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HomeMy WebLinkAbout2/6/2018 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, February 6, 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 the minutes of the Regular Council meeting of January 16, 2018 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. BRIEFINGS – TOWN MANAGER 1. Briefing on proposed amendment to the Retiree Group Health Insurance Benefit Policy – Donna Collins 2. Briefing on projected revenues for proposed FY2018-2019 budget – Anne Cantrell K. ITEMS REQUIRING ACTION – TOWN MANAGER 1. Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding Personal Property delinquent taxes and Vehicle License Fees over five years old from the active records to a permanent file – Anne Cantrell 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 2. Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding Water and Sewer delinquent bills over five years old from the active records to a permanent file – Anne Cantrell 3. Consider adoption of a Resolution establishing a new Intradepartmental and Interdepartmental Transfer Policy – Anne Cantrell 4. Consider adoption of a Resolution appropriating funds in the amount of $1,126.00 received for scrap metal to the Public Works budget – Joey Hiner 5. Consider adoption of a Resolution establishing a Policy on Attendance and Conflict of Interests Statements for Members of Boards/Commissions/Committees – Town Manager L. TOWN MANAGER M. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee 2. Public Works Committee N. MAYOR O. COUNCIL P. APPOINTMENTS TO BOARD/COMMISSIONS/COMMITTEES Q. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: February 2, 2018 – 8:00 a.m. – Council Strategic Planning Retreat – Vinton War Memorial February 6, 2018 – 7:30 a.m. – Public Works Committee – Public Works Conference Room February 20, 2018 – 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 at least 48 hours prior to the meeting date so that proper arrangements may be Meeting Date February 6, 2018 Department Town Clerk Issue Consider approval of minutes of the regular Council meeting of January 16, 2018 Summary None Attachments January 16, 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, JANUARY 16, 2018, 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 Sabrina McCarty Janet Scheid MEMBER ABSENT: Keith N. Liles STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Treasurer/Finance Director Tom Foster, Police Chief Christopher Linkous, Deputy Chief, Fire/EMS Joey Hiner, Public Works Director William Herndon, Assistant Public Works Director The Mayor called the work session to order at 6:00 p.m. for discussion regarding refuse collection. After brief comments from the Town Manager, he turned the m collection. (A copy of the presentation is on file in the permanent record.) reviewed the details of the Excel spreadsheet provided City with the semi-automated, rear loader with flippers. and the size of the cans. Co that a property owner could have a refuse container and also plastic bags. When the ordinance is updated, that will be a good opportunity to make clearer to understand. After reviewing the slide on the current refuse shift, Mr. service points per week. Each unit in a duplex, triplex and Council Member Scheid asked about the apartment 2 that the Town has a limit of 12 cans that they can collect. Once that limit is exceeded, they are asked to get a private hauler. Domestic waste and office waste is collected up to t The Town does not pick up produced from the actual business. commercial waste. Mr. Gann commented that he had spoken with Public Works in the Town of Bedford when they purchased the flipper truck and cans and better enforce the code. It improved the Town. Mr. Hiner next commented on the points to review in the current ordinance, the recommended enforcement of any new ordinance and commercial collection. Departmen zoning ordinance. The Town Manager commented that the back-up refuse truck is now out of service and we are down to Council voted to move forward with the authorization of the lease purchase, but Council on the type of truck that we need to purchase and whether or not it will have the flippers. Public Works staff has been searching for a truck that would meet our specifications, but have not been able to find one. We need to move forward with the purchase so we can spec out our truck. Also, o current truck had a problem with the brakes were fortunate to be able to get the part locally and get the truck back on the road. agenda items to adjust the agenda to item on the purchase of the truck. 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, Vice Mayor Hare and Mayor Grose present. Council Member Liles was absent. Roll call 3 After a Moment of Silence, Council Member Scheid led the Pledge of Allegiance to the U.S. Flag. Chief Foster made brief comments and then read from Martin Luther King, Jr., “If a man is called to be a street sweeper, he should sweep streets as Michelangelo painted, as Beethoven composed music and as Shakespeare wrote poetry. He should sweep streets so well that the hosts of heaven and earth will pause to did his job well. uplifts humanity, should be undertaken with painstaking excellence.” Under upcoming community events, Debbie Adams announced the following: January 18-Explore Park Public Meeting-Vinton War Memorial and the Star 26th. Under requests to postpone, add to or change the order of agenda items, Vice Mayor Hare made a motion to add under Section L, Item 1 an action item on the purchase of the garbage truck. The motion was the following vote, with all members voting: Vote 4-0- 1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. Added action item on the purchase of the garbage truck. Vice Mayor Hare made a motion to approve the seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 4-0- 1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. Council meeting of January 2, 2018 The Mayor read a Proclamation recognizing the provided exceptional service during the recent adverse weather conditions. The next item on the agenda was a report on the efforts of the Police Department. Chief Foster reported for 2017, calls for service were up 16% and traffic stops were up 84%. Drug arrests were up 187% going from 87 in 2016 to 250 in 2017. O arrests Also, there were 54 DUI arrests in 2016 compared to 90 in 2017. support that his Department receives from Council. 4 Chief Foster read his Memo recognizing Officer Danny Cox as Officer of the Month for December Officer Cox congratulated by Council. The next item on the agenda was a report on the Vinton Volunteer First Aid Crew for December 2017 and which was a part of the agenda package and is on file in the Town Clerk’s Office as a part of the permanent record. Vice Mayor Hare commented on the total work hours of Chief Guffey and his family for the year. The next item on the agenda was a report on the Vinton Volunteer Fire Department for December 2017. Chief Richard Oakes man hours for the month. Josh Parker has returned to night. He and the Town Manager met with a Certified Firefighter in Bedford County and he is waiting for him to meet with Jennifer Sexton of Roanoke County. Chief Oakes next asked Deputy Chief Linkous who was in the month to present to Council. commented on the numbers being the same people and Chief Oakes indicated that he is going to keep up with each individual man hours so he can recognize those who put the most man hours in for the year. The Town Clerk showed the PSAs for the Volunteer Fire Department and Volunteer First Aid Crew that are currently running on RVTV-Channel 3. The next item on the agenda was a briefing on the Interdepartmental Transfer Policy adopted by Council on July 18, 2017. Anne Cantrell commented that the Finance Committee reviewed the current policy at their December 21st the Town Manager is u transfers unless they are Committee. The Committee is recommending that the current department and to move up to $10,000 in budget transfers that exceed $10,000 would approved by Council. presented as an action item at the February 6th meeting. 5 The next item on the agenda was a briefing on a proposed Grant Fund. Anne Cantrell commented that the Town the past two fiscal years and are anticipating additional grant activity in the upcoming fiscal years. In order to is recommending that the Town grant fund from the General Fund. Ms. Cantrell next commented that the Police Department, Greenway, CDBG, Gish’s Mill Study and Fire Department would be moved to this new fund. As new grants are approved, new general ledger numbers will be created in this new fund and go before Council for budget reviewed during the budget process each year and will be included in the budget document to provide guidance to departments on grant procedures. The next item on the agenda which was added was indicated in Town Manager to secure financing for a garbage truck at their December 19th compactor on the back-up truck has failed and the cost to repair it is approximately $80,000. Practically it is not Last Friday there was a problem with the brakes, but we were able to secure the part and make the repair. Our recommendation is to proceed with ordering a truck with our specifications which would give us a lead time whether to order the truck with the flippers or not which would accommodate the trash cans. discussed at great length in holiday weeks where we lose a day, the crew uses two crew worked the holiday yesterday which required us to pay overtime. They are working to secure agreements with other localities for a back- 6 do with the flippers. According to the study the cost will be $32,000 to fit the new truck and the existing truck. The Mayor commented that he supports the trash cans, but he does not feel we are in a position to spend that purchase the truck with the hydraulics retrofitted at a future date and Mr. Hiner responded that we need a semi-automatic truck with flippers. At some perhaps charge a monthly fee. The Mayor further commented that if it is the opinion of Council that we can afford cans at this time he assumed the funds would have to come out of our unappropriated fund balance. Vice Mayor Hare responded that they sell from $155-215,000 depending on the type of can. something we work towards. There was discussion regarding the time it would take to get the truck built and having that time to decide how to pay for the cans. Vice Mayor Hare next commented that asked how long the funds were available. Anne Cantrell responded the funds are in escrow and need to be spent within three months. Council Member McCarty asked the Town Manager and Ms. Cantrell commented that the cans cannot be paid for service levels. Council would need to The Finance Committee recommendation was to spend want to spend those funds and for what purpose. The Town Manager commented that if move forward with the cans and use fund balance that we need to make sure we have our Ordinance updated, how we are going to enforce it. Council Member Scheid commented there is non- be enforced. If we want to move this community forward and be progressive, there is going to have to be some commented that he could support purchasing t 7 on the use of General Fund reserves in the past to make investments in the community that have a pay-back. He would support getting the truck with the flippers. Council Member Scheid made a motion to purchase a semi- purchase of flippers for the back-up truck. The Town Manager asked Mr. Hiner if the truck comes in with flippers and we do not have the cans yet would that affect the way we manually p flippers can be removed and the hydraulics plugged so they are needed. Council Member Scheid asked if her motion needed to include Clerk responded that the original motion is correct, but consensus that we would purchase the cans and that Council would be asked to take action on the funding for them at a later meeting. carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. trash cans meeting Approved the purchase of semi- and the purchase of flippers for the back-up truck The Town Manager regarding the noise variance granted to Avis Construction. He spoke with Mr. Bulls on Friday of last concrete work and would not need an extension of the variance. He indicated that they did not work past 9:00 p.m. during that time becaus adjusted their hours to allow them to work. Under reports from Committees, Vice Mayor Hare commented A proposed Resolution will be brought to Council for consideration in revising the current policy with regard to retiree group health benefits. With our current policy, retirees are given employees who service. This has services where VRS retirement is at age 50. This is a post- 8 be eligible. This benefit ends at age 65 or when the employee is eligible for Medicare or Medicaid. The Committee also discussed having to lien for a piece of property that we demolished and the County sold at a tax sale Council at their next meeting. They also decided on the budget calendar. The Mayor commented on the success of the recent Lunch-N- Management Team meeting. He reminded everyone February 2, 2018. Comments from Council: Council Member McCarty announced that she would be seeking re-election to assistance. Vice Mayor Hare commented o titled “Good to Great” and the fact that we have the right people in the right places. With regard to the upcoming Council think about what we want Vinton to be, what it is right now, what we believe our core services are and why do we exist Next year’s budget is going to be just like this year and it understand why we exist as a Town and what enhanced pay the extra taxes. The next item on the agenda was the request to convene in Closed Meeting, pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion authorized by subsection 1. motion was seconded by Council Member McCarty and Vote 4-0-1; Yeas (4) – Nays (0) – None; Absent (1) - Liles. Council went into Closed Session at 8:30 p.m. At 9:4 approved on motion by Vice Mayor Hare; seconded by Council Member Scheid and carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. 9 Vice Mayor Hare made a motion to appoint Mandy Grose as a full member on the Board of Zoning Appeals to a term beginning January 16, 2018 and ending January 15, 2023. The motion was vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. Appointed Appeals to a term beginning January 16, 2 2023 Council Member Scheid made a motion to re- appoint Barry Thompson to a new four-year term on the Western Virginia Regional Industrial Facility Authority for a new term that February 3, 2022 and to re-appoint Bradley Grose to a new four- Virginia Regional Industrial Facility Authority for a new term that will run from February 4, 2018 to February 3, 2022. The motion was seconded by Vice Mayor Hare voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. new four- Authority for a new term that will run from February 4, 2018 to February 3, 2022 and re-appointed Bradley Grose to a new four-year term as an Regional Industrial Facility Authority for a new term that 2022. meeting; the motion was seconded by Council Member McCarty carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. The meeting APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Human Resources Issue Briefing on proposed amendment to the Retiree Group Health Insurance Benefit Policy Summary The Resolution before you is to amend the Retiree Group Health Insurance Benefit Policy for employees that are retiring from Town service and are in good standing, provided twenty years of service to the Town, and meet all Virginia Retirement System (VRS) requirements for service retirement. The employees would be eligible for the benefit of a flat $200 per month to be paid towards the employee’s Town group health insurance premium until they are eligible for Medicaid and/or Medicare. The previous resolution stated the employee must have at least 25 years of Town service and must be at least 55 years of age. These are not the present requirements for Public Safety personnel. They are required to be at least age 50 and have at least 25 years of service credit in a hazardous duty position. The Resolution presented before you will balance eligibility for all employees. Attachments Proposed Resolution Recommendations No action required Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, FEBRUARY 20, 2018, AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Finance Committee of the Vinton Town Council reviewed the current Resolution No. 1504, adopted on January 6, 2004, regarding group health insurance benefits to employees retiring from Town service; and WHEREAS, the Finance Committee recommends that all employees retiring from Town service who are in good standing, have at least twenty (20) years of Town service and meet all Virginia Retirement System (VRS) requirements for service retirement be eligible for the benefit of a flat $200 per month to be paid towards the employee’s Town group health insurance premium until they are eligible for Medicaid and/or Medicare; and WHEREAS, the Vinton Town Council was briefed on the proposed change to said Policy at its meeting on February 6, 2018; and WHEREAS, it is the intent of Council that this new Retiree Group Health Insurance Benefit Policy supersede and replace any previous version of this Policy. NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the Retiree Group Health Insurance Benefit Policy to become effective immediately and said Policy supersedes and replaces any previous version. This Resolution adopted on motion made by _________________, seconded by ______________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Finance/Treasurer Issue Briefing on projected revenues for proposed FY2018-2019 budget Summary The Finance Director/Treasurer will give a presentation on the projected revenues. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date February 6, 2018 Department Finance/Treasurer Issue Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding Personal Property delinquent taxes and Vehicle License Fees over five years old from the active records to a permanent file. Summary According to State Code Section 58.1-3940, collection of local taxes is only enforceable for five years following December 31 of the year for which such taxes were assessed. All efforts were made by the Treasurer’s Office to collect the delinquent taxes, including reporting them to the State Debt Set-Off Program. 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, FEBRUARY 6, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton is maintaining records of outstanding Personal Property delinquent taxes for 2012 in the amount of $5,217.79; and WHEREAS, the Town of Vinton is maintaining records of outstanding Vehicle License Fees for 2012 in the amount of $11,826.04; and WHEREAS, the personal property taxes and vehicle license fees are over five years old and collection is no longer enforceable by Section 58.1-3940, of the 1950 Code of Virginia as amended; and WHEREAS, the Treasurer’s Office/Finance Department has made all efforts to collect on these balances and has turned them over to collections and the State of Virginia Debt Set- Off Program. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby direct the Treasurer/Finance Director to have the outstanding accounts removed from the active records and placed in a permanent file where, if the opportunity arises, the accounts may be collected. This Resolution adopted on motion made by ________________, seconded by ____________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Finance/Treasurer Issue Consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding water and sewer delinquent bills over five years old from the active records to a permanent file. Summary As of December 31, 2017, the water and sewer accounts over five years old and inactive have been deemed uncollectible in the amount of $10,016.96. All efforts have been made to collect the delinquent water and sewer bills, including submitting them to debt set-off program for collection. The delinquent listings are available in the Treasurer’s office and will be maintained in the event that an opportunity should arise to collect one of these outstanding accounts. 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, FEBRUARY 6, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton is maintaining records of outstanding water and sewer accounts from 2012; and WHEREAS, as of December 31, 2017 the water and sewer accounts over five years old and inactive have been deemed uncollectible in the amount of $10,016.96; and WHEREAS, the Finance Department has made all possible efforts to collect on these outstanding balances, including the submitting of these accounts to the debt set-off program. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby direct the Treasurer/Finance Director to have the outstanding amounts removed from the active records and placed in a permanent file where, if the opportunity arises, the accounts may be collected. This Resolution adopted on motion made by ________________, seconded by ____________, with the following votes recorded: AYES: NAYS: APPROVED: _____________________________ Bradley E. Grose, Mayor ATTEST: __________________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Finance/Treasurer Issue Consider adoption of a Resolution establishing a new Intradepartmental and Interdepartmental Transfer Policy Summary Council was briefed on this new policy at their January 16, 2018 meeting. The Finance Committee is recommending that Council adopt the Resolution approving the new policy to be effective immediately and said policy will supersede and replace any previous version. 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, FEBRUARY 6, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Finance Committee of the Vinton Town Council has reviewed the Intradepartmental and Interdepartmental Transfer Policy adopted by Council on July 18, 2017 by Resolution No. 2207 and has recommended changes to said Policy; and WHEREAS, the Vinton Town Council was briefed on the proposed changes to said Policy at its meeting on January 16, 2018; and WHEREAS, it is the intent of Council that this new Policy supersede and replace any previous version. NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: 1. The Town Manager is authorized to approve all intradepartmental transfers in an amount not to exceed $10,000 per occurrence; and 2. The Town Manager is authorized to approve interdepartmental transfers in an amount not to exceed $10,000 per occurrence with approval from the Finance Committee; and 3. All intradepartmental and interdepartmental transfers that exceed $10,000 per occurrence must be presented and approved by Council; and 4. This policy will be reviewed by the Finance Committee on a fiscal year basis and with any changes to management; and 5. This Policy will become effective immediately and supersedes and replaces any previous version. This Resolution adopted on motion made by ___________ and seconded by ____________with the following votes recorded: AYES: NAYS: APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: _______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Public Works Issue Consider adoption of a Resolution appropriating funds in the amount of $1,126.00 received for scrap metal to the Public Works budget. Summary A check in the amount of $1,126.00 has been received from D. H. Griffin Wrecking Company, Inc and deposited in Revenue Account 200.1901.001 Recoveries and Rebates. This check is for scrap metal property from the Public Works Department. It is necessary to appropriate the $1,126.00 to Public Works Operating Budget Account Number 200.1221.350 Public Works Administration, Maintenance and Repairs Building. 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, FEBRUARY 6, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton had scrap metal property from the Public Works Department through D. H. Griffin Wrecking Company of Virginia; and WHEREAS, the revenue received from the scrap metal has been received into the Revenue Account 200.1901.001– Recoveries and Rebates in the amount of $1,126.00; and WHEREAS, in order that the money can be used for building needs and repair work in the Public Works Department, it is necessary for the Vinton Town Council to appropriate the funds from the Revenue Account 200.1901.001 – Recoveries and Rebates to the Public Works Operating Budget Account Number 200.1221.350 Town Garage, Maintenance and Repairs Building. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER: 200.25100 Appropriations $1,126.00 200.25000 Estimated Revenue $1,126.00 FROM REVENUE: 200.1901.001 Recoveries and Rebates $1,126.00 TO EXPENDITURE: 200.1221.350 Maintenance & Repair Building $1,126.00 This Resolution adopted on motion made by Council Member______ , seconded by Council Member ___________________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ______________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Administration Issue Consider adoption of a Resolution establishing a Policy on Attendance and Conflict of Interests Statements for Members of Boards/Commissions/Committees Summary Council discussed during a recent briefing regarding the current Highway Safety Commission that a policy be established regarding the attendance of members to Boards/Commissions/ Committees. Staff has also recommended that a policy also be established with regard to the requirement for members of certain Boards/Commissions/Committees to complete Conflict of Interests Statements by a specific deadline each year. Attachments Policy Resolution Recommendations Motion to adopt Town Council Agenda Summary TOWN OF VINTON, VIRGINIA POLICY ON ATTENDANCE AND CONFLICT OF INTERESTS STATEMENTS FOR MEMBERS OF BOARDS/COMMISSIONS/COMMITTEES Purpose: The Town of Vinton established this Policy on Attendance and Conflict of Interests Statements for anyone appointed by Town Council to a Board, Commission or Committee. Attendance: Any member appointed by Town Council to a Board, Commission or Committee is expected to attend at least 75% of regularly scheduled meetings held within any calendar year. The Chairperson of the Board, Commission or Committee shall notify the Clerk of Council by December 1st of each year of any absences exceeding the standard of this policy during the prior eleven months. The Clerk shall send a non- attendance letter to the individual informing them that they must respond to the letter within 10 days of receipt with either a plan to attend meetings or a resignation. If no response is received, the non-attendance letter will serve as their official resignation. Conflict of Interests Statements: Any member appointed by Town Council to a Board, Commission or Committee that is required by Section 2.2.3115 of the 1950 Code of Virginia, as amended, to complete any Conflict of Interests Statements must file said Statements with the Clerk by the due date established by the Virginia Conflict of Interest and Ethics Advisory Council. If any member fails to file said Statements by the deadline, the Clerk shall send a letter to the individual informing them that their failure to meet the filing deadline will result in an automatic resignation. The Clerk shall report these findings to Town Council at a Council meeting, typically in closed session. Town Council may override the implied resignation and extend the appointment if extenuating circumstances so dictate. This policy shall apply to all Boards, Commissions or Committees, provided however, that if State law or Town Ordinance addresses attendance requirements in an alternative manner, such law shall prevail over this policy. Adopted by Resolution No. ____ by Town Council this ____ day of February, 2018. RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, FEBRUARY 6, 2018, AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, Council desires to establish a Policy on Attendance for any member appointed by Town Council to a Board, Commission or Committee; and WHEREAS, Council also desires to establish a Policy on Conflict of Interests Statements for any member appointed by Town Council to a Board, Commission or Committee that is required by Section 2.2.3115 of the 1950 Code of Virginia, as amended, to complete any Conflict of Interests Statements. NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the attached Policy of Attendance and Conflict of Interests Statements for Members of Boards/Commissions/Committees to become effective immediately. This Resolution adopted on motion made by _________________, seconded by ______________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: Susan N. Johnson, CMC, Town Clerk Meeting Date February 6, 2018 Department Finance/Treasurer Public Works Issue Reports from Council Committees: 1. Finance Committee 2. Public Works Committee Summary The Finance Committee met on February 1st and will make a report to Council. The Public Works Committee will meet on February 6th and will make a report to Council. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date February 6, 2018 Department Council Issue Appointments to Boards/Commissions/Committees Summary The following appointment needs to be considered by Council: Roanoke Valley Greenway Commission Vice Mayor Hare has resigned from the Greenway Commission effective February 2, 2018. We have received an application from Rob Lyon of Dillon Drive who is interested in being appointed to the Greenway Commission to complete the unexpired term ending June 30, 2019. Attachments None Recommendations Motion to appoint Town Council Agenda Summary