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Home My WebLink About12/6/2016 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, December 6, 2016 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 November 1, 2016 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. BRIEFING 1. Briefing on the Roanoke Valley Resource Authority transportation options. K. ITEMS REQUIRING ACTION 1. Presentation of the June 30, 2016 Comprehensive Annual Financial Report by Brown Edwards & Company, LLP and consider adoption of a Resolution approving and accepting said Report – Anne Cantrell 2. Consider adoption of a Resolution for a change order in the amount of $28,751.80 for the Glade Creek Greenway Phase 1 construction project – Anita McMillan 3. Consider a motion to cancel the December 20, 2016 Council meeting. Matthew S. Hare, Vice Mayor Keith N. Liles, Council Member Sabrina McCarty, Council Member Janet Scheid, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 L. TOWN MANAGER M. FINANCIAL REPORTS FOR SEPTEMBER AND OCTOBER 2016. N. MAYOR O. COUNCIL P. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. Q. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING R. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: December 13, 2016 – 3:00 p.m. – Finance Committee Meeting – Administrative Conference Room December 20, 2016 – 7:00 p.m. – Council Meeting – Council Chambers 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 Meeting Date December 6, 2016 Department Town Clerk Issue Consider approval of minutes of the Regular Council meeting of November 1, 2016 Summary None Attachments November 1, 2016 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, NOVEMBER 1, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Richard W. Peters, Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Tom Foster, Police Chief Chasity Barbour, War Memorial Facilities Manager The Mayor called the regular meeting to order at 7:00 p.m. The Council Member Liles, Council Member Scheid, Vice Mayor Mayor Grose present. After a Moment of Silence, Vice Mayor Hare l the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty announced the Market on November 5th and a Celebration on November 6th 3:00 p.m. at the War Memorial with a ceremony at 1:00 p.m. the upcoming General Assembly Session by Delegate Christopher T. Head. began by first sharing an interesting election story from 1800. Delegate Head next commented about because the budget was planned year by 4.7%. For the last ten years incomes have risen at a 2 balance the budget, they will spend a lot of time discussing what does not get funded. Another item will be a renewed effort on the part of the Governor to expand Medicaid. Delegate Head next commented that the Certificate of Public Need was a part of last year’s session and will be gain this year. This issue will be particularly impactful for the Roanoke Valley. The idea is that a hospital or health care provider that expand would Certificate of Public Need and certain criteria. The argument locally is from Lewis Gale Hospital in that they have been trying for years to put in a neonatal intensive care unit and Carilion is against it. The interesting thing is that you have a not-for-profit hospital in Carilion and a for-profit hospital in Lewis Gale private entity is paying taxes and is run by stockholders that want something, they should be able to do that. If the Certificate is eliminated surgical and imaging centers opening up where you will be able to have procedures done be covered by insurance. They will be less expensive, but they will not ta handle any of the charity care work. If those same procedures are done at Carilion, they will charge Medicaid and the charity work. Another area is the “Go Virginia” was started last year with regard to economic development. This will be delegation from this area saving the Catawba Hospital and getting the Deschutes and Eldor area. As we think regionally about this initiative, it is going to require us to define a region. One of the options is to go with the Blacksburg area through Roanoke and maybe into Bedford. Another option go all the way to Lynchburg. He indicated that would be his choice because of having Liberty University o 3 The next item on the agenda was a presentation of the Presentation Award for the Fiscal Year beginning Department. Town’s Budget for FY 2016-2017 was submitted for the first time this year to the GFOA was awarded on the first submission. Comments were received on comments and continue to submit the budget each year. She then presented the award to Council. The next item on the agenda was a presentation of the 2016 awarded to the Vinton War Memorial. recently held their 30th Awards Banquet on October 6th. The War Memorial was one of six nominated in the Facilities Manager, and showed the award that was presented at the event. The Town Attorney announced the vacation of the Daleview Drive matter that October 18, 2016 meeting will be considered at the November 15, 2016 meeting. The next item on the agenda was a briefing on need for funds to be appropriated from the general revenue fund to linear feet of a ten-foot wide multi- trail. Anita McMillan commented that in October of application in the amount MAP-21 TA Funds. The total estimated cost for the greenway is $526,210. Roanoke C William Byrd High School property. In July of Officials. The Project must be compl allocation expended by October 1, 2020. 4 The grant requires a minimum of 20% local match which is to be funded by the Town and Pathfinders donation from R under the existing Norfolk Southern railroad track of drainage pipe by the Town of $19,500. Ms. McMillan next commented that Phase 1 is now until January 9th Budget was provided with the agenda package. The Resolution will be on the November 15th meeting for Council’s consideration. be a parking lot off of Gus Nicks Boulevard for this Phase. Ms. McMillan responded discussed with Roanoke County, but the details still have to be worked out. Vice Mayor Hare commented that it would have been nice if the bridge work for Phase 1 could have been coordinated to realign and make the sidewalk bigger on the one side. current budget and Ms. McMillan re we will be operating in multiple fiscal years as long start spending funds by October of this year. Pete funds would be coming off the books this the CDBG, so it should balance itself out. Ms. Phase 1 the d and the contribution $20,000 are already in the budget. All of the grant funds are on a reimbursement basis, so we have to spend the money up front. The Mayor asked about the huge bou would be used for traffic control near the trailer park to minimize the issue of illegal dumping climb on. 5 The next item on the agenda was a briefing on a proposed Ordinance amending Chapter 74, “Secondhand Goods” of the Vinton Town Code by adopting Article III, “Precious Metals Dealers,” for conducting business within the Town of Vinton and providing for an effective date. to bring the Town’s C jurisdictions in the Roanoke Valley and the Code of Virginia. Chief Foster ne the proposed pawn brokers located in the Town limits. The Town Attorney commented that this Ordinance is consistent with the model Code. Foster commented that he had not yet spoken with Ordinance is approved, he will make sure the aware of the provisions and will the necessary information and g permitting process. Vice Mayor Hare businesses to be affected have not been made aware of the changes and voice their concerns. that the new pawn shop inquired about the required permit. At Vice Mayor Hare’s request, he would visit with Vinton Pawn to discuss the proposed Ordinance and offer them the opportunity to come to the next Council meeting. The next item on the agenda was to consider adoption of a Manager to execute a Performance Agreement with Waukeshaw De County Economic Development Authority as part of School. Pete Peters first commented on the project by Waukeshaw to invest $10 million into the redevelopment of the property into 80 +/- apartments. 6 collected on the property over a ten year period not to exceed $30,000.00. Council Memb the second WHEREAS. The word “seventy” needs correction. Council Member Scheid asked if we know when the developer will beg starting in late Winter or early Spring. anticipating about 18 months of construction. Vice Mayor Hare made a motion to Resolution as presented seconded by Council Member Scheid by the following roll call voting: Vote 5-0; Yeas (5) – Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution No. 2172 Byrd High School Improvements Project The Mayor commented on the success of the the recent Roanoke Valley-Alleghany Regional Commission annual banquet. Comments from Council: Council Member Liles commented on the Retreat. Council Member McCarty commented on the retreat and the the skateboard park. Council Member Scheid commented on the retreat. She then asked Joey Hiner if he knew when the bridge work on Virginia Hiner commented that they are looking at open. Counci responded that the last construction component is including the Post Office. He expressed thanks keeping the financial records in order. DHCD staff will be initiating the close- 7 submitted. All of this has to be completed by December 31st grand re-opening of the downtown in the Spring. the success of the Trick or Treating. The last item on the agenda was to consider appointments to the Vinton Advisory Committee. The Mayor commented that at the Council Strategic Planning Retreat on October 24, 2016, Council discussed the creation of a new Advisory Committee to Committee. Hearing no other nominations, Cou Bradley Grose, Mayor; Member; Anne Cantrell, Interim Finance Director; Justin Davison, Theresa Fontana, Town Attorney; Tom Foster, Police Chief; Works Director; Fire/EMS; Bruce Mayer, Stephanie Brown-Meade Gary Myers, Barry Thompson, Town Manager and Sherri Winkler. McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Advisory Committee Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk Meeting Date December 6, 2016 Department Administration Issue Briefing on the Roanoke Valley Resource Authority transportation options. Summary Dan Miles with the Resource Authority will give this briefing and answer any questions that Council may have. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date December 6, 2016 Department Finance/Treasurer Issue Presentation of the June 30, 2016 Comprehensive Annual Financial Report by Brown Edwards & Company, LLP and consider adoption of a Resolution approving and accepting said Report Summary Representatives of Brown Edwards have been working with the Town Manager/Treasurer and Interim Finance Director in order to prepare the audited financial statements for the Town. The firm’s responsibility is to express an opinion on these financial statements based on their audit. In their opinion, the general purpose financial statements present fairly in all material respects, the financial position of the Town as of June 30, 2016 and the results of its operations and cash flows of proprietary fund types for the year ended in conformity with generally accepted accounting principles. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 6, 2016 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, Section 15.2-2511 of the 1950 Code of Virginia, as amended, requires that the Town issue annually a report on its financial accounts and records by a third party certified public accountant; and WHEREAS, the Finance Department/Treasurer’s Office worked with an independent third party accounting firm of Brown Edwards & Company, L.L.P.; and WHEREAS, John Aldridge of Brown Edwards & Company has forwarded his firm’s 2016 audit to the Town Council for review; and WHEREAS, the firm’s opinion letter stated that the financial statements present fairly, in all material respects, the financial position of the Town as of June 30, 2016, and the results of the Town’s operations and cash flows of proprietary fund types for the year just ending on June 30, 2016, is in conformity with generally accepted accounting principles. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby receive and accept the Town’s June 30, 2016 audit. 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 6, 2016 Department Planning & Zoning Issue Consider adoption of a Resolution for a change order in the amount of $28,751.80 for the Glade Creek Greenway Phase 1 construction project. Summary On August 16, 2016, Town Council adopted a resolution awarding a bid and authorizing the Town Manager to execute a contract with Combs Land Solution, DBA Summit Contracting, in an amount not to exceed $173,091.00 for the construction of Phase I of the Glade Creek Greenway. The estimated total cost of the Project, which includes engineering, surveying, appraisal, construction, Virginia Department of Transportation (VDOT) fees, and administration services is $262,000.00. The Town received two bids for the project, as follows: Contractor’s Name Bid Amount Submitted 1. Combs Land Solutions, LLC, DBA Summit Contracting $173,091.00 2. Holt, Inc. $220,438.00 The change order was for the following: a 36” pipe structure instead of 24” pipe structure; French drain due to underground seepage; 8” sewer pipe replacement; delivery and additional labor charges. A total change order amount of $28,751.80 was submitted by Summit Contracting. It was reviewed and approved by the engineer, WW Associates and staff. Due to the change order, the total construction cost for the Project is $201,842.80, and is within the allotted overall budget for the Project, which is $262,000.00. Attachments 1. A summary table of the original construction cost and the change order. 2. Resolution. Recommendation Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 6, 2016, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the funding for Glade Creek Greenway Phase 1 has been secured, and the Programmatic Project Administration (PPA) Agreement Extension Addendum between the Virginia Department of Transportation (VDOT) and Town of Vinton was executed on May 31, 2016, with a new expiration date of June 30, 2019; and WHEREAS, Combs Land Solutions, LLC, DBA Summit Contracting, met the bidding specifications and had the lowest bid in the amount of $173,091.00 for the project; and the Town Council awarded a contract to Summit Contracting; WHEREAS, Combs Land Solutions, LLC, DBA Summit Contracting, has submitted a change order in the amount of $28,751.80. WHEREAS, the Town Council has been notified of the change order and has been asked to approve it in the amount of $28,751.80. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the change order for Summit Contracting’s contract dated August 22, 2016, in the amount of $28,751.80. 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 6, 2016 Department Council Issue Consider a motion to cancel the December 20, 2016 Council meeting. Summary None Attachments None Recommendations Motion to cancel Town Council Agenda Summary Meeting Date December 6, 2016 Department Finance/Treasurer Issue Financial Reports for September and October 2016 Summary The Financial Reports for the period ending September 30, 2016 and October 31, 2016 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on November 22, 2016 to discuss these reports and will make a presentation to Council at their Regular Meeting. Attachments September 2016 Financial Report Summary October 2016 Financial Report Summary Recommendations Motion to approve the September and October 2016 Financial Reports Town Council Agenda Summary Financial Report Summary Month Ending September 30, 2016 Revised Adopted YTD MTD YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,629,845 1,162,710 819,323 1,134,774 (27,936)98% Accrued Revenue Adjustment 0 0 Total Adj. Revenues 8,629,845 1,162,710 819,323 1,134,774 (27,936)98% Expenditures 8,629,845 1,892,243 821,888 1,930,959 38,716 102% Revenues over/(under) Expenditures (729,533)(2,565)(796,185) Utility Fund 300 Revenues 3,684,151 690,489 126,426 806,738 116,249 117% Bond Series 2013 0 0 0 0 Operating Revenues 3,684,151 690,489 126,426 806,738 116,249 117% Expenditures 3,684,151 911,182 248,738 764,420 (146,762)84% Bond Series 2013 0 0 0 0 0 Operating Expenditures 3,684,151 911,182 248,738 764,420 (146,762)84% Revenues over/(under) Expenditures (220,693)(122,312)42,318 Stormwater Fund 600 Revenues 299,792 74,948 24,983 74,948 0 100% Expenditures 299,792 72,501 27,607 51,422 (21,079)71% Revenues over/(under) Expenditures 2,447 (2,624)23,526 Total All Funds Revenues 12,613,788 1,928,147 970,732 2,016,460 88,313 105% Expenditures 12,613,788 2,875,926 1,098,233 2,746,801 (129,125)96% Revenues over/(under) Expenditures (947,779)(127,501)(730,341) 11/21/2016 8:36 AM Financial Report Summary Month Ending October 31, 2016 Revised Adopted YTD MTD YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,629,845 1,551,498 389,126 1,523,900 (27,598)98% Accrued Revenue Adjustment 0 0 Total Adj. Revenues 8,629,845 1,551,498 389,126 1,523,900 (27,598)98% Expenditures 8,629,845 2,613,769 676,872 2,607,831 (5,938)100% Revenues over/(under) Expenditures (1,062,271) (287,746) (1,083,931) Utility Fund 300 Revenues 3,684,151 1,148,543 502,670 1,309,408 160,865 114% Bond Series 2013 0 0 0 0 Operating Revenues 3,684,151 1,148,543 502,670 1,309,408 160,865 114% Expenditures 3,684,151 1,179,302 241,912 1,006,333 (172,969)85% Bond Series 2013 0 0 0 0 0 Operating Expenditures 3,684,151 1,179,302 241,912 1,006,333 (172,969)85% Revenues over/(under) Expenditures (30,759)260,758 303,075 Stormwater Fund 600 Revenues 299,792 99,921 24,983 99,930 9 100% Expenditures 299,792 94,421 17,678 69,100 (25,321)73% Revenues over/(under) Expenditures 5,500 7,305 30,830 Total All Funds Revenues 12,613,788 2,799,962 916,779 2,933,238 133,276 105% Expenditures 12,613,788 3,887,492 936,462 3,683,264 (204,228)95% Revenues over/(under) Expenditures (1,087,530) (19,683) (750,026) 11/18/2016 8:49 AM Meeting Date December 6, 2016 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1 Summary Highway Safety Commission Robert Patterson’s term expires December 31, 2016. If Council desires to re-appoint him, he will need to be contacted to see if he is willing to serve again. Planning Commission Dawn Michelsen’s term expires December 31, 2016. If Council desires to re-appoint her, she will need to be contacted to see if she is willing to serve again. Attachments Certification of Closed Meeting Recommendations None Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 6, 2016 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by _________________ and seconded by ____________________ with all in favor. ___________________________________ Clerk of Council