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Home My WebLink About12/18/2018 - Regular (3)12/14/2018 1 VINTON UDAS – ROUND II TOWN COUNCIL AND PLANNING COMMISSION JOINT WORK SESSION PRESENTATION December 18, 2018 WHAT IS AN URBAN DEVELOPMENT AREA (UDA)? 12/14/2018 2 WHY UPDATE ZONING? 1.Age – Zoning comprehensive amendment was adopted in 1995, Subdivision in 1998 2.Opportunity – Renewed interests in revitalization & development need appropriate zoning 3.Priority – Long standing Council goal to update/modernize Code 4.Opportunity – UDA adoption & Grant VINTON ZONING & SUBDIVISION CODE RECOMMENDATIONS TOWN COUNCIL AND PLANNING COMMISSION JOINT WORK SESSION PRESENTATION December 18, 2018 12/14/2018 3 ASSESSMENT THEMES 1.A User Friendly Ordinance •Streamline •Modernize •Illustrate •Clarify 2.Traditional Neighborhood Design •Building Form •Landscaping •Streetscape •Mixed Use •Incentives THEME 1 – USER FRIENDLY 12/14/2018 4 GENERAL Recommendations (Longer Term reorganization of the Ordinance) Put all development standards into a separate Article (e.g. Parking, Loading, Landscaping, screening, etc.) Provide illustrations to aid in understanding. For example, illustrate zero lot line provisions, transitional yard screening requirements, setbacks, etc. Use simple tables to convey the intensity and dimensional regulations, such as height, setbacks, lot size, and lot coverage. (see image at right from Norfolk) Provide cross references to aid in use (for example, between R-2, R-3, and R-B districts and townhome development standards). Update definitions for consistency (i.e. between zoning and subdivision code for setbacks) and to add new concepts (i.e. effective turning radius) Example from City of Norfolk Ordinance STRUCTURE Recommendation Remove provisions for parking and driving aisles in Sections 4-36 and 4-37 and replace them with more comprehensive parking location and screening standards to be added in Article V. Section 5-12, that deals with Transitional yard and screening requirements, should be more comprehensively structured to encompass two new sections – one section on landscaping requirements and one section on buffering and screening requirements. Justification Make the ordinance more user friendly by consolidating standards in one location. Will clarify and enhance the landscaping requirements in the Town, making the ordinance more user-friendly through tables that clearly define the specific buffer widths and screening/landscaping requirements for each use. Parking location and screening is a significant factor in making streets more visually attractive and walkable. Performance-based standards offer more flexibility. 1. Landscaping shall be provided so that all motor vehicle parking spaces are located no more than 50 feet from a tree located within an interior landscaping island. Trees located outside of interior landscaping islands but within eight feet of the parking lot may be utilized for this purpose. 2. Interior landscaping islands shall be no less than 144 square feet in area with a minimum planting area width of eight feet. EQUIVALENT PLANTING UNITS LANDSCAPI NG MATERIAL (1), (2) NEW TREES AND SHRUBS EXISTING HEALTHY TREES AND SHRUBS EQUIVALENT PLANTING MATERIAL 6-12 inch DBH 12-24 INCH DBH Over 24 inch DBH EQUIVALENT PLANTING UNITS EQUIVALENT PLANTING UNITS EQUIVALENT PLANTING UNITS Large Tree 5 N/A N/A 32 Medium Tree 4 N/A 12 N/A Small Tree 3 4 N/A N/A Large Shrub 2 2 N/A N/A Medium Shrub 1 1 N/A N/A Small Shrub 1 1 N/A N/A Notes: DBH = Diameter at Breast Height (1) See Table below, Minimum Tree and Shrub Size. 2 Existin shrubs less than six inches DBH shall be credited 1 EPU. 12/14/2018 5 THEME 2 – TRADITIONAL NEIGHBORHOOD DESIGN VINTON ZONING ORDINANCE STRUCTURE 1. Title, Authority, Purpose 2. Districts and District Map 3. General Provisions 4. District Regulations RLD Residential Low Density R-1 Residential R-2 Residential R-3 Residential R-B Residential Business GB General Business CB Central Business M-1 Limited Industrial M-2 General Industrial PD Planned Development P/OS Public Open Space FO Floodplain Overlay MUD Mixed Use Development 5. Supplementary Regulations 1.pplicability 2.Buildings and Lots 3.Supplementary Yard and Height Regulations 4.ccessory Buildings and Temporary Buildings 5. Miscellaneous Provisions 6. Off Street Parking Requirements 7. Sign Regulations 8. Adult Uses 9. Telecommunications Facilities 6. Nonconforming Uses, Features, Structures & Lots 7. Administration and Enforcement 8. Amendments 9. Board of Zoning Appeals 10. Definitions VINTON SUBDIVISION ORDINANCE STRUCTURE 1. Purpose and Intent 2. Definitions 3. General requirements for subdivision of land 4. Plats; Procedure for Preparation and Filing 5. Preliminary Plats 6. Final Plats 7. Recordation 8. Selling or transferring Lots or Parcels of Land 9. Issuance of permits, grading & installation of Improvements 10. Inspection prior approval of plat 11. Vacation of Plats 12. Street names and house numbering. 13. Improvements 14. Inspection 15. Agreement and bond of a subdivider. 16. Certificates of approval 17. Violations 18. Penalty Table 1. Existing Zoning and Subdivision Ordinance Structure VINTON ZONING ORDINANCE STRUCTURE 1. Title, Authority, Purpose 2. Districts and District Map 3. General Provisions 4. District Regulations RLD Residential Low Density R-1 Residential R-2 Residential R-3 Residential R-B Residential Business GB General Business CB Central Business M-1 Limited Industrial M-2 General Industrial PD Planned Development P/OS Public Open Space FO Floodplain Overlay MUD Mixed Use Development 5. Supplementary Regulations 1.pplicability 2.Buildings and Lots 3.Supplementary Yard and Height Regulations 4.ccessory Buildings and Temporary Buildings 5. Miscellaneous Provisions 6. Off Street Parking Requirements 7. Sign Regulations 8. Adult Uses 9. Telecommunications Facilities 6. Nonconforming Uses, Features, Structures & Lots 7. Administration and Enforcement 8. Amendments 9. Board of Zoning Appeals 10. Definitions VINTON SUBDIVISION ORDINANCE STRUCTURE 1. Purpose and Intent 2. Definitions 3. General requirements for subdivision of land 4. Plats; Procedure for Preparation and Filing 5. Preliminary Plats 6. Final Plats 7. Recordation 8. Selling or transferring Lots or Parcels of Land 9. Issuance of permits, grading & installation of Improvements 10. Inspection prior approval of plat 11. Vacation of Plats 12. Street names and house numbering. 13. Improvements 14. Inspection 15. Agreement and bond of a subdivider. 16. Certificates of approval 17. Violations 18. Penalty Table 1. Existing Zoning and Subdivision Ordinance Structure VINTON ZONING ORDINANCE STRUCTURE 1. Title, Authority, Purpose 2. Districts and District Map 3. General Provisions 4. District Regulations RLD Residential Low Density R-1 Residential R-2 Residential R-3 Residential R-B Residential Business GB General Business CB Central Business M-1 Limited Industrial M-2 General Industrial PD Planned Development P/OS Public Open Space FO Floodplain Overlay MUD Mixed Use Developmen 5. Supplementary Regulations 1.pplicability 2.Buildings and Lots 3.Supplementary Yard and Height Regulations 4. Accessory Buildings and Temporary Buildings 5. Miscellaneous Provisions 6. Off Street Parking Requirements 7. Sign Regulations 8. Adult Uses 9. Telecommunications Facilities 6. Nonconforming Uses, Features, Structures & Lots 7. Administration and Enforcement 8. Amendments 9. Board of Zoning Appeals 10. Definitions VINTON SUBDIVISION ORDINANCE STRUCTURE 1. Purpose and Intent 2. Definitions 3. General requirements for subdivision of land 4. Plats; Procedure for Preparation and Filing 5. Preliminary Plats 6. Final Plats 7. Recordation 8. Selling or transferring Lots or Parcels of Land 9. Issuance of permits, grading & installation of Improvements 10. Inspection prior approval of plat 11. Vacation of Plats 12. Street names and house numbering. 13. Improvements 14. Inspection 15. Agreement and bond of a subdivider. 16. Certificates of approval 17. Violations 18. Penalty Table 2. Location of Proposed Amendments VINTON ZONING ORDINANCE STRUCTURE 1. Title, Authority, Purpose 2. Districts and District Map 3. General Provisions 4. District Regulations RLD Residential Low Density R-1 Residential R-2 Residential R-3 Residential R-B Residential Business GB General Business CB Central Business M-1 Limited Industrial M-2 General Industrial PD Planned Development P/OS Public Open Space FO Floodplain Overlay MUD Mixed Use Developmen 5. Supplementary Regulations 1.pplicability 2.Buildings and Lots 3.Supplementary Yard and Height Regulations 4. Accessory Buildings and Temporary Buildings 5. Miscellaneous Provisions 6. Off Street Parking Requirements 7. Sign Regulations 8. Adult Uses 9. Telecommunications Facilities 6. Nonconforming Uses, Features, Structures & Lots 7. Administration and Enforcement 8. Amendments 9. Board of Zoning Appeals 10. Definitions VINTON SUBDIVISION ORDINANCE STRUCTURE 1. Purpose and Intent 2. Definitions 3. General requirements for subdivision of land 4. Plats; Procedure for Preparation and Filing 5. Preliminary Plats 6. Final Plats 7. Recordation 8. Selling or transferring Lots or Parcels of Land 9. Issuance of permits, grading & installation of Improvements 10. Inspection prior approval of plat 11. Vacation of Plats 12. Street names and house numbering. 13. Improvements 14. Inspection 15. Agreement and bond of a subdivider. 16. Certificates of approval 17. Violations 18. Penalty Table 2. Location of Proposed Amendments Current Zoning Framework Location of Proposed Amendments 12/14/2018 6 LAND USE Recommendation Add Accessory Dwelling Units as a Special Use in the R-2 District (subject to a Special Use Permit). Justification The R-2 district is described as “appropriate for moderate density.” ADUs in this district will support downtown businesses by increasing the development potential, and population, of already built out neighborhoods in the town that are in walking distance of downtown businesses. Provides additional flexibility for homeowners in the R-2 district to rent small units on their lots, thereby allowing additional income potential and expanding the range of housing types available in town. Also support affordable housing. ADU above a Garage ADU as separate “tiny home” in back yard LOT COVERAGE & SIZE Recommendation In the R-3 district, remove Lot Coverage requirement and replace it with a special section under Article V Supplemental Regulations that addresses Lot Coverage more comprehensively i. Add provisions in the General Business (GB) and Central Business (CB) Districts that large retail uses (over 30,000 s.f.) would require a Special Use Permit (SUP). Justification Lot Coverage requirements support sustainability by allowing for infiltration of rain water and providing more open space. The SUP for large retail uses was initially proposed by Town staff in 2008 and is a good general practice to require legislative review and approval of very large and complex development projects. Hardy Road at Vinyard Road Vinton Wal-Mart, Bentonville, AR 12/14/2018 7 SETBACKS Recommendation In the Central Business District, change the front yard requirements in Section 4-36 so that the front setback is described as a range, with a minimum and maximum yard requirement. The range is recommended to be a 4 ft. minimum and a 15 ft. maximum. In the Residential-Business district, reduce front yard setbacks from 25 ft to 15 ft. Justification The range establishes a maximum setback to ensure that buildings are not set back too far from the sidewalks to ensure street activity and walkability. A minimum setback is also included to establish a practical minimum setback for buildings to allow at least a minimal sidewalk on streets where the vehicular roadway takes up almost the whole of the public right of way. The R-B reduced setback brings some existing buildings into conformance. Washington Avenue, Vinton HEIGHT Recommendation Increase the height limit in the Central Business (CB) District from 35 ft to 45 ft. Justification Revitalizing the downtown commercial core is a Town priority and increasing the height limit will allow greater density, particularly for new mixed-use project types, such as apartments above retail. The 45 ft height limit will allow buildings up to 4 stories high, which can support more density while maintaining a walkable, storefront architectural character. Example of “storefront architectural character” 12/14/2018 8 PARKING Recommendation Section 5-30, that deals with Off-Street Parking should be selectively revised to modernize and update the parking standards. Use more modern and universal parking requirements set by square footage, and consider a maximum parking standard for some uses. Justification Many localities around the country are modernizing their parking standards. Updated standards show reductions for many types of uses, which were formerly based on suburban models, and led to excess parking capacity. Capping parking at a maximum of 125% of the minimum parking requirement allows for right-sized parking lots and precludes large expanses of unused parking that aggravate stormwater runoff issues and are unsightly when viewed from the street. Excess Parking Capacity TURNING RADIUS Recommendation Add a definition of “effective turning radius” in the definitions section. Require that local streets with projected ADT less than 4,000 vehicles be designed with an effective turning radius of 15 to 20 feet. For all other streets, the turning radius would be controlled by the same VDOT standards that govern other streets in the Town. Justification Turning radius is a key factor - often overlooked - in the walkability and safety of a community’s streets and is referenced in the State Code under UDAs. Turning radius influences the speed of turning vehicles,pedestrian safety, and pedestrian comfort. Using the effective turning radius as the basis of regulation may allow for actual radii at the curb that are less than what is presently required by the Town’s subdivision code. Cleveland Ave. & Pollard St., Vinton 12/14/2018 9 BLOCK LENGTH & MID-BLOCK CROSSINGS Recommendation Reduce the minimum block size from 300 feet to 150 feet. Reduce the maximum block size from 1,000 feet to 800 feet between intersections to conform to a more traditional neighborhood design. However, retain provision that allows the PC to approve variances for unusual conditions. Replace the requirement of a mid-block crossing in blocks of 800 feet or greater with a requirement that the subdividerconduct an engineering study to determine the need for a mid-block crossing. Require installation of the crosswalk with safety measures as supported by the engineering study. Justification Small block sizes support walkability and provide more route options for all users of a street. Blocks in downtown Vinton are typically between 300 and 400 feet in length. Reducing both the minimum and maximum length of blocks between intersections will help ensure that any new subdivisions platted in the Town will retain the traditional lotting pattern and walkability of the Town’s historic traditional residential neighborhoods. Mid-block crosswalks can help people access destinations but must be well designed to ensure they will be used and will protect pedestrian safety. Proper installation of a mid-block crosswalk is important, and VDOT requires an engineering study before any crosswalk markings can be installed across uncontrolled locations on its facilities. 300’ to 350’ Downtown Vinton Typical Mid Block Crossing SIDEWALKS & STREET TREES Recommendation Require sidewalks with a minimum width of five feet, and a planted strip of six feet in width between the curb and sidewalk with street trees, on both sides of all new streets created in the Town. Provide additional requirements for street trees to be provided not only on new streets but also on any improved streets. Planting strips need to be a minimum of six feet to allow for healthy tree growth and minimize sidewalk buckling from root intrusion. Justification Sidewalks are the most basic building block of a walkable community. Many subdivision requirements, including those of the City of Roanoke, also require the provision of a buffer with street trees between the sidewalk and the street. Many Vinton streets were originally planted with street trees, but there is no requirement that new streets or street improvements include trees. Street trees also provide benefits by cleaning the air of pollutants and can subtly help reduce traffic speeds on roads where they are planted by providing visual cues that the area is pedestrian-friendly. West Augusta Ave., Vinton East Augusta Ave., Vinton Street Trees 12/14/2018 10 ADVISORY COMMITTEE COMMENTS Consider allowing ADUs in more districts & by right Recommend SUP in R-1, by right in R-2, R-3, and RB Consider requiring the owner of the primary dwelling unit to live on site in order to build an ADU. Change building height standard to 45’ or 4 stories, whichever is higher Consider adding a mechanism to allow for reducing the parking minimum if alternatives are available The CBD is already a parking exclusion zone. Outside of the CBD few alternatives are available, so recommend keeping as is Consider 0’ setbacks in the CBD Recommend 4’ to provide space for utilities and “breathing room.” DOWNTOWN PUBLIC REALM DESIGN GUIDELINES JOINT WORKSESSION PRESENTATION December 18, 2018 12/14/2018 11 An advisory capacity for: Property/business owners interested in making exterior renovations Staff, Councilmembers, and Commissioners during the development review process Members of the public interested in understanding future public improvement projects in the Downtown Area Those in need of understanding Vinton’s unique design character HOW WILL THESE GUIDELINES BE USED? FOCUS AREA & PRIORITY STREETS 12/14/2018 12 GUIDELINES CONTENT 1.Building Components •Facades, Windows, Doors, Signage, Lights, Awnings 2.Complete Streets & Sidewalks •Organization, Plantings, Furniture, Future Opportunities 3.Downtown Open Space •Farmers’ Market, Interim Parks & Parklets, Pocket Parks 4.Public Art & Wayfinding Placement of architectural components Applying building proportions BUILDING COMPONENTS: FAÇADES 12/14/2018 13 COMPLETE STREETS & SIDEWALKS: SIDEWALK ORGANIZATION Part of the Town’s public right- of-way. When wide enough, the furniture/planting zone can include benches, trees, and plantings in addition to street lights In Vinton, the pedestrian through-zone is part of the Town’s public right-of-way. In all circumstances, this zone, which is ideally 5-6 feet wide, should never be blocked. In Vinton, the amenity/building/frontage zone is located on private property. When possible and appropriate, this sidewalk zone can be used for café seating or movable plantings. Avoid obstructing pedestrian movement Promote lingering Add greenery Buffer people from vehicles COMPLETE STREETS & SIDEWALKS: PLANTINGS & FURNITURE Pollard Street Well incorporated plantings and furnishings in the streetscape 12/14/2018 14 Best for undevelopable parcels, new developments, and roadway reconfiguration projects Great way to add parks in spatially constrained places IMPROVING OPEN SPACE: PERMANENT POCKET PARKS Vinton already has great public art and a special brand. Embrace them! Wayfinding is currently focused on navigation for cars. There are great opportunities to add wayfinding for pedestrians and bicyclists. PUBLIC ART & WAYFINDING 12/14/2018 15 DOWNTOWN ACTION PLAN What is it? A document that will guide priority actions for the Town to implement over the next five years Why have one? Focuses on realistic implementation Promotes progress that can be easily measured Holds the Town accountable WHY AN ACTION PLAN? 12/14/2018 16 FOCUS AREA & PRIORITY STREETS SIX PRIORITY PROJECTS 12/14/2018 17 Action Plan (Comments) Consider developing maintenance standards/expectations for future amenities Secure historic designation for downtown Vinton at the federal, state, and local levels WHAT WE HEARD FROM THE ADVISORY COMMITTEE Action Plan (Potential Changes) The Town will consider adding the preparation of formal maintenance standards/expectations in the Action Plan. The Town will pursue National Historic Landmark designation for eligible structures in the downtown in order to facilitate acquisition of Historic Preservation Tax Credits for redevelopment. The Town will also consider pursuing State and/or local historic district designation in the downtown but not the establishment of an Architectural Review Board to formally review the architectural design of development in the Town. NEXT STEPS WE ARE HERE 12/14/2018 18 QUESTIONS/COMMENTS? Meeting Date December 18, 2018 Department Town Clerk Issue Consider approval of minutes of the Regular Council meeting of December 4, 2018 Summary None Attachments December 4, 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, DECEMBER 4, 2018, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Keith N. Liles, Vice Mayor Sabrina McCarty Janet Scheid Michael W. Stovall STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Anne Cantrell, Treasurer/Finance Director Pete Peters, Assistant Town Manager/Director of Economic Development Joey Hiner, Public Works Director Thomas Foster, Police Chief William Herndon, Assistant Public Works Director Chasity Barbour, Facilities Manager 7:00 p.m. The Town Clerk called the roll with Council Member McCarty, Council Member Scheid, Council Member Stovall, Vice Mayor Liles and Mayor Grose present. Roll call After a Moment of Silence, Chasity Barbour, led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the following: State of the Town – 8-9:30 am - December 6 – Vinton Christmas Parade with the starting at 4:00 pm - VFW building; December 7-16 – 11 – Cutting – 10:30 am and December 13 – Chamber Open House – 5-7 pm – Chamber Office. Council Member McCarty made a motion to approve voting: Vote 5-0; Yeas (5) – Stovall, Liles, Grose; Nays (0) – None. Council meeting of November 20, 2018 Under awards, introductions, presentations, proclamations, comments and introduced 2 Payne, Community Programs & Facilities Coordinator. The next item on the agenda briefing on and Article II, Recycling, of Article 1, In General, Article II, Recycling and Article Town Code. The Town Manager commenting that the Public Works Committee met and was a letter, app certificate for medically excused service. The Town Manager next began commenting on the bullet list that was a part of the agenda package, first on the medically excused service and town- cart. With regard to the medically excused service, Public of mid to late January same forms and everyone will be required to re- apply each year. how we would inform individuals that this service is available and the Town Manager would be a part of our mailings as well as website and all social media. The Town Manager next commented points under Section 78- asked if the second cart could be either a 96-gallon or 64- same. If the number of units at a service location is five or more or they refuse carts, they shall be refuse collection service. Some of the businesses, churches and apartment complexes possibly be impacted by this change were identified on the bullet list. those locations have citizens who p 3 concern about who would be responsible for the cost of using a private hauler. Council Member Scheid commented that the Committee discussed having some type of meeting either one or one or as a group with some of these apartment complexes or their managers. What we are proposing is between rental units such as town houses. Council Member Stovall asked if we are currently picking up the trash at the locations listed and t complexes that already have du private haulers. if we choose to pick up their refuse, we can get hold harmless agreements signed by the residents. do not pick it commented that it would be a problem introduce this new program and we from those we are currently servicing. William “Bo” Herndon commented from the audience that he does not feel there would be a problem with the churches and businesses we now because most of them only have one can. The 96-gallon cans will hold more especially if they bag and dispose of it properly. commented that the current ordinance provides that per week which totals 360 gallons. In the business district where there are then the permitted amount under the new ordinance would be over 900 gallons. After additional comments and discussion regarding the current refuse collection process at the South Hampton development, the for a community corral with several dozen cans that anyone could use that lived there. commented on where the corral might be located so the truck does not have to go on private property. 4 6, use of the town-issued refuse carts, that only refuse contained in town- their bags outside of the cart, it would not be picked up. The Town Attorney pointed out in Section 78- 15 that any extra trash can be ta Creek Transfer Station. It is her understanding from 12 loads of trash to the station each year charge. The Town Manager next commented that we plan to mail an information sheet t changes. the Public Hearing so citizens Council with their concerns meetings with about 10- them as well. We wanted to first draft of the ordinance t scheduled those meetings. could be held the second meeting in January, since we will not have our first meeting. With regard to Section 78- services, this section incorporates those services that are currently in a separate policy assist with better enforcement. Under Section 78- dumpsters, the Town Manager commented that the only reference to screening in our zoning ordinance is for restaurants. There needs to b requirement and this proposed were III, Penalties, was both solid waste and recycling. with our current dumpster being completely screened. The problem with that is the front doors stay open all the t He felt that the practical solution that seems to work in other locations in town is to have a side entrance for those who are taking out the basis so they do not have to open the front doors 5 those operating the truck that empties the dumpsters. Council Member Scheid commented that it needs to be consistent between the zoning and solid waste ordinance. next steps would be to make c downtown merchants that have been identified. We made in our refuse collection. The Town Manager Jill Acker, the Town Clerk and Town Attorney for all the work on creating this first draft of the ordinance. will become a model ordinance for other localities. The Town Clerk asked if this ordinance needs to be revisited at the meeting on December 18th. Council Public Works Committee meeting in January prior to our Public Hearing and it would depend on the input will be contacted. The Town Manager commented meeting in February to give us enough time to move through all the things we need to do and that would materials out and stay on target to meet our April 1st deadline. scheduling of the Public Hearing. The Town Manager announced that the Town has been awarded the two Road. The projects were fully funded by VDOT with administered by the Salem District Office. The total the Vinyard/Hardy intersection project, for a total of $220,500. There were o state that were selected and the town was Richmond, Virginia Beach, Norfolk and Fairfax County. The projects are projected to be implemented and constructed by December 2019 or 6 Chief Foster read a quote from George H. W. Bush, “America is never wholly herself unless she is have such a purpose today. It is to make kinder the face of the nation and gentler the face of the world." The Mayor commented on the recent Roanoke Valley- meeting last week completion of the three- recently. there were 2,400 walkers million. The Town Clerk reminded Council that prior to the December 18th Commission at 6:00 p.m. Comments from Council: Council Members Stovall and McCarty commented on the the opening of Macado’s comment town calendar and the success of the participants on the UDA Committee. The Mayor announced that Dan O’Donnell was appointed the new Roanoke County Administrator. Vice Mayor Liles made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty with all members voting: Vote 5-0; Yeas (5) – McCarty, Scheid, Stovall, Liles, Grose; Nays (0) – APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date December 18, 2018 Department Finance Department Issue Consider adoption of a Resolution appropriating funds in the amount of $2,936.77 in the General Fund to the Senior Recreation Program account for two luncheon events for participating members of the Senior Program. Summary Senior Program participants generated proceeds from participation fees for recreation based trips held prior to January 1, 2018 and set aside those funds with the Town of Vinton for future programming activities. The program supervisor, on behalf of the program participants, are requesting use of these funds to hold two luncheon events during the fiscal year. This would appropriate all $2,936.77 set aside in the fund, and there are currently no plans to replenish the fund. The Finance Committee has reviewed this request and recommends this appropriation. Attachments Resolution Recommendations Motion to approve as part of the Consent Agenda Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 18, 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 Senior Program has funds in a restricted cash account; and WHEREAS, the participating members of the Senior Program have requested that the funding be appropriated to the expenditure account to supplement operating funding to hold two luncheon events for the participants during the fiscal year; and WHEREAS, it is necessary for the Vinton Town Council to appropriate funds from the Non- departmental Transfer accounts in the General Fund and Utility Fund to cover the cost of this expense. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY 200.25100 Appropriations $2,936.77 200.25000 Estimated Revenue $2,936.77 FROM REVENUE: 200.1899.008 Re-Appropriated Fund Balance $2,936.77 TO EXPENDITURE: 200.7107.586 Senior Recreation Program $2,936.77 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 December 18, 2019 Department Finance Department Issue Consider adoption of a Resolution appropriating funds in the amount of $30,000.00 received from the Virginia Department of Housing and Community Development (DHCD) for an Urban Housing Rehabilitation Planning Grant in the General Fund to the CCD Neighborhood Grant account. Summary The Virginia Department of Housing and Community Development (DHCD) awarded an Urban Housing Rehabilitation and Ownership Program Grant in the amount of $30,000 to the Town for planning comprehensive neighborhood improvements to include housing and infrastructure needs for the neighborhoods adjacent to the downtown. Town Council needs to appropriate the funds from the Grant Fund Revenue Account to the Grant Fund Expenditure Account. Attachments Resolution Recommendations Motion to approve as part of the Consent Agenda Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, DECEMBER 18, 2018, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Virginia Department of Housing and Community Development (DHCD) awarded an Urban Housing Rehabilitation and Ownership Program Grant in the amount of $30,000 to the Town of Vinton for planning comprehensive neighborhood improvements to include housing and infrastructure needs for the neighborhoods adjacent to the downtown of the Town of Vinton; and WHEREAS, it is necessary for the Vinton Town Council to appropriate the funds from the Grant Fund Revenue Account to the Grant Fund Expenditure Account. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: BUDGET ENTRY: GENERAL LEDGER: 250.25100 Appropriations $30,000.00 250.25000 Estimated Revenue $30,000.00 TO EXPENSE: 250.1060.302 CCD Neighborhood Grant - Exp $30,000.00 FROM REVENUE: 250.1060.001 CCD Neighborhood Grant - Rev $30,000.00 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, CMC, Town Clerk Meeting Date December 18, 2018 Department Police Issue Introduction of new Records Manager Summary Chief Foster will introduce the new Records Manager in his Department, Mandie Ramirez. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date December 18, 2018 Department Council Issue Recognition of Mary Beth Layman, Special Programs Director Summary Mary Beth Layman will be retiring from the Town at the end of 2018 with over 39 years of service. Council and staff will recognize her at the meeting Attachments None Recommendations None Town Council Agenda Summary Meeting Date December 18, 2018 Department Finance Department Issue Consideration of public comments concerning the proposed rate changes for the Vinton War Memorial, the Charles R. Hill Community Center and Contractual Police Services for the Vinton Police Department, effective January 1, 2019. Summary During the year, the Finance Department in conjunction with the War Memorial, Special Programs, and Police Department staff has identified rates that need to be adjusted to meet operational expenses associated with services and bring charges in line with neighboring jurisdictions. The Town Staff presented these rate changes to the Finance Committee, which agreed to bring these items to Council to request for action with an effective date of January 2019. These rates would be reviewed during the budget process and throughout the year, and any variance from these rates would be presented to the Finance Committee. Attachments Resolution-Vinton War Memorial Resolution-Charles R. Hill Community Center Resolution-Contractual Police Services Recommendations Conduct Public Hearing Three separate motions to adopt the three Resolutions Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 18, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, Vinton Town Council recognizes that the costs to provide services at the Vinton War Memorial have continued to increase; and WHEREAS, the costs to maintain and operate the building have also increased; and WHEREAS, the last rate increase was adopted by Council on November 4, 2014; and WHEREAS, the Finance Committee of the Vinton Town Council has reviewed the request from the War Memorial and recommends approval by Council. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the attached Rental Rate Schedule to be effective January 1, 2019. 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 814 Washington Avenue Vinton, Virginia 24179 Ph: 540.983.0645 Fx: 540.983.0639 www.VintonWarMemorial.com RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 18, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, Vinton Town Council recognizes that the costs to provide services at the Charles R. Hill Community Center have continued to increase; and WHEREAS, the costs to maintain and operate the building have also increased; and WHEREAS, Council desires to formally adopt a Rental Rate Schedule; and WHEREAS, the Finance Committee of the Vinton Town Council has reviewed the request from the Special Programs Department and recommends approval by Council. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the attached Rental Rate Schedule to be effective January 1, 2019. 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 ______________________________________________________________________________ Rental Rate Schedule Effective January 1, 2019 The rates listed below are maximum set rates and are subject to change based on the circumstances of each event. Hourly rates and non-profit rates are available upon request. Additional time can be rented on a pro-rated hourly rate schedule. This proposal would be effective for all new bookings made after January 1, 2019. Bookings made prior to this date would be honored at the old rates. Resident Rate: $50/hour Non-Resident Rate: $60/hour Frequency Rate: $35/hour Town of Vinton Employees, Non-Profit Organizations, and Veterans eligible for 10% discount. Rental Fee includes access to the facilities and amenities, and staff supervision. Charles R. Hill Community Center 820 Washington Avenue Vinton, VA 24179 Phone (540) 983-0643 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 18, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, Vinton Town Council has authorized a rate of $42.00 per hour with a two-hour minimum for contractual police services, which is part of the FY 2018-2019 published Taxes, Licenses and Fees Schedule; and WHEREAS, the Police Department has requested an increase in said rate to $48.00 per hour with a two-hour minimum to cover costs associated with overtime compensation and to align our rate with neighboring jurisdictions, said rate to be effective January 1, 2019; and WHEREAS, the Finance Committee of the Vinton Town Council has reviewed the request from the Police Department and recommends approval by Council. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the request to increase the rate for contractual police services from $42.00 per hour to $48.00 per hour with a two-hour minimum, effective January 1, 2019. 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 December 18, 2018 Department Finance/Treasurer Issue Presentation of the June 30, 2018 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 Treasurer/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, 2018 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 18, 2018 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 2018 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, 2018, and the results of the Town’s operations and cash flows of proprietary fund types for the year just ending on June 30, 2018, 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, 2018 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, CMC, Town Clerk Meeting Date December 18, 2018 Department Finance/Treasurer Issue Finance Committee Summary The Financial Report for the period ending October 31, 2018 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee will meet on December 18, 2018. The following items will be discussed at the meeting: • CAFR Report – Brown Edwards • Website Upgrade • Animal License Software • Senior Program Budget Appropriation • Housing Grant Budget Appropriation • Sales Tax Legislation - Review • October 2018 Financials • Budget Calendar FY2020 Attachments October 2018 Financial Report Summary Recommendations Motion to approve the October 2018 Financial Report Town Council Agenda Summary Financial Report Summary Month Ending October 31, 2018 Revised Revenues 8,194,562 1,589,427 365,716 1,676,852 87,425 106% Accrued Revenue - - - Total Adj. Revenues 8,194,562 1,589,427 365,716 1,676,852 87,425 106% Expenditures 8,194,562 2,808,093 593,609 2,612,891 (195,202) 93% Revenues over/(under) Expenditures (1,218,666)(227,893)(936,039) Revenues 33,903 539,819 3,244 9,989 (529,830) 2% Expenditures 33,903 539,819 9,669 27,103 (512,716) 5% Revenues over/(under) Expenditures (0) (6,425) (17,114) Revenues 3,720,200 1,163,109 498,697 1,315,288 152,179 113% Accrued Revenue - - - - Total Adj. Revenues 3,720,200 1,163,109 498,697 1,315,288 152,179 113% Expenditures 3,720,200 1,312,229 303,573 1,106,971 (205,258)84% Operating Expenditures 3,720,200 1,312,229 303,573 1,106,971 (205,258)84% Revenues over/(under) Expenditures (149,120) 195,124 208,317 Revenues 409,764 136,575 34,147 136,588 13 100% Expenditures 409,764 130,584 23,431 90,554 (40,030)69% Revenues over/(under) Expenditures 5,991 10,716 46,034 Revenues 12,358,429 3,428,930 901,804 3,138,717 (290,213)92% Expenditures 12,358,429 4,790,725 930,282 3,837,519 (953,206)80% Revenues over/(under) Expenditures (1,361,795)(28,478)(698,802)