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Home My WebLink About12/1/2015 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, December 1, 2015 AGENDA Consideration of: A. 6:00 p.m. - WORK SESSION 1. Continuation of briefing on the Virginia Pollutant Discharge Elimination Systems (VPDES) Permit Program. B. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider approval of the minutes for the following: a. Regular meeting of November 3, 2015 b. Regular meeting of November 17, 2015 c. Special Called meeting of November 23, 2015 G. AWARDS, RECOGNITIONS, PRESENTATIONS H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution approving the financing of a new 2016 Freightliner M2/Ampliroll AL100S Hooklift Truck with Dump Body through VML/VACo Finance. Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr., Council Member Sabrina McCarty, Council Member Janet Scheid, Council Member 311 South Pollard Street Vinton, VA 24179 2 K. FINANCIAL REPORT FOR SEPTEMBER 2015 L. MAYOR M. COUNCIL 1. Comments from Council Members N. CLOSED MEETING 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. 2. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding prospective candidates for appointment as Interim Town Manager as authorized by subsection 1. O. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING P. ADJOURNMENT NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. 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. NEXT TOWN COUNCIL MEETINGS/COMMITTEES: December 14, 2015 – 3:00 p.m. – Finance Committee meeting – Finance Department Conference Room December 15, 2015 - 6:00 p.m. – Reception for Christopher S. Lawrence, Town Manager - Municipal Building lobby followed by Regular Council Meeting at 7:00 p.m. – Council Chambers Meeting Date December 1, 2015 Department Planning & Zoning Issue Continuation of briefing on the Virginia Pollutant Discharge Elimination Systems (VPDES) Permit Program Summary The VPDES Permit Program seeks to limit pollutant discharges to waterways by issuing permits for discharges of stormwater from Municipal Separate Storm Sewer Systems (MS4s). The Virginia Stormwater Management Program (VSMP) permits discharges of stormwater from construction activities. The VPDES Permit Program requires a Total Maximum Daily Load (TMDL) Action Plan for impaired waterways. Based on population density, the VPDES MS4 permit requirement was mandated for the Town beginning in March 2003. The permit cycle runs for five years: 2003-2008; 2008-2013, and 2013-2018. As of July 1, 2014, the Town, like the rest of the MS4s localities, became the VSMP authority, which means the Town is responsible for accepting and administering the VSMP permit application for construction activities in addition to enforcing the new SWM regulations. Both the MS4 and VSMP permits require an annual report to be submitted by October 1st of each year. The MS4 permit renewal must be submitted by April 1st, 60 days prior the expiration of the current 5-year MS4 permit. The initial/2003 MS4 permit fee was $600.00. The MS4 permit reissuance fee in 2013 was $4,000.00, which was in addition to the annual MS4 permit maintenance fee of $3,000.00. Additionally, by July 1, 2015, under the VSMP and MS4 permits program requirements, a TMDL Action Plan for E. Coli reduction in the Roanoke River, Tinker and Glade Creeks and a TMDL Action Plan for Sediment reduction in the Roanoke River must be and have been prepared. Attachment Power Point Presentation VA DEQ VPDES Permit Program Flowchart List of MCM and BMP Recommendations No action required Town Council Agenda Summary TOWN OF VINTON’S VIRGINIA POLLUTANT DISCHARGE ELIMINATION SYSTEM (VPDES) PERMIT PROGRAM October 20, 2015 Virginia Pollutant Discharge Elimination System (VPDES) Permit Program •Municipal Separate Storm Sewer Systems (MS4s) Permit •Virginia Stormwater Management Program (VSMP) – Construction Activities •Total Maximum Daily Load (TMDL) Action Plans for Impaired Waterways Vinton’s Physically Interconnected MS4s and Receiving Waters Physically Interconnected MS4s - City of Roanoke - Roanoke County - Virginia Department of Transportation (VDOT) Impaired Receiving Waters Glade Creek Tinker Creek Wolf Creek Roanoke River MS4s Minimum Control Measures (MCMs) – Enhanced in July 2014 1.Public Education and Outreach on Stormwater Impacts 2.Public Participation and Involvement 3.Illicit Discharge Detection and Elimination 4.Construction Site Stormwater Runoff Control 5.Post-Construction Stormwater Management in New Development and Redevelopment 6.Pollution Prevention/Good Housekeeping 1. Public Education & Outreach - BMPs Regional efforts since 2003: City of Roanoke, Roanoke County, Clean Valley Council, and Roanoke Valley Television. Three High-Priority Water Quality Issues Selected: Bacteria, Sediment, and Nutrients. Stormwater Educational Resources, Programs, and Publications Review Development and Distribution of Stormwater Educational Materials Stream School Seminars Stormwater Educational Programs/Activities Stormwater Public Awareness Program 2. Public Participation and Involvement - BMPs Storm Drain Marking Program: Schools, Organizations, and Businesses Clean-up and Environmental Events: Annual Clean Valley Day and Waterways Clean-up, Earth Day, E-Recycling, Annual Drug Take Back Event, etc. Staff/Citizen Representatives in Environmental Organizations MS4s General Permit and Annual Reports Posted on Vinton’s website 3. Illicit Discharge Detection & Elimination - BMPs A Town-wide Storm Sewer System Map: Roanoke County CommIT—GIS Division Town/County Illicit Discharge Ordinance: Amended Ordinance to Meet Current State Requirements Pending MS4s Outfalls Inspections: 36 True Outfalls to be Inspected – Dry-Weather Screening Illicit Discharge Program to Minimize Illicit Discharge: Detect, Identify, and Address Non-Stormwater Discharges 4. Construction Site Stormwater Runoff Control - BMPs Roanoke County has been the Town’s ESC Program Administrator Since February 1984 ESC Ordinance: Amended Ordinance Pending ESC Employees Certification – Roanoke County ESC & SWM Employees are Certified ESC Plan Review ESC Inspection ESC Compliance & Enforcement 5. Post-Construction SWM in New Development & Redevelopment - BMPs MOUs between ROCO and TOV in Place Since July 2013 – Plan Reviews and Inspection Services SWM Ordinance Manual SWM Plan Review SWM Facility Construction Inspection SWM Facility Post-Construction Inspection Program SWM Facility Tracking: 49 SWM BMP Facilities 6. Pollution Prevention/Good Housekeeping - BMPs Spill Prevention Control & Countermeasures Plan Storm Sewer Systems Maintenance Program Public Street Sweeping & Leaf Collection Programs Training Program for Town Employees Household Hazardous Waste Event Standard Operating Procedures (SOPs) – April 2014 Stormwater Pollution Prevention Plans (SWPPPs) Nutrient Management Plan (NMP) High-Priority Town Facilities Name of High-Priority Facility Activities that Make It High-Priority High Potential of Discharging Pollutants (Yes or No) Reasons for High Potential/Or Not Scheduled SWPPP Development 1. Public Works Building: Fueling Center; Parking Areas; Storage Areas; Garage/Service Bay; Workshop/Maintenance Area 2. Outdoor Storage of Construction Materials 3. Road Salt and Vehicle/Equipment Storage 4. Organic Materials Collection Site 5. Vehicles/Equipment Storage Fueling Area; Parking Areas; Inside/Outside Storage Areas; Vehicle/Equipment; Maintenance Area Outdoor Storage Storage of salt and vehicle/equipment Outdoor storage Indoor and outdoor storage Yes Yes Yes Yes Yes Fueling activities; parking areas; storage areas; vehicle/equipment maintenance; Outdoor storage of construction materials Chemical and storage of vehicle/equipment Organic leachate Storage of vehicles/ equipment By July 1, 2015 By July 1, 2016 By July 1, 2016 By July 1, 2017 By July 1, 2017 Map of Public Works Facilities SWPPP for Public Works Facilities Completed as of September 2015 – Facility # 1: Fueling Center Main Facility Parking Areas Secondary Containment Area Vehicle Maintenance Bay Workshop Area Site Map – Public Works Storm Sewer Systems Fueling Station Town Vehicle Parking Area Secondary Containment Enclosure Garage/Service Bay Garage/Service Bay Remaining Facilities SWPPP to be Completed •Outdoor Storage of Construction Materials – Facility # 2 •Road Salt and Vehicle/Equipment Storage – Facility # 3 •Organic Materials Collection Site: Leaf/Dead Animals – Facility # 4 •Vehicles/Equipment Storage – Facility # 5 TMDL Action Plans Reduction Plans Completed July 1, 2015, as Required for E. Coli and Sediment. E. Coli Reduction in the Roanoke River, Tinker Creek, & Glade Creek Sediment Reduction in the Roanoke River PCB Action Plan to be completed by July 1, 2016. TMDL Action Plans - BMPs BMPs Developed to Address Both E. Coli and Sediment Reductions Initial Stream Assessment Enhanced Public Education and Outreach Town Facilities Assessments and Corrections Enhanced Illicit Discharge Detection & Elimination Program ESC Enhanced Enforcement Dog Waste Stations Onsite Sewage Disposal System Ordinance Stream Buffers Street Sweeping VSMP Program Construction Activities Permit Issuance and Administration Effective July 1, 2014 Currently TOV is the VSMP Program Authority and Administrator One Active Permit – Downtown Vinton Branch Library Annual Report Authority and Administration Transfer to ROCO—Pending TC WS on VDPES Permit Programs Page 1 Figure 1. Receiving Waters for the Town of Vinton Watershed Hydrologic Unit Waters (Estimated in Acres) Glade Creek RU13 Glade Creek 711 Roanoke River RU14 Roanoke River 148 Tinker Creek RU13 Tinker Creek 489 Wolf Creek RU14 Roanoke River 663 Table 1. Town of Vinton Watersheds HUC’s, Impaired Receiving Waters, and Drainage Areas inside Town of Vinton TC WS on VDPES Permit Programs Page 2 The Town has several local creeks that have a TMDL completed at the time when the MS4 permit was issued. The creeks, associated pollutants, and waste load allocations are listed below. Tinker Creek Watershed Glade Creek 8.78E+10 cfu/year Tinker Creek 3.42E+11 cfu/year Roanoke River Watershed Roanoke River 3.32E+10 cfu/year Roanoke River Watershed Roanoke River 119.3 tons/year Table 2. Wasteload Allocations for the Town of Vinton Watershed with Completed TMDLs Town of Vinton VPDES MS4 Permit VAR040026 Numerous BMPs within each of the MCM have been modified and updated by the Town to address the new program requirements as of July 1, 2014. This program has been revised by identifying at least three (3) high-priority water quality issues: sediment, bacteria, and nutrients. MCM 1: PUBLIC EDUCATION AND OUTREACH ON STORMWATER IMPACTS BMP 1-1. Stormwater Educational Resources, Publications, and Programs Review BMP 1-2. Development and Distribution of Stormwater Educational Materials BMP 1-3. Stream School Seminars – Stream Monitoring and Education BMP 1-4. Stormwater Educational Programs and Activities BMP 1-5. Stormwater Public Awareness Programs BMP 1-6. Town of Vinton Stormwater Webpage where Citizens Can Obtain Information Concerning the Town’s Stormwater Management Program, Ordinances, Design Guidelines, Contact Information, Educational Programs, and Links to Other Organizations and Web Sites MCM 2: PUBLIC PARTICIPATION AND INVOLVEMENT BMP 2-1. A Storm Drain Marking Program TC WS on VDPES Permit Programs Page 3 BMP 2-2. Cleanup and Environmental Events to Bring Attention to Current Stormwater Issues BMP 2-3. Staff and Citizens Representatives in Regional Environmental Organizations BMP 2-4. Post Town’s VSMP MS4s General Permit Registration Statement and Annual Report on the Town’s website for Citizen Access MCM 3: ILLICIT DISCHARGE DETECTION AND ELIMINATION BMP 3-1. A Town-wide Storm Sewer System Map BMP 3-2. The Town’s Illicit Discharge Ordinance BMP 3-3. MS4 Outfall Inspections BMP 3-4. Illicit Discharge Detection and Elimination Program MCM 4: CONSTRUCTION SITE STORMWATER RUNOFF CONTROL BMP 4-1. Erosion and Sediment Control Ordinance BMP 4-2. Erosion and Sediment Control Certification BMP 4-3. Erosion and Sediment Control Plan Review BMP 4-4. Erosion and Sediment Control Inspection BMP 4-5. Erosion and Sediment Control Compliance and Enforcement MCM 5: POST-CONSTRUCTION STORMWATER MANAGEMENT IN NEW DEVELOPMENT AND REDEVELOPMENT BMP 5-1. Stormwater Management Ordinance and Manual BMP 5-2. Stormwater Management Plan Review BMP 5-3. Stormwater Management Facility Construction Inspection BMP 5-4. Stormwater Management Facility Post-Construction Inspection BMP 5-5. Stormwater Management Facility Tracking BMP 5-6. Strategies to Encourage Long-Term Maintenance of Single Family Residential Structure Stormwater Control Measures TC WS on VDPES Permit Programs Page 4 MCM 6: POLLUTION PREVENTION/GOOD HOUSEKEEPING BMP 6-1. Spill Prevention Control and Countermeasures (SPCC) Plans BMP 6-2. Storm Sewer Systems Maintenance Program BMP 6-3. Public Street Sweeping and Leaf Collection Programs BMP 6-4. Training Program for Town Employees BMP 6-5. Household Hazardous Waste Event BMP 6-6. Standard Operating Procedures BMP 6-7. Stormwater Pollution Prevention Plans (SWPPPs) for Municipal Facilities BMP 6-8. Nutrient Management Plan BMP 6-9. Responsible Land Disturber Meeting Date December 1, 2015 Department Town Clerk Issue Consider approval of minutes for the following: a. Regular meeting of November 3, 2015 b. Regular meeting of November 17, 2015 c. Special Called meeting of November 23, 2015 Summary None Attachments November 3, 2015 minutes November 17, 2015 minutes November 23, 2015 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, NOVEMBER 3, 2015, 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 Janet Scheid Sabrina McCarty MEMBERS ABSENT: I. Douglas Adams, Jr. STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anita McMillan, Planning & Zoning Director Donna Collins, Human Resources Director Gary Woodson, Public Works Director Jeff Dudley, Interim Police Chief Mary Beth Layman, Special Programs Director Chad Helms, Lieutenant-Fire Joey Hiner, Assistant Public Works Director The Mayor called the regular meeting to order at 7:00 p.m. The Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present Council Member Adams was absent. Moment of Silence, Council Member Scheid l Pledge of Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty first commented on the success of December 3rd State of the Town on November 19th at 8:00 a.m. at the War Memorial, sponsored by the Vinton Chamber. The opening of the new Vinton Branch of the Roanoke County Library will be on November 18th at 10:00 a.m. and November 17th is the State of the County. 12:00 p.m. to 3:00 p.m. at the War Memorial. Under awards, recognitions and presentations, who are veterans and presented them Certificate— Mayor Grose. Ms. Collins next names of the other employees who are veterans— 2 Pittman, Chris Linkous and John Hobbs and thanked them for their service. The Town Manager made brief comments and Development. The next item on the agenda was a briefing on the petition of Old School Partners, LLC, Authorized Agent, for a rezoning of the former R School Property, from R-2 Residential to Mixed Use Map Number 060.16-09-39.00 and 40.00. The Town Manager first commented that David Hill, Philip and Greg Rhodes, two Planning Commission meeting several weeks ago. Mr. Hill began his Power Point presentation and first commented that he has the seven goals for building the loft apartments. Next, a slide was shown of the c Mr. Hill indicated that the biggest cha with the restoring of the old windows. There are 21 upstairs will remain as a community open space. Additional slides were shown of the building and Mr. removed. A number of trees would remain intact on school grounds because of being He will attempt to get additional informatio old paved playground at the back of the building will be turned into parking. hope to get the project 3 The next slides showed drawings that were a part of the Planning Commission packet. commented that this is the new mixed-use district and it has been very useful in developing a site plan. If the ordinance requirements. The mixed- allows them to undertake a historic preservation front lawn intact. Also, if they are not going to put in conventional parking, they are required to look shown identifying 59 on-street spaces within 200 feet of the site and 159 on- feet of the site. would be able to get 28- property. There will be a back door and an elevator put in the building at the location of the old principal’s office and they propose to put hand access to that part of the building. There will be 11 diagram on the alley, for a total of 29 spaces. attended. One of the suggestions was to angle the parking. Also, they originally had some courtyards on the side towards Jefferson Street and after the meeting they realized they were not a great water. a couple of courtyards in the front yard and the ones on the Jefferson Street side being were removed. outside. They plan to have a very subtle ramp handicapped residents floors. The steps i formal stairway up front as it is today. slide showed the wall with the signage of Roland E. Cook Lofts. 4 Historic Places which will allow them to develop the property with historic tax credits. in the application for the rezo successful. There are some items t would not do if they were not trying to National Register and preserving the allowed to upgrade the HVAC and electrical systems. the lofts in the Town in this neighborhood. The school. Also, it is for people big yards and who are tired of taking care of them, but want a really nice, high amenity easier to take care of as well as those who wasn’t a place with an as well as empty nesters. Anita McMillan responded that they did contact AEP an amenity for the residents. and would be health club kind of activities or catering. Council Member photo that is older with more detail on the windows, 1950s and the 1970s. The Mayor asked about apartments. Mr. Hill commented that they will be up market with nice finish 5 top floor are tall enough that they can get a mezzanine loft in those. Hearing on this matter will be on the November 20th meeting on November 5th for their Public Hearing. The next item on the agenda was a briefing on Roanoke Gas Company. commented that John D’Orazio, President and CEO of Roanoke Gas was present, the commented that essentially Back in 1996, it began which is shared between the Roanoke and the Town. between the three localities by taking the total dollar Grantee’s gas sales in the three localities. An Ordinance has also been in place since 1996 which covers items such as insurance requirements, right-of-ways. advertise for bids and so the notice will accept bids from other gas companies. Unless at the next meeting will be to approve this proposed non-exclusive, so there cou that we could award a franchise to have to run their own lines. phenomenal work in repairing the cuts they make in the roads. Anita McMillan also commented that her anytime she needs assistance. commented that the three localities met. Mr. D’Orazio also commented that Chris Morrill with Roanoke City basically came back and said that what they are 6 The Mayor thanked Council and staff for a successful strategic planning retreat. thanked the Veterans and reminded everyone of the event this coming Sunday. Member Scheid and Vice Mayor Hare expressed thanks for the Veterans, welcomed Mr. Peters and c Council Member McCarty welcomed Mr. Peters and requested an parking lot. The Town Manager responded t had received a which will be presented to Council for action at their next meeting. Vice Mayor Hare made a motion to adjourn the regular Council Member Scheid and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Adams. The regular adjourned at 8:04 p.m. Regular meeting adjourned After a brief recess, the work session began at 8:13 relates to Washington Avenue. The Town Manager began by commenting that strategic planning retreat, Council wanted to review the three Washington Avenue. The Plan that dates back to 2004 has changed over time in specific areas. He showed Washington Avenue. service-related downtown. This Plan specifically targeted to get out to the War Memorial to tie it back getting it to Mountain View. It mentioned that the Wash land uses, as well as the fast- lot of language about land use. The Corridor Plan was a very transportation focused 7 revitalization, the commercial façade grant program and However, it did prompt the start of changes to the future land use of properties from the War Memorial up to the Pizza Shop residential properties had a lot of potential commercial use since they are located on a four- lane highway. Anita McMillian commented during the process of consultant the s then will be considered. other than a library. growth of Vinton depending on redefining the role of commercial infill opportunities. Vice Mayor Hare asked what type of businesses fall includes some businesses such as barber shops and hair salons. Other businesses that may be for more personal services would require a Special Use Permit. There was discussion some time ago about creating another district called residential business (RB), but it never went far enough to go to Council for consideration. the Town’s property. T parking and we types of uses that we wanted. help develop properties on Washington Avenue into advantageous for the town. He does not know if the going in there or not. that most of the issues have been related to the change of use and 8 further comments were made that there is plenty of pressure in the area, but there is an issue with water flow. In response to manager commented that staff will always work with the area. The Town Manager asked if Council wanted staff to working with the County on that corner property and maybe the larger 11 acres there or do they want bring the proposal back for public input and their consideration. The Mayor commented to get the public involved. If we started the process how long this process would take. Manager, using Roland E. Cook a commented that once we have a rezoning process would take about three months. However, it would probably take the County approximately three to six months prior to that point to secure the buy before the Board of Supervisors. property. Once a buyer is identified, Town Council would consider a rezoning request and solicit public vision of the Comprehensive Plan and go through a relates to any impacts on the adjacent public property and neighborhood. 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, NOVEMBER 17, 2015, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor I. Douglas Adams, Jr. Sabrina McCarty MEMBERS ABSENT: Matthew S. Hare, Vice Mayor Janet Scheid STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anita McMillan, Planning & Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Jeff Dudley, Interim Chief of Police Gary Woodson, Public Works Director Chris Linkous, Fire/EMS Captain Chad Helms, Lieutenant – Fire Joey Hiner, Assistant Public Works Director The Mayor called the work session to order at 6:00 p.m. for a briefing on restructuring of the Fire/EMS Department. The Town Manager began by commenting that with the current staffing, Chris Linkous is the Fire and EMS Captain and he serves as the department head and is over all the Town station captains, but does not have a ranking position over them. With the new 24-hour shift, Captain Linkous is available less than nine days in a 28-day cycle and it has become increasingly difficul to handle department head respo budgeting and special projects. The proposal is to change the current title of Captain to Deputy Chief, but maintain the same Captain Linkous currently has. This title Chief not be directly in charge of the day to day operations continue to handle those responsibilities. Chief, Captain Linkous will go back to a 12-hour shift working each week. He will be supported by 2 Lieutenants. This schedule will maintain the same number of people and one of the 12- firefighters will be moved to the 24-hour shift. The Deputy Chief will become the 8th pe him m responsibilities. Also, Chief Ben Cook who recently retired was our Emergency Services Coordinator and as well. The Town Manager next commented that the benefits be controlled by the Town, of rank to have interaction with volunteers. It will also employees to rise through rank structure from medic, paramedic, lieutenant and captain. would not have an impact to the current budget. The plan is to implement the restructuring on January 18, 2016 which is the start of the next 28- and corresponds with g academy. This will also get them through Lieutenant John Hobbs retirement at the end of the year and any interviewing and hiring process. This information will employees. The next item on the work session was a Planning and Investment (OIPI) Urban Development Areas (UDA) Planning Grant. apply for and receive the UDA Planning Grant. The agreement was executed in September and the two consultants that will be working with Town staff are DC and Renaissance Planning Group in Richmond. Since September they 3 Additionally, eight property/business owners were contacted and have agreed to serve. Other County. The kick- November 30th branch and t eight months. Development area and we will have a Public Hearing to receive public comments. package. existing zoning and subdivision ordinance. The Town Manager commented on the Memorial that have been put up with the assistance of Mark Frye with Creative Occasions along with the old “Happy Holidays” sign that has been refurbished and placed on the front lawn. Anita McMillan met with PGF Site Superintendent decided to greenway is t We are commented that when retention was preparing to do the greenway plan, they stated that we would have to letter of amendment because located in the floodway. After meeting with Roanoke along as we balance the project by taking out the fill materials and putting in the same materials, it will be waived. County GIS staff is doing the plat to show where the donated easement will be from the old William Byrd High School to Gus Nicks Boulevard t cost. Supervisors on October 8th for their consideration. It as early as April or May if we can bi March. 4 The Town Manager also commented that the house at 123 Gus Nicks Boulevard has been demolished by the property owner. After a brief recess, the Mayor called the regular meeting to order at 7:00 p.m. The called the roll with Council Member Adams, Council Member McCarty, and Mayor Grose present Council Member Scheid and Vice Mayor Hare were absent. After a Moment of Silence, Council Member Adams l U.S. Flag. Roll call Under upcoming community events, Council Member McCarty November 19th at 8:00 a.m. is the State of the Town at the War Memorial and December 3rd Christmas Parade and the Breakfast Lions Club will be having their annual spaghetti dinner beginning at 5:00 p.m. November 20th November 21st Snowflake Craft Show on November 21st Senior Center. The Vinton Chamber’s open house will be on December 10th. Doug Forbes announced from the audience that the December 5th from 10:00 a.m. to 2:00 p.m. which will include a silent auction and refreshments. Council Member McCarty made a motion to approve the Consent Agenda as presented motion was seconded by Council Member Adams voting: Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. Approved minutes for Regular meeting of October 20, 2015, Planning Retreat of October 28, 2015 Council Member McCarty read the Memo from Chief Dudley naming October. B congratulated. The next item on the agenda was to consider public comments Property, from R- 5 business uses, at 412 S. Poplar Street, Vinton, Tax Map Number 060.16-09-39.00 and 40.00. The Mayor opened the Public Hearing at 7:11 p.m. Anita McMillan briefly commented on the staff report that was a part of the agenda package. This is a pilot p was held on October 12th The Planning Commission held their Public Hearing to approve the request with the proffered conditions as submitted by the petitioner staff did receive an email from Jim Peters in support items were included with the agenda package. Ms. McMillan next commented that classification, off- application that they can have at least 27-29 parking 59 off-street there are more than 159 off-street that can be provided for the development. Doug Rodriguez of V favor of the rezoning request. that there will be 25 parking spaces available on the property. He reviewed a Power Point presentation showing the steps of the public process floors who are handicapped. He mention the trees that will remain which All four of the partners of the petitioner were present at the meeting. Member McCarty all spoke in favor of the rezoning. The Mayor closed the Public Hearing at 7:27 p.m. Council Member Adams made a motion to adopt the Public Hearing opened Public Hearing closed Adopted Ordinance No. 966 approving the petition of Old School Partners, LLC, Authorized Agent, for Cook School Property, from R-2 Development (MUD) to convert to 21 6 by Council Member McCarty and carried by the following roll call vote, with all member Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. business us 060.16-09-39.00 and 40.00 The next item on the agenda was to consider public comments regarding a proposed ordinance to grant a twenty (20) year Gas Franchise to Roanoke Gas Company commencing on January 1, 2016. The Mayor opened the Public Hearing at 7:28 p.m. The Town Attorney commented that this agreement every year and is for 20 years. attended the Roanoke City Council meeting value the relationship with the town customers. Having received no public comments, the Mayor closed the Public Hearing at 7:30 p.m. Council Member McCarty the Ordinance as presented; seconded by Council Member Adams voting: Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. Public Hearing opened Public Hearing closed Adopted Ordinance No. 967 approving a Compan 1, 2016 The next item on the agenda was to consider adoption of a Resolution approving the one-time formalizing the agreement between the two parties. The Town Manager com The church has requested a financial contribution to assist in the maintenance and re one-half (1/2) of their cost in a one-time payment of Contribution Agreement. The agreement does not obligate the town to any future payments. 7 Council Member Adams asked about the agreement being for 12 months, but the payment being a one- time. At the end of the 12 months could they come t does not obligate us to make a payment every year. Council Member Adams made a motion to adopt the Resolution as presented; by Council Member McCarty Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. approving the one-time payment of t parties. The next item on the agenda was to consider adoption of a Resolution County Friends of the Library for street lighting. The Town Manager commented that already received the $6, Friends of the Library. The Mayor will recognize them publically tomorrow comments as part of the grand opening. Some type Resolution is needed to appropriate the funds. Council Member McCarty the Resolution as presented; seconded by Council Member Adams voting: Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. Adopted Resolution No. 2121 appropriating funds in the amount of County Friends of street lighting The Town Manager formally announced his resignation Deputy Town Manager for Community Development comments and stated that his las January 1, 2016. Also, the Mayor, Council Member comments. The next item on the agenda was a review of the Financial Report for September 2015. commented that considered at the next Council meeting. The Mayor commented on the State of the County and the Town employees United Way Kick- 8 commented on the new Vinton CARES Committee that departments. The next item was the appointment of Theresa 2015. for the record and for audit purposes. Council Member Adams Fontana as the Town Attor January 1, 2015, the motion was seconded by Council Member McCarty Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. Appointed Town Attorney retroactive to January 1, 2015 Comments from Council Members: Council Member Adams who attended the meeting tonight. upcoming special called meetings to interview prospects for the Chief of Police position. Pastor Ricardo Rodriguez Church with Pastor Booth at the guest speaker. Council Member Adams made a motion to adjourn the Council Member McCarty following vote, with all members voting: Vote 3-0; Yeas (3) – Adams, McCarty, Grose; Nays (0) – None; Absent (2) – Scheid, Hare. The meeting was APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk MINUTES OF A SPECIAL MEETING OF VINTON TOWN COUNCIL HELD AT 6:15 P.M. ON MONDAY, NOVEMBER 23, 2015 IN THE TOWN MANAGER CONFERENCE ROOM OF THE VINTON MUNICIPAL BUILIDNG, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr. Sabrina McCarty MEMBERS ABSENT: Janet Scheid STAFF PRESENT: Christopher S. Lawrence, Town Manager Jeff Dudley, Interim Police Chief The Mayor called the meeting to order at 6:15 p.m. The Town Manager called the roll with Council Member Adams, Council Member McCarty, Vice Mayor Hare and Mayor Grose present. Council Member Scheid was absent. Vice Mayor Hare made a motion that Council go into a Closed Meeting pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, as amended, for discussion and interviews of prospective candidates for Chief of Police. The motion was seconded by Council Member Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, McCarty, Hare, Grose; Nays (0) – None; Absent (1) - Scheid. Council went into Closed Meeting at 6:17 p.m. At 8:36 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Council Member Adams, seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, McCarty, Hare, Grose; Nays (0) – None; Absent (1) - Scheid. Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, McCarty, Hare, Grose; Nays (0) – None; Absent (1) - Scheid. The meeting was adjourned at 8:37 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Acting Town Clerk Meeting Date December 1, 2015 Department Finance Issue Consider adoption of a Resolution approving the financing of a new 2016 Freightliner M2/Ampliroll AL100S Hooklift Truck with Dump Body through VML/VACo Finance. Summary At a regular Council Meeting on May 5, 2015, Resolution No. 2106 was adopted authorizing the Town Manager to execute a contract with Mid-Atlantic Waste Systems in the amount of $133,099.00 for a new 2016 Freightliner M2/Ampliroll AL100S Hooklift Truck with Dump Body. The Resolution also authorized for the application for the lease for the financing through VML/VACo Finance for said purchase. The Purchase Order to Mid Atlantic Waste Systems was issued on May 14, 2015 in the amount of $133,099.00 authorizing for the build of the vehicle. The Public Works Director has been notified that the delivery date of the vehicle will be mid-December. Upon the notification, an application was submitted for the financing through VML/VACo Finance for the purchase. Bids were received on the financing on November 24, 2015 and an anticipated closing date has been set for December 10, 2015. Financing information was shared with the Finance Committee at the November 18, 2015 committee meeting. Attachments Resolution No. 2106 Preliminary Date Service Schedule Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary Preliminary VML/VACo Finance - Equipment Leasing Program Town of Vinton, Virginia Series 2015 Equipment Lease Dated Date: 12/10/15 Debt Service Schedule Fiscal Coupon Principal Coupon Interest Periodic Fiscal Outstanding Yr Date Payment Rate Payment Debt Service Debt Service Debt 2016 12/10/2015 - - - - 136,599.00 6/10/2016 13,190.25 1.55%1,058.64 14,248.90 14,248.90 123,408.75 2017 12/10/2016 13,292.48 1.55%956.42 14,248.90 - 110,116.27 6/10/2017 13,395.49 1.55%853.40 14,248.90 28,497.79 96,720.78 2018 12/10/2017 13,499.31 1.55%749.59 14,248.90 - 83,221.47 6/10/2018 13,603.93 1.55%644.97 14,248.90 28,497.79 69,617.54 2019 12/10/2018 13,709.36 1.55%539.54 14,248.90 - 55,908.18 6/10/2019 13,815.61 1.55%433.29 14,248.90 28,497.79 42,092.57 2020 12/10/2019 13,922.68 1.55%326.22 14,248.90 - 28,169.89 6/10/2020 14,030.58 1.55%218.32 14,248.90 28,497.79 14,139.32 2021 12/10/2020 14,139.32 1.55%109.58 14,248.90 14,248.90 - . 136,599.00 5,889.95 142,488.95 142,488.95 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 1, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, Resolution No. 2106 was adopted by Council on May 5, 2015 authorizing the Town Manager to execute a contract with Mid-Atlantic Waste Systems in the amount of $133,099.00 for a new 2016 Freightliner M2/Ampliroll AL100S Hooklift Truck with Dump Body and to apply for lease financing through VML/VACo Finance for said purchase; and WHEREAS, the Purchase Order to Mid Atlantic Waste Systems was issued on May 14, 2015 in the amount of $133,099.00 authorizing for the build of the Truck and it is anticipated that the delivery date will be mid-December; and WHEREAS, an application was submitted to VML/VACo Finance for the lease purchase and bids were received for said financing on November 24, 2015 with Carter Bank and Trust submitting the winning bid with an interest rate of 1.55% fixed for five (5) years. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: 1. The Town hereby determines to finance the Project through Carter Bank and Trust in accordance with the proposal dated November 24, 2015. The amount financed shall not exceed $136,599.00, the annual interest rate (in the absence of default or change in tax status) shall not exceed 1.55%, and the financing term shall not exceed five (5) years from closing. 2. All financing contracts and all related documents for the closing of the financing (the “Financing Documents”) shall be consistent with the foregoing terms. All officers and employees of the Town are hereby authorized and directed to execute and deliver any Financing Documents, and to take all such further action as they may consider necessary or desirable, to carry out the financing of the Project as contemplated by the proposal and this resolution. 3. The Finance Director is hereby authorized and directed to hold executed copies of the Financing Documents until the conditions for the delivery of the Financing Documents have been completed to such officer's satisfaction. The Finance Director is authorized to approve changes to any Financing Documents previously signed by Town officers or employees, provided that such changes shall not substantially alter the intent of such documents or certificates from the intent expressed in the forms executed by such officers. The Financing Documents shall be in such final forms as the Finance Director shall approve, with the Finance Director’s release of any Financing Document for 2 delivery constituting conclusive evidence of such officer's final approval of the Document’s final form. 4. The Town shall not take or omit to take any action the taking or omission of which shall cause its interest payments on this financing to be includable in the gross income for federal income tax purposes of the registered owners of the interest payment obligations. The Town hereby designates its obligations to make principal and interest payments under the Financing Documents as "qualified tax-exempt obligations" for the purpose of Internal Revenue Code Section 265(b)(3). 5. The Town intends that the adoption of this resolution will be a declaration of the Town’s official intent to reimburse expenditures for the project that is to be financed from the proceeds of the financing described above. The Town intends that funds that have been advanced, or that may be advanced, from the Town’s general fund, or any other Town fund related to the project, for project costs may be reimbursed from the financing proceeds. 6. All prior actions of Town officers in furtherance of the purposes of this resolution are hereby ratified, approved and confirmed. All other resolutions (or parts thereof) in conflict with this resolution are hereby repealed, to the extent of the conflict. This resolution shall take effect immediately. 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 December 1, 2015 Department Finance/Treasurer Issue Financial Report for September 2015 Summary The Financial Report for the period ending September 30, 2015 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on November 18, 2015 to discuss this report and will make a presentation to Council at their Regular Meeting. Attachments September 30, 2015 Financial Report Summary Recommendations Motion to approve the September 2015 Financial Report Town Council Agenda Summary Meeting Date December 1, 2015 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. Summary Board of Zoning Appeals Allen Kasey’s term expires January 16, 2016. He has not been contacted to see if he is willing to serve again. Carolyn Fidler has resigned effective October 10, 2015. Council needs to consider someone to complete her term which will expire on February 20, 2016. Planning Commission Robert Patterson’s term expires on December 31, 2015. Mr. Patterson has been contacted and is willing to serve again. In lieu of the resignation of Christopher Lawrence, Town Manager, Council will need to consider his replacement on the following: Finance Committee, Public Safety Committee, Comprehensive Economic Development Strategy (CEDS), Greater Roanoke Transit Company, Roanoke Regional Partnership, Roanoke-Valley Alleghany Regional Commission Executive Committee, Roanoke Valley Regional Cable TV Committee, Roanoke Valley Resource Authority and the Western Virginia Regional Industrial Facilities Authority Attachments Boards/Commissions/Committees Summary Recommendations No action required Town Council Agenda Summary 1 BOARD OF ZONING APPEALS NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION FAIR HOUSING BOARD (DISSOLVED BY ORDINANCE NO. 928 ON 11/6/12) HIGHWAY SAFETY COMMISSION NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION PLANNING COMMISSION NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION 2 FINANCE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION PUBLIC SAFETY COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION PUBLIC WORKS COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION STORMWATER CITIZENS ADVISORY COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION 3 CLEAN VALLEY COUNCIL NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY (CEDS) NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION GREATER ROANOKE TRANSIT COMPANY NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE REGIONAL PARTNERSHIP NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY – ALLEGHANY REGIONAL COMMISSION EXECUTIVE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION 4 ROANOKE VALLEY GREENWAY COMMISSION NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY TRANSPORTATION PLANNING ORGANIZATION (TPO) NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION ROANOKE VALLEY RESOURCE AUTHORITY NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION WESTERN VIRGINIA REGIONAL INDUSTRIAL FACILITY AUTHORITY NAME ADDRESS INITIAL APPOINTMENT EXPIRES ACTION 1 Meeting Date December 1, 2015 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding prospective candidates for appointment as Interim Town Manager as authorized by subsection 1. Summary None Attachments Certification of Closed Meeting Recommendations Reconvene and adopt Certification of Closed Meeting Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 1, 2015, 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