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Home My WebLink About1/6/2015 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, January 6, 2015 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 minutes for the regular Council meeting of December 16, 2014. F. AWARDS, RECOGNITIONS, PRESENTATIONS 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 appropriating funds in the amount of $27,273.00 and transferring funds in the amount of $4,379.60, for a total amount of $31,652.60 for the purchase of a replacement vehicle in the Police Department. 2. Consider adoption of a Resolution awarding a bid, authorizing the Town Manager to execute a contract with F & S Building Innovations, Inc. in the amount of $274,998.00 for the construction and renovations to the existing Vinton Fire House Station #2 and approving the appropriation of funds for the design and construction administration, building construction and furnishings. Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr., Council Member William “Wes” Nance, Council Member Sabrina M. Weeks, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 BRIEFINGS 1. Briefing concerning a proposal by The Advancement Foundation to create a business incubator in the top floor of the Health Department Building located at 227 South Pollard Street. 2. Briefing on budget process for Fiscal year 2015-2016. UPDATE ON OLD BUSINESS J. FINANCIAL REPORT FOR NOVEMBER 2014 K. MAYOR L. COUNCIL M. 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 COMMITTEE/COUNCIL MEETINGS: January 6, 2015 – 5:30 p.m. – Finance Committee Meeting – Finance Conference Room January 20, 2015 – 6:00 p.m. - Work Session followed by Council Meeting at 7:00 p.m. – Council Chambers Meeting Date January 6, 2015 Department Town Clerk Issue Consider approval of minutes for the regular Council meeting of December 16, 2014. Summary None Attachments December 16, 2014 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, DECEMBER 16, 2014, 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. William W. Nance MEMBER ABSENT: Sabrina M. Weeks STAFF PRESENT: Christopher S. Lawrence, Town Manager Elizabeth Dillon, Town Attorney Susan N. Johnson, Town Clerk Barry Thompson, Finance Director/Treasurer Ryan Spitzer, Assistant Town Manager Joey Hiner, Public Works Assistant Director Donna Collins, Human Resources Specialist The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Nance, Vice Mayor Hare and Mayor Grose present. Council Member Weeks was absent. After a Moment of Silence, James Wright led the Pledge of Allegiance to the U.S. Flag. Roll call Council Member Adams made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Nance and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) – None; Absent (1) – Weeks. Approved minutes for the regular Council meeting of December 2, 2014 The next item for consideration was a presentation of the June 30, 2014 Comprehensive Annual Financial Report by Brown Edwards & Company, LLP and adoption of a Resolution approving and accepting said Report. Barry Thompson, Finance Director, introduced John Aldridge of Brown Edwards & Company. Mr. Aldridge commented that he met with the Finance Committee prior to the meeting and reviewed the results of the audit in fine detail. The State requires that an audit be prepared every year and filed by November 30th with the Auditor of Public Accounts. This has been done and they have also issued an unmodified (clean) opinion on the financial statements. Mr. Aldridge next commented that his firm reviews the fund balance in the General Fund to see how many months of fund balance are there and the calculation for 2 the 2014 fiscal year was 4.8 months. Last fiscal year was 4.88, so the fund balance has been consistent for the past two years. Going back three years, that number was only 1.9 months. Council Member Nance commented there were some issues that were brought up that the Finance Committee wants to further explore. Some of the issues are already well under control by Town staff and management. However, there are others that Council had previously tasked the Finance Department to oversee and address in more detail over the coming year. Vice Mayor Hare commented that overall we had a very good year and ended in the black. This is due to staff staying on top of things and he expressed appreciation to them. The audit report is a reflection of what they have done all year long. Council Member Adams commented that in today’s business industry, it is wonderful to hear the balance is growing and that we are in the position that we are. Thanks to all for the work that has been done. Mayor Grose also expressed thanks to the Finance Committee members and to staff for the good report. He feels that the Town has done a very good job over the past two years. More importantly is the fact that over the past five or six years we got through a downturn in the economy that was really tough for a lot of people. We had to make some tough decisions that fell on the shoulders of our Town Manager and staff, but they all came through during those times. Vice Mayor Hare then referred to Page 16 of the CAFR. Mr. Aldridge commented that the fund balance for the 2014 fiscal year increased by almost $222,000 in the General Fund. Last fiscal year it increased $280,000, but part of that fiscal year had some debt transactions that took place. This year the $222,000 did not include any proceeds from debt. Mr. Aldridge next commented on Page 11 of the Financial Analysis which showed a graph of the water and sewer fund. This graph showed a comparison for every dollar spent how much revenue was collected. In 2010, for every dollar spent, the Town made $0.85. Based on the rate increases, for the year ending 2014, for every dollar spent, the Town made $1.03, which is now covering the costs. After additional comments by Council Members, Council Member Nance made a motion to approve the Resolution as presented; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) – None; Absent (1) – Weeks. Adopted Resolution No. 2093 approving and accepting the June 30, 2014 Comprehensive Annual Financial Report 3 The Mayor indicated that the next two agenda items will be reversed in order so that the first briefing will be on a request of James Wright to abandon and vacate an undeveloped Portion of South Pollard Street and undeveloped Alley located between 101 and 105 Giles Avenue. Anita McMillan began by commenting that Mr. and Mrs. James Wright have been in discussion with Planning Staff since 2011 regarding the subject property and in October, they received a preliminary plat from Mr. Wright’s surveyor. Ms. McMillan next commented that she facilitated a meeting on November 3rd with the Town Manager, Theresa Fontana, the Town attorney, Gary Woodson and Joey Hiner of Public Works. Prior to the Planning Commission’s work session on November 13th, each member went to the site. The Planning Commission directed staff to move forward with notification to all the public utility companies and the adjoining property owners. Verizon is the only public utility company that has an easement and they would like for it to be retained. Staff met with Mr. and Mrs. Wright regarding this request that they are in agreement for Verizon to retain this easement. Ms. McMillan next furnished Council with a copy of a plat and then commented that in the past when an alley or street is vacated, it is divided between the adjoining property owners. However, in this case on Pollard the entire fifty (50) feet wide by one hundred ninety (190) feet long will go to Mr. and Mrs. Wright. For the alley, 7.5 will go to Mr. and Mrs. Wright and 7.5 will go to Mr. Kasey, as adjoining property owners. The Planning Commission plans to have a Public Hearing on January 13th. If Council desires to move forward, staff would like to have the Council’s Public Hearing on January 20th or it can be delayed until February. Council Member Nance commented that he assumes this request is consistent with any of the long-range plans of the County, VDOT or the Town that Ms. McMillan is aware of. Ms. McMillan responded that based on the meeting with Town staff, this road would never be developed even within 20 to 30 years. Also, if Pollard Street was continuous to another street, we may reconsider, but Pollard stops at Third Street. Also, to date they have received no comments from any of the adjoining property owners. 4 Ms. McMillan further commented that Mr. Kasey had indicated he did not want the 7.5 portion of the alley. It is the position of staff that if Town Council approves the abandonment and closing, then Mr. Kasey will need to do a quit-claim so that the Town will not be responsible. Council Member Nance stated that he had no problem with the matter going forward and setting the Public Hearing in January. Mr. Wright commented that he made this request because he wants to extend his driveway and he has been maintaining a portion of the alley. Ms. McMillan also commented that Mr. and Mrs. Wright are responsible for all the costs. They have already paid for the survey and will pay the advertising costs. Council gave their consensus to schedule the Public Hearing for January 20th. The next item was a briefing on the proposed amendment to the zoning ordinance to incorporate a mixed use zoning district provision, zero lot line provision, as well as amending and adding definitions as needed. Ms. McMillan began by commenting that staff provided Council with a report and the proposed amendment to add a mixed-use provision in the Zoning Ordinance. The reason for this proposed amendment relates to the two vacant school buildings in the Town. For the past five years there has been a lot of discussion regarding the Roland E. Cook and the old William Byrd High School buildings. At a community meeting held about three years ago, many in attendance felt that we should not demolish these buildings. Our current zoning is very traditional and we only allow single use. We can have multiple buildings in our three districts, but we do not have a zoning provision that will allow multiple uses. For the past five years, the City of Roanoke has allowed a lot of mixed-use development. In August, staff was informed by Roanoke County Economic Development that they had received some proposals for the two schools. However, most of those proposals require mixed-use due to the fact that they want to take advantage of the historic tax credits. Historic tax credits require that the building have multiple different uses, not just residential or just commercial. In the Town, we also have other under-utilized buildings such as the former Ford Motor Company and the River Park Shopping Center. A list of properties that might be eligible for 5 mixed use in the Town was also provided with the agenda. Ms. McMillan next commented that in most localities there is a size requirement. We are proposing that possibly the requirement be at least an acre. Before anyone can submit for a rezoning under mixed use, they must meet with staff and a master plan development has to be submitted. We are trying to attract developers, but at the same time we want to make sure the proposed use is compatible with surrounding property owners. Some of the items that Council might want to review are the list of uses that are permitted by right and those uses and structures that will require a special use permit. For example, mixed-use only limits the square footage of a commercial building from 2,000 to 3,000 square feet. If for some reason someone wants a huge retail space of at least 10,000 square feet or more, it will require a special use permit. Another requirement is 45 feet in height for any new building, but not for an existing building. Roland E. Cook is about 60 feet high. We do not want a new building to overshadow existing buildings in the surrounding area. The Planning Commission has had one work session on the matter and will have another one. They commented that they really like the concept. Another provision that Council may want to review is the parking requirement. Normally in zoning we require off- street parking, but for mixed-use we might want to consider on-street parking especially for Roland E. Cook as an example. According to the developer that looked at the property, they feel that the street is wide enough to allow on-street parking which tends to slow down traffic. Also, there is a church adjacent to Roland E. Cook and because of the use they might have an agreement for shared parking. Ms. McMillan further commented that a majority of the under-utilized properties on the list are along the Valley Metro bus route or no more than two blocks away. This goes along with wanting to start developing a pedestrian and bicycle-friendly community. The Town Manager commented that staff wants Council to have enough time to review this new district concept. Both schools have proposals with Roanoke County that are in the very beginning stages of discussion with developers. We do not have an ordinance to facilitate an 6 adaptive mixed-use redevelopment of either of those schools. However, we do not want to create something for two specific pieces of property. This needs to be a tool that we can use for redevelopment in the entire Town. Timing wise, we have communicated to the County that we want to try and have this developed, brought before the Planning Commission and then Council for consideration and adoption by March. Ultimately, if the County chooses to proceed with either or both of the developers, they will have to come back to Council for any rezoning. Ms. McMillan commented that Roanoke County would be the entity applying for the rezoning for the two schools to make them more attractive for the developers. Staff has done a lot of research since October of other localities who have redeveloped old schools and Ms. McMillan indicated that she could email Council that information for their review. Also, Council can email her any questions or suggestions regarding the proposal. Council Member Nance asked about the proposed permitted use of group homes and how is that defined. Ms. McMillan responded that by law they have to be allowed in R-1, R-2 and R-3. The Town Attorney commented they are regulated by State statute. The Town Manager further commented that this really develops the framework to say to a developer this is what the community could possibly consider. There will have to be detailed master plan submitted for approval. Nothing in the Town will be zoned mixed-use, but we will have this district as an option to apply to a location. It is a conditional rezoning. Ms. McMillan commented that Roland E. Cook is zoned R-2 and the old William Byrd High School is zoned R-3. In order for a developer to convert those buildings to mixed-use, they will have to go through rezoning. Basically that zoning will be changed if approved and then you can attach any conditions to the property. In response to a question, what is the legal standard to approve or disapprove a rezoning, the Town Attorney responded that there are certain factors to consider. One cannot be arbitrary or capricious, but there are many factors to consider. Any conditional rezoning will have proffers made by the developer which are voluntary. The Town Manager stated that we can tell any developer what we are looking for, but they have to voluntarily offer any proffers. The Town Attorney then stated that a 7 special use or exception permit would have conditions that the Town would set. The Mayor asked if Ms. McMillan thought it would be of any value for Council to have a joint meeting with the Planning Commission. Ms. McMillan said she would be glad to schedule such a meeting and in fact, some of the Commission members indicated that possibly we could schedule a field trip to one of the localities to see how they redeveloped a school building. It has also been suggested to have a community meeting. Ms. McMillan further commented that we would also need to amend the definitions to add mixed use and to revise the one for multi-family. Also, there have been two requests from property owners to see if the Town would consider zero lot-line development. We do allow this for town homes, but there are size requirements. For example, if a property is adjacent to a creek or has a steep slope and someone wants to preserve those sensitive areas, we may want to consider allowing the lot to be smaller and share a wall line. Ryan Spitzer next commented regarding the Town Guide that was given to Council. This will be a tri-fold brochure to promote places to eat, shop and play in Vinton. Vice Mayor Hare commented that Woods Auto Parts should be included and the Town Manager agreed. Mr. Spitzer commented that we will have the capability of updating the brochure as needed and it will be posted on the Town’s website. After additional comments, it was also suggested to add Firehouse Skate ‘N Play. The Town Manager next commented that he wanted to propose allowing Town employees to have an additional half day off (four hours) on Christmas Eve and close the offices at 12 Noon. Roanoke County and the Governor have both approved this half day for their employees. Vice Mayor Hare asked about the employees who still have to work and the Town Manager responded they will each be given four hours to take off at a later time. Vice Mayor Hare made a motion to approve an additional half day off (four hours) on Christmas Eve for all Town employees; the motion was seconded by Council Member Nance and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) – None; Absent (1) – Weeks. Approved an additional half day off (four hours) on Christmas Eve for all Town Employees 8 Vice Mayor Hare made comments concerning the October Financial Report. He first commented that the Finance Committee met on Monday and reviewed the report. From a General Fund standpoint we are doing very well. From a revenue standpoint, we are approximately $136,000 favorable. The meals and sales taxes are very strong. Expenditures are about where we projected for this time period. From a cash standpoint, we are down about $500,000 from September, but we expect that this time of year. On the Utility side, as we discussed as part of the audit presentation, we are doing very well. We are running approximately $75,000 favorable year-to-date. This is a good indication of where we are heading and what we should be able to put into the reserve to fund some more capital projects and give us the needed cushion that we have been looking for. We also reviewed the War Memorial and Pool reports. Unfortunately, the War Memorial is not doing as well as we would like at this moment. This time last year we were at about $97,000 in revenue and this year it is around $69,000 in revenue. From an expenditure side, the figures are better, but we are losing more money this year than last year at this same time. Last year we were down about $36,000 and this year we are down about $58,000. We knew it would be a tough year after losing Elevation Church, which was steady income every Sunday. The Pool did show a larger subsidy than what we had the same time last year. This was driven by some lower admissions of around $4,000 and higher costs in wages due to giving raises to the lifeguards. This time last year we had a subsidy of about $19,000 and this year it is $27,000. The Mayor commented that the good news is that the General Fund looks good. Vice Mayor Hare then commented that we received a very good audit report with fewer adjustments than last year. We are making good progress on correcting the deficiencies of some of our controls. The General Fund and the Utility Fund are in good shape. We are exactly where we want to be with a little bit ahead. Vice Mayor Hare made a motion to adopt the Financial Report for October 2014 as presented and the motion was seconded by Council Member Nance. 9 The Mayor expressed his appreciation to the Finance Committee and staff for all the work that goes into maintaining the Town’s budget. Vice Mayor Hare further commented that the Committee also did a cursory review of the costs of services that is being prepared by staff for the upcoming budget process. These services will be scored based on the community’s responses to the survey from 2011 and Council’s six strategic goals that were set several years ago. The motion was carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) – None; Absent (1) – Weeks. Approved Financial Report for October 2014 The Mayor commented on the Rescue Squad and Volunteer Fire Departments’ Christmas parties. He also expressed thanks to the Committee that worked on the Holiday Employee Luncheon and the success of the event. He then wished staff and our citizens a Merry Christmas. Comments from Council: Council Member Adams commented on the Holiday Employee Luncheon and that he truly enjoys being on Council and working with the other Council Members and the employees of the Town. He also wished everyone a Merry Christmas. Council Member Nance apologized for not being able to attend the Holiday Employee Luncheon. He commented on the Rescue Squad and Volunteer Fire Departments’ Christmas dinners. In closing, he mentioned former Council Members Bobby Altice, Carolyn Fidler and Billy Obenchain as well as current Council Member Sabrina Weeks. He has enjoyed working with each one as well as Town employees. He expressed best wishes to the Town Attorney as she moves into a Federal Judgeship. Vice Mayor Hare wished everyone a Merry Christmas. Under appointments to Boards, Commissions and Committees, Council Member Nance made a motion to reappoint Mick Michelsen to the Board of Zoning Appeals; James Childress and Fred Swisher to the Highway Safety Commission and Dave Jones to the Planning Commission; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) - None; Absent (1) – Weeks. Council Member Nance made a motion to appoint Michael Hopkins to the Highway Safety Commission the motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Reappointed Mick Michelsen to the Board of Zoning Appeals; James Childress and Fred Swisher to the Highway Safety Commission and Dave Jones to the Planning Commission 10 Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) - None; Absent (1) – Weeks. Appointed Michael Hopkins to the Highway Safety Commission The Town Manager announced that the 2015 Town Calendars are here and Public Works is in the process of delivering them. Council Member Adams made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Nance, Hare, Grose; Nays (0) – None; Absent (1) – Weeks. The meeting was adjourned at 8:25 p.m. Meeting adjourned APPROVED: _________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date January 6, 2015 Department Police Issue Consider adoption of a Resolution appropriating funds in the amount of $27,273.00 and transferring funds in the amount of $4,379.60, for a total amount of $31,652.60 for the purchase of a replacement vehicle in the Police Department. Summary In November, Council was briefed on a request to purchase a replacement vehicle for a 2006 Chevrolet Impala that was struck by another vehicle and totaled. The Town had received a settlement check from the other driver’s insurance company in the amount of $7,936.45. The original quote for said replacement vehicle was $27,273.00 and Council had authorized said purchase. The vehicle has now been received and the final total cost is $31,652.60. The difference of $4,379.60 from the original quote is available from the Department’s ATF-Recoveries (Asset Forfeiture) Revenue Account. Council is requested to approve the transfer of funds from the ATF-Recoveries (Asset Forfeiture) Revenue account and the appropriation of funds received in settlement from the insurance company and from the re-appropriation of fund balance. Attachments Memo from Chief Cook Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 Vinton Police Department 311 SOUTH POLLARD STREET VINTON, VIRGINIA 24179 PHONE (540) 983-0617 FAX (540) 983-0624 A State Accredited Agency To: Chris Lawrence, Town Manager From: Benjamin L. Cook, Chief of Police Date: December 22, 2014 Subject: Police vehicle purchase In regard to the police vehicle purchase to replace Lt. Austin’s vehicle, we have taken delivery of the Ford Police Interceptor vehicle that we requested. All equipment has been installed and the vehicle has been inspected and found to be up to our specifications and expectations. The overall cost of the vehicle is more than originally estimated when we went before Council for their approval to proceed. The original breakdown was as follows; • Cost of base vehicle: $24,693 • Estimate of upfitting equipment: $2,580 • Total: $ 27,273 This estimate was received prior to the November 18 Council meeting, where Council agreed to move forward with the purchase. At that time, they approved $19,336 be used from the general fund, as well as using the $7,936 received from the insurance company to compensate for damages to Lt. Austin’s Chevrolet Impala, to fund the $27,273 estimated for the new vehicle. There were some other expenses necessary to upgrade the vehicle to patrol use and weren’t factored in the original request. Most of the additional equipment was per our needs for the vehicle and a small portion was required as the up-fit was in progress and was unforeseen until the technicians began working on the vehicle. This additional equipment includes the interior rifle rack, grill guard, radio console, siren control box and siren speaker (control box needed replacement and old speaker didn’t work with new control box), antennas, coax cable (usually not transferrable from car to car), and other related up-fit costs. We have checked the figures and found them to be accurate. The total invoice is for $31,652.60; subtracting the original estimate from the invoiced amount leaves a difference of $4,379.60. BENJAMIN L. COOK CHIEF OF POLICE 2 If it’s ok with you, I would like to use asset forfeiture funds to make up the difference in cost since Council was kind enough to cover the majority of the expense and a good portion of the cost was added after our Council request when we realized that this equipment was needed. With it all said and done, we have a good police vehicle that is more capable and practical than the one it replaced and a bit cheaper than a full time patrol vehicle. Thanks! RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, JANUARY 6, 2015, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Police Department has purchased a replacement vehicle for a 2006 Chevrolet Impala vehicle that was struck by another vehicle and totaled; and WHEREAS, the vehicle replacement cost originally discussed and approved by Council in the amount of $27,273.00 is being provided through funding from the General Fund in the amount of $19,336.55 and the Insurance Settlement payment of $7,936.45, which has been received and deposited in the General Fund account 200.1901.001 Recoveries and Rebates; and WHEREAS, the final cost to replace and outfit the police vehicle is $31,652.60 and the Police Department is requesting a transfer of funds in the amount of $4,379.60 from the ATF-Recoveries (Asset Forfeiture) Revenue Account 200.2404.023 to the General fund to cover the additional expense. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: FROM: 200.2404.021 ATF–Recoveries (Asset Forfeiture) Revenue Account $ 4,379.60 200.1901.001 Recoveries and Rebates $ 7,936.45 200.1899.008 Re-Appropriated Fund Balance $19,336.55 $31,652.60 TO: 200.3101.705 Motor Vehicles and Equipment $27,273.00 200.3101.731 ATF Special Projects Expense Account $ 4,379.60 $31,652.60 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 6, 2015 Department Administration Issue Consider adoption of a Resolution awarding a bid, authorizing the Town Manager to execute a contract with F & S Building Innovations, Inc. in the amount of $274,998.00 for the construction and renovations to the existing Vinton Fire House Station #2 and approving the appropriation of funds for the design and construction administration, building construction and furnishings. Summary The Town contracted with Hill Studio to design the renovations to the existing Vinton Fire House Station #2 that consists of new construction of bunk room, and renovations to kitchens, day rooms, bathrooms, locker room, interior painting of station, and HVAC installation. The bids (total of six) were opened on December 12, 2014 and the low bidder was F & S Building Innovations, Inc. in the amount of $274,998.00. Original estimates including design, construction administration, construction, and furnishings were estimated at $300,000. Based on the construction bid of $274,998, $35,000 design and construction, administration and furnishings of $5,000, we are estimating total project costs of approximately $315,000. Any unforeseen issues with the building including change orders will impact the final total project cost either positively or negatively. We recommend appropriating the estimated total cost of the project and upon final completion we will bring any changes back to Council for final appropriations. Roanoke County has agreed to fund 50% of the total project up to $300,000. We recommend continuing with the project and approaching Roanoke County with the final expenses and requesting funding for any amount over $300,000 to share 50/50 with the Town. Attachments Notice of Intent to Award Letter of Agreement with Roanoke County 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 6, 2015, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town contracted with Hill Studio at a cost of $35,000 to develop the design and handle the construction administration for the renovations to the existing Vinton Fire House Station #2; and WHEREAS, the Town solicited bids for the Project consisting of new construction of bunk room, and renovations to kitchens, day rooms, bathrooms, locker room, interior painting of station, and HVAC installation; and WHEREAS, the bids were opened on December 12, 2014 and the low bid came from F & S Building Innovations, Inc. in the amount of $274,998.00; and WHEREAS, the Town and Roanoke County have entered into a Letter of Agreement for the Sharing of Renovation Expenses that provides upon completion, a summary of all costs along with supporting invoice documents will be submitted to Roanoke County for reimbursement up to fifty percent (50%) of a maximum total project cost of $300,000 or $150,000; and WHEREAS, the funds for design and construction administration in the amount of $35,000; for building construction in the amount of $274,998.00 and for furnishings in the amount of $5,000.00 will come from the existing budget in 200.1899.008, Re- appropriated Fund Balance; and WHEREAS, Council needs to award the bid, authorize the Town Manager to execute the contract for the work and approve the appropriation of funds. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to F & S Building Innovations, Inc. in the amount of $274,998.00 and authorizes the Town Manager to execute a contract and any other necessary documents, approved as to form by the Town Attorney. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby approve the appropriation of funds for the design and construction administration, building construction and furnishings as follows: FROM: 200.1899.008 Re-appropriated Fund Balance $314,998.00 TO: 200.3205.737 Public Safety Bldg Project Exp $314,998.00 2 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 1 Meeting Date January 6, 2015 Department Administration Issue Briefing concerning a proposal by The Advancement Foundation to create a business incubator in the top floor of the Health Department Building located at 227 South Pollard Street. Summary The Advancement Foundation, a local non-profit, would like to create a business incubator in the top floor of the Health Department Building. The space would be shared by The Advancement Foundation and Alexander Films as an initial small business. The Advancement Foundation is currently doing an entrepreneur contest and the groups who emerge as viable businesses from this contest could potentially be the first tenants in addition to Alexander Films. The Advancement Foundation is currently working on a grant submittal for the AmeriCorps program. This program would give the Foundation the resources needed to run, make renovations and provide extra staff support for the incubator for a limited amount of time. After this time, the money generated from the incubator and in-kind services from the public would need to be used. The timeline for the grant award is February or March of 2015. However, even if The Advancement Foundation is not awarded the grant they would still like to create the business incubator. The top floor of the building will be dedicated to the business incubator. Alexander Films will have two office spaces and a portion of one of the open spaces and the rest will be for new business opportunities. The space will have a dedicated conference room for all of the businesses to share, a few individual offices for rent, a common space and a set of computers that anyone associated with the incubator can use for a fee. The business incubator is a good potential use of the space. It will consist of different styles and types of businesses along the income spectrum. The tenets will be selected based on their business concepts and will be provided mentoring through various organizations and through each other. The incubator has the potential to bring foot traffic to the downtown area not only through tenets, but also business meetings and classes. Town Council Agenda Summary 2 Attachments Health Department Floor Plan Draft outline of Operation AmeriCorps Grant Letter of Intent to apply for Operation AmeriCorps Grant Recommendations Consensus of Council to proceed with pursuing grant opportunity by supporting The Advancement Foundation 1 Operation AmeriCorps In the Town of Vinton, Virginia THEORY OF CHANGE – Mapping Community Assets I. Provide strategic planning and sustainability training for target organizations that impact economic well-being and security of economically disadvantaged people. (Maslow’s Hierarchy of needs) a. Nonprofits – Profile of target sites: programs such as those addressing housing, financial literacy, key support services, vocational training programs. Goals would be to develop innovative, dynamic, outcome oriented Key programs – financial literacy, low income housing, clinics/health departments, mental health boards and general support services. CNCS Resources: Utilize AmeriCorps Vista members to identify, select, and train target organizations in order to create mutually beneficial partnerships that ensure access of target population to key services related to financial literacy, skill building and housing. II. Community Development efforts to build infrastructure of support outside of nonprofit realm – individuals, business, government, etc. a. Create mapping system and database plan that creates a structure and data bank of information on individual and partner agencies assets related to support of the economically disadvantaged. b. Define clear outcome measures, expectations of both participants and sites. Utilize clear training program to improve capacities of nonprofit and for profit organizations. c. Increase government, business, and nonprofit partnerships through purpose/economic/outcome driven projects. d. For Profit – Profile of target sites: banks with a financial literacy focus, housing entities, training programs, solid entrepreneurial endeavors, business plans with high success potential, committed owners, potential to higher agents. 2 e. Proactively create social support systems for volunteers in order to increase retention – identify assets within the communities poorest citizens. Example; establish a bank of volunteer offerings, systems to exchange things like cooking, babysitters, car repair, etc. f. Establish and grow council of key business and community leaders to mentor, advise, and connect with agents throughout their service in order to open career doors that ensure retention of agents in the region. g. Prepare appropriate facilities for the execution of full program. (NCCC) CNCS Resources: AmeriCorps State members to organize and execute the mapping of community wide core assets that can be leveraged to enhance the economic well-being and security of the economically disadvantaged people. III. Civic Engagement a. Create civic leadership training program in partnership with the local Chamber of Commerce to establish a comprehensive training and expand exposure to top business/community leaders, mentors, etc. b. Identify community needs - Establish the Academy for Change which creates 3600 evaluation of individuals needs as they relate to advancing their life. Utilize the program to increase the vibrancy of the community. c. Create leadership teams made up across socio-economic lines, race, age, and education. CNCS Resources: Utilize AmeriCorps Vista members in expanding volunteer base in order to measure and track needs of the economically disadvantaged. AmeriCorps State members provide comprehensive volunteer training program. IV. Growth and Sustainability of program to be refined over 24 months. Leverage AmeriCorps Vista, AmeriCorps State and NCCC to execute strategies quickly and efficiently in order to ensure successful reach and sustainability of program. Create sponsorships/partnerships in order to develop a sense of ownership across the community. Communicate clear outcomes in order to be eligible for 3rd party grants – town funding. Require shared cost as a model and increase private major gift support. Develop and expand a community board in order to expand ownership, motivate continued participation across agencies and individual and to identify new opportunities. 3 THERORY OF CHANGE Model Phase I – Asset Mapping Phase II – Coordinating Community Phase III – Transformational Impact on disadvantaged citizens and veterans or their families IDENTIFY and DEFINE Nonprofit Resources, for profit, government and civic organizations (shelter, Food & support) IDENTIFY and DEFINE Individuals Assets/ contributions to systems. (Skills, knowledge and support to offer) ESTABLISH PARTNERSHIPS and OUTCOME GOALS (define roles, resources utilized etc.) PREPARE for PROGRAMMING Prepare entrepreneurial and training spaces. Interview participants for motivation & commitment. OUTCOME: Database of community assets RESOURCES: AmeriCorps Vista AmeriCorps State The Advancement Foundation RESOURCES: AmeriCorps State NCCC The Advancement Foundation OUTCOME: Establish/prepare the program location, offerings, and participants and cross sector of partners, LAUNCH LEADERSHIP PROGRAM Recruit participants Train program partners OUTCOME: Economic Opportunities expanded through: 1.Small business development2. Job training 3.Mentoring relationships established to improve financial literacy and general knowledge.4.Increased access to services. Individualized Plans CREATE 360 degree evaluation and linkages with resources. RESOURCES: AmeriCorps State AmeriCorps Vista The Advancement Foundation 1 December 30, 2014 TO: Operation AmeriCorps FROM: Ryan Spitzer – Assistant Town Manager – Vinton, Virginia 311 South Pollard Street Vinton, VA 24179 (540)983-0607 Fax (540)983-0626 DATE: December 20, 2014 SUBJECT: Letter of Intent to Apply PRIORITY 2: Economic Opportunity (disadvantaged people, veterans, veteran’s families and healthy futures) We appreciate the opportunity provide you with this letter of intent to apply for the Operation AmeriCorps. Our proposal includes a diverse, community based solution to achieve transformational impact through the utilization of AmeriCorps Vista, AmeriCorps State and NCCC members who will serve in various roles in order to establish, refine and execute this unique program. The Town of Vinton and The Advancement Foundation, which is a dynamic community organizer that has worked throughout Southwest Virginia in order to engage and empower citizens, are considering to partner to create a business incubator that will leverage existing talents throughout the region to create a dynamic environment for economic opportunity. The Town has the available space and The Advancement Foundation has the skills and contacts to make a successful program. The incubator will be a space with a few dedicated offices, a common area with computers and a conference room where entrepreneurs can gather to help each other and get available professional help from people in the field. Over a 24 month period we will partner with key nonprofits, civic and for profit agencies to implement a strategy that address our systemic theory of change. The Advancement Foundation has served as the AmeriCorps Vista and AmeriCorps State Intermediary and has established relationships with potential partners across the region. Together with the Foundation we will implement comprehensive community growth through public and private partnerships and citizen’s development of health, skill, and financial assets. Ryan Spitzer Assistant Town Manager Town of Vinton 311 S. Pollard Street Vinton, VA 24179 Phone (540) 983-0607 Fax (540) 983-0626 2 We will work to identify and leverage existing resources in nonprofit, business, civic, and government organizations in order to create strategic and goal directed outcomes. Our fundamental belief is that there is power in purpose and that everyone has an innate desire to find their purpose by contributing to the larger community. We believe that truly dynamic communities create innovative partnerships across socio-economic lines and organizational perspectives in order to facilitate mutual wins that impact community development. We are very excited about the opportunity to build a comprehensive program to impact community development. We would expect to refine a work plan and budget that would provide specific detail of how we plan to accomplish these goals following your initial review and edits. When appropriate, we would like an opportunity to come to your offices to meet. Sincerely, Ryan Spitzer Assistant Town Manager Meeting Date January 6, 2015 Department Administration Issue Briefing on budget process for Fiscal year 2015-2016. Summary Attached is a draft calendar of key dates detailing the extensive public budget process. The budget process is already underway with staff working on a cost of services study over the past month. The budget process includes public engagement components, staff evaluation and recommendations, revenue forecasts, expenditure requests from departments to fund hundreds of programs provided to our community, as well as a capital investment plan focused on a five-year period. At Town Council’s fall retreat, a request was made to conduct a cost of services type of evaluation to better assess the budget. Staff has been working on what we are terming a Priority Based Budget process. This process is intended to identify the hundreds of programs the town conducts to provide core services, mandated services, and value added services. A formal evaluation will be completed to rate each of these programs based on a priority system that incorporates Town Council goals, citizen priorities, mandates, citizenry served, and cost recovery. It is also important to recognize key dates related to notification and public hearings on certain revenues, specifically real estate tax rate and personal/business property tax rates. These rates are established on a different schedule than the final budget approval in late May. These rates are established in March so that tax bills can be finalized and sent out in April. Numerous rates and charges for services are established by the budget, but are not on this earlier schedule. Attachments FY2015-2016 Budget Calendar Recommendations No action required Town Council Agenda Summary TOWN OF VINTON FY 2015- 2016 Budget Calendar December 24, 2014 Distribute CIP Request Forms to Departments January 6, 2015 ACS Budget Access made available to Departments Mail Letters to Community Organizations January 20, 2015 Town Council Meeting – Cost of Service Presentations January 21, 2015 CIP Request forms returned to Finance Department January 23, 2015 Budget Submission due to Finance Department January 26, 2015 Town Manager reviews CIP Requests February 3, 2015 Town Council Meeting – Revenues/Expenditures Overview February 1-6, 2015 Town Manager Budget Meetings with Staff February 17, 2015 Town Council Meeting – Revenues/Expenditures Overview March 5, 2015 Planning Commission holds work session on CIP’s at Regular Meeting March 3, 2015 Town Council Meeting – Review of Community Contribution Request and Presentations – Further budget discussions with staff March 5, 2015 Advertise Notice of Public Hearing for Property Tax Rates March 17, 2015 Council Meeting-Public Hearing and Adoption of Town’s Tax Rates April 7, 2015 Distribution of Budget to Council April, 2015 TBD Department Presentations to Council Dates and Times to be determined April 14, 2015 Council Meeting – Budget Work Session May 5, 2015 Council Meeting – Budget Work Session Authorize Budget to be Advertised May 7, 2015 Advertise 1st Notice of Public Hearing for FY 2016 Proposed Budget May 14, 2015 Advertise 2nd Notice of Public Hearing for FY 2016 Proposed Budget May 19, 2015 Budget Work Session - Council Meeting - Public Hearing on FY 2016 Proposed Budget June 2, 2015 Adoption of FY 2016 Budget Meeting Date January 6, 2015 Department Finance/Treasurer Issue Financial Report for period ending November 30, 2014 Summary The Financial Report for the period ending November 30, 2014 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee will meet on Tuesday, January 6, 2015 at 5:30 pm to discuss this report and will make a presentation to Council at their Regular Meeting. Attachments November 30, 2014 Financial Report Summary Recommendations Motion to approve the November 2014 Financial Report Town Council Agenda Summary THE TOWN OF F Financial Report Summary t Month Ending November 30, 2014 V I R G I N I A Revised Adopted YTD MID YTD REMAINING % Budget Budget Posted BALANCE General Fund 200 Revenues 8,566,220 2,111,555 343,258 2,119,103 7,549 100% Accrued Revenue Adjustment 247,956 247,956 Total Adj. Revenues 8,566,220 2,111,555 591,214 2,367,059 255,505 112% Expenditures 8,566,220 3,580,479 613,965 3,299,312 281,167) 92% Revenues over/(under) Expenditures 1,468,925) 22,751)932,253) Utility Fund 300 Revenues 3,449,935 1,185,108 121,668 1,275,208 90,100 108% Less: Tinker Creek Project Revenue 0 0 0 0% Less: Bond Series 2013 0 0 0 0 Operating Revenues 3,449,935 1,185,108 121,668 1,275,208 90,100 108% Expenditures 3,449,935 1,556,632 340,948 1,381,210 175,422) 89% Less:Tinker Creek Project Expenditures 0 0 0 0 0% Less:Bond Series 2013 0 42,128 106,413 106,413 Operating Expenditures 3,449,935 1,556,632 298,820 1,274,798 281,834) 82% Revenues over/(under)Expenditures 371,524)177,153) 410 Total All Funds Revenues 12,016,155 3,296,663 712,882 3,642,267 345,604 110% Expenditures 12,016,155 5,137,111 912,786 4,574,110 563,002) 89% Revenues over/(under)Expenditures 1,840,448)199,904)931,843) 12/23/2014 6:36 PM