HomeMy WebLinkAbout8/21/2018 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, August 21, 2018
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 minutes of the Regular Council meeting of July 17, 2018
G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
1. Presentation on the proposed amendment to the Town of Vinton Comprehensive
Plan to adopt and incorporate by reference the 2018 Roanoke Valley Greenway
Plan - Liz Belcher
2. Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year
Ended June 30, 2017 awarded to the Treasurer/Finance Department – Anne
Cantrell
H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
I. TOWN ATTORNEY
Bradley E. Grose, Mayor
Keith N. Liles, Vice Mayor
Sabrina McCarty, Council Member
Janet Scheid, Council Member
Michael W. Stovall, Council Member
Vinton Municipal Building
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
J. TOWN MANAGER
1. BRIEFINGS
1. Briefing on Assistant Agreement between the City of Roanoke and the
Town of Vinton – Town Manager
2. ITEMS REQUIRING ACTION
3. COMMENTS/UPDATES
K. REPORTS FROM COUNCIL COMMITTEES
1. Finance Committee – Anne Cantrell
2. Public Works Committee – Joey Hiner
L. MAYOR
M. COUNCIL
N. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES
1. Roanoke Valley Regional Cable TV Committee
O. CLOSED SESSION
1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (7) of the 1950
Code of Virginia, as amended, for consultation with legal counsel and briefings by
staff members or consultants pertaining to actual or probable litigation, where such
consultation or briefing in open meeting would adversely affect the negotiating or
litigating posture of the public body concerning the Town’s appeal to an employee
grievance determination.
P. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING
Q. ADJOURNMENT
NEXT COMMITTEE/TOWN COUNCIL MEETINGS:
September 4, 2018 - 7:00 p.m. – Council Meeting – Council Chambers
September 10, 2018 – 2:30 p.m. – Finance Committee meeting – TOV Conference Room
September 20, 2018 – 7:30 a.m. – Public Works Committee meeting – Public Works
Conference Room
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 21, 2018
Department
Town Clerk
Issue
Consider approval of minutes of the Regular Council meeting of July 17, 2018
Summary
None
Attachments
July 17, 2018 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, JULY 17, 2018, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Keith N. Liles, Vice Mayor
Sabrina McCarty
Janet Scheid
Michael W. Stovall
STAFF PRESENT: Barry W. Thompson, Town Manager
Susan N. Johnson, Executive Assistant/Town Clerk
Theresa Fontana, Town Attorney
Anne Cantrell, Treasurer/Finance Director
Pete Peters, Assistant Town Manager/Director of Economic
Development
Anita McMillan, Planning & Zoning Director
Nathan McClung, Principal Planner
Joey Hiner, Public Works Director
William Herndon, Assistant Public Works Director
Donna Collins, Human Resources Director
Fabricio Drumond, Deputy Police Chief
Chasity Barbour, War Memorial Facility Manager
The Mayor called the regular meeting to order at
7:00 p.m. The Town Clerk called the roll with Council
Member McCarty, Council Member Scheid, Council
Member Stovall, Vice Mayor Liles and
present.
Roll call
After a Moment of Silence, Nathan McClung
led the Pledge of Allegiance to the U.S. Flag.
Under upcoming community events, Council
Member McCarty announced the following: July 24 –
11:00 a.m. – Farmburguesa Grand Opening; July 27 -
Party in the Park with Chairmen of the Board -
Farmers’ Market; August 10-26 - Star City Playhouse –
Cactus Flowers; August 11 – Mingle at the Market with
Uptown and August 18 –
Lunchtime Theater on July 26th at 12 Noon. They plan
to have it every month that they do not have a regular
production.
Deputy Police Chief Drumond made comments
regarding the economic development
and part of the symphony is innovative, optimistic
developers with the ability and willingness to transform
2
Council Member Scheid made a motion to approve
the Consent Agenda as presented
seconded by Council Member McCarty and carried by
the following vote, with all members voting: Vote 5-0;
Yeas (5) – McCarty, Scheid, Stovall, Liles
Nays (0) – None.
A
Council meeting of July 3, 2018
Anita McMillan, made brief comments and
introduced Nathan McClung, the new Principal Planner
in the Planning & Zoning Department.
Pete Peters made brief comments and recognized
Chasity Barbour, War Memorial Facilities Manager, on
her completion of the 10-
Valley program. Mr. Peters also commented that Ms.
Barbour had been selected as one of three graduates
to return as an
Front Magazine as well information about
Memorial.
The next item on the agenda was a report on the
Vinton Volunteer First Aid Crew for June 2018. Chief
Office as a part of the permanent record. In response
to a question, Chief Guffey commented further on the
The next item on the agenda was a report on the
Vinton Volunteer Fire Department for June 2018.
Chief Oakes reported the new banners have gone up
and they have another new member, Chase Caldwell,
who is running with Fire and Rescue
package and is on file in the Town Clerk’s Office as a
part of the permanent record. Also, Megan Fisk who
runs with Rescue
Department.
Cable Franchise Agreement. The Town Attorney
commented that she had been working with Roanoke
County and Roanoke City on the Cox Franchise
Agreement renewal. She plans to brief Council at the
2nd
will need to
response to a question regarding any significant
cha
trying to get all of the localities that have Cox to have
the same terms and conditions. There is a user fee for
3
added to the customer bill and the Town can impose
up to a $0.20 surcharge. She will go into more detail
at the briefing.
The next item on the agenda was to consider
adoption of a Resolution approving the lease financing
of equipment and authorizing the execution, delivery and
documents and actions. Anne Cantrell commented that
Council was briefed on the results of the RFP that was
issued by VML/VACo for financing
HomeTrust Bank offered the lowest rate of 3.10% over a
seven-year term. Staff is requesting that Council adopt
this Resolution to authorize enterin
agreement to finalize the purchase of the knuckle boom
truck.
Vice Mayor Liles made a motion adopt the Resolution
as presented;
Member Scheid
vote, with all members voting: Vote 5-0; Yeas (5) –
McCarty, Scheid, Stovall, Liles, Grose; Nays (0) –
None.
Adopted Resolution
execution, delivery and performance
of a master equipment lease/
schedules to it an
documents and actions
The next item on the agenda was to consider
adoption of a Resolution authorizing the Town Manager
to file an application for allocation of Virginia Department
of Transportation (VDOT) SMART SCALE funds for the
Walnut Avenue Corridor Improvements Phase 2 Project
Joey Hiner
agenda package and commented
require a local match.
Council Member Scheid asked how the access
aprons. Mr. Hiner responded the existing aprons will be
improved to provide ADA access and s
businesses that are currently
entrances, which will require meeting wi
business/property owners. Hurt & Proffitt, our design
engineer, has laid out a plan
with VDOT during a recent walk-through of the area.
Council Member Scheid next asked if it
the purchase of any right-of-
responded that currently it does not look like there will be
a need to purchase any right-of-way. The application is
due August 1st
FY2020 funds with an additional four years
that. The next time we can apply for these funds would
be in 2020.
4
With regard to the amount of money the Town is
requesting,
However, because
this project, it will proba
million.
After further discussion, Council Member McCarty made
a motion adopt the Resolution as presented; the motion
was seconded by Vice Mayor Liles
following roll call vote, with all members voting: Vote 5-
0; Yeas (5) –
Nays (0) – None.
Adopted Resolution
authorizing the Town Manager to file
an application for allocation of
Virginia Department of Transportation
(VDOT) SMART SCALE funds for the
Walnut Avenue Corridor
Improvements Phase 2 Project
The next item on the agenda was to consider
adoption of a Resolution authorizing the Town Manager
modifications with the
Transportation for road system enhancements
VDOT has requested that Council adopt a more recent
Resolution as the result of
the RSTP funding for the sidewalk project along Walnut
Avenue. Council is requested to
so we can get the reimbursement of a little over
$86,000.
item at their meeting on Monday and recommended
moving forward on the matter
this meeting.
Council Member Scheid
Resolution as presented;
Council Member Stovall and carried by the following roll
call vote, with all members voting: Vote 5-0; Yeas (5) –
McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – None.
Transportatio
enhancements
The Town Manager updated Council regarding
Valley Metro
July 23, 2018. We are moving forward with the Vinton
route change and they will be presenting to us the cost
effect of that route change at that meeting.
The next item on the agenda was a report from the
the Finance Committee
year-end audit is completed in August. The
are going through the next fiscal year. A Water Rate
Analysis was reviewed and they
5
project. Also discussed was the RSTP reimbursement
that Council just took action on and the
Commerce first quarter rei
and approved.
The Mayor commented on the success of the
economic development tour of the former William Byrd
High School redevelopment, the former Vinton Library
renovations into a
renovations to the Lancer Lot. He also commented on
the success of the recent ice cr
Vinton Museum and Mingle at the Market.
Comments from Council: Council Member Stovall
expressed
assistance as a new Council Member.
Council Member Scheid commented on the recent study
that was done for Valley Metro. The findings as reported
by the newspaper are relative to
few pockets of really high demand routes,
use routes and the concept being inefficient. We need
to stay on top of Valley Metro and their B
what they are going to do with the recommendations of
that study and rethink how they are running those buses
around the Valley. The Town Manager commented that
the study mentioned the changes on the Vinton bus
route and he wa
23rd to moving forward with getting the route changed.
Council Member Scheid next
Town was consulted while they were doin
Pete Peters responded that we were not consulted, but
the consultant’s staff
time doing ride-a-longs on all the routes at multiple times
during the day, week and month.
they made to the GRTC
thorough job and it appears that within the next 12-15
months they are going to try to implement some of the
recommendations because they are cost neutral. The
rec
those into their operations.
Council Member McCarty reminded everyone that there
would not be a Council meeting on August 7th and that
Council would be participating in the National Night Out
event. Vice Mayor Liles congratulated Chasity Barbour
again and welcomed Nathan McClung to the Town. He
also commented on the History Museum. All members
of Council commented on the success of the economic
6
Council Member Scheid made a motion to adjourn
the regular meeting; the motion was seconded by Vice
Mayor Liles and
members voting: Vote 5-0; Yeas (5) – McCarty, Scheid,
Stovall, Liles, Grose; Nays (0) – None. The regular
meeting was adjourned at 8:00 p.m.
After a ten minute recess, the Mayor opened the
Work Session at 8:10 p.m.
The first item on the Work Session agenda was a
review of the Orientation Manual by the Town Attorney.
The Town Attorney gave a PowerPoint presentation on
Council Orientation, Procedures and FOIA/COIA
copy of the presentation is on file in the Town Clerk’s
record.)
The next item for discussion related to the Council
Committee structure. The Mayor asked for Council to
the current structure. He felt that we have been able to
get a lot of work done in the past few years by using the
Committees. After further comments and discussion,
Council recommended that staff members who are over
points to go out with the Council
members will then make the reports to Council and limit
the time to no more than ten minutes.
The next item for discussion related to monthly
reports that are currently provided to Council—
Departmental, Project Management, Volunteer First Aid
Crew and Volunteer Fire Department. After discussion,
each month.
With regard to a statistical report being presented by the
Police Department, Cou
report be given each quarter along with the Officer of the
Quarter presentation.
these two reports continue to be provided to Council
meeting on a quarterly basis. It was also recommended
presentations of these reports would be
7
The Work Session adjourned at 9:15 p.m.
APPROVED:
_______________________________
Bradley E. Grose, Mayor
ATTEST:
______________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
August 21, 2018
Department
Planning & Zoning
Issue
Presentation on the proposed amendment to the Town of Vinton Comprehensive Plan to adopt
and incorporate by reference the 2018 Roanoke Valley Greenway Plan
Summary
Staff prepared a memo for the Planning Commission summarizing the 2018 Roanoke Valley
Greenway Plan for their work session and public hearing, which was held on August 2, 2018. Liz
Belcher, the Roanoke Valley Greenway Coordinator, presented a PowerPoint presentation at the
Planning Commission meeting. Comments were received from Arthur “Bud” LaRoche,
Chairman of the Roanoke Valley Greenway Commission/Vinton’s representative on the
Greenway Commission, and Bill Tangers, of Friends of the River and a member of the Blueways
Committee.
The Planning Commission voted unanimously to recommend that the Town Council amend the
Town of Vinton Comprehensive Plan to adopt and incorporate by reference the 2018 Roanoke
Valley Greenway Plan.
Attachment
1. Staff memo for the Planning Commission’s work session and public hearing held on
August 2, 2018.
2. PowerPoint presentation from Liz Belcher, Roanoke Valley Greenway Coordinator.
Recommendations
No action required.
Town Council
Agenda Summary
TOWN OF VINTON
311 S. POLLARD STREET
VINTON, VIRGINIA 24179
PHONE: (540) 983-0601
FAX: (540) 983-0621 ANITA MCMILLAN
EMAIL: amcmillan@vintonva.gov PLANNING AND ZONING DIRECTOR
TO: VINTON PLANNING COMMISSION
Mr. Dave Jones, Chairman
Mr. Keith Liles, Vice Chairman
Mr. Bob Benninger
Mr. Bill Booth
Mr. Bob Patterson
CC: Barry Thompson, Town Manager
Members of the Vinton’s Greenway Commission Representatives
Liz Belcher, Roanoke Valley Greenway Coordinator
FROM: Anita J. McMillan, Planning and Zoning Director
DATE: July 25, 2018
SUBJECT: 2018 Roanoke Valley Greenway Plan
Staff on the behalf of the Roanoke Valley Greenway Commission is recommending that the
Vinton Planning Commission endorses and adopts the 2018 Roanoke Valley Greenway Plan
by reference as an element of the Town’s Comprehensive Plan. Roanoke Valley Greenway
Commission Service Area includes the City of Roanoke, City of Salem, Roanoke County,
Town of Vinton, and Botetourt County.
In August 2007, the Vinton Planning Commission adopted the 2007 Update to the Roanoke
Valley Conceptual Greenway Plan as an element of the Town’s Comprehensive Plan. In 2017,
the Roanoke Valley Greenway celebrated its 20th anniversary and began looking ahead to plan
for the future. The Greenway Commission has developed the 2018 Plan in conjunction with
Cities of Roanoke and Salem, the Counties of Roanoke and Botetourt, the Town of Vinton,
and the Roanoke Valley Alleghany Regional Commission (RVARC), taking into account
progress and changes since 2007 and looking at specific goals and direction for the next ten
years.
The 2018 Roanoke Valley Greenway Plan provides an update on the status of greenway
routes, document progress of the goals that were established in 2007, and incorporates
Botetourt County, a new member of the Greenway Commission in June 2016, into the
planning process and vision. The Greenway Plan Update process involved six public input
meetings held in 2017, with one held at the Vinton War Memorial on April 10, 2017; On-line
survey from February through April 2017; meetings with localities’ staff and officials; and
public review of the draft plan in April 2018.
Planning Commission
July 25, 2018
Page | 2
Several developments and issues emerged during the update process:
Greenways have become important to the economic vitality of the region, supporting
tourism, recruitment, redevelopment, festivals, fitness and a healthy environment.
Greenways are the core infrastructure for the region’s brand, Roanoke Outside.
Greenways and trails are the face of the region for many visitors and potential
businesses and thus should be well marked and well maintained, providing a pleasant
and rewarding experience for all.
Citizens want a bikeable and walkable community, and need expanded signage and
on-road facilities to provide connectivity between greenways, neighborhoods, and
other destinations.
All user groups need to practice common courtesies, good greenway etiquette, and
safe usage practices.
The growing greenway network requires increasing maintenance budgets to maintain
service.
The vision for the Roanoke Valley Greenway network is to have Roanoke River Greenway as
the backbone of the system, running west to east, and then having north-south routes tying to
Botetourt County and to the existing public lands and trail opportunities surrounding the
Valley. The greenway network is part of the bicycle and pedestrian infrastructure for the
region and provides the arterial routes, with connectivity to neighborhoods via sidewalks, bike
lanes, and on-road facilities.
Planning Commission
July 25, 2018
Page | 3
Implementation of the Plan will require continued cooperation among the many partners and
will offer opportunity for all of the community to be involved. The vision of finishing the
Roanoke River Greenway has been a resounding theme echoed from the citizens and
corporations, but the residents of the Valley are looking beyond Roanoke River to the next
projects and total connectivity.
The Town of Vinton designated many connections which they would like to see incorporated
in the future, as shown in the map below. A complete list of all of the connections is as shown
in the table below. Key connections to the greenway network include 33, 37, and 38, which
connect Gladetown Trail, Glade Creek Greenway, and Wolf Creek Greenway respectively.
There are also connections between planned trails, such as Number 24, which would connect
Wolf Creek Greenway and the Perimeter Trail, and Number 25, which would connect
Gladetown Trail to Wolf Creek Greenway.
A major priority for Vinton is to improve bicycle and pedestrian accommodations along major
thoroughfares such as Walnut Avenue and Washington Avenue. These corridors are a popular
route for bicyclists seeking to reach the Blue Ridge Parkway from the City of Roanoke.
Planning Commission
July 25, 2018
Page | 4
The 2018 Roanoke Valley Greenway Plan reaffirms the goals and objectives of the 1995 Plan,
progresses on goals and objectives from the 2007 Update to the Roanoke Valley Conceptual
Greenway Plan. The 2018 Plan can be accessed via the link below:
http://greenways.org/wp-content/uploads/2018/07/2018-Greenway-Plan-Approved-by-GC-June-
27.pdf.
2018
Roanoke Valley
Greenway Plan
Request: Adopt the 2018 Greenway Plan
•Adopt 2018 Roanoke Valley Greenway Plan as an
element of the Town’s Comprehensive Plan.
•Why?
•Intergovernmental Agreement established a
cooperative, regional commission, not an authority.
•Previous greenway plans (1995, 2007) were adopted.
•Reaffirm each locality’s commitment.
•Inclusion is critical to grant funding.
Agenda for Work Session
1.The Process
2.The Public Input and Issues
3.The Plan Content – What’s New
4.The Goals and Objectives
The Process
•Summer 2016: Steering Committee, 5 localities
•Fall 2016: Inventory, issue analysis, routes
•Spring 2017: 6 public input meetings, 542 on-line
survey
•Revisions and development of new mapping
•April 2018: Public review of draft plan
•June 2018: Approval by Greenway Commission
The Process – Concurrent Plans
•Tinker Creek Feasibility Study
•Daleville Greenway Meeting
•Roanoke County Re-
Imagine 419
•Roanoke City Parks
and Rec Master Plan:
meetings and survey
•Oak Grove and Hollins
Area Plans
Public Input and Issues
•Finish Roanoke River
Greenway
•Connectivity – to,
between, beyond
•Connect to Carvins
Cove
Input and Issues: Operations & Management
•Control those “other” users
•Signage, mile markers, on-site maps, apps
•Environmental
protection
•Maintenance,
especially after
rains
•E-bikes, electric
skateboards
Connecti
vity
Visitor
Experience
/Scenic
Quality
Destinati
ons
Land
Ownership
/ROW
Feasibility/
Constraints
/Cost
Community
Support
Econ
Potential Safety TOTAL Team
3 3 7 4 5 3 4 3 2 31 City
4 0 5 3 1 2 3 2 2 19 City
5 0 5 3 1 3 3 1 5 21 City
6 4 10 3 2 1 2 3 0 25 Ro
7 0 10 1 0 1 3 0 0 15 Ro
8 5 4 3 6 2 3 1 5 29 Ro
9 0 0 3 10 3 5 1 5 27 Ro
10 0 6 0 0 1 2 2 0 11 Ro
11 0 6 4 0 1 2 1 0 14 Ro
12 4 4 2 4 2 0 0 0 16 Ro
13 0 4 2 0 2 0 0 0 8 Ro
Tinker Creek Connectivity Study Matrix
Se
g
m
e
n
t
#
Ranking Categories
Tinker Creek Greenway
•Yes, of course
•NIMBY
The Plan: Vision
The vision is to have Roanoke River Greenway as the
backbone of the system, running west to east, and
then having north-south routes tying to Botetourt
County and to the existing public lands and trail
opportunities surrounding the Valley. The greenway
network is part of the bicycle and pedestrian
infrastructure for the region and provides the arterial
routes, with connectivity to neighborhoods via
sidewalks, bike lanes, and on-road facilities.
The Plan: Update on Routes
Miles 1995 2007 2018
Paved, surfaced 1.9 14.4 34.9
Trails 60.5 149.5 380.1
Bike Routes 9.6 24.7 135.3
Total 72.0 188.6 550.2
Glade Creek Greenway
Greenway Network: 44 Routes
Table 4-1: 2018 Roanoke Valley Greenway Network
PROJECT NAME Plan # Localities Category Surface
Appalachian Trail++ 1 Roanoke and Botetourt Counties, City of Roanoke 5 C
Back Creek Greenway 2 Roanoke County 4 B-C
Barnhardt Creek Greenway 3 Roanoke County, City of Roanoke 4 A-B-C
Birding and Wildlife Trail Sites 4 All 5 A-B-C
Blue Ridge Parkway Trails++ 5 Roanoke County, City of Roanoke 3 C
Carvin Creek Greenway 6 Roanoke County 4 A-B-C
Carvins Cove Trail Network 7 City of Roanoke 3 C
Carvins Cove Connections 8 Roanoke and Botetourt Counties 4 B-C
Catawba Greenway 9 Roanoke County 3 B-C
City, County, and Town Park Trails 10 All 5 B-C
Craig Creek Trail 11 Botetourt County 4 B
Daleville Greenway 12 Botetourt County 3 A-B
Eagle Rock Greenway 13 Botetourt County 3 B-C
Elizabeth Greenway 14 City of Salem 3 A-B
Explore Park Trail Network 15 Roanoke County 3 B-C
Garden City Greenway 16 City of Roanoke 3 A-B
Gish Branch Greenway 17 City of Salem 4 B-C
New Routes:
•Botetourt Co.
Routes
•National
Forest Trails
•Hinchee Trail
•Blueways
The Plan: Regional Connections
•Bikeway Plans
•Pedestrian Plan
•Transit Plan
Goals and Objectives
•Greenway Construction
•Funding
•Land Acquisition
•Community Outreach and Education
•Organizational Structure
•Greenway Management
New Objectives & Strategies
•Coordinate with long distance trails.
•Encourage adequate capital maintenance and
operations funding.
•Refine local zoning ordinances to protect
greenway corridors.
•Expand the Greenway Ambassador program.
•Develop an assessment of the economic impact
of greenways locally.
•Improve website design.
New Objectives & Strategies
•Consider renewable energy options, recycling.
•Coordinate with stormwater projects.
•Use greenways to meet school fitness goals.
•Improve social media
outreach.
•Establish permanent record
storage system.
•Encourage good etiquette
and responsible use.
What Greenways Are in the Plan?
•Category 1 – Red
•Category 2 – Purple
•Category 3 – Blue
•Category 4 – Black
•Category 5 - Green
Next Steps – Questions?
•Plan is on-line at www.greenways.org
•Encourage Planning Commissions, City &
Town Councils, County Boards of
Supervisors to adopt the 2018 Plan.
•Ribbon Cuttings Coming Soon:
Salem Eddy St. bridge and Roanoke City
Bridge to Materials Yard
Thank You for Your Support through the Years!
Meeting Date
August 21, 2018
Department
Finance/Treasurer
Issue
Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30,
2017 awarded to the Treasurer/Finance Department
Summary
The Town of Vinton has been notified that its comprehensive annual financial report (CAFR) for
the fiscal year ended June 30, 2017, qualifies for a Certificate of Achievement for Excellence in
Financial Reporting for the 22nd year. The Certificate of Achievement is the highest form of
recognition in governmental accounting and financial reporting, and its attainment represents a
significant accomplishment by a government and its management. The CAFR has been judged
by an impartial panel to meet the high standards of the program including demonstrating a
constructive “spirit of full disclosure” to clearly communicate the Town’s financial story and
motivate potential users and user groups to read the CAFR.
Attachments
None
Recommendations
Present the Award
Town Council
Agenda Summary
Meeting Date
August 21, 2018
Department
Public Works
Issue
Briefing on Assistant Agreement between the City of Roanoke and the Town of Vinton
Summary
The Town’s Public Works Department needs to ensure that it has backup equipment available to
collect solid waste within the Town in the case of a solid waste collection emergency,
specifically not having an operable truck to collect refuse. The rental of said backup equipment
from the City of Roanoke is deemed feasible due to the Town's geographical proximity to the
City. Access to a truck is based on availability of equipment at the City. This is for short term
usage - no more than five (5) days at a time.
Town staff has worked with the City of Roanoke Solid Waste Department along with our Town
Attorney in finalizing the attached Assistance Agreement. Two sections in the Agreement to
take note of are as follows:
• Section 6 – Charges for Emergency Rental of Packer Trucks – provides for a rate of
$4.50 per mile measured from the City’s Public Works Building
• Section 8 – Insurance – the requirement for the Town to provide a Certificate of
Insurance
The Agreement was adopted by Roanoke City Council at their meeting on July 16, 2018.
Council will be requested to consider approving the Agreement by Resolution at their September
4, 2018 meeting.
Attachments
Assistance Agreement between the City of Roanoke and the Town of Vinton
Recommendations
No action required
Town Council
Agenda Summary
ASSISTANCE AGREEMENT
Between the City of Roanoke and the Town of Vinton
THIS AGREEMENT is made and entered into this 18th day of July , 2018 , by and
between the CITY OF ROANOKE , VIRGINIA , a Virginia Municipality , party of the
first part (referred to herein as "the City"), and the TOWN OF VINTON , VIRGINIA , a
political subdi vision of the Commonwealth of Virginia , party of the second part (referred
to herein as "the Town");
WITNESS ETH
WHEREAS , the City and the Town own and maintain Packer Trucks for the
collection of solid waste within each of their respectiv e jurisdictions ; and
WHEREAS , the Town desires to ensure that it has backup equipment available to
collect solid waste within the Town in the case of a solid w aste collection emergency ;
and
WHEREAS , the To wn 's rental of City equipment for a solid waste collection
emergency is deemed feasible due to the Town 's geographical proximity to the City; and
WHEREAS , it is the intention of the parties that the City would pro v ide the Town
with back-up Packer Trucks only as it may be av ailable for such use and upon request of
the Town ; and
WHEREAS , it is sound , desirable , practicable , and beneficial for the parties to this
Agreement to render and accept such ass istance in accordance with the terms set forth
herein ;
(00253925.DOC )
NOW , THEREFORE , in consideration of the premises and considerations
provided in this Agreement , and intending to be legally bound , the City and the Town
agree as follows :
1. Term : The tenn of this Agreement shall be for an initial term of one year
from August 1, 2018 , until July 31 , 2019 , subject to the termination rights of the parties
as set forth in this Agreement. This Agreement may be renewed for two (2) additional
one-year terms by the mutual agreement of the parties , in writing , thirty (30) days before
the date of expiration of this Agreement.
2. Termination: This Agreement may be tenninated by either party at any
time , for any cause , or no cause , upon ten (10) days written notice signed on behalf of
either party.
3 . Duties of Town :
a. The Director of Public Works for the Town may request that the
City loan a Packer Truck or Packer Trucks to the Town when the Town deems that a
solid waste collection emergency exists because the Town does not have sufficient
Packer Trucks available to collect solid waste within its jurisdiction. A solid waste
collection emergency shall be deemed to exist only when a mechanical breakdown or
problem exists which renders a Packer Truck unsafe , incapable of performing its tasks as
designed , or inefficient in perfonning its tasks as designed.
b . If the City make s available to the Town a Packer Truck or Packer
Trucks , the Town shall pick up , and deli ver , such Packer Truck or Packer Trucks at the
{ 00253925. DOC } 2
City's Public Works Building located at 1802 Courtland Road , N.E., Roanoke , Virginia
24012 (hereinafter , "Public Works Building"), during ordinary business hours of the City.
c. Upon pick up or delivery , City and Town representatives will inspect
the Packer Truck or Packer Trucks prior to deployment and after deployment , and sign an
acceptance letter for the equipment before and after each event. Such acceptance letter
shall reflect the beginning and ending mileage showing in the odometer of any Packer
Truck loaned to the Town.
d . During the use of any Packer Truck, the Town will cover the City of
Roanoke logos on all loaned equipment in a manner that does not damage the paint or
exterior of any Packer Truck.
e . At no time will a Packer Truck be borrowed by the Town for more
than five (5) consecutive business days.
f. Should the City need the services of any Packer Truck, or should the
City wish to have any Packer Truck returned , for any reason or for no reason , the City
shall notify the Town , in writing , that it wishes to have a particular Packer Truck returned
to the City 's Public Works Building by a date and time certain . Failure to return such
Packer Truck by the stated deadline will constitute the Town 's agreement to be
responsible for the City 's expenses incurred by the Town 's failure to return the Packer
Truck .
g. The Town shall perfonn the daily maintenance upon any Packer
Truck loaned to it pursuant to this Agreement prior to use . Such maintenance is
described in Attachment A.
{ 00253925. DOC } 3
4. Duties of City: Following receipt of the Town 's request to borrow a Packer
Truck or Packer Trucks , the Manager of the Solid Waste Division for the City shall notify
the appropriate chain of command of the request and determine which Packer Truck or
Packer Trucks , if any , may be available to respond to the Town 's request for assistance .
The determination of whether a Packer Truck is available to loan to the Town under this
Agreement shall be within the sole and absolute discretion of the City Manager for the
City or the City Manager's designee.
5. Denial of Request by City: The City's rendering of assistance under the
terms of this Agreement shall not be mandatory however , in the event assistance is
denied , the City 's solid waste management representative receiving the Town's request
shall immediately infonn the Town's representative of the reason assistance cannot be
rendered.
6. Charges for Emergency Rental of Packer Trucks: Any Packer Truck loaned
under this Agreement shall be borrowed at a rate of $4.50 per mile , measured from the
City 's Public Works Building. The City will provide a full tank of fuel upon dispatch of
the Packer Truck , and the Town shall return the equipment with a full tank of fuel.
Failure to return the Packer Truck with a full tank of fuel shall result in the Town being
charged $3.50 per gallon or the prevailing retail rate in the City of Roanoke in the
i1mnediate vicinity of the Public Works Building for the fuel used by the Packer Truck,
whichever is higher. Any funds due the City under this Agreement shall be paid to the
City within thirty (30) days .
{00253925.DOC ) 4
7 . Governmental Tasks: The parties shall be deemed to be operating in a
governmental capacity , inclusive of liability for injuries to property, employees , or third
parties which may occur as the result of the rental and operation of any Packer Truck
pursuant to this Agreement.
8. Insurance:
a. Requirement of insurance . The Town shall, at its sole expense ,
obtain and maintain during the life of this Agreement the insurance policies required by
this section . Any required insurance policies shall be effective prior to the beginning of
any work or other performance by the Town under this Agreement. The following
policies and coverages are required:
(1 ). Commercial General Liability. Commercial general liability
insurance shall insure against all claims, loss , cost , damage , expense or liability from loss
of life or damage or injury to persons or property arising out of the Town's performance
under this Agreement. The minimum limits of liability for this coverage shall be
$1 ,000 ,000.00 combined single limit for any one occurrence .
(2). Contractual Liability. Broad fonn contractual liability
msurance shall include the indemnification obligation set forth in section 9 of this
Agreement.
(3). Workers' Compensation . Workers' compensation insurance
covenng the Town 's statutory obligation under the laws of the Commonwealth of
Virginia and employer 's liability insurance shall be maintained for all its employees
engaged in work under this Agreement. Minimum limits of liability for employer's
{00253925.DOC ) 5
liability shall be one hundred thousand dollars and no cents ($100 ,000.00) bodily injury
by accident each occurrence ; five hundred thousand dollars and no cents ($500 ,000 .00)
bodily injury by disease (policy limit); and one hundred thousand dollars and no cents
($100 ,000.00) bodily injury by disease (each employee). With respect to workers '
compensation coverage , the Town 's insurance company shall waive rights of subrogation
against the City , its officers , employees , agents , volunteers and representatives.
(4). Automobile Liability. The minimum limit of liability for
automobile liability insurance shall be $1 ,000 ,000 .00 combined single limit applicable to
owned or non-owned vehicles used in the performance of any work under this
Agreement.
b. Umbrella Coverage. The insurance coverages and amounts set forth
in subsections (1), (2), (3), and (4) of this section may be met by an umbrella liability
policy following the fonn of the underlying primary coverage in a minimum amount of
$1 ,000 ,000 .00. Should an umbrella liability insurance coverage policy be used , such
coverage shall be accompanied by a certificate of endorsement stating that it applies to
the specific policy numbers indicated for the insurance providing the coverages required
by subsections (1 ), (2), (3), and 4), and it is further agreed that such statement shall be
made a part of the certificate of insurance furnished by the Town to this City.
C. Primary and Noncontributory . The Town agrees that the
insurance provided by the Town pursuant to this Agreement shall be primary and shall
not seek contribution from any other insurance av ailable to the City.
{00253925.00C } 6
d. Evidence of Insurance . All msurance shall meet the following
requirements:
(1 ). Prior to execution of this Agreement, the Town shall furnish
the City a certificate or certificates of insurance showing the type , amount , effective dates
and date of expiration of the policies. Such certificates shall be attached to this
Agreement at the time of execution of this Agreement and shall be furnished in a timely
fashion to demonstrate continuous and uninterrupted coverage of all of the required forms
of insurance for the entire term of this Agreement.
(2). It shall be the responsibility of the Town 's Public Works
representative to notify the City should the insurance covered by this certificate be
cancelled or materially altered.
(3). The required certificate or certificates of insurance shall name
the City of Roanoke , its officers , employees , agents, volunteers and representatives as
additional insureds .
( 4). Where waiver of subrogation is required with respect to any
policy of insurance required under this section , such waiver shall be specified on the
certificate of insurance.
(5). Insurance coverage shall be in a form and with an insurance
company approved by the City which approval shall not be umeasonably withheld. Any
insurance company providing coverage under this Agreement shall be authorized to do
business in the Commonwealth of Virginia. The maximum amount of any deductible
under any and all insurance coverage shall not exceed$ _____ _
{00253925.DOC } 7
9 . Indemnification: To the extent permitted by law , the Town agrees and
binds itself, and its successors and assigns to indemnify , keep and hold the City and its
officers , employees , agents , volunteers and representatives free and harmless from any
liability on account of any injury or damage of any type to any person or property ,
including any Packer Truck which is loaned pursuant to this Agreement , growing out of
or directly or indirectly resulting from any act or omission of the Town,, its officers,
employees , agents , volunteers and representatives including: (a) the Town, its officers ,
employees , agents , volunteers and representatives ' use of the streets of the City; (b) the
Town , its officers, employees , agents , volunteers and representatives' use or maintenance
of any of the Packer Trucks which are the subject of this Agreement ; (c) the exercise of
any right or privilege granted by or under this Agreement ; or ( d) the failure , refusal or
neglect of the Town , its officers , employees , agents , volunteers and representatives to
perform any duty imposed upon or assumed by the Town, its officers , employees , agents ,
volunteers and representatives by or under this Agreement. In the event that any suit or
proceeding shall be brought against the City or any of its officers , employees , agents ,
volunteers or representatives at law or in equity , either independently or jointly with the
Town on account thereof, the Town , upon notice given to it by the City or any of its
officers , employees , agents , volunteers or representatives , will pay all costs of defending
the City or any of its officers , employees , agents , volunteers or representatives in any
such action or other proceeding . In the event of any settlement or any final judgment
being awarded against the City or any of its officers , emplo yees , agents , volunteers or
representatives , either independently or jointly with the Town, then the Town will pay
( 00253925. DOC } 8
such settlement or judgment in full or will comply with such decree , pay all costs and
expenses of whatsoever nature and hold the City or any of its officers , employees , agents ,
volunteers or representatives harmless therefrom.
10. Regulations: the Town shall fully comply with all local , state , and federal
ordinances , laws , and regulations. Only persons to whom a valid Commercial Dri ver's
License has been issued shall be allowed to operate any Packer Truck loaned to the Town
pursuant to this Agreement.
11. Negotiation: This Agreement has been fully negotiated by and between the
parties and shall be construed as if both parties had an equal responsibility in the drafting
hereof.
12. Entire Agreement: This Agreement represents the entire integrated
agreement between the parties and supersedes all prior negotiations , representations or
agreements , either written or oral. This Agreement shall not be amended or modified
except by written instrument signed by the parties.
13. No Waiver of Tenns of Agreement: No failure of any party to insist upon
strict observance of any provision of this Agreement, and no custom or practice of the
parties at variance with the tenns hereof, shall be deemed a waiver of any provision of
this Agreement in any instance.
14 . No Third Party Beneficiary: The provisions of this Agreement are for the
exclusive benefit of the parties hereto and not for the benefit of any third person, nor shall
this Agreement be deemed to have conferred any rights , express or implied , upon any
third person unless otherwise expressly provided for herein .
{00253925.DOC ) 9
15. Forum Selection and Choice of Law: By virtue of entering into this
Agreement , the Town submits itself to a court of competent jurisdiction in the City of
Roanoke , Virginia , and further agrees that this Agreement is controlled by the laws of the
Commonwealth of Virginia and that all claims , disputes , and other matters shall only be
decided by such court according to the laws of the C01mnonwealth of Virginia .
16. Notice: Any notice , request , or demand given or required to be given under
this Agreement shall , except as otherwise expressly provided herein , be in writing and
shall be deemed duly given only if delivered personally or sent by certified mail , return
receipt requested to the addresses stated belo w .
To the City :
To the Town :
City Manager for the City of Roanoke
Room 364 , Noel C. Taylor Municipal Building
215 Church Avenue , S . W.
Roanoke , Virginia 24011
Town Manager for the Town of Vinton
311 S. Pollard Street
Vinton , Virginia 241 79
Notice shall be deemed to have been given , if delivered personally , upon delivery ,
and if mailed , upon the third business day after the mailing thereof.
17. Captions and Headings: The section captions and headings are for
converuence and reference purposes and shall not affect in any way the meaning or
interpretation of this Agreement.
18. N onassignment: The parties agree not to assign or transfer any part of this
Agreement without the prior written consent of the other party hereto. Such written
consent shall specifically refer to thi s Agreement.
{ 00253925. DOC ) 10
19. Severability: If any term of this Agreement is found to be void or invalid ,
such invalidity shall not affect the remaining terms of this Agreement , which shall
continue in full force and effect.
20. Authority to Sign : The persons who have executed this Agreement
represent and warrant that they are duly authorized to execute this Agreement in their
respective capacities as indicated .
SIGNATURES APPEAR ON FOLLOWING PAGE
{00253925.DOC ) 11
IN WITNESS WHEREOF the parties hereto hav e executed this Agreement as of
the day and year first abo ve w ritten .
ATTEST :
Def'°, City Clerk
APPROVED AS TO FORM :
<I ~~ ;4, City Attorney
APPROV E D AS TO EXECUTION:
City Attorney
Authorized by Roanoke City Ordinance No. 41188-071618
ATTEST
Town Clerk
{ 00253925. DOC }
TOWN OF VINTON , VIRGINIA
By:------------
Barry W. Thompson
Town Manager
APPROV E D AS TO FORM :
Town Attorne y
APPROVED AS TO EXECUTION :
Town Attorne y
12
ATTACHMENT "A" SWM VEHICLE LOANER CHECKOUT/CHECKIN
DATE : _____ TIME : _____ TRUCK NUMBER: ______ FLEET ACKNOWLEDGED REP ___________ _
T OWN OF VINTON REPRESENTATIVE ---------------SWM SUPERVISOR _____________ _
MILE AG E OU T _________________ MILEAGE OU T ______________________ _
Post-Trip
ITEM OK OK Shopped COMMENTS
HAV/C
AIR PRESSURE (120psi) LOW/HIGH
ALARMS -BUZZERS -HORN
BATTERY -CHARGING/STARTING SYSTEM
BEL TS/HOSES
BRAKES
CAB (clean and free of loose material , etc)
COOLING SYSTEM -ENGINE , RADIATOR FREE OF
DEBRIS
ELECTRICAL (other) -COOL
BOX/GAUGES/INSTRUMENTS
EXHAUST SYSTEM
FLIPPERS (operational/damage)
FLUID LEVELS
HYDRAULIC SYSTEM/PTONALVES
LEAKS (oil , aft , p/s , coolant, hydraulic)
LIGHTS/SIGNALS
PACKING MECHANISM
STEERING/SUSPENSION
Post-Trip
ITEM OK OK Shopped COMMENTS
OUTSIDE APPEARANCE (clean , damage , etc)
SAFTEY EQUIPMENT:
1. Fire Extinguisher
2. Spill Kit
3. Triangles
4 . First Aid Kit
5. Scotch Block
6 . Seat Belt
TAILGATE SESSION NO NOTES
)i> Flipper
)i> Backing Truck
)i> Communication
IN CASE OF AN EMERGENCY PLEASE CALL
JEFFREY POWELL , CITY OF ROANOKE SOLID WASTE MANAGEMENT
804-339 -3127 or 540-330-5059
FLEET MANAGEMENT -540-853-2423
Meeting Date
August 21, 2018
Department
Finance/Treasurer
Issue
Finance Committee
Summary
The Finance Committee met on Monday, August 13, 2018. The following items were discussed
at the meeting:
• Approved the June 11, 2018 and July 16, 2018 minutes
• Approved the Volunteer First Aid Crew 1st Quarter Reimbursement Request
• Held a Closed Session 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.
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
1
Meeting Date
August 21, 2018
Department
Public Works
Issue
Public Works Committee
Summary
The Public Works Committee met on Thursday, August 2, 2018. The following items were
discussed at the meeting:
Refuse ordinance update
• Staff is using the current Solid Waste ordinance of Christiansburg as a framework for
constructing a new Solid Waste ordinance for Vinton
• Issues to consider:
Apartments, multi-units, establishing maximum number of cans.
Reduce entering private property with trucks
Areas of concern - alleys, narrow streets, downtown
Cans per unit
• Trip to Bedford was scheduled to learn about that program. Will make report on this
visit to PW Committee.
Roanoke City Refuse Truck Agreement:
• As mentioned earlier in the meeting, the Committee recommends approval by
Council
Stormwater MS4 Audit update:
• Audit process is more in-depth than annual reports, gone through multiple reviews
that has extended into July
• 2017 Annual Report is due Oct 1; we will work with consultant to complete
Right-of-Way Mowing proposed ordinance update:
• Codify the expectation that R-o-W area adjacent to private property is to be
maintained by owner/resident.
• Concerns the area between the property line and pavement; grassy area from curb to
sidewalk; vegetative growth in sidewalk and curb seams; halfway across alleys.
• Using Roanoke City ordinance as model.
Town Council
Agenda Summary
2
Attachments
None
Recommendations
No action required
Meeting Date
August 21, 2018
Department
Council
Issue
Appointments to Boards/Commissions/Committees
1. Roanoke Valley Regional Cable TV Committee
Summary
The following appointment needs to be considered by Council:
Roanoke Valley Regional Cable TV Committee
Mary Beth Layman’s term expires on the Cable TV Committee on August 31, 2018. She is
interested in being re-appointed to another three-year term beginning September 1, 2018 and
ending August 31, 2021.
Attachments
None
Recommendations
Motion to re-appoint Mary Beth Layman to the Roanoke Valley Regional Cable TV Committee
for a new three-year terms beginning September 1, 2018 and ending August 31, 2021
Town Council
Agenda Summary
Meeting Date
August 21, 2018
Department
Council
Issue
Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (7) of the 1950 Code of
Virginia, as amended, for consultation with legal counsel and briefings by staff members or
consultants pertaining to actual or probable litigation, where such consultation or briefing in
open meeting would adversely affect the negotiating or litigating posture of the public body
concerning the Town’s appeal to an employee grievance determination.
Summary
None
Attachments
Certification of Closed Meeting
Recommendations
No action required
Town Council
Agenda Summary
AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
AUGUST 21, 2018 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