends adoption of an Ordinance to amend the following: • Ordinance No. 806, as amended, Town of Vinton 2004 – 2024 Comprehensive Plan Chapter III. Community Facilities and Services, and Chapter V. Land Use and Transportation Plan including the Future Land Use and Transportation Map, dated September 7, 2004; • Ordinance No. 897, as amended, Vinton Area Corridors Plan Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map; dated February 16, 2010. The amendment would incorporate and designate by reference, Urban Development Areas (UDA) section and boundaries; and Traditional Neighborhood Design (TND) concepts and revised population date based on 2010 Population Census. Attachments 1. Ordinance 2. UDA Boundaries Map and UDA Future Land Use Map 3. Complete copy of the Town of Vinton UDA Plan can be viewed at the Planning and Zoning Department. Recommendations Conduct Public Hearing and Motion to adopt the Ordinance 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 16, 2016 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179 AN ORDINANCE to amend Ordinance No. 806, as amended, Town of Vinton 2004 – 2024 Comprehensive Plan, Chapter III. Community Facilities and Services, and Chapter V. Land Use and Transportation Plan of the Comprehensive Plan including the Future Land Use and Transportation Map, dated September 7, 2004; and Ordinance No. 897, as amended, Vinton Area Corridors Plan, Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map; dated February 16, 2010, by incorporating and designating by reference, Urban Development Areas (UDA) sections and boundaries; goals and strategies; population projections data; and Traditional Neighborhood Design (TND) principles. WHEREAS, pursuant to Section 15.2-2223 of the Code of Virginia, as amended, the Town of Vinton is required to “prepare and recommend a comprehensive plan for the physical development of the territory within its jurisdiction”; and WHEREAS, Section 15.2-2223 of the Code of Virginia, as amended, provides for amendments to the comprehensive plan by the Planning Commission if so directed by the Town Council; and WHEREAS, Virginia House Bill 2 (HB2/SMARTSCALE) effective as of July 1, 2014, requires the development of a prioritization process for allocating transportation project funding and directs the Commonwealth of Transportation Board (CTB) to develop and use a scoring process for project selection and eligibility to submit projects that are, in part, based on project type, including those in Urban Development Areas or “UDA-like” areas; and WHEREAS, Virginia House Bill 1887, approved by the General Assembly in February 2015, specifies new funding allocation approaches and funding programs under consideration by the CTB applicable to the provisions of HB2; and WHEREAS, on July 7, 2015, the Town Council and Planning Commission were informed that the Virginia Department of Transportation (VDOT) Office of Intermodal Planning and Investment (OIPI) technical assistance grants would be available through August 31, 2015, to help localities that are considering amending their comprehensive plans to include UDAs or UDA-like areas; and WHEREAS, on July 17, 2015, OIPI awarded the Town of Vinton the requested technical assistance grant and on September 1, 2015, the Town Manager was authorized to execute an Agreement with OIPI, for the Urban Development Areas (UDA) Planning Grant; and WHEREAS, the Town of Vinton, Virginia has a long and successful history of community planning that has emphasized citizen involvement and participation; and 2 WHEREAS, on November 17, 2015, a member of the Vinton Planning Commission, a member of the Vinton Town Council, ten Vinton property/business owners, and Town of Vinton and County of Roanoke staff began serving on the UDA Planning Grant Steering Committee; and WHEREAS, four UDA Planning Grant Steering Committee meetings were held on November 30, 2015, March 8, 2016, May 18, 2016, and June 28, 2016; and WHEREAS, an Open House for the general public was held on June 28, 2016; and WHEREAS, a joint work session of the Vinton Planning Commission and Vinton Town Council was held on July 19, 2016, to discuss amending the Town Comprehensive and Vinton Area Corridors Plans by identifying and designating UDA boundaries; text to include UDA section, goals and strategies; revised population projections data based on 2010 Census and incorporating the principles of Traditional Neighborhood Design (TND) concepts for use in the UDA, and adding Virginia State Code references in order to satisfy criteria for transportation project funding; and WHEREAS, the UDA plan as component of the Town of Vinton Comprehensive Plan is prepared to satisfy criteria for transportation project funding and is consistent with the intent of Sections 15.2-2223, 2224, and 2229 of the Code of Virginia, as amended; and WHEREAS, during the joint public hearing of the Vinton Planning Commission and Vinton Town Council, held on August 16, 2016, which was held after advertisement and notice as required by Section 15.2-2204 of the Code of Virginia, as amended; the Planning Commission recommended that the Town Vinton Comprehensive Plan and Vinton Area Corridors Plan be amended, and the Town Council concurred with the Planning Commission’s recommendation; and WHEREAS, the Vinton Town Council believes that the general welfare of the public, as well as good planning practices, are served by the approval of this ordinance. NOW, THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia that Ordinance No. 806, as amended, Town of Vinton 2004 – 2024 Comprehensive Plan, Chapter III. Community Facilities and Services, and Chapter V. Land Use and Transportation Plan of the Comprehensive Plan including the Future Land Use and Transportation Map, dated September 7, 2004; and Ordinance No. 897, as amended, Vinton Area Corridors Plan, Map 31 Vinton Area Corridor Plan: Future Land Use Scenario 4 Map; dated February 16, 2010, be amended by incorporating and designating by reference, Urban Development Areas (UDA) sections and boundaries, goals and strategies; population projections data; and Traditional Neighborhood Design (TND) principles, attached hereto as Exhibit A. This Ordinance was adopted on motion made by Council Member _________________, seconded by Council Member _________________, with the following votes recorded: 3 AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: __________________________________ Susan N. Johnson, Town Clerk Meeting Date August 16, 2016 Department Administration Issue Consideration of public comments regarding the proposed granting of a lease to VINDOS LLC. for a certain lot lying to the rear of the former Vinton Branch Library on the southeast side of Meadows Street and below the storm water detention basin for the Vinton War Memorial identified as 060.16-06-33.00-000, all of which is located in the Town of Vinton, Virginia, said lease to be for a one-year period with no more than four additional one-year renewal terms. Summary As part of the recently approved Performance Agreement with VINDOS, LLC. the parking lot formally used by the Old Library that sits adjacent to the War Memorial is being considered for the purpose of overflow parking lot for patron an employee parking for Macado’s. The lot is identified as a portion of Tax Map No. 060.16-06-33.00-000. The term of the lease agreement with VINDOS, LLC. will be for up to five (5) one year periods and VINDOS, LLC., will be responsible for the ongoing landscaping and daily upkeep of the lot throughout the duration of the lease. The Public Hearing was advertised in The Vinton Messenger on August 4th and August 11th. Attachments Lease Agreement Resolution Recommendations Conduct Public Hearing and motion to adopt Resolution Town Council Agenda Summary {00158241.DOC } 1 PARKING LOT LEASE THIS LEASE AGREEMENT, (“Lease”) is made and entered into this ____ day of ____, 2016, by and between the TOWN OF VINTON, VIRGINIA, a Virginia municipal corporation, herein “Town”, and VINDOS, LLC., a Virginia corporation, herein “Tenant”. WITNESSETH: WHEREAS, Tenant plans to renovate the former Vinton Branch Library at 800 East Washington Ave into a full-service Macado’s Restaurant in the Town of Vinton, Virginia; and WHEREAS, Tenant is in need of additional off street parking spaces for employees and patrons; and WHEREAS Town owns a small parking lot on Meadows Street (described below) that was formally used as parking for the library and Town agrees to lease the parking lot to Tenant for additional off street parking; NOW THEREFORE, in consideration of the premises and the mutual covenants exchanged herein, the parties agree that: 1. Town hereby agrees to lease to Tenant and Tenant hereby agrees to rent from Town the parking lot area lying between Meadow Street and the storm water detention basin situate on the War Memorial Property and further identified as a portion of Tax Map No. 060.16-06-33.00-000, located at 814 Washington Avenue, Vinton, Virginia, (the “Premises”). 2. Tenant shall pay to Town in advance, the sum of One Dollar ($1.00) each year as rent for the Premises, which shall be due each year on the anniversary date of this Lease. 3. Tenant agrees to regularly inspect the Premises and keep the asphalt in a condition reasonably safe for the passage of its patrons and the Premises free of trash and debris. 4. Tenant agrees to be responsible for other routine maintenance on the Premises including, but not limited to, snow removal, leaf removal, and lawn maintenance during the term of this Lease. 5. Tenant’s use of the Premises shall be for the parking of employees and patrons of the restaurant. {00158241.DOC } 2 6. Tenant agrees to indemnify, defend, and save harmless the Town from and against all liabilities, claims, expenses, costs, losses, and damages, including, but not limited to, reasonable attorney’s fees arising from or in connection with this Lease and Tenant’s use of the Premises. 7. The term of this Lease shall be for a period of one year. The Lease shall renew itself automatically on the same terms for no more than four additional one-year renewal terms, unless either party shall give notice of intention not to renew within thirty days of the expiration of the initial one-year term, or within thirty days of the expiration of any subsequent one-year renewal term. 8. Tenant agrees that if he fails to observe or perform any of the conditions or covenants on his part to be observed or performed as set forth herein, and such default continues for thirty (30) days following the post marked date of a written notice of default from the Town, such written notice to be mailed by certified mail to Tenant at Post Office Box 509, Vinton, Virginia 24179, Town shall have the right to declare this Lease terminated, and upon so declaring the Town shall have the right to immediately enter and possess the Premises. 9. This Lease contains the entire agreement between the parties and may be changed only by a written amendment, signed by both parties. This lease shall be governed by the laws of the Commonwealth of Virginia. It shall not be assigned by Tenant without the prior written approval of the Town. WITNESS the following signatures and seals: TOWN OF VINTON, VIRGINIA VINDOS, LLC By:_________________________________ By:__________________________________ Barry W. Thompson __________________________________ Town Manager Print Name and Title APPROVED AS TO FORM: ______________________________ Town Attorney RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, AUGUST 16, 2016, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, VINDOS LLC., has requested to lease a parking lot from the Town located on Meadows Street for the purpose of overflow parking for the proposed Macado’s Restaurant; and WHEREAS, during the negotiations and discussions between the Town staff, representatives of VINDOS LLC., and the Town Attorney, a proposal was negotiated to lease said lot for the terms and conditions set forth in a Lease Agreement; and WHEREAS, pursuant to Sections 15.2-1800 (B) et seq., of the 1950 Code of Virginia, as amended, the public hearing was advertised and all public comments have been considered by Council; and WHEREAS, Town staff recommends that said Lease Agreement between the Town and VINDOS LLC., be executed to formalize said agreement between the parties. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Lease Agreement is hereby approved in a form substantially similar to the one presented to Council and approved by the Town Attorney; and 2. The Town Manager is hereby authorized, for and on behalf of the Town, to execute and then to deliver the Lease Agreement and any other necessary documents in furtherance of the same; and 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, Town Clerk 1 Meeting Date August 16, 2016 Department Planning & Zoning Issue Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Combs Land Solution, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway. Summary After all the funding for Glade Creek Greenway Phase 1 was secured and the site plan for the Project was approved, the Notice of Invitation for Sealed Bids was advertised in The Roanoke Times on July 10, 2016. The Notice was also sent to Valley Construction News and advertised on the Town’s website and Facebook pages. A pre-bid meeting was held on July 21, 2016, and the due date for the sealed bids was on August 4, 2016. The estimated total cost of the Project, which include engineering, surveying, appraisal, construction, Virginia Department of Transportation (VDOT) fees, and administration services is $262,000. The town received two bids for the project, and the breakdown is as follows: Contractor’s Name Total 1. Combs Land Solutions, LLC, DBA Summit Contracting $173,091.00 2. Holt, Inc. $220,438.00 Staff recommends that Council accept the bid from Combs Lands Solution, LLC, DBA Summit Contracting, for Phase I of the Glade Creek Greenway in an amount not to exceed $173,091.00 and authorize the Town Manager to execute a contract with the approval from the Town Attorney. Staff has received copies of Combs Land Solutions, LLC, DBA Summit Contracting’s VA State Corporation Commission certificate; DPOR Class A State Contractor’s License; Roanoke County Business License; and Responsible Land Disturber (RLD) Certificate. Attachments Bid Tab for the Invitation for Bid TOV PZ-16-01 Glade Creek Greenway Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 IFB # TOV PZ-16-01 Glade Creek Greenway Bid Tab - August 4, 2016 Planning and Zoning Department Office Address: 311 S. Pollard Street, Room 105, Vinton, Virginia 24179 Mailing Address: 311 S. Pollard Street, Room 105, Vinton, Virginia 24179 (540) 983-0605 | Fax: (540) 983-0621 | amcmillan@vintonva.gov Item Combs Land Solution, DBA Summit Contracting Base Bid Holt, Inc. $173,091.00 $220,438.00 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 16, 2016 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the funding for Glade Creek Greenway Phase I has been secured, and the site plan for the Project has been approved; WHEREAS, the Programmatic Project Administration (PPA) Agreement Extension Addendum between the Virginia Department of Transportation (VDOT) and Town of Vinton was executed on May 31, 2016, with a new expiration date of June 30, 2019; WHEREAS, on July 10, 2016, the Town advertised the Notice of Invitation for Sealed Bids for the construction of Phase I of the Glade Creek Greenway; and WHEREAS, Combs Land Solutions, LLC, DBA Summit Contracting, met the bidding specifications and had the lowest bid in the amount of $173,091.00 for the project; and WHEREAS, the bid needs to be awarded and a contract needs to be executed for the construction; NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby award the bid and authorizes the Town Manager to execute a contract with Combs Land Solutions, LLC, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway. 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, Town Clerk Meeting Date August 16, 2016 Department Finance Issue Consider adoption of a Resolution re-appropriating $1,513.00 received from the American Association of Retired Persons (AARP) to utilize the SNAP/EBT program at the Vinton Farmers’ Market. Summary A donation of $1,600.00 was received during April 2016 from AARP and designated for SNAP/EBT program use. At the end of fiscal year 2016, only $87.00 of the $1,600.00 donation was used, leaving a balance of $1,513.00 to be re-appropriated. 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, AUGUST 16, 2016 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the American Association of Retired Persons (AARP) made a donation in April 2016 to the Town of $1,6,00.00 to utilize for the SNAP/EBT program at the Vinton Farmers’ Market; and WHEREAS, the donation was received previously into the Revenue Account 200.1899.018 – Gifts and Donations and appropriated to the Expense Account 200.7101.735 – Farmers Market; and WHEREAS, only $87.00 of said funds were used by the end of FY 2015-2016 and it is necessary for Council to re-appropriate the remaining funds of $1,513.00 from the Re- Appropriated Fund Balance Account 200.1899.008 back to the Expense Account 200.7101.735 – Farmers Market for FY 2016-2017. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction. FROM: 200.1899.008 Re-Appropriated Fund Balance $1,513.00 TO: 200.7101.735 Farmers Market $1,513.00 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, Town Clerk Meeting Date August 16, 2016 Department Finance/Treasurer Issue Financial Reports for May and June 2016 Summary The Financial Reports for the periods ending May 31, 2016 and June 30, 2016 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on August 9, 2016 to discuss these reports and will make a presentation to Council at their Regular Meeting. Attachments May 2016 Financial Report Summary June 2016 Financial Report Summary Recommendations Motion to approve the May and June 2016 Financial Reports Town Council Agenda Summary Financial Report Summary Month Ending May 31, 2016 Revised Adopted YTD MTD YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,977,318 6,553,299 1,039,196 6,983,128 429,828 107% Accrued Revenue Adjustment 258,841 258,841 Total Adj. Revenues 8,977,318 6,553,299 1,298,037 7,241,969 688,669 111% Expenditures 8,977,318 7,078,555 602,831 6,948,917 (129,638)98% Revenues over/(under) Expenditures (525,255)695,207 293,052 Utility Fund 300 Revenues 3,618,150 2,925,139 135,692 3,135,601 210,463 107% Bond Series 2013 103,773 0 0 (103,773) Operating Revenues 3,618,150 2,821,366 135,692 3,135,601 314,236 111% Expenditures 3,618,150 2,848,669 215,183 2,742,071 (106,598)96% Bond Series 2013 0 103,773 0 76,472 (27,301) Operating Expenditures 3,618,150 2,744,896 215,183 2,665,599 (79,297)97% Revenues over/(under) Expenditures 76,470 (79,490)470,003 Total All Funds Revenues 12,595,468 9,374,665 1,433,730 10,377,570 1,002,905 111% Expenditures 12,595,468 9,823,450 818,013 9,614,515 (208,935)98% Revenues over/(under) Expenditures (448,785)615,716 763,055 7/13/2016 3:51 PM Financial Report Summary Month Ending June 30, 2016 PRELIMINARY Revised Adopted YTD MTD YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,977,318 9,316,287 1,173,530 8,156,658 (1,159,629)88% Accrued Revenue Adjustment 269,846 269,846 Total Adj. Revenues 8,977,318 9,316,287 1,443,376 8,426,504 (889,783)90% Expenditures 8,977,318 9,316,287 766,030 7,714,947 (1,601,340)83% Revenues over/(under) Expenditures 0 677,346 711,557 Utility Fund 300 Revenues 3,618,150 3,618,150 499,334 3,634,935 16,785 100% Bond Series 2013 103,773 0 0 (103,773) Operating Revenues 3,618,150 3,514,377 499,334 3,634,935 120,558 103% Expenditures 3,618,150 3,618,150 320,486 3,062,557 (555,593)85% Bond Series 2013 0 103,773 0 76,472 (27,301) Operating Expenditures 3,618,150 3,514,377 320,486 2,986,085 (528,292)85% Revenues over/(under) Expenditures 0 178,847 648,850 Total All Funds Revenues 12,595,468 12,830,664 1,942,710 12,061,439 (769,225)94% Expenditures 12,595,468 12,830,664 1,086,517 10,701,032 (2,129,633)83% Revenues over/(under) Expenditures 0 856,194 1,360,407 7/21/2016 12:03 PM Meeting Date August 16, 2016 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for: a. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body as authorized by subsection 3. b. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community as authorized by subsection 5. 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, AUGUST 16, 2016 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 Council Member _________________ and seconded by Council Member _________________ with all in favor. ___________________________________ Clerk of Council