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HomeMy WebLinkAbout1/5/2016 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, January 5, 2016 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. CONSENT AGENDA 1. Consider approval of the minutes for the regular meeting of December 1, 2015 2. Consider approval of the minutes for the regular meeting of December 15, 2015. F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Introduction of Marrion Burden, Firefighter 2. Introduction of Jeremy Shrewsbury, Police Officer G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. TOWN ATTORNEY I. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution awarding a bid and authorizing the Interim Town Manager to execute a contract with Virginia Infrastructure, Inc. in the amount of $78,501.00 for the Walnut Avenue Sidewalk Improvements Project. Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr., Council Member Sabrina McCarty, Council Member Janet Scheid, Council Member 311 South Pollard Street Vinton, VA 24179 2 BRIEFINGS 1. Briefing on a proposed lease agreement with Southern States Cooperative, Inc. for the use of eight vacant lots that are adjacent to the mill for the purpose of temporary parking for trailers and an employee parking area. 2. Briefing on the potential future re-development of the Town of Vinton’s Gateway along Gus Nicks Boulevard. J. MAYOR K. COUNCIL 1. Appointments to Western Virginia Regional Industrial Facility Authority and administering oaths of office 2. Comments from Council Members L. ADJOURNMENT 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. NEXT TOWN COUNCIL MEETINGS/COMMITTEES: January 11, 2016 – 3:00 p.m. – Finance Committee Meeting – Finance Conference Room January 19, 2016 - 6:00 p.m. – Work Session following by Regular Council Meeting at 7:00 p.m. – Council Chambers Meeting Date January 5, 2016 Department Town Clerk Issue 1. Consider approval of the minutes for the regular meeting of December 1, 2015 2. Consider approval of the minutes for the regular meeting of December 15, 2015. Summary None Attachments December 1, 2015 minutes December 15, 2015 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, DECEMBER 1, 2015, 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 I. Douglas Adams, Jr. Sabrina McCarty Janet Scheid STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anita McMillan, Planning & Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain Jeff Dudley, Interim Police Chief The Mayor called the work session to order at 6:00 p.m. for continuation of the (VPDES) Permit Program. commenting that requirements for the MS4 report are to enhance employee training, to operating procedures and to identify all of the high- having illicit discharge going to the storm drains. When the high- with the report that was due on October 1st. The Town has 39 true outfalls that were locality has more than 50, they are required to inspect have to do all of them each year. Roanoke County is inspections and Ms. McMillan responded no. Council Member Scheid next asked if the priorities on the list of the Town facilities would be Item Nos. 2 and 3 and would they need to be completed months. Ms. McMillan commented that Item No. 1 has been completed, but Roanoke County commented on the wash area because it is open. The State requires it to be covered 2 Vice Mayor Hare asked how we are planning to meet the July 1st by the target date and possibly we need to inquire as Gary Woodson, Public Works Director, commented from the audience that entire yard, the secondary site would be the old landfill on 3rd Street. One preventive measure could be to put a berm during a storm event and it engineered. Ms. McMillan commented that would be expense. Council Member Scheid asked how we get from point A to point B. The Town Manager responded that we need to sit down with DEQ and get an understanding responsible for setting up those meetings, looking at Manager’s Office along with the Planning & Zoning with DEQ. Council Member Scheid asked what are the penalties responded that to date they have basically inquired as to requirement and they did not indicate we were in violation. Some localities have been inspected and before any fine is imposed. Council Member Scheid problem areas. She feels that it is not a good plan to and do an inspection and give us another six months have by our own admission recognized that there are problem areas that need to be addressed. Council Member McCarty asked how soon a meeting could would it take to address the issues based on what our 3 experience on working with DEQ when he was in Suffolk was if you come to the table and are trying to reach a common goal. He felt the challenges faced by smaller communities with limited resources. Ms. McMillan next commented on the amount of time order to know all the aspects and requirements just to do the reporting changes. The process is still ongoing with Roanoke administrator. With regard to the four detention ponds owned by the Town--two on Hardy Road, one one at the War Memorial, that the two on Hardy Road and the one at Glade Town are in good shape. The contractor that handles aware of what needs to be done there. future, there will be a schedule of when those will need to be inspected. In closing, Ms. McMillan re address e-coli and sediment TMDLs. These are for questions they may have back to her. The Mayor called the regular meeting to order at 7:10 p.m. The Council Member Adams, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Council Member Scheid l Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCart Building with the parade starting at 7:00 p.m. with a gathering at the War Memorial after the parade. The Mayor announced an open house at the History 17th 4 holiday luncheon on Tuesday, December 15th, and a Relay for Life fundraiser barbeque lunch on Monday, December 7th p.m. at the War Memorial. With regard to the Consent Agenda, the Town Clerk to be made on Page 3 of the November 17th minutes to change the date of October 8th to December 8th. Council Member Adams motion to approve the Consent Agenda as corrected; the motion was seconded by Council Member McCarty with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – None. meeting corrected minutes for the regular meeting of November 17, 2015 and special called meeting of November 23, 2015 The next item on the agenda was to consider Hooklift Truck with Dump Finance. Mid- with a Dump Body. The Resolution also authorized VML/VACo Finance for the purchase. to build the vehicle. We were notified that the vehicle would be delivered in mid- financing. On November 24th, the bids were opened for a five-year term. Mr. Thompson commented th $25,000 in this year’s budget for a full- but we will only experience about six months for this budget year. We will pick up the remaining terms of the five- After further discussion, Vice Mayor Hare motion to 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) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Adopted Resolution AL100S Hooklift Truck with Dump Body through VML/VACo Finance The next item on the agenda was a review of the Financial Report for September 5 Committee met and one of the items they reviewed was a change in the time- Police Department that was prepar Dudley and his team. With regard to the well with sales and meals taxes being slightly above their approximately $28,000 year-to- Fund is above its re Also, month-over- approximately $500,000.00. $37,000.00, which is year-over- $34,000.00 in revenue and year-to- $59,000.00. The Committee is budget and they will continue to evaluate it. send any suggestions to members of the Committee for consideration at their December 14th meeting. Vice Mayor Hare Financial Report for September 2015; was seconded by Council Member Adams and voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. September 2015 The Mayor commented on the success of the State of the Town the new library. Comments from Council Members: Vice Mayor Hare that have added to the Christmas season. Council neighborhood. Council Member McCarty announced that the a donation to the Vinton Needy Family Fund. 6 Council Member Scheid made a motion that Council go into a Closed Meeting pursuant to § 2.2- 3711 (A) of the 1950 Code of Virginia, as amended, and commissions and for Town Manager as authorized by subsection 1. The motion was seconded by McCarty members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – Council went into Closed Meeting at 7:50 p.m. At 10:30 the Certification that the Closed Meeting was held in approved on motion by Vice Mayor Hare; seconded by Council Member McCarty following roll cal Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) – None. Certification of Closed Meeting Vice Mayor Hare made a motion to appoint Barry Interim Town Manager; the motion was seconded by Council Member Adams Vote 5-0; Yeas (5) – Hare, Grose; Nays (0) – None. Finance Director/Treasurer as the Interim Town Manager Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Scheid with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, DECEMBER 15, 2015, 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 I. Douglas Adams, Jr. Sabrina McCarty Janet Scheid STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anita McMillan, Planning & Zoning Director Donna Collins, Human Resources Director Barry Thompson, Finance Director/Treasurer Jeff Dudley, Interim Police Chief Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain John Hobbs, Lieutenant-EMS Mary Beth Layman, Special Programs Director The Mayor called the regular meeting to order at 7:10 p.m. The Council Member Adams, Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Council Member McCarty l Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty Memorial from 8:00 p.m. to 1:00 a.m. and reminded collection during the holidays. Council Member Adams made a motion to approve the Consent Agenda as presented motion was seconded by Vice Mayor Hare and voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – None. Approved minutes for the Special Called meeting of November 30, 2015 The next item on the agenda was the recognition of Christ and p 2 The Mayor next read a Proclamation and presented the same to Mr. Lawrence along with an engraved clock from Council. The Town Clerk also presented To The next item was r Thomas Gatti with Boy Scout Troop No. 540 for his Eagle Scout Greenway existing kiosks. Mr. Gatti also made comments and the Mayor expressed app Interim Chief Dudley introduced Dustin Bray, a new Police Officer in his department. The next item, not on the agenda, was Fire/EMS Department, upon his retirement. Council Member Adams read a Proclamation and presented it to Lieutenant Hobbs. The next item on the agenda was a briefing on the Roanoke County Tax Assessment Notices. Estate Valuation began by commenting wants to speak about the general re-assessment their notices. He next began his PowerPoint presentation with the for the Town. The change from rest was in the market value of .36%. commercial. The multi- Town in this general assessment. from 2011 to 2015 divided by comm residential, which takes in single and multi-family homes. The commercial is still single family which is healthy sign for the Town’s tax 3 history of single family home sales throughout Roanoke County and the Town from 2006 to 2015. The median price for 2015 was $203,000.00 which is an indicator that the neighborhoods are healthy and still growing which is a positive sign. overall history of sales and foreclosures. From 2006 to 2015, the number of Hare asked if he had the specifics with regard to the sales in the Town in 2015 and 11 foreclosures. The Reassessment notices will December 31st. Informal appeals from January 19th through January 27th can call the Real Estate Valuation Office to handled their property. The Formal Appeals before the Board of Equalization will be held on April 28th, July 28th and November 3rd. criteria for both and indi information is available on the County website or by and Town of Vinton residents. Vice Mayor Hare asked Mr. Driver’s opinion on what should be the Town’s focus to try to get the median several years people to our community. Mr. Driver next reviewed the reassessment no which amended Section 58.1- Virginia, which stated what information must be on a 4 tax levy and the percentage of change. The assessment will include a tax rate even though the governing bodies have not yet adopted the rate. assessment went down or up. The notice will also include of any tax rate change will be published. Mr. Driver showed a sample of a separate letter that the tax rate. information posted on the Town’s website. realized from the tax increase should be included in the letter. Mr. Thompson responded that the letter had already been pri be put on the website. The next item on the agenda was a presentation approving and accepting said Report. Travis Gilmer with Brown Edwards. Committee. One challenge this year was the pension to be put on the books and they October. The CAFR was due a month and a half later and he expressed appreciation Thompso this process. CAFR balance in the General Funds measures the general heal million, which is a slight decrease from last year due during the year, but is still a very healthy balance. The next pages, 20 and 21, dealt 5 of $453,280, which is a great increase to continue to support services and construction, compared to last million compared to last year of $863,588. On Page pension plan. This takes the liability that the Town has always had and puts it on the balance sheet. Mr. Gilmer next referred to Page 76 in the Statistical Section commented on Page 86 showing the diversity of the principal employers in the Town. documents they prepared were the Audit Committee letter and a Management Lette other than comments in the prior CAFRs have been cleared. Vice Mayor Hare made a motion to Resolution as presented; by Council Member Scheid following roll call Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. approving the Report The next item on the agenda was to consider Chamber of Commerce. work that Keith Liles did with the Vinton Chamber of funds could not be paid directly to the Chamber, but had to be passed through a government check back to the Chamber. Mr. Thompson responded yes. Vice Mayor Hare made a motion to Resolution as presented; by Council Member McCarty following roll call Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2124 appropriating funds in the amount of Vinton Area Chamber of Commerce The next item on the agenda was to consider Peters, Jr., Assistant by Section 2-93 of the Town Code. Barry 6 provides for four individuals to sign checks. Those individuals are the Town Manager, the Treasurer, th checks. Since our checks are signed electronically, will be the two electronic signers. Vice Mayor Hare made a motion to Resolution as presented; by Council Member Adams following roll call Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2125 Assistant Town Manager/Director of checks as provided by Section 2-93 of the Town Code The Town Manager made brief comments and again welcomed Mr. Peters to the Town as the Development. made a motion to table the Financial Report for October 2015 to the next meeting; the motion was seconded by Council Member Scheid with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. meeting as well as the check much of the process through the Finance Committee and then bring it to Co point, the goal is to have it completed by the end of April. October 2015 to the next meeting The Mayor commented on the success of the Christmas Parade and the Relay for Life BBQ lunch fundraiser as well as the employee holiday lunch. Comments from Council Members: Council Member Adams commented Member McCarty reminded everyone of the Gala on and those who h 7 The next item on the agenda was appointments to Boards/Commissions/Committees. Council Member Scheid made the following nominations: Allen Kasey to the Board of Zoning new five-year term to expire January 16, 2021; new four-year term to expire December 31, 2019; Lawrence; R 2016; Partnership to replace Christopher S. Lawrence; Barry Thompson to the Roanoke Valley-Alleghany Lawrence ending June 30, 2016; Lawrence and Valley Resource Authority for a new four- S. Lawrence. The McCarty and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) - None. Appointed Allen Kasey to the Board of Zoning Appeals for a new five- 2021; four- 31, 2019; Lawrence; term of Christopher S. Lawrence ending June 30, 2016; Barry Thompson to the Roanoke Regional S. Lawrence; Barry Thompson to the Roanoke Valley- Commission Executive Committee to Christopher S. Lawrence ending June 30, 2016; Richard Peters to the Roanoke Valley Regional Cable TV Committee as an executive member to replace Christopher S. Lawrence and Gary Woodson to the Roanoke Valley Resource Authority for a new four-year term ending December 31, 2019 to Lawrence Council Member Scheid made a motion that Council go into a Closed Meeting pursuant to § 2.2- 3711 (A) (1) amended, for discussion regarding a prospective candidate for Chief of Police. seconded by Council Member Adams by the following roll call voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – went into Closed Meeting at 8:50 p.m. At 9:10 the Certification that the Closed Meeting was held in approved on motion by Vice Mayor Hare; seconded by Council Member Adams following roll call vote, Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) – None. Certification of Closed Meeting 8 Following the closed session, Council had public discussion regarding the residency requirements of the Chief of Police. After further comments and questions from Council, Hare made a motion the corporate boundary Town; the motion was Member McCarty with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – None. Council also brought up the current residency agenda for further discussion and consideration. requirements for the Chief of Police boundary or the service area of the Town Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Adams with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Grose; Nays (0) – APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: __________________________ Susan N. Johnson, Town Clerk Meeting Date January 5, 2016 Departments Fire/EMS, Police Issue 1. Introduction of Marrion Burden, Firefighter 2. Introduction of Jeremy Shrewsbury, Police Officer Summary Captain Linkous will introduce Firefighter Burden and Chief Dudley will introduce Officer Shrewsbury. Attachments None Recommendations None Town Council Agenda Summary Meeting Date January 5, 2016 Department Public Works Issue Consider adoption of a Resolution awarding a bid and authorizing the Interim Town Manager to execute a contract with Virginia Infrastructure, Inc., in the amount of $78,501.00 for the Walnut Avenue Sidewalk Improvements Project. Summary The Town contracted with Gay and Neel, Inc., to design the Walnut Avenue Sidewalk Improvement Project which consists of the demolition of existing concrete sidewalks along Walnut Avenue from 215 Walnut Avenue, Sun Solutions, to 20 feet North of the Alley adjacent to the Vinton Firehouse. The project scope will include the construction of approximately 2765 square feet of concrete sidewalks, 125 linear feet of curb and gutter, accessible ramps, an entrance improvement and pavement marking for three crosswalks. The bids were opened on December 15, 2015 and the low bidder was Virginia Infrastructure, Inc., in the amount of $78,501.00. Attachments Bid Form VDOT Notice of Authorization to Award Agreement Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, January 5, 2016 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, the Town contracted Gay and Neel, Inc., to develop the design for the Walnut Avenue Sidewalk Improvement Project and the bids were opened on December 15, 2015; and WHEREAS, the Project which consist of the demolition of existing concrete sidewalks along Walnut Avenue from 215 Walnut Avenue, Sun Solutions, to 20 feet North of the Alley adjacent to the Vinton Firehouse. The project scope will include the construction of approximately 2765 square feet of concrete sidewalks, 125 linear feet of curb and gutter, accessible ramps, an entrance improvement and pavement markings for three crosswalks; and WHEREAS, the low bid came from Virginia Infrastructure, Inc., in the amount of $78,501.00; and WHEREAS, Council needs to award the bid and authorize the Interim Town Manger to execute the contract for the work. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to Virginia Infrastructure, Inc., in the amount of $78,501.00 and hereby authorizes the Interim Town Manager to execute the contract and any other necessary documents, approved as to form by the Town Attorney. This resolution adopted on motion made by Council Member , seconded by Council Member , with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: Susan N. Johnson, Town Clerk Meeting Date January 5, 2016 Department Administration Issue Briefing on a proposed lease agreement with Southern States Cooperative, Inc. for the use of eight vacant lots that are adjacent to the mill for the purpose of temporary parking for trailers and an employee parking area Summary Southern States Cooperative Inc. currently leases five (5) lots from the town on Railroad Avenue for short term parking of trailers. The Plant Manager recently approached staff to add three (3) additional lots located on 11th Street to construct an 80’ x 90’ gravel lot to help improve an overcrowded employee parking area and ease congestion of truck traffic within the plant grounds. The three newly requested lots on 11th Street are identified as 60.14-2-24, 60.14-2-25 and 60.14- 2-26, and the five original lots on Railroad Avenue are identified as lots 60.14-2-1, 60.14-2-2, 60.14-2-3, 60.14-2-4 and 60.14-2-5. Staff recommends that the eight total lots be combined into one lease agreement for ease of management by both parties. The term of the lease will be for one year with four additional one- year renewals at a cost of $800 per year. Due to the property being originally acquired by the town through a FEMA flood mitigation project, the entire annual lease revenue will be donated to the Vinton Needy Family Program, Inc. Attachments Map of property Draft Lease Agreement Recommendations No action required Town Council Agenda Summary 1 THIS LEASE AGREEMENT, made and entered into this ____ day of January, 2016 by and between the TOWN OF VINTON, VIRGINIA, a Virginia municipal corporation, herein “The Town”, and SOUTHERN STATES COOPERATIVE, INC., a Virginia corporation, herein “Tenant”, whose address is: Post Office Box 509, Vinton, Virginia 24179. WITNESSETH: WHEREAS, Tenant operates an animal feed manufacturing, storage, and shipping facility on Railroad Avenue in the Town of Vinton, Virginia, and WHEREAS, Tenant is in need of parking spaces for employees and also for trailers which are used to ship Tenant’s products, and WHEREAS the Town owns eight small lots (described below) on 11th Street and Railroad Avenue and near Tenant’s facility which it has agreed to lease to Tenant for this purpose, NOW THEREFORE, in consideration of the premises and the mutual covenants exchanged hereby, the parties agree that: 1. The Town hereby agrees to lease to Tenant and Tenant hereby agrees to rent from Town those certain three (3) lots lying on the south side of 11th Street identified as 60.14-2-24, 60.14-2-25 and 60.14-2-26 and those five (5) lots lying on Railroad Avenue identified as 60.14-2-1, 60.14-2-2, 60.14-2-3, 60.14-2-4 and 60.14-2-5, all of which are located in the Town of Vinton, Virginia, referred to collective herein as “The Property”. 2. Tenant shall pay to the Town in advance, the sum of Eight Hundred and no/100 Dollars ($800.00) each year as rental, which shall be due each year on the anniversary of the date of this lease agreement. The first year’s rental shall be paid to the Town upon the execution of this lease. Payment shall be made at 311 South Pollard Street, Vinton, Virginia 24179. 3. Tenant’s exclusive use of the property shall be for the temporary parking of employee vehicles and truck-trailers used for shipping. 4. Tenant acknowledges that The Property is an area designated by the Director of the Federal Emergency Management Agency (FEMA) as a Special Flood Hazard Area, and that Tenant is not permitted to construct any permanent improvements on The Property. Minimal leveling of the lot and use of gravel for stabilizing the lot surface will be permitted. 5. Tenant acknowledges that The Property was purchased by the Town with proceeds from a federal flood mitigation grant and that The Property remains subject to certain conditions and restrictions, including without limitation: 2 a) The Property shall be used only for purposes compatible with open space, recreational, or wetland management practices, and other uses enumerated in 44 CFR § 206.434. b) The Property is subject to inspection by FEMA, its representatives and assigns, including the Commonwealth of Virginia. c) The Property is subject to inspection by the Town to the extent necessary for the Town to meet its reporting obligations established by the grant conditions. Tenant covenants that it will cooperate fully with the Town, FEMA, and any authorized government agency to ensure that no laws, statutes, ordinances or grant conditions are violated. 6. Tenant hereby agrees to indemnify, defend and save harmless the Town from and against all liabilities, claims, expenses, costs, losses and damages, including, but not limited to reasonable attorney’s fees arising from or in connection with this lease and Tenant’s use of The Property. 7. The term of this lease shall be for a period of one year. The lease shall renew itself automatically on the same terms for no more than four additional one-year renewal terms, unless either party shall give notice of intention not to renew within thirty days of the expiration of the initial one-year term, or within thirty days of the expiration of any subsequent one-year renewal term. 8. The Tenant agrees that if he fails to observe or perform any of the conditions or covenants on his part to be observed or performed, and such default continues for thirty (30) days after the receipt of a written notice from the Town, such written notice to be mailed by registered mail to Tenant at Post Office Box 509, Vinton, Virginia 24179, the Town shall have the right to declare this lease terminated, and upon so declaring the Town shall have the right to immediately enter and possess the premises. 9. This lease contains the entire agreement between the parties and may be changed only by a written amendment, signed by both parties. This lease shall be governed by the law of the Commonwealth of Virginia. It shall not be assigned by Tenant without the prior written approval of the Town. WITNESS the following signatures and seals: TOWN OF VINTON, VIRGINIA By: Town Manager ATTEST: Town Clerk Meeting Date January 5, 2016 Department Administration Issue Briefing on the potential future re-development of the Town of Vinton’s Gateway along Gus Nicks Boulevard Summary Town of Vinton Administrative Staff continues to work with Roanoke County Economic Development Staff to consider potential redevelopment projects for the Gish Mill and the old William Byrd School property. In order to be able to effectively discuss the re-development potential for the sites, TOV Staff would like to discuss the general esthetic and appropriate design aspects compatible with Council’s vision for the gateway. Attachments Map of area Recommendations No action required Town Council Agenda Summary 1 Meeting Date January 5, 2016 Department Council Issue Appointments to Western Virginia Regional Industrial Facility Authority and administering oaths of office Summary Council needs to nominate the following individuals to the Western Virginia Regional Industrial Facility Authority: • Barry W. Thompson to the unexpired term ending February 3, 2018 to replace Christopher S. Lawrence. • Gary W. Woodson to a new four year term beginning February 4, 2016 and ending February 3, 2020. • Sabrina McCarty to a new four year term as an alternate beginning February 4, 2016 and ending February 3, 2020. After approval of nominations, the Town Clerk needs to administer the oaths of office Attachments None Recommendations Nominate individuals and motion to approve Town Clerk to administer oaths of office Town Council Agenda Summary