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HomeMy WebLinkAbout2/7/2017 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, February 7, 2017 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 17, 2017 G. INTRODUCTIONS BY STAFF H. AWARDS, PRESENTATIONS, PROCLAMATIONS 1. Presentation of CRS Plaque to the Town of Vinton for its significant accomplishments as a participant of the National Flood Insurance Program and entering into the Community Rating System (CRS) – Zane Hadzick 2. Introduction of new Paramedic/Firefighter Kelly Stoots and recognition of Paramedic/ Firefighter Corey Gee in achieving his Paramedic certification – Deputy Chief Chris Linkous 3. Officer of the Month for December 2016 and announcement of promotion of Sergeant Fabricio Drumond to the rank of Captain –Chief Tom Foster I. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. J. PUBLIC HEARING 1. Consideration of public comments regarding the petition of Rachel Robertson for a Special Use Permit (SUP) for a Home Occupation for a Personal Service Business to operate a small pilates exercise studio at 1345 Duke Drive, Tax Map Numbers 61.18-01-06 & 07, zoned R-1 Residential District. a. Open Public Hearing • Report from Staff – Karla Turman Bradley E. Grose, Mayor 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 • Receive public comments • Council discussion and questions b. Close Public Hearing c. Council to consider adoption of an Ordinance K. TOWN ATTORNEY L. BRIEFINGS 1. Update on the offer by Sarah A. & Henry J. Brabham, IV to gift to the Town of Vinton a 0.555 acre of an existing private road and a stormwater best management facility consisting of 2.855 acres, both located between Niagara Road and Vinyard Road in the Town of Vinton – Mary Ann Brenchick M. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution appropriating $18,000.00 received from the Department of Criminal Justice Services for the purchase of a Mobile Services Community Unit– Chief Tom Foster 2. 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 3. 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 4. Consider adoption of a Resolution approving an Undeveloped Right-of-Way Vacation Policy – Barry Thompson N. TOWN MANAGER O. MAYOR P. COUNCIL Q. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: February 7, 2017 – 5:30 p.m. – Finance Committee Meeting–Administrative Conference Room February 13, 2017 – 3:00 p.m. – Finance Committee Meeting–Administrative Conference Room February 21, 2017 – 7:00 p.m. – Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date February 7, 2017 Department Town Clerk Issue Consider approval of minutes of the regular Council meeting of January 17, 2017 Summary None Attachments January 17, 2017 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 17, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Finance Director/Treasurer Tom Foster, Police Chief Joey Hiner, Public Works Director Karla Turman, Associate Planner/Code Enforcement Officer Donna Collins, Human Resources Director Mary Ann Brenchick, Deputy Director of Public Works, General Services/Stormwater Division The Mayor called the regular meeting to order at 7:00 p.m. The Council Member Liles, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. Roll call After a Moment of Silence, Council Member McCarty l Flag. Under upcoming community events, Council Member McCarty High School is February 3rd. Council Member Scheid made a motion to approve the motion was seconded by Vice Mayor Hare and voting: Vote 5-0; Yeas (5) – Approved minutes of the regular The next item on the agenda was the recognition of L Director, shared some of the co-workers’ comments from the nomination forms. The Mayor then 2 placed in the display cabinet in the Municipal Building lobby. The next item on the agenda was a report on the December and a recap of 2016. Chief Guffey gave marked up 486 out of 456 possible hours for 106% with a unit in service 100% of the time. The medic truck was marked up for 82% and a BLS Unit for 18% handled 85 of those calls for 79%. The fractile response time was 8.49 with 1,915 man the month. With regard to December, the truck was marked up 759 out of 480 possible hours for 158%. A unit was in service 102% of the time (which included the holiday shift that they covered). The m was marked up for 93% and a BLS Unit for 7% They responded to 98 out of 115 calls and handled 90 of those calls for 85%. The fractile response time was 8.55 with 2,038 man hours for the month. For the year, the truck was marked up 6, 5,688 possible hours for 113 % service 99.68% with the medic truck marked up for 85% and a BLS Unit for 15%. They r 1,139 out of 1,455 calls and handled 1,074 of those calls for 73%. The fractile response time was 8.87 with 20,285 man hours for the year. The total man hours over the five-year period were 102,000. Chief Guffey next commented on the mileage of each of the ambulances and vehicles of the Crew, man hours. As of today, they have 43 Tickle as one of the newest members. Chief Guffey responded there is not. explained the application process. Chief Foster next introduced Josh Murray, a will graduate in June. Chief Guffey another new First Aid member. 3 Joey Hiner introduced Mary Ann Brenchick, the Services for Public Works. The next item on the agenda was the consideration its business of operating a radio station on a water 070.08-01-01.10- Virginia, said Lease Agreement to be for a one- year period with no more than four additional one- year renewal terms. p.m. on January 12, 2017. Town staff, representatives of WVJT and the Town Attorney, for their consideration. comments. Manager of WVJT, f station they would be broadcasting would be playing oldies. The main station in Bedford that it studies, finish the filing with the FCC and proceed tank. water tank. Mr. Hiner commented that since the last meeting he had information. It is not uncommon to attach to water tanks, but his concern was that there would be no not get in the way of access of their employees in maintenance at the tank site. Public Hearing opened 4 Mr. Murray commented that the engineering study would be provided before any work is done. Mr. Hiner responded no and any issues with access for their personnel would Council Member Scheid next asked if there would be a limit on how many antennas could be put on the tank. Mr. Hiner responded that they were the first to ask and future requests as they come up. stations, so if another station wanted to go on the tank, there could not be any interference between either station. Other considerations would be how many the tank could hold as well as maintaining the appearance of the site. Authority does have antennas on their tanks. commen signed they have a and the Town would insured. would it still be 106.9. Jeff Parker, the engineer, responde change, which Roanoke. The frequency that the translator will be on is 101.9. Due to FCC rules, translators that station. The translators contour signal coverage area. Mr. Parker next commented that the security issue would be no problem and that he maintains about 25 radio stations, one of which is in the Channel 7 building. He expressed appreciation for getting this matter to this point. Hearing no other comments, the Mayor closed the Public Hearing at 7:30 p.m. Vice Mayor Hare made a motion to Public Hearing closed 5 seconded by Council Member Liles and carried by the following roll call voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution No. 2183 authorizing the Town Manager to execute a Tank Space Lease Agreement with WVJT, LLC for space at 945 3rd Street The next item on the agenda was a briefing on the Undeveloped Right-of-Way Policy. policy concerning the closure of right-of-ways. She, along with staff, has reviewed the current policy and recommended changes. One change was to make it clear that this Policy is for undeveloped right-of-ways or what is considered paper streets with the Town. It does not mean that right-of- complicated. The To removed all of the procedures petitioner will be Value of the right-of- approved by Town Council. This gives Council the discretion that if the vacation will be of benefit to the Town it can be done free of charge. The petitioner will also pay the costs related to the process. She commented that she removed the procedures right-of- procedures under Virginia Code as to how they are vacated. It if is a platted, it is vacated under Section 15.2-2272 which is done by Ordinance with a Public Hearing. There is a different procedure to follow if a right-of-way may have been put into place before our subdivision ordinance was approved back in the 1940’s. This is due to the fact that back then the term “dedication by plat” that the right-of-way was not become the property of the Town in fee simple unless they were formally approved by the Town or be that there are these right-of- the Town does not own in fee simple. 6 other situation and a mechanism to charge for staff time to review a plat or process paper work. The Town Attorney commented that usually falls under Planning and Zoning as an application fee. The they current there is no charge for a right-of- application. The Town Attorney further commented application fee. It does require the petitioner to pay any costs for that and the appraised value of the right-of- Council Member Scheid would be adopted by a Resolution adopted by a Resolution. Clerk responded that any policies desk. Any policies that are adopted by Council are permanent record. public records vacating the right-of-way. the next agenda for action by Council. The next item on the agenda was a briefing on petition of Rachel Permit (SUP) for a Home Occupation for a Personal Numbers 061.18-01-06.00-0000 and 061.18-01- 07.00-0000, zoned R-1 Residential District. K has requested to hold a residence. She provided Council with view of the property and mentioned that there were participants would park. conditions: o hour for private or semi-private classes; t 7 a.m. and 12 noon; two (2) evenings per week between the hours of 4 p.m. and 7 p.m. and a total of total of no more than 15 hours per week. pict to Council and further commented easily handle the one to may be there. anything from the neighbors. Ms. Turman responded that they had not, but that the letter was just Public Hearing will be February 2nd with the Council Public Hearing on February 7th. She does not see that this is an intrusive use of the property with only one or two being there at the time. Council Member Scheid next commented that 15 hours per week up to two clients per in that neighborhood per week. large garage. They did receive a lot of calls when it was being built, but he was within th requirements. Council Member Liles asked if there were any other classes like this or any other neighborhoods that we have done something similar like this. Ms. Turman commented that she does not know of any that have classes, but there are a few neighborhoods that have hair salons in their homes which are also personal service businesses. They have received no complaints regarding those. The Mayor Planning staff sends out more required. Ms. Turman responded that was correct because they community to do so. The next item on the agenda was to consider Department to reallocate budget to adjustments during the fiscal year commented that with the budget. With these changes, they around how positions 8 has reviewed these changes and the end of the year projections. They are recommending making these revisions and moving departments that do not necessarily have the funding. This would also financial statements more meaningful when we report how departments are doing in the year-to- date budget. Council Member Scheid made a motion to adopt the seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. Adopted Resolution No. 2184 allowing during the fiscal year The next item on the agenda was to consider adoption of a Resolution allowing the allowing the ge Grant, they had $100,000 that they w to issue as Revolving Loans to bu area. As principal and interest payments come in, they can loan them out again. At the present time there is not track payments. They are requesting give the authority to create a restricted monitor these payments and allow them to DHCD on an annual basis, which requirement of the grant. The Town Manager commented that the payments from the loan recipients tracked, but now they will be placed restricte proceeds. A Program Income Plan had to be set up with the CDBG for the close-out. close-out process, there was a question whether this program income would have to be reimbursed to DHCD. pay it back, but we now checking account. Vice May 9 back into the community. The Town Manager commented that the Program can be reviewed and changed at any time. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Scheid Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution No. 2185 allowing the allowing the Town Treasurer/ ledger account to track and restrict the use of Community Development Block Grant Program funds The next item on the agenda was to consider adoption of a Resolution Marketplace Fairness Act. first commented that R adopted this Resolution and their Manager Chris area and requested the support of their governing bodies. package. After comments and further discussion, Council indicated following changes: Om WHEREAS to read “ passed for action, and 2017 is now the opportunity for the new Congress to move the session”. Vice Mayor Hare made a motion to adopt the Resolution as amended; th seconded by Council Member Liles and carried by 5-0; Yeas (5) – Grose; Nays (0) – None. support of the Act, as amended The Town Manager commented that with regard to the Braham’s that was tabled in November, a meeting has been scheduled with staff tomorrow to review the matter to Council at their February 7th not it can be discussed in Closed Session. 10 With regard to the further appeal to FEMA regardi submit back to FEMA. Pete Peters attended the GRTC Board meeting today that they started last Monday and we will be getting information back and meeting at information is received, we will be reviewing it with the Finance Committee. for the STAR Route and they voiced the concerns provided them statistical information. The Board did not take any action on the unlimited STAR pass, but would Sherman Stovall and Carl Palmer to their next meeting on March 20th. The Mayor expressed his thanks to everyone who was involved in the recent snow removal attended. Under comments by Council, Council Member Liles also Department would be Sgt. Byrd responded that stocked with first- responded that the light has bee recently, but they would check have put a traffic light study in the CIP fiscal year. regard to the light at Clearview, the Bank has had to put up a “No Through Traffic” sign. She Police Department for everything that they do. 11 heard from the Brewery that since they have opened, the businesses downtown have told them they are seeing increased foot traffic. from the recent Public Safety Committee meeting: (a) the archery program and Chief Foster is working on a regarding a decrease in the fee for transport and he system. The fees will be made up in February; (c) commente made earlier in the year on a request local jurisdictions to create a task force that would internally investigate any instances of an officer- involved shooting. At that time they best option would be to stick with the State Police the State Police and (d) commented that being the Center had turned out to be a wise decision. the upcoming budget cycle that it might be a good some strategic planning on where we are going to go with our garbage and recycling progr Council Member Scheid commented that the Litter discussed reviewing our current ordinances. They also discussed an education component and then relate to these items. They w soon. Committees, Vice Mayor Hare ma re-appoint Carolyn Fidler, Roy G. McCarty, Jr. and Doug Adams for new three- 2020; the Member Scheid call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) Reappointed McCarty, Jr. and Doug Adams to the three- 12 Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Nays (0) – None. The meeting was adjourned at APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk Meeting Date February 7, 2017 Department Planning and Zoning Issue Presentation of CRS Plaque to the Town of Vinton for its significant accomplishments as a participant of the National Flood Insurance Program and entering into the Community Rating System (CRS) Summary In 2015, the Town of Vinton submitted a letter of interest to the Federal Emergency Management Agency (FEMA) in regards to joining the Community Rating System (CRS) program. Being a part of the CRS would allow our residents and businesses to receive a discount on their flood insurance premiums. In February, 2016, we submitted an application and all relevant documents for review. The Town was notified in June, 2016, that we had enough points to enter the program with a CRS Classification of 8, pending FEMA approval. A Class 8 designation allows a ten percent (10%) discount of flood insurance premiums. In December, 2016, the Town was contacted by FEMA regarding the presentation of the CRS Plaque to the Town of Vinton. Zane Hadzick, Mitigation Planning Specialist with DHS/FEMA Region III will be at the meeting to make this presentation. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date February 7, 2017 Department Fire & EMS Issue Introduction of new Paramedic/Firefighter Kelly Stoots and recognition of Paramedic/ Firefighter Corey Gee in achieving his Paramedic certification Summary Deputy Chief Linkous will be present at the meeting to make the introduction and recognition. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date February 7, 2017 Department Police Issue Officer of the Month for December 2016 and announcement of promotion of Sergeant Fabricio Drumond to the rank of Captain Summary Officer Andrew DiCarlo was selected as Officer of the month for December. Chief Foster will read his Memo and recognize Officer DiCarlo at the meeting. Sergeant Fabricio Drumond has been promoted to the rank of Captain. Chief Foster will present Captain Drumond with his new badge and ID at the meeting. Attachments None Recommendations Recognize Officer DiCarlo and Captain Drumond Town Council Agenda Summary Meeting Date February 7, 2017 Department Planning and Zoning Issue Consideration of public comments regarding the petition of Rachel Robertson for a Special Use Permit (SUP) for a Home Occupation for a Personal Service Business to operate a small pilates exercise studio at 1345 Duke Drive, Tax Map Numbers 61.18-01-06 & 07, zoned R-1 Residential District Summary During Town Council work session held on January 17, 2017, members were briefed on Ms. Rachel Robertson’s petition. Under the Town’s zoning ordinance, a Pilates studio is considered to be a personal service business. Per Article IV. District Regulations. Division 2. R-1 Residential District, in order to operate a personal service business in this district, a Special Use Permit (SUP) would have to be applied for and granted. On February 2, 2017, the Planning Commission held a public hearing to consider comments regarding the petition. The Planning Commission voted unanimously to recommend approval to Town Council, with the following conditions being proffered by the petitioner: 1. One (1) to two (2) private clients per hour for private or semi-private classes. 2. Two (2) to three (3) mornings per week between the hours of 9 a.m. and 12 noon 3. Two (2) evenings per week between the hours of 4 p.m. and 7 p.m. 4. A total of no more than 15 hours per week Two adjoining property owners; Mr. Boyd Shorter, 1319 Duke Drive; and Mr. Hildrey Pollard, 1371 Duke Drive voiced their concern regarding the existing traffic in the neighborhood from school buses, cut-through traffic, and school events. They felt that their concern was addressed after hearing the proposed request and the limited number of clients being proposed. Attachment Ordinance Recommendations Conduct Public Hearing Motion to adopt Ordinance Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, FEBRUARY 7, 2017, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE to approve the petition of Rachel Robertson for a Special Use Permit (SUP) to operate a small Pilates studio at 1345 Duke Drive, Tax Map Number 061.18-01-06 and 061.18-01- 07, zoned R-1 Residential District. WHEREAS, on January 17, 2017, at the regularly scheduled meeting of Town Council, the Council members were briefed on the Special Use Permit (SUP) request; and WHEREAS, pursuant to the provisions of Section 15.2-2204 of the Code of Virginia, as amended, the legal notice for the public hearings has been advertised in The Vinton Messenger, and the adjoining property owners have been notified; and WHEREAS, the Planning Commission held a public hearing on February 2, 2017, and voted unanimously to recommend that the petition of Rachel Robertson for the SUP be approved with the proffered condition as submitted; and WHEREAS, the Vinton Town Council held a public on February 7, 2017. NOW, THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia that the petition of Rachel Robertson for a Special Use Permit (SUP) to operate a Pilates studio at 1345 Duke Drive, Vinton, Virginia, Tax Map Numbers 061.18-01-06 and 061.18-01-07, zoned R-1 Residential District, be approved with the following proffered conditions submitted by the Petitioner, and which the Council of the Town of Vinton, Virginia hereby accepts. Rachel Robertson, the Petitioner, voluntarily proffers the following four (4) conditions: 1. One (1) to two (2) private clients per hour for private or semi-private classes. 2. Two (2) to three (3) mornings per week between the hours of 9 a.m. and 12 noon 3. Two (2) evenings per week between the hours of 4 p.m. and 7 p.m. 4. A total of no more than 15 hours per week. This ordinance is adopted on motion made by and seconded by , with the following votes recorded: AYES: NAYS: 2 APPROVED: Bradley E. Grose, Mayor ATTEST: __________________________________ Susan N. Johnson, Town Clerk Meeting Date February 7, 2017 Department Public Works Issue Update on the offer by Sarah A. & Henry J. Brabham, IV to gift to the Town of Vinton a 0.555 acre of an existing private road and a stormwater best management facility consisting of 2.855 acres, both located between Niagara Road and Vinyard Road in the Town of Vinton Summary A detailed outline of the pro's and con's of accepting (or not accepting) the gift parcels was created for your review and consideration of the following: Parcel 1- Private Road and Parcel 2 - Stormwater Management Facility. Attachment Memo from Mary Ann Brenchick, Deputy Director Public Works, Stormwater/General Services, dated January 27, 2017 Recommendations Public Works and Planning Staff recommend "not accepting" Parcel 1 or Parcel 2. Town Council Agenda Summary Lancerlot/OTB Stormwater Management Facility, 11/9/16 Page 1 of 2 M E M O R A N D U M TO: Members of Vinton Town Council CC: Barry Thompson, Town Manager/Treasurer Susan Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Pete Peters, Assistant Town Manager/Economic Development Director Joey Hiner, Public Works Director Anita J. McMillan, Planning and Zoning Director FROM: Mary Ann Brenchick, Deputy Director Public Works, Stormwater/General Services DATE: January 27, 2017 SUBJECT: Parcel 1 - Private Road between Vinyard Road and Niagara Road Parcel 2 - 1110 Vinyard Road Stormwater Management Facility (SWMF) After meeting with Barry, Joey, and Anita, we have thoroughly reviewed the previous correspondence to Town Council, specifically two memos from Anita McMillian, dated February 19, 2016 and November 9, 2016. Our goal is not to reiterate the details of those memos, but simply provide a pro and con outline for your review and consideration. Our administrative team went on to compile the following list of the pros and cons for your consideration of "accepting or not accepting" the proposed gift of two parcels from the Brabham Family: Parcel 1 - Private Road between Vinyard Road and Niagara Road, commonly referred to as the "Brabham Bypass" Pro (for acceptance of the gift) 1. Provide additional access for the community and visitors with an alternative connector between Vinyard Road and Niagara Road. Con (for non-acceptance of the gift) 1. The private road was not built to VDOT road standards which would deteriorate quicker than the other public roadways. 2. The private road not built to standards adversely affects any ability to receive revenue sharing funds for maintenance. 3. The private road lacks separation from upper parking lot area for appropriate roadside drainage ditching for approximately 100 linear feet. 4. No roadside drainage exists at this time, except for the culvert crossing at the right-of- way line at the intersection with Niagara Road. 5. The approximate cost to upgrade this 383 linear feet private road to meet the minimum VDOT standards, is including road drainage is $85,000 to $90,000. (383 LF x $225/LF). Lancerlot/OTB Stormwater Management Facility, 11/9/16 Page 2 of 2 Parcel 2 - 1110 Vinyard Road Stormwater Management Facility (SWMF) Pro (for acceptance of the gift) 1. Possible inclusion of our roadside stormwater management may be advantageous, but require a full stormwater engineering analysis for the combined watershed areas – Engineering services fee will be incurred. Con (for non-acceptance of the gift) 1. The physical location of the private section is not in the best area for street drainage; therefore, a combined design of the existing private and public drainage would need to incorporate two very different design standards – Engineering services fee will be incurred. 2. A costly precedent will be set for future gift requests from other commercial and residential privately owned SWMF (we currently have 45 other privately owned stormwater facilities in the Town of Vinton). 3. The maintenance cost for the private SWMF would be approximately $13,200/annually. (Based on comparable SWMF at the War Memorial) or $14,200 (Based on a Fall 2016 invoice for our half of the costs for the Vinton Business Center). 4. A more comprehensive review of all private SWMF and other stormwater infrastructure/maintenance costs would be part of a potential Stormwater Utility Fee Feasibility Assessment. With all due respect and appreciation of the gift offer, the Town of Vinton Public Works and Planning staff recommend "not accepting" the Parcel 1 or Parcel 2 from the Brabham Family. Should you have any questions and/or need additional information pertaining to this matter, please feel free to give me a call at 983-0646 or email me at mbrenchick@vintonva.gov. Meeting Date February 7, 2017 Department Police Issue Consider adoption of a Resolution appropriating $18,000.00 received from the Department of Criminal Justice Services for the purchase of a Mobile Services Community Unit Summary The Department of Criminal Justice Services has approved a grant for the Police Department in the amount of $20,000.00 to include an in-kind match of $2,000.00, to be paid by the Vinton Police Department out of the Fuel and Maintenance and Training line items. This funding, if approved by Council, will be used to purchase a Mobile Services Community Unit to promote outreach and education, community engagement, and crime prevention while enhancing the relationship between our agency and our community. The DCJS portion of the grant in the amount of $18,000.00 needs to be appropriated to the appropriate expense account. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, FEBRUARY 7, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Department of Criminal Justice Services (DCJS) has approved a grant for the Police Department in the amount of $20,000.00, to include an in-kind match in the amount of $2,000.00, to be paid out of the Department’s operating budget; and WHEREAS, the Department would use these grant funds to purchase a Mobile Services Community Unit. This Unit will allow the Department to promote outreach and education, community engagement and crime prevention while enhancing the relationship between our agency and our community; and WHEREAS, the matching funds will be paid out of our current operating budget using accounts 200.3101.548, Gas, Oil, Grease and 200.3101.560 Travel/Training; and WHEREAS, the budget for the DCJS portion of the grant in the amount of $18,000.00 needs to be appropriated to the appropriate expense account. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: APPROPRIATE FROM: 200.2404.027 21st Century Policing Revenue Fund $18.000.00 TO: 200.3105.305 21st Century Policing Expenditure Fund $18,000.00 TOTAL $18,000.00 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, Town Clerk Meeting Date February 7, 2017 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 7, 2017 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 2011 in the amount of $4,405.06; and WHEREAS, the Town of Vinton is maintaining records of outstanding Vehicle License Fees for 2011 in the amount of $10,433.09; 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 Town 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, Town Clerk Meeting Date February 7, 2017 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, 2016, the water and sewer accounts over five years old and inactive have been deemed uncollectible in the amount of $8,799.96. 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 7, 2017 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 2011; and WHEREAS, as of December 31, 2016 the water and sewer accounts over five years old and inactive have been deemed uncollectible in the amount of $8,799.96; 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 Town 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, Town Clerk Meeting Date February 7, 2017 Department Administration Issue Consider adoption of a Resolution approving an Undeveloped Right-of-Way Vacation Policy Summary Council was briefed on the Undeveloped Right-of-Way Vacation Policy by the Town Attorney at their last meeting. Council needs to adopt the Resolution approving this Policy as presented. Attachments Undeveloped Right-of-Way Vacation Policy Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary UNDEVELOPED RIGHT-OF-WAY VACATION POLICY The Town of Vinton will accept petitions from citizens to vacate undeveloped Town owned right- of-ways (ROW) that are not currently being used to serve vehicular traffic. These types of unopened or unused ROWs are sometimes called "paper alleys" or "paper streets." ROW vacation requests may be initiated by the Town Manager or a Town resident that resides at or owns property adjacent to the ROW requested to be vacated. The Town resident must submit the request in writing to the Town Manager. The Town of Vinton requires the petitioner to pay the Fair Market Value of the ROW as determined by a certified real estate appraiser, unless approved otherwise by the Town Council. Petitioner shall also pay the costs of processing the vacation request (costs may vary from request to request), which may include, but not be limited to, the cost of the appraisal, the legal advertising fee for advertising two consecutive weeks within the local newspaper, costs incurred for a survey plat, staff review of the plat, preparation of the legal description or any other boundary information necessary to legally identify the ROW boundaries and recording fees. Upon receipt of the written request, legal documents, surveys, confirmation of legal advertisement, and payment for advertising and survey costs, the Town Manager or his designee shall begin the vacation process pursuant to the 1950 Code of Virginia, as amended. The Town Council will make the final determination as to whether the ROW shall be vacated following a public hearing. All costs associated with the ROW closure request are non-refundable, regardless of the decision of the Vinton Town Council. Adopted by Resolution No. ____ by Vinton Town Council on February 7, 2017 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, FEBRUARY 7, 2017, AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Town Council has deemed it important to make certain amendments to the current Right-of-Way Policy; and WHEREAS, the Finance Committee, staff and the Town Attorney reviewed and made the requested amendments to the current Policy, now the Undeveloped Right-of-Way Vacation Policy; and WHEREAS, the Town Attorney reviewed the final draft of said Policy with Council at their January 17, 2017 meeting and recommended that Council approve the Policy as presented. NOW THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the attached Undeveloped Right-of-Way Vacation Policy. 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