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HomeMy WebLinkAbout1/19/2016 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, January 19, 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 January 5, 2016. F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Promotions in the Fire/EMS Department – Chris Linkous 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 BRIEFINGS 1. Briefing on costs to add additional sidewalks and striping to complete the Walnut Avenue Sidewalk Improvement Project – Gary Woodson 2. Review of proposed format and delivery frequency for the Town of Vinton Project Management Report – Pete Peters J. FINANCIAL REPORTS FOR OCTOBER AND NOVEMBER 2015 K. MAYOR 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 L. COUNCIL 1. Update on process to fill the Police Chief position 2. Comments from Council Members M. CLOSED MEETING 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion or consideration of the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body as authorized by subsection 3. N. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING O. 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: February 2, 2016 - 6:00 p.m. – Work Session following by Regular Council Meeting at 7:00 p.m. – Council Chambers Meeting Date January 19, 2016 Department Town Clerk Issue Consider approval of the minutes for the regular meeting of January 5, 2016 Summary None Attachments January 5, 2016 Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JANUARY 5, 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 I. Douglas Adams, Jr. Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Interim Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Pete Peters, Assistant Town Manager/Director of Economic Development Donna Collins, Human Resources Director Jeff Dudley, Interim Police Chief Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Chris Linkous, Fire/EMS Captain Chad Helms, Lieutenant-Fire 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, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. Roll call Under upcoming community events, Council Member McCarty sale for the event on February 13th at The Woodland Place with Tru Sol. Vice Mayor Hare made a comment with regard to the December 15th should have been to the second meeting in January review it. He then made a motion to approve the Consent Agenda as corrected seconded by Council Member Adams by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, McCarty, Scheid, Hare, Approved minutes for the regular meetings of December 1, 2015 and the corrected minutes for the regular 2 The next item on the agenda was the introduction of Marrion Burden, Firefighter, and Jeremy Shrewsbury, Police Officer. Captain Dudley introduced Jeremy Shrewsbury. The next item on the agenda was to consider adoption of a Resolution contract with Virginia Sidewalk Improvements Project. the Interim Town Manager commented December 15th Infrastructure, Inc. commented that it originally went to 5th the cost. project. Also, there were engineering costs to Gay and Neel for designing the project. Council Member Scheid as connect to the Greenway. Mr. Woodson responded there were plans for another grant application and Mr. Woodson responded not at this time. said he could figure that cost by using the unit cost that came in with the bids. Mr. Woodson further contractor on the site until Spring. They are also restripe that section of the roadway. Hare reminded Council that to not put sidewalks in front of some of the buildings because of their existing paving, but to in those areas. Mr. Woodson commented that he would bring back to Council a report of what it would 3 and to provide striping and/or sidewalk for the connectivity to the greenway trail. Council Member Scheid made a motion to adopt the Resolution as presented; by Council Member McCarty following roll call Vote 5-0; Yeas (5) – Adams, Hare, Grose; Nays (0) - None. Adopted Resolution No. 2126 awarding a bid and authorizing the Interim Town Manager to execute a Inc. in the amount of $78,501.00 for Improvements Project The next item on the agenda was a briefing on a 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. Mr. Thompson States is currently leasing five lots from the Town at an annual rental of $400, which Program. Mr. Peters showed question and commented that the original lease with Southern States for the five lots was prepared in 2004. The Manager for Southern States contacted staff and indicated that three additional lots for an employee parking area. the plant grounds to an off- ease truck congestion. He was advised by Planning property as a acquired through the flood mitigation program. include all eight lots for a term of one year with four additional one-year improvements to the site. Council Member Scheid asked if we could sell the property. Mr. Peters responded that the property is undevelopable, which was the Town acquiring it and could not be sold Council Member Scheid next asked if all the trailers 4 site in the case of a potential flood event in the area. This is a stipulation through FEMA. Mr. Thompson closing, Mr. Peters commented that the lease will be meeting. The next item on the agenda was a briefing on the potential future re- Vinton’s Gateway along Gus Nicks Boulevard. Mr. Thompson Byrd High School, the Gish Mill and our entrance area and any future development to give staff some direction. He then turned the meeting Peters for his presentation. Mr. Peters commented th important to engage Council on a high-level and better direct his efforts for this gateway corridor. commented lamps- accommodations, gateway signage, wayfinding/ maintenance, abilit gateways. the Pollard/Washington intersection. One consideration would be if we want to continue that look to help in pulling area. of Gus Nicks; however, they 5 be proposed for the old William Byrd School, there will likely be some pedestrian aspect to that development. In order to pull that downtown, we need to provide that connectivity. For bike accommodations, there signage. Another consideration would be do we limits. If so, it wo research to determ counts can accommodate this. existing structure at each of our four gate Would Council desire to maintain this existing look or are there updates to modernize the materials and update the appearance both with with wayfinding signage. He then showed three examples of current signs in Town mat how we might want to look to be consistent throughout the Town. There is recommendations for our existing signs. are some trees along Gus Nicks, some of which are Would we want to continue that look and what would we want as landscaping for t signage. At present, we with resources to maintain it. near future. The next slide showed trailhead and park a Greenway will run along the back of the William Byrd property and potentially stop in that area. This would 6 and provide crosswalks for future greenway connectivity further up Glade Creek to Vinyard Park. the roads were aligned, there would be the potential for a crosswalk signal. Council M the greenway under the bridge. Mill property, the Town’s insurance carrier gave a implement their re measures to secure the building and further prevent the building from exposure to the elements. We and labor from local contractors and there is a grant that we can apply for w studies and then the citizen engagement aspect. move ahead on the signage because it is something that has been discussed by Council like to see some business development in that area and possibly a restaurant at the Gish Mill property. Council Member Scheid commented that she is very work session should be scheduled on all of the gateways gateway we look at areas. Vice Mayor Hare commented on the condition of the Washington and it should be taken down. Mr. Thompson commented that there is another one on Virginia Avenue. Also, the currently have could be updated wi comments regarding the Gish Mill and stated that 7 what their expectations of the gateway would be before a developer comes in and starts setting their terms. standards and guidelines within that district. future discussion. The Mayor commented on several of the new staff changes and assured the citizens that services Mayor next read a prepared statement and Mayor in the upcoming election in May. The next item on the agenda was appointments to Boards/Commissions/Committees. Council Member Adams made the following nominations to the Authority: Christopher S. Lawrence; new four year term beginning February 4, 2016 and ending February 3, 2020 and February 4, 2016 and ending February 3, 2020. The motion Scheid 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. The Town Clerk administer the oaths after the meeting is adjourned. Appointed the fo to the Western Virginia Regional Industrial Facility Authority Barry W. ending February 3, 2018 to replace Christopher S. Lawrence; ending February 3, 2020 and Sabrina McCarty to a new four year February 4, 2 February 3, 2020 Comments from Council Members: Council re-election in May. received a response back. 8 requesting the extension through September 30th, but we have not heard back yet. taken over the admin façade grants and we have two businesses that are interested in the revolving loans. Scheid next asked about the project list and would it be presented to Counc the January 19th meeting and ask Council to give us input as to the format and if it meets the criteria they are looking for. It will then be placed in Drobox and updated on a regular basis. working tool for Council and staff. 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 19, 2016 Departments Fire/EMS Issue Promotions in the Fire/EMS Department Summary Captain Linkous will recognize those who have been promoted in the Fire/EMS Department. Attachments None Recommendations None Town Council Agenda Summary Meeting Date January 19, 2016 Department Public Works Issue Briefing on costs to add additional sidewalks and striping to complete the Walnut Avenue Sidewalk Improvement Project. Summary At the last Council meeting, January 5, 2016, Council requested additional information regarding the scope of the Walnut Avenue Sidewalk Improvement Project. The presentation is intended to provide information and solicit comments from council for the purpose of providing betterment's for the project. The total sum of the Town contributions would be approximately $4,671 for additional crosswalk and median striping, and additional sidewalk along Jackson Avenue. Attachments Power Point Presentation Recommendations No action required Town Council Agenda Summary WALNUT AVENUE SIDEWALK IMPROVEMENT PROJECT WALNUT AVENUE PROJECT SCOPE Sidewalks, Pavement Striping, Crosswalks Total Project Allocations $100,000 Virginia Infrastructure, Inc. Bid $ 78,501 Engineering Fee $ 8,900 VDOT Estimated Expenses $ 10,000 Remaining Funds $ 2,599 WALNUT AVENUE PROJECT SCOPE Sidewalks, Pavement Striping, Crosswalks Remaining Funds $ 2,599 Proposed Sidewalk – 4 Ft. x 85 Ft. $ 3,570 Jackson to Walnut Balance ($ 971) Crosswalk Striping – 3rd, 4th, 5th $ 1,000 Double Yellow Median Striping $ 2,700 Approximately 2,700 Ft. @ $1.00 Linear/Ft. Total Cost to Town $ 4,671 WALNUT AVENUE SIDEWALK WALNUT AVENUE SIDEWALK W. JACKSON LEE AVE. WALNUT AVENUE SIDEWALK W. JACKSON WALNUT AVENUE SIDEWALK W. JACKSON 1st ST. WALNUT AVENUE SIDEWALK WALNUT AVENUE SIDEWALK 2nd ST. WALNUT AVENUE SIDEWALK 2nd ST. WALNUT AVENUE SIDEWALK WALNUT AVENUE SIDEWALK 3rd ST. WALNUT AVENUE SIDEWALK 4th ST. WALNUT AVENUE SIDEWALK 4th ST. WALNUT AVENUE SIDEWALK 5TH ST. WALNUT AVENUE SIDEWALK 5th ST. COUNCIL RECOMMENDATIONS Meeting Date January 19, 2016 Department Administration Issue Review of proposed format and delivery frequency for the Town of Vinton Project Management Report. Summary Town Council requested staff deliver a comprehensive listing and routine method for identifying, monitoring and reporting on activities associated with the Town of Vinton’s management tasks and projects. Staff will present a draft report template for Council’s consideration. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date January 19, 2016 Department Finance/Treasurer Issue Financial Reports for October and November 2015 Summary The Financial Reports for the period ending October 31, 2015 and November 30, 2015 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on January 12, 2016 to discuss these reports and will make a presentation to Council at their Regular Meeting. Attachments October 31, 2015 Financial Report Summary November 30, 2015 Financial Report Summary Recommendations Motion to approve the October 2015 and November 2015 Financial Reports Town Council Agenda Summary Meeting Date January 19, 2016 Departments Council Issue Update on process to fill the Police Chief position Summary Council will be given an update on the process to the fill the Police Chief position and discuss scheduling dates to interview the top candidates. Attachments None Recommendations None Town Council Agenda Summary 1 Meeting Date January 19, 2016 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 or consideration of the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body as authorized by subsection 3. Summary None Attachments Certification of Closed Meeting Recommendations Reconvene and adopt Certification of Closed Meeting Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 19, 2016 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