HomeMy WebLinkAbout6/19/2018 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, June 19, 2018
5:45 p.m. - RECEPTION FOR VICE-MAYOR MATTHEW S. HARE
MUNICIPAL BUILDING LOBBY
6:30 p.m. - RECOGNITION CEREMONY – COUNCIL CHAMBERS
AGENDA
Consideration of:
A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM
B. MOMENT OF SILENCE
C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS
F. CONSENT AGENDA
1. Consider adoption of a Resolution appropriating funds in the amount of $1,362.40
received for scrap metal to the Public Works budget.
2. Consider adoption of a Resolution appropriating funds in the amount of $1,403.92 for the
receipt of an insurance claim made on the Knuckle Boom Truck (PW 29) of the Public
Works Department.
3. Consider adoption of a Resolution appropriating funds in the amount of $6,800.00
received from an insurance claim to the Police Department budget.
G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS
1. Vinton Volunteer First Aid Crew Report for May 2018 – Chief Wayne Guffey
2. Vinton Volunteer Fire Department Report for May 2018 – Chief Richard Oakes
Matthew S. Hare, Vice Mayor
Keith N. Liles, Council Member
Sabrina McCarty, Council Member
Janet Scheid, Council Member
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
I. PUBLIC HEARING
1. Consideration of public comments concerning the proposed granting of a lease to The
Advancement Foundation for a portion (upper level) of certain Town property located at
227 South Pollard Street identified as 060.15-07-38.01-0000 in the Town of Vinton,
Virginia, said lease to be for a one-year period with the option to renew said lease for no
more than four additional one-year renewal terms.
a. Open Public Hearing
• Report from Staff – Pete Peters
• Receive public comments
• Council discussion and questions
b. Close Public Hearing
c. Consider adoption of a Resolution
J. TOWN ATTORNEY
K. BRIEFINGS – TOWN MANAGER
1. Update on the Virginia Department of Transportation (VDOT)-funded projects – Jay Guy,
Program Manager, VDOT
2. Update on the Vinton Historical Society and the Vinton Museum – Doug Forbes
L. ITEMS REQUIRING ACTION – TOWN MANAGER
1. Consider adoption of a Resolution to transfer funds in the General Fund and Utility Fund
between line items and cost centers to balance these accounts in the FY 2017-2018
Budget – Anne Cantrell
M. TOWN MANAGER
N. REPORTS FROM COUNCIL COMMITTEES
1. Finance Committee
a. Financial Report for May 2018 –Anne Cantrell
O. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES
1. Roanoke Valley-Alleghany Regional Commission Executive Committee
2. Roanoke Valley Greenway Commission
P. MAYOR
Q. COUNCIL
R. ADJOURNMENT
3
NEXT TOWN COUNCIL/COMMITTEE MEETINGS:
July 3, 2018 – 7:00 p.m. – Investiture Service followed by Regular Council Meeting – Council
Chambers
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT.
will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to
participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the
meeting date so that proper arrangements may be made.
Meeting Date
June 19, 2018
Department
Public Works
Issue
Consider adoption of a Resolution appropriating funds in the amount of $1,362.40 received for
scrap metal to the Public Works budget.
Summary
A check in the amount of $1,170.40 has been received from D. H. Griffin Wrecking Co., Inc. and
cash in the amount of $192.00 has been received from OmniSource, Vinton, and deposited in
Revenue Account 200.1901.001 Recoveries and Rebates. The check and cash totaling $1,362.40 is
for scrap metal property from the Public Works Department.
It is necessary to appropriate the $1,362.40 to Public Works Operating Budget Account Number
200.1221.350 Public Works Administration, Maintenance and Repairs Building.
Attachments
Resolution
Recommendations
Motion to approve as part of the Consent Agenda
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 19, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, the Town of Vinton had scrap metal property from the Public Works Department
through D. H. Griffin Wrecking Co., Inc and OmniSource, Vinton, Virginia; and
WHEREAS, the revenue received from the scrap metal has been received into the Revenue
Account 200.1901.001– Recoveries and Rebates in the amount of $1,362.40; and
WHEREAS, in order that the money can be used for building needs and repair work in the Public
Works Department, it is necessary for the Vinton Town Council to appropriate the
funds from the Revenue Account 200.1901.001 – Recoveries and Rebates to the
Public Works Operating Budget Account Number 200.1221.350 Town Garage,
Maintenance and Repairs Building.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following transaction:
BUDGET ENTRY
GENERAL LEDGER:
200.25100 Appropriations $1,362.40
200.25000 Estimated Revenue $1,362.40
FROM
REVENUE:
200.1901.001 Recoveries and Rebates $1,362.40
TO
EXPENDITURE:
200.1221.350 Maintenance & Repair Building $1,362.40
This Resolution adopted on motion made by Council Member______ , seconded by Council
Member ___________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
______________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
June 19, 2018
Department
Public Works
Issue
Consider adoption of a Resolution appropriating funds in the amount of $1,403.92 for the receipt of
an insurance claim made on the Knuckle Boom Truck (PW 29) of the Public Works Department.
Summary
On June 1, 2018, the Knuckle Boom Truck (PW 29) of the Public Works Department was struck
by another vehicle, causing rear end damage. Mid-Atlantic Waste Systems provided an estimate
of $1,403.92. The Town’s insurance carrier, VML Insurance Programs issued a check in the
amount of $903.92 based on the original estimate less the $500.00 deductible. The remaining
$500.00 deductible will be recorded as a receivable as of June 30, 2018.
Attachments
Resolution
Recommendations
Motion to approve as part of the Consent Agenda
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 19, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, while driving the daily route on June 1, 2018, the Knuckle Boom Truck (PW 29)
was rear ended by another vehicle, causing a motor vehicle accident; and
WHEREAS, based on an estimate of $1,403.92, the proper insurance filing was made to the VML
Insurance Programs and the amount less the $500.00 has been received into the
Revenue Account 200.1901.001– Recoveries and Rebates in the amount of $903.92;
and
WHEREAS, the remaining $500.00 deductible will be recorded as a receivable as of June 30,
2018; and
WHEREAS, in order that Mid-Atlantic Waste Systems can be paid when the invoice is received
for the work, it is necessary for the Vinton Town Council to appropriate the funds
from the Revenue Account 200.1901.001 – Recoveries and Rebates to the Public
Works Operating Budget Account Number 200.4203.304 Maintenance and Repair
of Equipment.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following transaction:
BUDGET ENTRY
GENERAL LEDGER:
200.25100 Appropriations $1,403.92
200.25000 Estimated Revenue $1,403.92
FROM
REVENUE:
200.1901.001 Recoveries and Rebates $1,403.92
TO
EXPENDITURE:
200.4203.304 Maintenance & Repair of Equipment $1,403.92
This Resolution adopted on motion made by Council Member______ , seconded by Council
Member ___________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
______________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
June 19, 2018
Department
Police
Issue
Consider adoption of a Resolution appropriating funds in the amount of $6,800.00 for the receipt
of an insurance claim made on Unit 1137 to the Police Department budget.
Summary
On December 31, 2017, Unit 1137 was totaled in an accident. The proper insurance filing was
made with the VML Insurance Programs and has been received into the Revenue Account
200.1901.001– Recoveries and Rebates in the amount of $6,800.00.
Since the replacement of this vehicle will be handled in FY 2018-2019 through the lease
agreement with Enterprise Fleet Management, the Police Department has requested that the
insurance funds be appropriated to Account 200.3101.716 Other Equipment for the purchase of
thirteen (13) patrol rifles.
Attachments
Resolution
Recommendations
Motion to approve as part of the Consent Agenda
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 19, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179.
WHEREAS, on December 31, 2017, Unit 1137 was totaled in an accident; and
WHEREAS, the proper insurance filing was made with the VML Insurance Programs and has
been received into the Revenue Account 200.1901.001– Recoveries and Rebates in
the amount of $6,800.00; and
WHEREAS, since the replacement of this vehicle will be handled in FY 2018-2019 through the
lease agreement with Enterprise Fleet Management, the Police Department has
requested that the insurance funds be appropriated to Account 200.3101.716 Other
Equipment for the purchase of thirteen (13) patrol rifles.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following transaction:
BUDGET ENTRY:
GENERAL LEDGER:
250.25100 Appropriations $6,800.00
250.25000 Estimated Revenue $6,800.00
FROM
REVENUE:
200.1901.001 Recoveries and Rebates $6,800.00
TO
EXPENDITURE:
200.3101.716 Other Equipment $6,800.00
TOTAL $6,800.00
This Resolution adopted on motion made by Council Member , seconded by
Council Member , with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
___________________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
June 19, 2018
Department
Vinton Volunteer First Aid Crew
Issue
Report for May 2018
Summary
Chief Wayne Guffey will be present to give this report to Council.
Attachments
May 2018 Report
Recommendations
No action required
Town Council
Agenda Summary
Vinton First Aid Crew Inc.
P.O. Box 314
Vinton VA 24179
June Council Report
Volunteer Truck hours was 490 of 492 possible hours for 99.79 %
Had 2 units marked up 182 hours
We had a unit in service 100% of the volunteer time
230 calls
o 98 career hour calls Monday thru Friday 0600-1800
o 132 Volunteer hours calls Night, weekend.
Call Break Down
o ALS 115
o BLS 54
o Fire Calls 25
o Accidents 13
o Service Calls 9
o Assist Rescue 9
o Rehab Calls 2
o Tech Rescue 2
o Standbys 1
Call Location
o Vinton 145
o East County 43
o Roanoke County 32
Read Mtn. -17
Mt Pleasant- 5
North county- 4
Cave Spring -2
Clear brook- 2
Hollins- 1
Fort Lewis- 1
o Bedford 7
o Roanoke City 3
o Franklin Co 1
Medic truck marked up 89 % and a BLS Unit 11%
Responded to 120 out of 132 calls doing volunteer hours 91%
Handled 115 out of 132 calls doing volunteer hours 86%
o Out of the 17 calls career handled
o 9 were 2nd emergency calls
o 6 When we only had a BLS Unit
o 2 were self-dispatched
Fractile Response time was 9.65
o Average Reaction Time .52 Seconds
o Fractile Reaction Time 1.48
Calls Dispatch to Responding <2 Mins 96 %
2135 man hours for the month of May
Total of 125 transports
o Career 65
o Volunteer 60
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Hours Up 468 432 480 462 490
Hours Possible 468 432 480 468 492
Percentage 100 100 100 99 100
2nd Truck 56 69 186 211 182
46
8
43
2
48
0
46
2
49
0
46
8
43
2
48
0
46
8
49
2
10
0
10
0
10
0
99 10
0
56
69
18
6
21
1
18
2
0
100
200
300
400
500
600
Jan Feb Mar Apr May
Hours Up
Hours Possible
Percentage
2nd Truck
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Volunteer unit in service 100 100 100 99 100 99.8
Jan Feb Mar Apr May
Volunteer unit in service 100 100 100 99 100
100 100 100
99
100
98.4
98.6
98.8
99
99.2
99.4
99.6
99.8
100
100.2
Ax
i
s
T
i
t
l
e
Percentage of Unit in Service
01-18 02-18'03-18 04-18 05-18 06-18 07-18 08-18 09-18 10-18 11-18 12-18
TOTAL 227 251 204 212 230 0 0 0 0 0 0 0 1124
DAYLIGHT CALLS 06-18 98 117 82 81 98 476
VOLUNTEER 18-06 129 134 122 131 132 648
22
7
25
1
20
4
21
2
23
0
98
11
7
82
81
98
12
9
13
4
12
2
13
1
13
2
0
50
100
150
200
250
300
01-18 02-18'03-18 04-18 05-18
TOTAL
DAYLIGHT CALLS 06-18
VOLUNTEER 18-06
ALS 115
BLS 54
FIRE CALLS 25
ACCIDENTS 13
SERVICE 9
ASST RESCUE 9
REHAB 2
TEC RES 2
STANDBYS 1
115
54
25
13
9 9
2 2 1
0
20
40
60
80
100
120
140
ALS BLS FIRE CALLS ACCIDENTS SERVICE ASST RESCUE REHAB TEC RES STANDBYS
MAY 2018 Call Break Down
212 Total Calls
Vinton 145
East County 43
Roanoke County 32
Bedford 7
City 3
Franklin 1
Botetourt 0
145
43
32
7 3 1 0
0
20
40
60
80
100
120
140
160
Vinton East County Roanoke County Bedford City Franklin Botetourt
Call Location
MAY 2018
Read Mtn. 17
Mt Pleasant 5
North Co.4
Cave Spring 2
Clearbrook 2
Hollins 1
Fort Lewis 1
Catawba 0
Bent Mtn 0
Masons Cove 0
Back Creek 0
32
17
5
4
2 2
1 1
0 0 0 0
0
2
4
6
8
10
12
14
16
18
Roanoke County
Stations Assisted
May 2018
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Avg
ALS 95 100 98 94 89 95.2
BLS 5 0 2 6 11 4.8
95
100 98
94
89
5
0 2
6
11
0
20
40
60
80
100
120
Jan Feb Mar Apr May
ALS
BLS
ALS/BLS percentage of truck mark up-ALS is perfereed
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Calls Dispatched 129 134 122 131 132 648
Calls Responded 105 107 108 113 120 553
Jan Feb Mar Apr May
Calls Dispatched 129 134 122 131 132
Calls Responded 105 107 108 113 120
12
9
13
4
12
2
13
1
13
2
10
5
10
7
10
8
11
3
12
0
0
20
40
60
80
100
120
140
160
Ax
i
s
T
i
t
l
e
Calls Dispatched that the crew responded too
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Calls Dispatched 129 134 122 131 132 648
Calls Handled 100 106 106 107 115 534
12
9
13
4
12
2
13
1
13
2
10
0
10
6
10
6
10
7
11
5
0
20
40
60
80
100
120
140
160
Jan Feb Mar Apr May
Calls Dispatched
Calls Handled
Calls that were disptached that the
volunteer crew handled
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Fractile Response 9.56 8.21 9.5 9.25 9.65
Fractile Reaction 1.32 1.31 1.24 1.44 1.48
Average Response Time 0.51 0.48 0.41 0.48 0.52
Response time <2 98 98 97 95 96
Goal is under 12 minutes
9.
5
6
8.
2
1
9.
5
9.
2
5
9.
6
5
1.
3
2
1.
3
1
1.
2
4
1.
4
4
1.
4
8
0.
5
1
0.
4
8
0.
4
1
0.
4
8
0.
5
2
0
2
4
6
8
10
12
Jan Feb Mar Apr May
Response Times
Fractile Response Fractile Reaction Average Response Time
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Man Hours 1815 1676 2406 2228 2135 10260
1815
1676
2406
2228
2135
0
500
1000
1500
2000
2500
3000
Jan Feb Mar Apr May
Man Hours
Man Hours
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total
Career 86 103 58 72 65 384
Volunteer 50 66 62 58 60 296
Total 136 169 120 130 125 0 0 0 0 0 0 0 680
86
103
58
72
65
50
66 62 58 60
0
20
40
60
80
100
120
140
160
180
Jan Feb Mar Apr May
Transports
Career Volunteer Total
Meeting Date
June 19, 2018
Department
Vinton Volunteer Fire Department
Issue
Report for May 2018
Summary
Chief Richard Oakes will be present to give this report to Council.
Attachments
May 2018 Report
Recommendations
No action required
Town Council
Agenda Summary
May 2018 Vinton Vol. Fire Staffing
5-1-18 - 18 man hours
5-5-18 - 4 man hours
5-6-18 - 4 man hours
5-8-18 - 18 man hours
5-10-18 - 4 man hours
5-12-18 - 4 man hours
5-14-18 - 4 man hours
5-16-18 - 4 man hours
5-19-18 - 4 man hours
5-20-18 - 4 man hours
5-26-18 - 4 man hours
Total Man Hours - 72
Top 3 Man Hours for May 2018
Richard Oakes - 16 Man Hours
Josh Parker - 16 Man Hours
Benny Powell - 16 Man Hours
Calls Dispatched to Vinton Fire Department for May 2018 - 67
34 calls dispatched during Volunteer Hours
33 calls dispatched during Career Hours
1
Meeting Date
June 19, 2018
Department
Administration
Issue
Consideration of public comments concerning the proposed granting of a lease to The
Advancement Foundation for a portion (upper level) of certain Town property located at 227
South Pollard Street identified as 060.15-07-38.01-0000 in the Town of Vinton, Virginia, said
lease to be for a one-year period with the option to renew said lease for no more than four
additional one-year renewal terms.
Summary
Annette Patterson gave an update on the HIVE and Pete Peters briefed Council on the renewal of
the Lease at the May 1st Council meeting. Council approved extending the current lease to June
30, 2018 and retroactive back to April 21, 2018.
Staff has negotiated a new Lease with The Advancement Foundation to include an amendment to
Section 8, Utilities, that The Advancement Foundation will be responsible for one-half (1/2) of
the actual billing for electricity, gas, water and sewer charges to be invoiced by the Town
quarterly. The Town will continue to be responsible for the charges for phone and internet
provided by Roanoke County IT.
The new Lease also includes an option to renew for no more than four additional one-year
renewal terms. Any additional renewal past this timeframe would require a new Lease and
Public Hearing.
Staff recommends executing the new Lease to be effective July 1, 2018 with the terms and
conditions contained in the attached Lease Agreement.
Attachments
Lease Agreement
Resolution
Recommendations
Conduct Public Hearing
Motion to adopt Resolution
Town Council
Agenda Summary
1
LEASE OF REAL PROPERTY
This Lease of Real Property (“Lease”) is entered into this 1st day of July, 2018, by and between
the Town of Vinton, (“Town”), a political subdivision of the Commonwealth of Virginia, and
The Advancement Foundation (“Tenant”), a Virginia non-profit corporation.
1. RECITALS
WHEREAS, Tenant requests to lease a portion of certain Town property located at 227
South Pollard Street, Vinton, VA 24179, for the purpose of providing a location for a
business incubator where Tenant will provide comprehensive support for entrepreneurs,
such as, assistance with business planning, budgeting, financial literacy, personal
business coaching, marketing strategies, networking, access to community wide advisers,
micro loan funds, affordable space, and leverage of existing community resources; and
WHEREAS, the Town finds that Tenant’s lease of the property will benefit the
workforce, promote economic development, and further community service goals by
facilitating a key element of the Town’s Economic Development Vitality strategy; and
WHEREAS, the Town also finds that Tenant’s lease of the property will benefit the
Town by empowering citizens through personal, community, and financial asset
development, meeting the needs of local business by increasing downtown visitors, and
providing program, events, and services for community organizations and the general
public; and
NOW THEREFORE, for and in consideration of the mutual benefits and agreements
recited herein, the Town and Tenant agree to the following:
2. USE OF TOWN PROPERTY
A. The Town agrees to lease to Tenant a portion of the property located at 227 South
Pollard Street, specifically including the entire second floor of the Vinton Health
Department Building consisting of approximately 3382 square feet (“Premises”).
In addition, Tenant will have access to, and non-exclusive use of, the common
areas such as walkways, lunchrooms, and lobby. Town will deliver possession of
the Premises to Tenant on the Commencement Date in its current “as is”
condition.
B. Tenant’s use of the Premises shall be limited to office use for its business
incubator. Tenant agrees not to use the Premises for any other purpose other than
those uses associated with its business incubator.
C. Tenant recognizes that the Premises should remain as secure as possible during
and after operating hours. Town will issue to Tenant one key necessary to open
and close the Premises and the Town retains the right to limit any reproduction of
that key and to approve/disapprove of the issuance of keys to individuals.
2
D. Tenant acknowledges that its use of the Premises is limited to the use set forth in
2B above. Tenant may sublease the Premises to businesses participating in its
business incubator program; however, the Premises shall not be used for any
purpose not described herein.
E. Tenant acknowledges that the parking spaces adjacent to the back of the building
are reserved for the staff and customers of the Health Department and that it will
take steps to ensure that its staff and incubator program participants refrain from
using this parking area. Town shall provide parking to Tenant at the Town Hall
parking lot located at 311 South Pollard Street, Vinton, VA 24179.
F. In exchange for the Town agreeing to Lease the Premises to Tenant as set forth
herein, Tenant will:
1. Provide five (5) paid positions and recruit a minimum of 30 professional
advisers to focus on the development of the Business Development
Center;
2. Provide business program development and management programs
including comprehensive business evaluations, advising, and business
resource identification;
3. Design and implement an innovative and effective space including
development of common areas, and provide a computer lab, office
furniture, office equipment, and supplies;
4. Support, expand and launch a minimum of five (5) new businesses in
2015;
5. Provide entrepreneurs personalized training, mentorships, and advice that
results in a 60% business success rate in their first year;
6. Establish a network of community businesses, civic organizations, and
leaders who are willing to share knowledge and resources in order to
increase the skills of the aspiring business owners;
7. Develop a Skills-based Volunteer Bank (SBVB) that maps community
volunteers who are willing to provide knowledge and professional skills to
involved entrepreneurs;
8. Promote the use of local businesses as part of Tenant’s orientation
program;
9. Actively engage entrepreneurs that provide desired/needed products and
services for the Town;
3
10. Host a minimum of fifteen (15) training sessions and meetings related to
business development; and
11. Tenant will leverage its nonprofit status to expand sponsorships,
donations, grants, and volunteers throughout the program development.
3. RENT
Tenant hereby agrees to pay rent annually in the amount of $1.00 (“Rent”). Said Rent
shall be paid upon commencement of the lease term period and annually thereafter on or
before the anniversary of the lease term.
4. TAXES AND ASSESSMENTS
Tenant and/or its subtenants shall be liable for, and shall pay before delinquency, any and
all taxes and assessments (real and personal) levied against (a) any personal property or
trade fixtures placed by Tenant in or about the Premises (including any increased value of
the Premises based upon the value of such personal property or trade fixtures), and (b)
any Tenant improvements or alteration in the Premises (whether installed and/or paid for
by Town or Tenant). If any such taxes and assessments are levied against Town or
Town’s property for property occupied/used by Tenant, Town may, after written notice to
Tenant (and under proper protest if requested by Tenant), pay such taxes and
assessments, and Tenant shall reimburse Town therefore within ten (10) days after
demand by Town; provided, however, Tenant, at its sole cost and expense shall have the
right, to bring suit in any court of competent jurisdiction to recover the amount of such
taxes and assessments so paid under protest.
5. TERM
The term of this Lease is for one (1) year, commencing on the 1st day of July, 2018 and
ending on June 30, 2019.
6. OPTION TO EXTEND TERM
Tenant and Town may mutually agree in writing to extend the term of this Lease for four
(4) additional one (1) year periods, on the same terms and conditions as set forth herein.
A request by Tenant to extend the terms of the Lease shall be made in writing and
submitted to the Town Manager prior to the Lease termination date.
7. TERMINATION OF LEASE
Tenant and Town shall have the option to terminate this Lease at any time during the
Term by giving the other at least ninety (90) days prior written notice.
4
Should Town incur additional costs for improvements, upgrades, modifications, and other
items as requested or required by Tenant after the initial occupancy, Tenant shall
reimburse Town for those costs.
Tenant agrees that at termination of the Lease, Tenant will remove all of Tenant’s
equipment, furniture, and all other items of personal property and the Premises shall be
left in as good condition as when first occupied, reasonable wear and tear excepted.
Notwithstanding the foregoing, should Tenant breach the terms of this Lease, Town shall
notify Tenant in writing of the breach and Tenant shall have five (5) business days to cure
the breach unless the Town agrees in writing to provide additional time for cure. In the
event the breach is not cured within the prescribed time period, Tenant shall immediately
remove its equipment, furniture, and other items of personal property and vacate the
Premises.
8. UTILITIES
Tenant acknowledges that it will pay for one-half (1/2) of the actual billing for electricity,
gas, water and sewer associated with its use of the Premises. The Town will invoice the
Tenant for said charges on a quarterly basis. Town acknowledges that it will continue to
pay for phone and internet charges provided by Roanoke County IT associated with
Tenant’s use of the Premises.
9. NOTICES
All written notices pursuant to this Lease shall be addressed as set forth below or as either
party may hereafter designate by written notice and shall be deemed delivered upon
personal delivery, delivery by facsimile or seventy-two (72) hours after deposit in the
United States Mail.
TO: Town TO: Tenant
Town Manager President
Town of Vinton The Advancement Foundation
311 South Pollard Street 301 South Pollard Street
Vinton, VA 24179 Vinton, VA 24179
10. MAINTENANCE AND INSPECTION
Town will provide the same level of maintenance for the Premises as it provides for the
rest of the building in which the Premises are located. Town reserves the right during the
Term and any extension thereof, for itself or its duly authorized agents or representatives,
to enter upon the Premises for the purpose of inspecting same or for any purpose
whatsoever.
5
11. DAMAGE TO OR DESTRUCTION TO PROPERTY OR IMPROVEMENTS
In the event of damage to or destruction of Town property or Town installed
improvements, equipment, or fixtures located within the Premises or in the event Tenant
installed improvements, equipment or fixtures that are declared unsafe or unfit for use or
occupancy by a public entity with the authority to make and enforce such declaration,
Tenant shall, within thirty (30) days, commence and diligently pursue to complete the
repair, replacement, or reconstruction of improvements to the same side and floor areas
that existed immediately prior to the event causing the damage or destruction as
necessary to permit full use and occupancy of the Premises for the purposes required by
the Lease. Repair, replacement, or reconstruction of the Premises shall be accomplished
in a manner and according to plans approved by the Town Manager and in accordance
with any laws or regulations set forth by the Town or Roanoke County.
12. HAZARDOUS SUBSTANCES
Tenant shall not use or permit the use of the Premises for the generation, storage,
treatment, use, transportation, handling, or disposing of any chemical, material, or
substance, which is regulated as toxic or hazardous or exposure to which is prohibited,
limited, or regulated by any governmental authority, or which, even if not so regulated,
may or could pose a hazard to the health or safety of persons on the Premises or other
tenants or occupants of the building in which the Premises is located, and no such
chemical, material, or substance shall be brought onto the Premises without the Town’s
express written consent. Tenant agrees that it will at all times observe and abide by all
laws and regulations relating to the handling of such materials and will promptly notify
town of (a) the receipt of any warning notice, notice of violation, or complaint received
from any governmental agency or third party relating to environmental compliance and
(b) any release of hazardous materials in or on the Premises and/or building. Tenant shall
in accordance with all applicable laws, carry out, at its sole cost and expense, any
remediation required as a result of the release of any hazardous substance by Tenant or
by Tenant’s agents, employees, contractors, or invitees, from the Premises and or
building. Notwithstanding the foregoing, Tenant shall have the right to bring on the
Premises reasonable amounts of cleaning materials and the like necessary for the
operation of Tenant’s business, but Tenants liability with respect to such materials shall
be as set forth in this Article.
13. TOWN LIABILITY/INDEMNIFICATION
A. Town shall not be liable for any damage or liability of any kind or for any injury
to or death of any persons or damage to any property on or about the Premises
from any cause whatsoever, except to the extent any such matter is not covered by
insurance required to be maintained by Tenant under this Lease and is attributable
to Town’s gross negligence or willful misconduct. All property, equipment, and
materials, etc., belonging to Tenant, its employees, agents, or invitees, or any
6
occupant of the Premises shall be at the risk of Tenant or other person only, and
Town shall not be liable for damage thereto or misappropriation thereof.
B. Tenant agrees to indemnify, hold harmless, and defend Town from and against
any and all actions or causes of action, claims, demands, liabilities, loss, damage
or expense of whatsoever kind and nature, including attorneys’ fees and witness
costs, which Town may suffer or incur by reason of bodily injury, including
death, to any person or persons, or by reason of damage to or destruction of any
property, including the loss of use thereof, arising out of or in any manner
connected with Tenant’s exercise of the rights herein granted, or which Town
may sustain or incur in connection with any litigation, investigation, or other
expenditures incident thereto, due in whole or in part to any act, omission, or
negligence of Tenant or any of its representatives or employees. In the event the
injuries, including death, or damages are due to the sole negligence of Town or its
representatives or employees, then and only then Tenant shall not be liable under
the provisions of this paragraph.
14. INSURANCE
Tenant shall, at all times during the term of this Lease, maintain adequate liability
insurance, reserves, and funding to compensate for bodily injury, personal injury,
wrongful death and property damage or other claims including defense costs and other
loss adjustment expenses arising out of or related to the above indemnity provisions. At
minimum, Tenant will carry at its sole cost and expense the following types of insurance:
A. Commercial General Liability Insurance. Licensee shall maintain Commercial
General Liability Insurance (CGL) and, if necessary, commercial umbrella
insurance with a limit of not less than $1,000,000 each accident/occurrence,
$2,000,000 annual aggregate. CGL insurance shall be written on an approved ISO
form for coverage in the Commonwealth of Virginia, and shall cover liability
arising from premises, operations, independent users, products-completed
operations, explosion/collapse, personal injury and liability assumed under
insured contract.
B. Worker's Compensation Insurance and Employer's Liability Insurance. Licensee
shall maintain the applicable statutory Workers' Compensation Insurance, and
Employer's Liability Insurance with a limit of at least $500,000 per
accident/injury.
C. Automobile/Motor Vehicle Liability Insurance. Licensee shall maintain
Automobile Liability insurance with a limit of not less than $1,000,000 each
accident, $2,000,000 aggregate. Such insurance shall cover liability arising from
any motor vehicle as defined by Commonwealth of Virginia laws and shall
include coverage for owned, hired and non-owned motor vehicles, as well as
uninsured and underinsured motorists. Coverage shall be written on an approved
ISO Form for coverage in the Commonwealth of Virginia. This coverage is
7
required only if the Licensee will be operating motor vehicles as a significant
operation within, or directly associated with, Licensee's activities on the Property.
D. All policies of insurance shall be issued in a form acceptable to Town by
insurance companies licensed to conduct business in the Commonwealth of
Virginia. Each policy shall be issued in the name of Tenant with Town listed as
an additional insured. All policies shall contain a provision that company writing
the policy shall give Town at least thirty (30) days’ notice in writing in advance of
any cancellation, or lapse, or the effective date of any reduction in the amounts of
insurance. Failure to comply with this clause shall constitute a material breach of
this Lease and result termination of Tenant’s right to use the Premises as set forth
in section 7 herein.
15. LIENS
Town Property, including, but not limited to, the Premises shall not be subject to liens for
work done or materials used on the Premises made at the request of, or on the order of, or
to discharge an obligation of, Tenant. This paragraph shall be construed so as to prohibit
in accordance with applicable Virginia law, the interest of the Town in the Premises or
any part thereof from being subject to any lien for any improvements made by Tenant or
any third-party on Tenant’s behalf (except Town) to the Premises. If any lien or notice of
lien on account of an alleged debt of Tenant or any notice of lien by a party engaged by
Tenant or Tenant’s contractor or material men for work done to the Premises is filed,
Tenant shall, within ten (10) days after the notice of filing, will cause the same to be
discharged of record by payment, deposit, bond, order of a court of competent
jurisdiction or otherwise. Should Tenant fail to do so, Town may discharge same and
any amount paid by town and all costs and expenses, including attorneys’ fees and court
costs, incurred by Town in connection therewith, including interest at the statutory rate,
shall constitute additional Rent and shall be paid by Tenant to Town on demand.
16. ATTORNEYS’ FEES AND COSTS
In the event of any action, suit, or other proceeding concerning or arising out of this
Lease, the prevailing party shall recover all of its costs and attorneys’ fees incurred in
enforcing the terms set forth herein.
17. APPLICABLE LAW
The laws of the Commonwealth of Virginia shall govern the interpretation, validity,
performance and enforcement of this Lease.
18. ENTIRE AGREEMENT
This Lease constitutes the entire agreement between the parties with respect to the subject
matter thereof. No alteration, amendment, change, or addition to this Lease shall be
8
binding upon the Town or Tenant unless reduced in writing, signed, and mutually
delivered between them.
IN WITNESS WHEREOF, the parties have executed this Lease the day and year first written
above.
Town of Vinton, a political subdivision The Advancement Foundation,
of the Commonwealth of Virginia a Virginia non-profit corporation
By__________________________________ By________________________________
Barry W. Thompson, Town Manager Annette Patterson, President
APPROVED AS TO FORM
By _________________________________
Town Attorney
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY,
JUNE 19, 2018, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON, VIRGINIA.
WHEREAS, The Advancement Foundation has requested to lease space for a business incubator
in the Health Department Building located at 227 South Pollard Street, Vinton,
Virginia; and
WHEREAS, during the negotiations and discussions between the Town staff, representatives of
The Advancement Foundation, and the Town Attorney, a proposal was negotiated to
lease said space for the terms and conditions set forth in a Lease of Real Property;
and
WHEREAS, Town staff recommends that said Lease of Real Property between the Town and The
Advancement Foundation be executed to formalize said agreement between the
parties.
NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF
VINTON, VIRGINIA, AS FOLLOWS:
1. The Lease of Real Property is hereby approved in a form substantially similar to the one
presented to Council and approved by the Town Attorney; and
2. The Town Manager is hereby authorized, for and on behalf of the Town, to execute and then
to deliver the Lease of Real Property and any other necessary documents in furtherance of
the same.
This Resolution adopted on motion made by __________________, seconded by ______________,
with the following votes recorded:
AYES:
NAYS:
APPROVED:
_____________________________________
Bradley E. Grose, Mayor
ATTEST:
_____________________________________
Susan N. Johnson, CMC, Town Clerk
Meeting Date
June 19, 2018
Department
Administration
Issue
Update on the Virginia Department of Transportation (VDOT) funded projects
Summary
Jay Guy, Program Manager for VDOT, will be present to give this update.
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
June 19, 2018
Department
Vinton Historical Society
Issue
Update on the Vinton Historical Society and the Vinton Museum
Summary
Doug Forbes will be present to give this update on behalf of the Historical Society
Attachments
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
June 19, 2018
Department
Finance/Treasurer
Issue
Consider adoption of a Resolution to transfer funds in the General Fund between line items and
cost centers to balance these accounts in the FY 2017-2018 Budget.
Summary
During the year certain expenditure accounts have been over expended. Other accounts have
appropriated monies that will not be utilized. In order to balance accounts and have non
favorable variances, it is necessary to transfer budget appropriations between accounts and cost
centers. These transfers are monies that exist within the budget not from the unappropriated fund
balance. This Council action has been recommended by our Auditors to clean up any variances
prior to the review of the variance report during the audit.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 19, 2018 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, in order to balance expenditure accounts that have non favorable variances, it is
necessary to transfer budget appropriations between line items and cost centers; and
WHEREAS, these budget transfers represent monies already appropriated in the FY 2017-2018
budget and not new appropriations; and
WHEREAS, there has been a recommendation from the Town’s Auditors to clean up variances
prior to the review of the financial report during the Audit process; and
WHEREAS, Council needs to approve transfers in the General Fund between line items and cost
centers to balance these accounts in the FY 2017-2018 Budget.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the transfers as shown on the attached FY 2017-2018 End of Year Budget Transfers.
This Resolution adopted on motion made by Council Member _____________ and seconded by
Council Member ________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
____________________________________
Susan N. Johnson, CMC, Town Clerk
TO
200.1207.302 LEGAL SERVICES CONTRACTUAL SERVICES 3,500
200.1221.101 PUBLIC WORKS ADMIN SALARIES & WAGES 2,000
200.3101.101 POLICE DEPARTMENT SALARIES & WAGES 43,000
200.3101.102 POLICE DEPARTMENT OVERTIME 37,000
200.3101.105 POLICE DEPARTMENT SEPARATION PAY 11,000
200.3205.102 FIRE DEPARTMENT OVERTIME 20,000
200.4305.350 HEALTH DEPARTMENT BUILDING MAINTENANCE 6,000
200.7105.513 SWIMMING POOL WATER & SEWER SERVICE 450
200.8150.567 ECONOMIC DEVELOPMENT CONTR/TRANS TO OTHER GOVT 5,500
200.8160.309 PUBLIC TRANSPORTATION VALLEY METRO 7,000
200.8180.501 PERFORMANCE AGREEMENTS ROLAND E COOK AGREEMENT 4,700
TOTAL 140,150
FROM
200.1100.571 TOWN COUNCIL COMMUNITY CONTRIBUTIONS 8,050
200.1200.560 TOWN MANAGER TRAVEL & TRAINING 1,000
200.1214.303 TREASURER/FINANCE DEPARTMENT INDEPENDENT AUDITORS 8,000
200.1214.707 TREASURER/FINANCE DEPARTMENT OFFICE EQUIPMENT 1,000
200.3102.305 COMMUNICATION SERVICES ANNUAL OP COST - SVC CHG 5,000
200.4101.101 HIGHWAY MAINTENANCE SALARIES & WAGES 40,000
200.4101.202 HIGHWAY MAINTENANCE RETIREMENT CONTRIBUTION 5,000
200.4105.102 SNOW REMOVAL OVERTIME 2,800
200.4105.304 SNOW REMOVAL MAINTENANCE & REPAIRS EQ 2,300
200.4105.553 SNOW REMOVAL MATERIALS & SUPPLIES 9,500
200.4304.350 BUILDING MAINTENANCE MAINTENANCE & REPAIR BLD 7,000
200.7101.302 SPECIAL PROGRAMS CONTRACTUAL SERVICES 2,000
200.8101.311 PLANNING & ZONING ZONING ORDINANCES 10,000
200.8101.545 PLANNING & ZONING GREENWAY EXPENDITURES 4,000
200.8800.931 DEBT RETIREMENT 2017 LEASE PURCHASE PRIN 30,000
200.8800.932 DEBT RETIREMENT 2017 LEASE PURCHASE INT 4,500
140,150
Meeting Date
June 19, 2018
Department
Finance/Treasurer
Issue
1. Finance Committee
a. Financial Report for May 2018
Summary
The Financial Report for the period ending May 31, 2018 has been placed in the Town’s
Dropbox and on the Town’s Website.
The Finance Committee met on June 11, 2018 and will make a presentation to Council at their
Regular Meeting.
Attachments
May 2018 Financial Report Summary
Recommendations
Motion to approve the May 2018 Financial Report
Town Council
Agenda Summary
Financial Report Summary
Month Ending May 31, 2018
Revised
Adopted YTD MTD YTD REMAINING %
Budget Budget Posted BALANCE
General Fund 200
Revenues 8,563,152 6,049,755 968,100 6,349,439 299,684 105%
Accrued Revenue - - -
Total Adj. Revenues 8,563,152 6,049,755 968,100 6,349,439 299,684 105%
Expenditures 8,563,152 7,020,963 586,752 6,776,203 (244,760) 97%
Revenues over/(under) Expenditures (971,208)381,348 (426,764)
Grant Fund 250
Revenues - 732,033 25,934 158,021 574,012 22%
Expenditures - 732,033 46,888 152,527 579,506 21%
Revenues over/(under) Expenditures - (20,954) 5,494
Utility Fund 300
Revenues 3,742,150 3,135,124 104,474 3,141,224 6,101 100%
Accrued Revenue - - - -
Total Adj. Revenues 3,742,150 3,135,124 104,474 3,141,224 6,101 100%
Expenditures 3,742,150 3,212,587 245,527 2,806,088 (406,499)87%
Operating Expenditures 3,742,150 3,212,587 245,527 2,806,088 (406,499)87%
Revenues over/(under) Expenditures (77,463) (141,053) 335,137
Stormwater Fund 600
Revenues 428,042 392,343 35,670 392,372 28 100%
Expenditures 428,042 385,941 22,318 262,069 (123,872)68%
Revenues over/(under) Expenditures 6,402 13,352 130,303
Total All Funds
Revenues 12,733,344 9,577,222 1,108,245 9,883,035 305,814 103%
Expenditures 12,733,344 10,619,491 854,597 9,844,361 (775,131)93%
Revenues over/(under) Expenditures (1,042,269)253,647 38,675
Meeting Date
June 19, 2018
Department
Administration
Issue
Appointments to Boards/Commissions/Committees
1. Roanoke Valley-Alleghany Regional Commission Executive Committee
2. Roanoke Valley Greenway Commission
Summary
The following appointments need to be considered by Council:
Roanoke Valley-Alleghany Regional Commission Executive Committee
Mayor Grose’s term expires on the RVARC Executive Committee on June 30, 2018. He is
interested in being re-appointed to another three-year term beginning July 1, 2018 and ending
June 30, 2021.
Roanoke Valley Greenway Commission
Council Member Scheid’s term expires on the Greenway Commission on June 30, 2018. She is
interested in being re-appointed to another three-year term beginning July 1, 2018 and ending
June 30, 2021.
Attachments
None
Recommendations
Motion to re-appoint Brad Grose to the RVARC Executive Committee and Janet Scheid to the
Roanoke Valley Greenway Commission, both for new three-year terms beginning July 1, 2018
and ending June 30, 2021
Town Council
Agenda Summary