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HomeMy WebLinkAbout1/3/2017 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, January 3, 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 minutes: a. Regular Council meeting of November 15, 2016 b. Regular Council meeting of December 6, 2016 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Recognition of Lindsay Murray, Teacher at W. E. Cundiff Elementary School, winner of the Milken Educator Award H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. BRIEFING 1. Briefing on the 2017 Real Estate Reassessment – Billy Driver K. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution appropriating funds in the amount of $20,000.00 and transferring funds in the amount of $20,000.00, for a total amount of 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 $40,000.00 for the installation of a waterline and fire hydrant as required by the Roland E. Cook Redevelopment Project – Joey Hiner 2. Consider adoption of a Resolution appropriating funds in the amount of $55,200.00 to cover the costs of equipment for two Dodge Chargers and the purchase of two replacement vehicles in the Police Department – Chief Tom Foster L. TOWN MANAGER M. FINANCIAL REPORT FOR NOVEMBER 2016. N. MAYOR O. COUNCIL 1. Appointments to Boards/Commissions/Committees P. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. Q. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING R. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: January 3, 2017 – 5:30 p.m. – Economic Development Committee Meeting – Administrative Conference Room January 17, 2017 – 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 made. Meeting Date January 3, 2017 Department Town Clerk Issue Consider approval of minutes: a. Regular Council meeting of November 15, 2016 b. Regular Council meeting of December 6, 2016 Summary None Attachments November 15, 2016 minutes December 6, 2016 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, NOVEMBER 15, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Richard W. Peters, Jr., Assistant Town Manager/Director of Economic Development Anne Cantrell, Interim Finance Director Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Tom Foster, Police Chief The Mayor called the regular meeting to order at 6:00 p.m. The Council Member Liles, Council Member Scheid, Vice Mayor Hare and Mayor Grose present the meeting. Roll call The first item on the agenda was a request to go into Closed Session Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for disposition subsection 3 with regard to the following: (a) an offer by Michael D. Henderson and fifty (150) foot long undeveloped right-of-way $20,000.00 and (b) a J. Brabham, IV to gift to the Town of Vinton a stormwater best management facility consisting of and Vinyard Road in the Town of Vinton. Council Member Scheid 2 seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0- 1; Yeas (4) – Liles, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - McCarty Closed Meeting at 6:01 p.m. Council Member McCarty arrived at the meeting at 6:15 p.m. At 7:20 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was seconded by voting: Vote 5-0; Yeas (5) – Scheid, Hare, Grose; Nays (0) – None. Certification of Closed Meeting The Mayor welcomed everyone to the meeting. After a Moment of Silence, McCarty l Flag. Under upcoming community events, Council Member McCarty Town on November 17th at the War Memorial; the Christmas Parade on December 1st along with the Breakfast Lions Club spaghetti dinner. This Friday, November 18th, the grand opening of the Twin Creeks Brewery was a success. Council Member Liles made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Scheid, Hare, Grose; Nays (0) – None. Approved minutes of the regular Council meeting of October 18, 2016 and the Retreat of October 24, 2016 The next item on the agenda was a report on the Vinton Volunteer First Aid Crew for October. Chief Guffey reported by the truck hours were 536 out of 492 possible hours for 109%. The unit was response time was 7.33, which is the lowest it has ever been. Total man hours for the month were 1,767. This month for the five-year total they have reached 100,000 hours. 3 Chief Guffey next commented that he gave a presentation recently at the Vinton Women’s Club members a Christmas gift. an application for a grant for a Multi-Jurisdictional Threat Assessment Project and an application for a grant through the Services titled “21st Century Policing”. With regard to the grant for the Multi-Jurisdictional Threat Assessment the workplace violence. The funding will be $20,000 and would require a 10 four agencies. The Town’s portion will be $500.00. With this Threat Management Consultants, Dr. Gene Police at Virginia Tech and a bo psychologist. A team will be pulled together that will be trained by Dr. Deisinger on being pro-active lives. model for police departments in other localities. Council Member Scheid asked if there would be an responded that t throughout the Valley and get them involved. The private sector will have to be a component to make this project effective. With regard to the grant Services Unit also a $20,000 grant with a 10% match, which is prevention. In the Town, there is population living in rental or multi-family housing as opposed to the State average of 12%. The turn- over time for this population is more frequent than those who own their homes and thus studies show there is not as much community engagement. This 4 weekends to provide outreach to the community and interaction with the citizens. The next item on the agenda was to consider a approximately one hundred and fifty (150) foot long undeveloped right-of-way known as Daleview Drive for purchase price of $20,000.00. Manager commented that on October 27, 2016, his purchase said property. Vice Mayor Hare made a motion to officer; the motion was seconded by Council Member Scheid that his position from the last Council meeting has right-of-way. The motion was carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Rejected undeveloped right-of- $20,000.00 The next item on the agenda was to consider a Henry J. Brabham, IV to gift to the Town of Vinton a 2.855 acres, and Vinyard Road in the Town of Vinton. Conflict of Interest for the record, which statement is attached to these minutes and made a part hereof. Council more time to review the matter. Chris McCarty of incu Roanoke County that the last inspection would be good for five years. They have spent $25,000, but are not the only businesses that use the facility. If the Town wo 5 surrounding businesses to contribute any funds for the upkeep. Mr. McCarty also comm the benefits of the existing private road. Council Member Scheid be for the Town stormwater management facilities in the Town and there is some concern that if we take one, we are going to be asked to take others. We do not have of a stormwater fee. Council Member Scheid made a motion to table the matter to a future meeting; seconded by Vice Mayor Hare following roll call Vote 4-0-1; Yeas (4) – Liles, Scheid, Hare, Grose; Nays (0) – None; Abstain (1) - McCarty. O Niagara Road and Vinyard Road in the Town of Vinton was tabled to a future meeting The next item on the agenda was to consider petition of Robert O. and Linda M. Quam, owners of Sligh; owners of Lot 7, Block Roanoke, Virginia, on January 5, 1965, to abandon, approximately one hundred and fifty (150) foot long undeveloped right-of- Drive, to the adjoining property owners. Anita McMillan commented that a was held on October 18, 2016 on this matter. The establish the fair market value for the property. The appraiser to determine the value. On October 28th to pay $ the property. Council Member Scheid made a motion to adopt 6 Michael Henderson of 1832 Blenheim Road, SW, Roanoke, commented when there are three adjoining property owners to the right-of-way to close it and give it to two out of the three parties. He felt that the right-of-way should be subdivided into three tracts and the cost be split three ways. about the negative community to have a right-of- through the middle of that property. He felt that current standards of the community, which would gutter. against him. motion to adopt the Ordinance as presented. She commented on the reasons motion. This is a paper street and has been for a intention to build a road on this paper street. The Town does not want to have a public road there that will have to be maintained. to them. In her opinion there is no prejudice to Mr. pe Road. The motion was seconded by Liles and he commented there is access and Mr. property. The motion was carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Nays (0) – None. Adopted Ordinance No. 981 approving Linda M. Quam, owners of Lot 1, Block Sligh; owners of Lot 7, Block 9, of Plat Malcolm & Son and dated August 31, 1964, recorded in the Clerk’s Office of 1965, to abandon, vacate and deed a undeveloped right-of-way, know Daleview Drive, t property owners The next item on the agenda was to consider conducting business within the Town of Vinton and providing for an effective date. 7 Chief Foster commented that Council was briefed on this Ordinance at their last meeting. Based on the recommendation of Vice Mayor Hare, he reached out to Mr. Mullins with Vinton Pawn and discussed the proposed Ordinance. The new Pawn Shop that is opening on Pollard Street was already aware of the Ordinance. He provided Mr. Mullins with a copy of the proposed Council, he will meet with him again that he was aware of the requirement for the permit attend the meeting. Vice Mayor Hare made a motion to Ordinance as presented seconded by Council Member McCarty and carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Ordinance No. 982 amending for the purpose of regulating precious providing for an effective date The next item on the agenda was to consider $8,750.00 in Federal funds and the Town’s required in- Enforcement. been requested for a couple of years. He requested an in-cycle grant because b The funds will be used to fund overtime County and Roanoke City. Traditionally, they are used to pay officers for off- holidays for projects related to Click-it-or-Ticket, Safe and Sober and the Red Ribbon Campaign. If projects. The in- Department out of their fuel, maintenance and repair budget Mayor Hare, he checked to see if funds used for the department’s vehicle leasing program could also be used for the match and they can be as well. Also, a portion of these funds will also be used for some DUI enforcement training. Council Member McCarty made a motion to adopt Adopted Resolution 8 seconded by Council Member Scheid and carried by the following roll call voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. and the Town’s required in-kind match of $4,375.00 for Enforcement The next item on the agenda was to consider adoption of a Resolution appropriating $162,235.83 required $32,447.17 in- participation in the DUI Task Force Grant. Chief Foster comme the Roanoke Valley and is a multi-jurisdictional partnership. When this DUI Task Force was first brought up over a year ago, the staffing levels were not where they felt they Fortunately, they are now fully staffed. The in-kind match can be paid out of the budget for the repair and maintenance of their vehicles, gas oil and the leasing expenses for the police vehicles. DMV has indicated they will fund the position for at least five years and the grant will pay 100% of the cost of the officer to include the vehicle, uniforms, salary, fringe benefits and other associated costs. The $162,235.83 is for the first year with the biggest expenditure being the purchase of a vehicle. The specifications have been drawn up and grant expire, the jurisdictions will keep the vehicles. department to see what interest there is. Once this they will be able to hire for that vacant position. full- the City. Since they are the larger jurisdictions, they will day scheduling and operation. how they can all mesh together for the members of 9 Council Member Scheid next asked if the intent was to assign an officer to the Task Force for the entire five- agreement among the Chiefs would think that the initial assignment would at least two years, but then rotate every two years. with the application. this Task Force would be available if needed to help they would. Vice Mayor Hare asked what would cr Foster commented This gives more flexibility. In the past with any grant that he has worked with, up that the department could does not allow them because of not being able to meet services that are a priority in the community, the unused funds could be returned. He would assume that this grant would be the same. Vice Mayor Hare asked about the grant being on a reimbursement basis. Anne Ca either on a quarterly or monthly basis, they can ask for reimbursement. that this officer will be in a Town of V markings. Vice Mayor Hare made a motion to Resolution as presented; seconded by Council Member Scheid by the following roll call voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution appropriating $162,235.83 received $32,447.17 in- participat Grant 10 The next item on the agenda was to consider adoption of a Resolution the General Revenue Fund to the General Expense 3,060 linear feet of a ten-foot (10’) wide, paved, off- road, ADA-accessible, bicycle/pedestrian trail. Anita McMillan commented that the Resolution is to construction of this Phase 2 of the Greenway. She required local match. Council Member Liles made a motion to adopt the Resolution as presented seconded by Council Member McCarty and carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution linear feet of a ten- paved, off-road, ADA-accessible, bicycle/pedestrian trail The Town Manager expressed appreciation to staff for all of their hard work on securing grant The Mayor commented Appreciation Lunch for Town employees Veterans on November 10th. School. Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk STATEMENT OF CONFLICT OF INTEREST I, Sabrina NlcCarty, state that I have a personal interest in Agenda Item M. (2) regarding the consideration of a motion to accept or reject an 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 because of a personal and business relationship of my husband, Chris McCarty, with Henry J. Brabham, IV. Therefore, pursuant to Virginia Code Section 2.2-3112, I must refrain from participation in this matter. I ask that the Town Clerk accept this statement and ask that it be made a part of the minutes of this meeting. Witness the following signature made this 15th day ofNovember, 2016. &. cfi{ ~eal) Sarinacarty AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 15, 2016 AT 6:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Vice Mayor Hare and seconded by Council Member Scheid with all in favor. 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, DECEMBER 6, 2016, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Susan Waddell, Town Attorney Anne Cantrell, Interim Finance Director Anita McMillan, Planning & Zoning Director The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Liles, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. Roll call After a Moment of Silence, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the New Ch 15th from 5:00 p.m. to 7:00 p.m. and the Angel Tree gifts are due back that night. She also commented on the success of the Christmas parade and the Lions Club spaghetti dinner. Council Member McCarty next expressed thanks to the Police Department for their quick response to the BNC Bank recently when they had an issue with their alarm system. Council Member McCarty also announced that the Town Employees are doing a sock drive for the Needy Family Program can be dropped off at the Municipal Building. Council Member Liles made a motion to approve the Consent Agenda as presented; the all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – Approved minutes of the regular Council 2 The Mayor commented that Council had received an email concerning an act of kindness that was done by several of the Police Officers. He called on Sergeant Michael Byrd comments. Sergeant Byrd commented that they received a call late in the hit She asked if there was something that they could do to help with the burial. He officers without hesitation went to the home and The lady indicated th son and she wanted to get it buried before he got were Jordan Keith and Silas Chapman. The next item on the agenda was a briefing on Resource Authority first commented that in April when he gave his presentation to Council on the transition in the rail haul methodology from using significant costs savings for the Authority. At that time, he also talked about the Salem joining the Station and the Tinker Creek Transfer Station. new technology which was going to save money Southern’s capital costs and they were ready to make the move. When Salem announced that needed to try and get something set up as soon as possible. There was going to be a transition with their waste stream being hauled Smith Gap Landfill by the end of the year. necessary to convert the Salem Transfer Station 3 passed right behind the Salem Transfer Station and it was going to be a fairly easy fix or so they investment for the equipment necessary to make that conversion. The only required from Norfolk Southern at the time was a current contract since its inception had been for rat Norfolk Southern. Board gave him a figure and told him as long as he was able to negotiate a rate at this figure or containers. He called Norfolk Southern back and gave them until the Ju would be loaded onto the gondolas and shipped out to the landfill. Ultimately, Norfolk Southern gave contract. At the July Board meeting, they did not contract with Norfolk Southern did not expire until June 30, 2018, but the question remained as to not re-negotiated. residents living around the landfill area that they would not put trucks on Bradshaw Road with the contract, they have never had to transport waste accommodate their needs. The ultimate solution was to use the 5.5 dedicated spur to construct a 4 would require traveling the back roads. A total of five parcels were discovered that could be used off of the Ironto Exit of I-81. Three of the by a farmer. T that would traverse along Reese Mountain Road and cross over the North Fork River and run for spur. Bradshaw area of this option. They continue to talk with No them that they are not the only option. owns the spur track. Mr. Miles responded that they paid Norfolk Southern $9 million up front to procure the 5.5 mile right-of-way track, to put in the tipper at the landfill and to buy all of the rail equipment. The contract stipulates that at the end of the first term of the contract or and all of the land will become the property of the want to own the rail spur while Norfolk Southern was transporting waste on it. On July 1, 2018, if they do not extend the contract, it will become the Authority’s property. Council they will be able to pull methane off of the Smith cost of converting the methane gas into a usable capital investment in the equipment necessary to make the conversion. Council Member Scheid asked the es entering and exiting the Smith Gap Landfill each 5 season in the summer time, there would be 50- 60 trucks a day and over the course of a 10-hour day, there would be 100 trips a day at about 10 probably come through in groups of two or three and then there would be a period of 10-15 The next step is for the Authority Board to make a determination as to whether or not to purchase sign a contract with them to extend the services, years. They have indicated that long-term contracts are out of the realm of possibility. contractors rather than their o the trailers and they already have a contract with When they went out for bid, they knew what the costs would be for the Authority to buy the trucks and do the trucking. They got a very competitive into the trucking business. Vice Mayor Hare asked how long the contract is additional contract was through June 30, 2018 to contract with Norfolk Southern. They know they are going to have to transport garbage from the contract. Starting July 1, 2018, the contract has the option to renew for up to four additional five- agreed upon. Vice Mayor Hare next asked what would happen with Norfo built in 24 hours. Mr. Miles responded they are looking at about a two-month period to be able to completed later while the road the waste to a third-party landfill. They have had 6 the waste stream out starting July 1, 2018 and have already set the funds aside for this purpose. with accidents and congestion on I-81. Mr. Miles storage capacity with the trailers that a sufficient amount can be stored over a period time within their regulations. Typically traffic backups on I- would have enough trailer capacity to be able to not dispatching trucks out. The next item on agenda was the presentation of consideration of the approving and accepting said Report. Anne Edwards. Mr. Gilmer first commented that the CAFR was on November 29th. He expressed appreciation to Council for the opportunity to serve them and to work with. He also Cantrell for the job she did with the Audit. Mr. Gilmer then commented on the CAFR itself, approximately $2.6 million compared to last jump. A good measure of this fund balance is that the Town could survive months if no more money came in. Generally two or more months is average. $787,875 compared to $ or 20%. Beginning on Page 39, Standard that was implemented which had a significant impact. 7 On Page 83 is the opinion that covers the compliance aspect of the audit and Page 86 is the schedule of findings and responses. Dating to back almost ten years ago, the segregation of duties continues to be listed, authorities. They have worked with the Town over the past several years to fix the items that one budget finding relating to the timing of the debt refining at the year end, which than $10,000.00. Mr. Gilmer next Analysis w graphs. transmittal this year which saved the Town some considerable costs. very good audit. We brought in $8,252,351 in revenue and spent $8,211,685. We increased cash in the Utility Fund which indication of a well- leadership and staff. Finance Department for the wor The Mayor expressed thanks to Mr. Gilmer for regarding the audit process. Vice Mayor Hare made a motion to Resolution as presented seconded by Council Member Scheid and carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution No. 2176 approving Annual Financial Report The next item on the agenda was to consider adoption of a Greenway Phase 1 construction project. Anita Contracting in the amount of $173,091.00 for this project. The estimated cost of the entire project 8 for the project with Combs being the low bidder. When the construction began on September 5th, an issue developed with the size of the drainage pipe. The engineers were under the impression that they could reduce the size because of their calculation on the drainage could be reduced and the size of the pipe on the plan was not correct. The total change order is changes. Also, the existing sewer line in front of th deep enough and it was damaged and had to be seepage under the Dale Avenue bridge that had to be addressed. Even with this Change Order, it brings the total spent to a which is still within the budget. responded that they are finished with the paving, but because of the time of the year, the site has to be stablished The contract was extended to make sure that it is stabilized and they are retaining five percent of the final payment. Council Member Scheid asked when pipe put in that was was not deep enough and Ms. McMillan r 1980’s. McMillan advised Council that when she was inspecting the project she discovered that the contractor doing the bridge work for the City of Roanoke had heavy equipment. On Monday, she met with the not work and whole section. They had also been driving their equipment on the other side as well. Council Member adopt the Resolution as presented; the motion was and carried by the following roll call all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – Adopted Resolution No. 2177 9 The next item on the agenda was to consider a Council meeting. Council Member Liles made a motion to Council meeting; Council Member McCarty 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Council meeting The Town Manager expressed appreciation assisted with the parade line- Hare commented on the banner that was on the Resources Director was responsible for that. The next item on the agenda was the 2016. Vice Mayor Hare first commen they met on November 22nd. Valley Metro staff Commission attended the meeting and they had a frank discussion about our concerns. that they recognized some of the problems they have and understood where we are at. was not totally convinced that they get it. She spoke meeting and gave her a round- meeting had concluded since she had to leave early. Ms. Finch commented that the City runs the bus system Manager work one-on-one with Sherman Stovall at the City. Council Member Scheid commented that they did agree to do a 60-day count in January and February by stop. appear that in the not so distant future there will to look more like the Resource Authority. Valley Metro is solely owned by Roanoke City. The Town is allowed to participate, but there contract. They are willing to enter into some type of Memorandum of Understanding, but we have no negotiating room other than to decide what routes we are willing to pay for. 10 our frustration was not having a seat on the Board every year since we now rotate every two years with Salem. model the Resource Authority seat on the Board. There was some discussion the meeting with regard to the monthly pass with the number of ri month. There is a that. Perhaps we need to have some discussion with Salem. she suggested doing away with the monthly pass and riders would pay as they had some good arguments as to why it was not a good idea to do away with the monthly pass, one being that some people with physical challenges have a hard time making change and handling money. the Valley Metro matter, Vice Mayor Hare next Report. The General Fund revenues were off exceeding our revenue projection at 114% and expenditures are under our projection. Cash on hand in comparison to last year at this time is up $55,000. With regard to revenues in the General Fund, the The cigarette tax is actually up from where it was projected. There will be some challenges to the budget with because no funds were budgeted to cover them. with some recommendations on how to cover these costs for the next Finance Committee meeting. policy for the purchase of right-of- will be drafted by staff and reviewed at the next Finance Committee meeting. 11 business license rates in comparison with other localities. The Town Manager commented that the business license rates will be brought up during the budget discussions. Vice Mayor Hare made a motion to approve the Reports; the motion was seconded by Council Member Scheid and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, Grose; Nays (0) – None. Financial Reports Vice Mayor Hare next commented that the Finance Committee Finance Director, Anne Cantrell, and their desire to appoint her at the Town Treasurer. Vice Mayor Hare read the first Resolution appointing Anne W. Treasurer and made a motion to a Resolution as presented; the seconded by Council Member McCarty and carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. The her husband, who were in the audience. Adopted Resolution No. 2178 appointing Anne W. Cantrell as the Town Treasurer Vice Mayor Hare read a second Resolution authorizing Anne W. Cantrell to countersign checks and warrants and made a adopt the Resolution as presented; the motion was seconded by Council Member Scheid and carried by the following roll call members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution 2179 authorizing and warrants Vice Mayor Hare made a motion to adopt a third Resolution authorizing Barry W. Thompson to countersign checks and warrants and made a motion to adopt the Resolution as presented; the Scheid and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – Adopted Resolution No. 2180 authorizing B 12 Ms. Cantrell made comments and expressed appreciation for Council appointing her as Treasurer. Council, staff and citizens. He then read some happened in the Town during the past year and expressed his appreciation to all of Council and Town staff. The Mayor also made comments regarding, December 7th Day. commented that he was out of town for many of they were all very successful. Council Member McCarty commented on the hiring of Mary Ann Brenchick, who will be handling the stormwater management for the Town Scheid commented on the suc Opening of the Twin Creeks Brewery. Vice Christmas Parade. He also mentioned that he was always reminded at this time of y expressed holiday greetings to everyone. The next item on the agenda was a request to convene in Closed Meeting, p §2.2-3711 (A) of the 1950 Code of Virginia, as authorized by subsection 1. Vice Mayor Hare made a motion to convene in Closed Session; the motion was seconded by following vote, with all members voting: Vote 5- 0; Yeas (5) – Grose; Nays (0) – None. Closed Session at 8:56 p.m. At 9:55 requirements was approved on motion by Vice Certification of Closed Meeting 13 Liles and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles – None. Council Member Scheid made a motion to adjourn the seconded by Vice Mayor Hare Vote 5-0; Yeas (5) – Liles, Hare, Grose; Nays (0) – Meeting adjourned APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk Meeting Date January 3, 2017 Department Administration Issue Recognition of Lindsay Murray, Teacher at W. E. Cundiff Elementary School, winner of the Milken Educator Award Summary Lindsay Murray will be at the meeting to be recognized by Council. Attachments None Recommendations Recognize Ms. Murray and present Certificate Town Council Agenda Summary 1 Meeting Date January 3, 2017 Department Administration Issue Briefing on the 2017 Real Estate Reassessment Summary Billy Driver, Roanoke County’s Director of Real Estate Valuation, will make this presentation and be available to answer any questions that Council might have. Attachments Power Point Presentation Recommendations No action required Town Council Agenda Summary Town Of Vinton January 3, 2017 2017 Real Estate Reassessment 2017 TOV Real Estate Assessment Category Residential 364,524,600 368,501,200 3,976,600 1.09% Commercial 97,203,700 99,111,400 1,907,700 1.96% Total 461,728,300 467,612,600 5,884,300 1.27% 0.80% 1.40% 2.08% 0.00% 0.00% 1.96% 0.00% 1.00% 2.00% 3.00% 4.00% 5.00% 6.00% 7.00% Single Family Urban Single Family Suburban Multi-Family Residential Agricultural (20-99 Acres) Agricultural (Over 99 Acres) Commercial/ Industrial Ye a r -Ov e r -Ye a r % C h a n g e 2017 Assessment Percentage Change by Classification* Assessment Increase Attributed To: New Construction 910,700 0.20% Market Value 4,973,600 1.07% Total 5,884,300 1.27% Residential 1.09% Commercial 1.96% *As of November 11, 2016 Real Estate Valuation Management & Budget 2 $6 8 8 , 7 0 0 $2 2 9 , 9 0 0 $41,600 $4 0 2 , 3 0 0 $5 4 8 , 2 0 0 $8 5 8 , 1 0 0 $3 2 2 , 9 0 0 $3 5 7 , 0 0 0 $3 0 5 , 3 0 0 $7 5 6 , 0 0 0 $6 7 5 , 3 0 0 $52,600 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 2011 2012 2013 2014 2015 2016 Commercial Residential TOV New Construction History 3 Median Sales Price History - Residential $212,250 $208,500 $193,000 $197,000 $193,000 $198,250 $202,000 $195,000 $200,000 $196,000 $100,000 $120,000 $140,000 $160,000 $180,000 $200,000 $220,000 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 *as of 11-11-16 Me d i a n S a l e s P r i c e Median Sales Price - Residential 2007 through 2016 Real Estate Valuation Management & Budget 4 History of Sales * 2016 sales figures are projections as of November 2016; foreclosure data before 2008 is not available 1,480 1,319 939 800 635 746 953 938 1,033 1,009 125 157 173 153 156 153 123 119 101 0 20 40 60 80 100 120 140 160 180 200 0 200 400 600 800 1,000 1,200 1,400 1,600 1,800 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 @11-11-16 Fo r e c l o s u r e s Nu m b e r o f S a l e s History of Total Sales and Foreclosures 2007 through 2016 Number of Sales Foreclosures Real Estate Valuation Management & Budget 5 2017 Reassessment Hearing Dates •Reassessment notices will be mailed December 30th •Informal Appeals •January 17th through January 25th •Call Real Estate Valuation Office at 772-2035 extension 0 for an appointment •Formal Appeals (Board of Equalization) •Dates for BOE meetings are as follows: •April 27th •July 27th •November 1st Real Estate Valuation Management & Budget 6 Disabled Veterans Property Tax Exemption 7 •Administered through Commissioner of Revenue’s Office •Criteria for veterans or surviving spouse •Principal place of residence •Owned and occupied by disabled veteran or unremarried surviving spouse •Certification letter stating that disability is 100% service related •Information available on Roanoke County website or contact the Commissioner of Revenue’s office at (540) 776-7116 or (540) 772-2048. Tax Freeze Program for the Elderly & Disabled 8 •Administered through Commissioner of Revenue’s Office •Criteria •Disabled or over age 65 •Combined income of less than $56,566 •Net assets not exceeding $200,000 •Information available on Roanoke County website or contact the Commissioner of Revenue’s office at (540) 776-7116 or (540) 772-2048. Comments 9 Meeting Date January 3, 2017 Department Public Works Issue Consider adoption of a Resolution appropriating funds in the amount of $20,000.00 and transferring funds in the amount of $20,000.00, for a total amount of $40,000.00 for the installation of a waterline and fire hydrant as required by the Roland E. Cook Redevelopment Project. Summary As part of the construction of the Roland E. Cook Redevelopment Project, the Roanoke County Fire Marshal required the extension of an eight inch (8”) waterline along Poplar Street from Jefferson Avenue to a new fire hydrant located at the alley on the east side of Poplar Street. The Town contracted with S. C. Rossi & Company, Inc. for the installation of the required waterline and fire hydrant at a cost of $40,000.00, which installation has been completed. Pursuant to a Waterline Extension Agreement dated December 21, 2016 between the Town and Old School Partners, LLC, the developer for the Roland E. Cook Project, said developer agreed to pay one-half of the said cost ($20,000.00) to the Town and said funds were received and deposited into the Utility Fund account 300.1899.010. The other one-half of said cost ($20,000.00) will be provided from the Capital Outlay-Wastewater System Maintenance account 300.9500.799. This matter was discussed with the Finance and Public Works Committees in detail and both Committees recommended proceeding with the installation of said waterline and fire hydrant. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, JANUARY 3, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, as part of the construction of the Roland E. Cook Redevelopment Project, the Roanoke County Fire Marshal required the extension of an eight inch (8”) waterline along Poplar Street from Jefferson Avenue to a new fire hydrant located at the alley on the east side of Poplar Street; and WHEREAS, the Town contracted with S. C. Rossi & Company, Inc. for the installation of the required waterline and fire hydrant at a cost of $40,000.00, which installation has been completed; and WHEREAS, pursuant to a Waterline Extension Agreement dated December 21, 2016 between the Town and Old School Partners, LLC, the developer for the Roland E. Cook Project, said developer agreed to pay one-half of the said cost ($20,000.00) to the Town, said funds having been received and deposited into the Utility Fund account 300.1899.010; and WHEREAS, the other one-half of said cost ($20,000.00) will be provided from the Capital Outlay- Wastewater System Maintenance account 300.9500.799; and WHEREAS, Council needs to appropriate the funds from the Miscellaneous Income-Utility Fund account and transfer the funds from the Capital Outlay-Wastewater System Maintenance account to the Capital Outlay-Water System Maintenance account to cover the payment to S. C. Rossi & Company, Inc. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: APPROPRIATION FROM: 300.1899.010 Miscellaneous Income–Utility Fund $20,000.00 TO: 300.9410.799 Capital Outlay–Water System Maintenance $20,000.00 TRANSFER FROM: 300.9500.799 Capital Outlay–Wastewater System Maintenance$20,000.00 TO: 300.9410.799 Capital Outlay – Water System Maintenance $20,000.00 2 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 January 3, 2017 Department Police Issue Consider adoption of a Resolution appropriating funds in the amount of $55,200.00 to cover the costs of equipment for two Dodge Chargers and the purchase of two replacement vehicles in the Police Department. Summary The Police Department is committed to keeping its vehicles fully equipped and in a constant state of operational readiness. With significant staffing changes in the last year; one due to an administrative position being moved back to patrol operations during Interim Chief Dudley’s term, that position being the Sergeant of Professional Standards; and the filling of all remaining vacant officer positions to a current level of 24 sworn officers, the Department is now fully staffed; however, there are currently only 23 vehicles. Two Dodge Chargers currently assigned to the Detective Division will be moved into patrol operations and quotes have been received from Kustom Signals, Inc., Sheey and Roanoke County IT. to equip said vehicles. The equipment includes two In-Car Camera Systems, two MDT mounts, two prisoner partitions with shotgun/rifle mounts plus installation for a total cost not to exceed $15,200 The Department has also received quotes to replace the Dodge Chargers with two used vehicles at a total cost of $40,000.00. The vehicles have low mileage, are in excellent condition, and will save considerable costs in comparison to purchasing new vehicles. Council needs to appropriate the funds from the ATF-Recoveries (Asset Forfeiture) Revenue account to the ATF Forfeitures Special Projects Expense account in the amount of $55,200.00 to cover the costs of equipment for the two Dodge Chargers and the purchase of two replacement vehicles. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 3, 2017 AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Police Department is committed to keeping its vehicles fully equipped and in a constant state of operational readiness; and WHEREAS, the Department is now fully staffed to a current level of 24 sworn officers, but there are currently only 23 vehicles; and WHEREAS, two Dodge Chargers currently assigned to the Detective Division will be moved into patrol operations and quotes have been received from Kustom Signals, Inc., Sheey and Roanoke County IT. to equip said vehicles. The equipment includes two In-Car Camera Systems, two MDT mounts, two prisoner partitions with shotgun/rifle mounts plus installation for a total cost not to exceed $15,200; and WHEREAS, the Department has received quotes to replace the Dodge Chargers with two used vehicles at a total cost of $40,000.00. The vehicles have low mileage, are in excellent condition, and will save considerable costs in comparison to purchasing new vehicles; and WHEREAS, Council needs to appropriate the funds from the ATF-Recoveries (Asset Forfeiture) Revenue account to the ATF Forfeitures Special Projects Expense account in the amount of $55,200.00 to cover the costs of equipment for the two Dodge Chargers and the purchase of two replacement vehicles. NOW THEREFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton does hereby approve the following: FROM: 200.2404.021 ATF-Recoveries (Asset Forfeiture) $55,200.00 The source of funds for the foregoing appropriation is from the ATF Forfeiture Fund in the General Fund’s undesignated fund balance in the amount of $55,200.00. TO: 200.3101.731 ATF Special Projects $55, 200.00 2 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 January 3, 2017 Department Finance/Treasurer Issue Financial Report for November 2016 Summary The Financial Report for the period ending November 30, 2016 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on December 13, 2016 to discuss this report and will make a presentation to Council at their Regular Meeting. Attachments November 2016 Financial Report Summary Recommendations Motion to approve the November 2016 Financial Report Town Council Agenda Summary Financial Report Summary Month Ending November 30, 2016 Revised Adopted YTD MTD YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,629,845 2,456,606 398,736 1,922,636 (533,970)78% Accrued Revenue Adjustment (CDBG)229,169 229,169 Total Adj. Revenues 8,629,845 2,456,606 627,905 2,151,805 (304,801)88% Expenditures 8,629,845 4,639,488 1,031,511 3,639,341 (1,000,147)78% Revenues over/(under) Expenditures (2,182,882)(403,605)(1,487,536) Utility Fund 300 Revenues 3,684,151 1,260,652 107,418 1,416,825 156,173 112% Bond Series 2013 0 0 0 0 Operating Revenues 3,684,151 1,260,652 107,418 1,416,825 156,173 112% Expenditures 3,684,151 1,535,480 326,633 1,332,966 (202,514)87% Operating Expenditures 3,684,151 1,535,480 326,633 1,332,966 (202,514)87% Revenues over/(under) Expenditures (274,828)(219,216)83,859 Stormwater Fund 600 Revenues 299,792 124,893 24,983 124,913 20 100% Expenditures 299,792 123,139 34,021 103,121 (20,018)84% Revenues over/(under) Expenditures 1,755 (9,039)21,792 Total All Funds Revenues 12,613,788 3,842,151 760,305 3,693,544 (148,608)96% Expenditures 12,613,788 6,298,107 1,392,165 5,075,428 (1,222,679)81% Revenues over/(under) Expenditures (2,455,956)(631,860)(1,381,885) 12/13/2016 9:46 AM Meeting Date January 3, 2017 Department Council Issue Appointments to Boards/Commissions/Committees Summary Highway Safety Commission Robert Patterson’s term expired December 31, 2016. Mr. Patterson has been contacted and he is willing to serve again. His new term will expire December 31, 2019. Attachments None Recommendations Motion to appoint Mr. Patterson Town Council Agenda Summary Meeting Date January 3, 2017 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1 Summary Council will conduct interviews of interested applicants to fill the expired term of Dawn Michelsen on the Planning Commission. Attachments Certification of Closed Meeting Recommendations None Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 3, 2017 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by _________________ and seconded by ____________________ with all in favor. ___________________________________ Clerk of Council