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Home My WebLink About3/3/2015 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, March 3, 2015 AGENDA Consideration of: A. 6:00 p.m. - WORK SESSION 1. Request for funding presentations by Community Agencies: a. William Byrd High School After Prom b. Vinton Historical Society c. Mountain View Humane Spay/Neuter d. Vinton Area Chamber of Commerce B. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider approval of minutes for the regular Council meeting of February 3, 2015. G. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Proclamation for American Red Cross Month 2. Officer of the Month for January 2015 – Detective Corporal Brandon Hill 3. Request for funding presentation – Dogwood Festival H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. TOWN MANAGER 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 ITEMS REQUIRING ACTION 1. Consider approval to compensate all essential employees who worked during the snow event on Tuesday, February 17, 2015, with eight (8) hours paid leave. BRIEFING 1. Further update by The Advancement Foundation regarding a business incubator in the top floor of the Health Department Building. 2. General update on revenues/expenditures for proposed FY2015-2016 budget. 3. Update on real estate tax assessment for Calendar Year 2015 and request to advertise a public hearing for March 17, 2015 to set the real estate tax, personal property tax and machinery and tools tax rates. UPDATE ON OLD BUSINESS 1. Further update on 3rd Street Dumpsters. K. FINANCIAL REPORT FOR DECEMBER 2014 L. MAYOR M. COUNCIL N. ADJOURNMENT O. WORK SESSION CONTINUED 1. Request for funding presentations by: a. Vinton Volunteer First Aid Crew b. Vinton Volunteer Fire Department 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/EVENTS: March 10, 2015 – 5:30 p.m. – Finance Committee Meeting – Finance Conference Room March 17, 2015 – 6:00 p.m. – Work Session followed by Regular Council meeting at 7:00 p.m. – Council Chambers Meeting Date March 3, 2015 Department Administration Issue Request for funding presentations by Community Agencies: a. William Byrd High School After Prom b. Vinton Historical Society c. Mountain View Humane Spay/Neuter d. Vinton Area Chamber of Commerce Summary Representatives from the Community Agencies will be present to give a 10 minute presentation to support their request for funding in the FY2016 budget. Attachments FY2016 Request for Funding Applications Recommendations No action required Town Council Agenda Summary FY 2016 REQUEST FOR FUNDING APPLICATION VINTON \' I R G I /:\" I A Instructions I. Please type or print. 2. Answer each question within the space provided. Please do not include additional attachments or supplementary pages unless they are essential to our understanding of your organization. 3. Attach organization's most recent audit. If an audited statement is not available, a copy of the most recent tax return filed for the organization should be submitted. 4. Sign, date and send the completed application to: Christopher Lawrence, Town Manager 311 South Pollard Street Vinton, VA 24179 Applicant Information ~ Public Other Private Association (Circle One) Name of Organization & Tax ID or EIN number WILL$-\~ BilZi:J I-\ {(;. 1-\ Sc.I'\"X)QL PTSA 'S Y 1"-\ lO?J( o( n Address 2 q C.Y2... (A) PIs. i-H~"> 6-/lH'..J A-v~f'o)~-I.L City $IN~Cr-J I State VP> I Zip Z..'*\'1 CJ CONTACT PERSON Name Title I Phone ORGANIZATION INFORMATION Describe your organization's mission: lo5\"\S PTsf\ Offi\.),de s ·\he .1\.f-\-er Pn~jV.. Dcu-~ ~ ()....() 0,\)e.l\l.te.. I ._) ~. ~J~-b +u e..n'\'OL-\ ~e..~r D(l)r"' e..vef\11"\C\ li"l CL sdE> '-J-._) -..) o...\c.o"'o \ C\.Ac\ c:lxua._ .-h-c.e. e..Av,n:. (\M~+. Ou.r C\Vcvl 1:::0~ rat<Se -....J \..) e..Aol.l..c._~ Monev, ~ eo4n\.\ c. --1-o 1'\'\?\.k lh~s e.v~ aAJ A..A-A tL6 \e "-..) _--......J ~ ~et\-\ -h-e.< c:,-(' c..ht:V"'q_e_ ·~e_re_ -furc et'-(A_b ( IV1 £; ~1\ --h ()__*~ '-.) J --J How many people are served by your organization? 1\ (Jpfb'j. \1 CO ~-t~ -rhar.+tA.I"',\,ej ~ -f<t..£-U[f-t. How many Vinton Residents are served by your organization? / - Geographic area served by your organization: I Year the organization was established: SERVICES PROVIDED Describe the service your organization provided to Town of Vinton citizens: (Detailed Project or Event Description -Tell us about what you want to do and when (include dates, names of co-sponsors, etc) FUNDING List all funding received and requested from surrounding jurisdictions: (List the Town of Vinton first) Jurisdiction (i.e. other towns, cities, counties, companies, etc) Received FY 2015 Requesting FY 2016 ~Q6CJ $soo TOWN OF VINTON &01~ }-ocO-.JL ~-:::v~ &\0000 ~c\~ Goo.Q.. IY0.. IMP ACT STATEMENT Describe in detail the positive and negative impacts to the community in the following areas: I. Fiscal/Economic Impact 2. Environmental Impact 3. Quality of Life Impact - 'f Date 2 FY 2016 REQUEST FOR FUNDING APPLICATION VINTON VlllGINIA Instructions I. Please type or print. 2. Answer each question within the space provided. Please do not include additional attachments or supplementary pages unless they are essential to our understanding of your organization. 3. Attach organization's most recent audit May be submitted later if not currently available. 4. Sign, date and send the completed application to: Christopher Lawrence, Town Manager 311 South Pollard Street Vinton.VA24179 Applicant Information Non-Profit Public Other Private Association (Circle One) Name of Organization & Tax ID or BIN number Vinton Historical Society Tax ID 54-1326986 Address P.O.Box32 City Vinton !state VA Jzip 24179 CONTACT PERSON Name Doug Forbes Title Treasurer !Phone !890-2331 ORGANIZATION INFORMATION Describe your organization's mission: We are a group of senior citizens who are interested in the town of Vinton and are willing to devote our time and effort to operating the Vinton Historical Museum. The Museum will be in continuous operation for more than 26 years in 2015. The Vinton Museum is the only operating Historical Museum in Roanoke County. WE ARE PRESERVING THE PAST FOR THE FUTURE How many people are served by your organization? About 150,000 How many Vinton Residents are served by your organization? 8,000 Geographic area served by your organization: Vinton, Year the organization was established: 1985 Roanoke County, Surrounding areas and ex-Vintonites all over the world. OVER SERVLCES PROVIDED Describe the service your organization provided to Town of Vinton citizens: (Detailed Project or Event Description -Tell us about what you want to do and when (include dates, names of co-sponsors, etc) The Museum preserves and displays the history of the Vinton area. We continue to operate with volunteers and a part time employee who works 20 hours a week. We need more paid help and have hired another part time employee to work about 10 hours per week. This will increase our cost approximately $2500.00 per year. We will be celebrating our 25th year in April. FUNDING List all funding received and requested from surrounding jurisdictions: (List the Town of Vinton first) Jurisdiction (i.e. other towns, cities, counties, companies, etc) Received FY 2014 Requesting FY 2015 TOWN OF VINTON $3,000.00 $5,000.00 Roanoke County $2,400.00 $5,000.00 IMPACT STATEMENT Describe in detail the positive and negative impacts to the community in the following areas: I. Fiscal/Economic Impact 2. Environmental Impact 3. Quality of Life Impact The Museum is a cultural attraction . Schools, churches, organizations and tourist visit.· This increases the traffic for downtown Vinton and can aid businesses. Signature Date 2 Meeting Date March 3, 2015 Department Town Clerk Issue Consider approval of minutes for the regular Council meeting of February 3, 2015 Summary None Attachments February 3, 2015 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, FEBRUARY 3, 2015, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks PLANNING COMMISSION MEMBERS PRESENT: David R. Jones Robert A. Patterson Paul R. Mason Dawn M. Michelson PLANNING COMMISSION MEMBER ABSENT: William E. Booth STAFF PRESENT: Christopher S. Lawrence, Town Manager Theresa Fontana, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Anita McMillan, Planning & Zoning Director Joey Hiner, Assistant Public Works Director Donna Collins, Human Resources Specialist The Mayor called the joint work session to order at 6:00 p.m. for a briefing on the proposed amendment to the zoning ordinance to incorporate a mixed use development zoning district provision as well as amending and adding definitions as needed. The Town Manager first commented that the initial discussion about mixed use was premised on the two vacant schools in the Town. They are currently zoned residential and there is a need to create a new zoning district to allow development for these two properties. Roanoke County has proposals they are working through at this time relating to the schools. If this new zoning district is approved, any developers for these two properties will be required to apply for a very specific zoning designation. However, this proposed district is not only for the schools, it could be for any property in Town that would fit the requirements for mixed use. Anita McMillan began by commenting that when a developer wants to develop a property and use tax credits, one of the requirements is the property must be mixed use, not just commercial or residential. Her staff began doing a lot of research and looking at other localities in Virginia who have mixed-use districts. The current zoning in the Town is traditional and does not allow different 2 mixed use in one building or multiple buildings on one parcel. The Planning Commission has had two work sessions, one in November and one in January. The Commission Members have indicated that we need to be proactive, not just for the two schools, but with other properties in the Town. A list was furnished with the agenda of properties that are either vacant or have buildings that are under- utilized. For example, River Park Shopping Center is very under-utilized as well as the Vinyard property at the corner of Washington and Pollard. Ms. McMillan next commented that some of the criteria they would like to include are for a property to be at least an acre, be on a main corridor and have reasonable access to public transportation. Staff has given a copy of the proposed mixed-use development to a land use consultant and that individual felt this could help existing property owners or prospective developers to look at property in Vinton. The proposed amendment sets out certain requirements that would serve as areas of discussion and negotiation between staff and developers before they proceed to the rezoning process. Once they apply for the rezoning, it will require a Public Hearing before the Planning Commission and Council. The proposed amendment also list what will be allowed by right under mixed-use development along with a list of uses that would require a special use permit. In regard to parking requirements, Ms. McMillan commented that some concern was expressed at a community meeting about the Roland E. Cook property about where people would park. In the current zoning, there is the requirement to provide off-street parking. A provision has been included in the mixed use district that will allow on- street parking for residential use. However, if there is a commercial use, there will have to be some off-street parking on the site itself, but there is also the provision for shared parking. Another area relates to the requirement for utilities to be located underground for any new development in mixed use. Also, if there is going to be a large multi-family development in conjunction with the commercial use, there is a requirement to have a homeowners association. The section on general development standards relates to providing a buffer if the property is adjacent to residential properties. 3 Ms. McMillan next commented that the first step would be for a developer to provide a site plan for a particular property so the members of the Planning Commission and Council can know how the property is going to be used. Dave Jones, Planning Commission Chairman, commented that the two schools that are not creating any tax dollars. If they can be repurposed, he feels we owe it to the citizens to do what we can for those properties. There are also 32 other properties that have been listed that could fall under mixed use. The Town needs to be proactive to get these buildings from a non-taxable to a taxable status. Ms. McMillan commented that the Roanoke County Planning Department has requested a copy of our proposal because they are having the same discussion. Currently, their overlay districts are very restrictive, require ten acres and have to be on a corridor. In response to a question from Council Member Nance regarding the flexibility of the district, Ms. McMillan responded that it would depend on how the district is set up. For example, Roland E. Cook is one building, but in that one building there could be multiple uses. One developer is looking at residential development, but using the auditorium for a community or art center. The old William Byrd High School has multiple buildings as well as a vacant parcel where a new building could be constructed. One of the requirements of mixed use would be a subdivision plat. If there are five or ten areas and a developer wants it subdivided into separate parcels with different uses, the whole subdivision itself can be zoned mixed-use development. Ms. McMillan next commented that a provision in this mixed-use district would allow for minor adjustments to be accepted, but any major adjustments would require them to come back for rezoning. Before it goes through the zoning process, we will have a concept of whether the property will be multiple building with different uses or a single building with different uses in one building. There is also a requirement for a passive or an active open space depending on the type of population to be served by the particular use. Dawn Michelsen asked who would initiate the process for a parcel of property. Ms. McMillan responded the developer would. The Mayor commented that he feels this proposed zoning says to potential developers that we are a community that is willing to be flexible. He expressed appreciation to the Planning staff and the Planning Commission for the work that has been done already and it indicates a progressive 4 community. Mr. Jones further commented that the two schools on their own are going to be a hard sale and we need to do everything we can for those properties, but other properties will benefit from this. Vice Mayor Hare asked if there would be any risks to doing this zoning district. The Town Manager commented that we need to provide enough context of what we will allow in a mixed-use district. However, if we are presented with some proposals that we do not agree with, we can risk damaging relationships. The other risk is that we go through the process to create the district and then no one shows an interest in it. Mr. Hare next asked if Council can still support their vision of strong vibrant neighborhoods by protecting them from having a gas station in their back yard by approving this new mixed-use district. Mr. Nance responded the flexibility of this zoning district will put the pressure on the individuals to negotiate for the best outcome for that land use, its development and the surrounding communities. Then, it will be up to staff, the Planning Commission and Council to make the best decision. The Mayor commented that we have asked staff to be proactive when it comes to economic development. This is an important first step to allow our staff and developers to research properties that could be developed as businesses. Mr. Jones further commented that our community is changing and what was a good plan then may not be such a good plan now. Council Member Adams arrived at the meeting at 6:49 p.m. The Town Manager next commented that the Town has a Comprehensive Plan and in theory, any rezoning should be in conformance with the Comprehensive Plan. Also, in the end, the ultimate authority in any approval of mixed- use will be made by a majority of Council. This does not automatically rezone any property in Town, but allows the opportunity for someone to come before us and ask for a rezoning. Ms. McMillan asked if Council would be ready to proceed with the proposed zoning. The Planning Commission would like to have their Public Hearing on March 5, 2015 and for Council to have their Public Hearing on March 17, 2015. After further comments, Council gave their consensus to set the Public Hearing for March 17, 2015. The Work Session ended at 7:00 p.m. 5 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, Council Member Weeks, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence Council Member Adams led the Pledge of Allegiance to the U.S. Flag. Roll Call The Mayor reminded everyone that agendas are available on the table outside of Council Chambers. Also, guidelines for citizen participation in the meeting, which have been in effect for several years, are attached to the agenda. He then asked that everyone familiarize themselves with those guidelines. Under upcoming community events/announcements, Council Member Weeks reminded everyone of the Valentine Dance on February 14th at the Woodland Place. She also mentioned the upcoming Dogwood Festival in April and the need for volunteers. Vice Mayor Hare 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 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Approved minutes of the regular Council meeting of January 20, 2015 The next item on the agenda was to consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding Personal Property delinquent taxes over five years old from the active records to a permanent file. Barry Thompson commented that according to the State Code, personal property taxes over five years old are not collectible. The 2009 taxes that have not been collected amount to $6,036.42. The levy for 2009 was $470,498.04 and the percentage of collection was 98.72%. On the Vehicle License Fees, there was a billing of $162,840 with a write-off of $10,496.59. The percentage of collection was 93.55%. In a response to a question by Vice Mayor Hare concerning debt set-off for VLF, Mr. Thompson commented that we do debt set-off for VLF. The percentage is higher for VLF due to the fact that when Roanoke County makes corrections sometimes it that does not carry back to the Town and written off at the time the vehicle is taken off or abated. Mr. Thompson indicated that he has been working with Roanoke County IT to try and correct this problem. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Adams and carried by the following roll call Adopted Resolution No. 2096 allowing the Town Treasurer/ Finance Director to remove outstanding Personal Property 6 vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). delinquent taxes over five years old from the active records to a permanent file The next item on the agenda was to consider adoption of a Resolution allowing the Town Treasurer/Finance Director to remove outstanding Water and Sewer delinquent bills over five years old from the active records to a permanent file. Barry Thompson commented that the amount for 2009 is $9,910.13. They have tried to collect these bills through debt set-off and through other means within the Treasurer’s Office and they do not use a third-party collection agency. The billing for that period was $1,498,637.45 with a collection percentage of 99.34%. Vice Mayor Hare commented about the deposit policy that is now in place and Mr. Thompson also commented that this policy was not in place in 2009. It was adopted around 2012 and is working very well. Council Member Weeks made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Nance and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2097 allowing the Town Treasurer/ Finance Director to remove outstanding Water and Sewer delinquent bills over five years old from the active records to a permanent file The next item was to consider adoption of a Resolution allowing the Town Treasurer/Finance Director to have outstanding tax accounts removed from the active records relating to a parcel on Chestnut Street in the Town of Vinton which was sold by Roanoke County at a tax sale. Barry Thompson commented that we do not write off real estate taxes until after 20 years. However, Roanoke County had a tax sale for a parcel on Chestnut Street in the Town and the sale did not deliver enough return to pay $110.88 for real taxes, penalty and interest to the Town. The new property owner was given clear title and the prior property owner was deceased with no heirs. Vice Mayor Hare expressed concern about Council potentially considering actions on blighted properties that would require us to eventually put a lien on those properties for a sizable amount. This is at least the second time that a tax sale in the Town has not made enough to cover our liens. We could spend $20,000 or more to condemn and demolish a building, put a lien on the property and possibly get nothing back if the property is sold. Mr. Thompson responded that we do not have an agreement with Roanoke County on tax sales which would provide us with a pro-rated portion of those taxes. 7 They are gracious enough to include us in the tax sale, but they take first dollar and if there is anything left, we get that. Mr. Hare asked if that is by State Code that they are first lienholder. The Town Attorney responded that by State Code they are supposed to prorate it and we have addressed this with them and have tried to enter into an agreement. Roanoke County is actually the party that has hired the tax sale attorney and that attorney will get paid first from any sale. Most of the time we do get paid. Council Member Nance commented that Vice Mayor Hare has made a very good point and we should be aware of what creditors are already in line on a piece of property before we make a decision to spend money for demolition. The Town Attorney further commented that if we have spent money on a piece of property, we have the right under State law to be able to bid on that property. It would be very case specific. The Mayor asked if Roanoke County would want us to participate in the cost of the sale if we insisted on a prorated share of the proceeds. The Town Manager responded that he and Mr. Thompson will follow up with Roanoke County on the matter Mr. Hare then commented that he would be very uncomfortable moving forward with any blighted properties if the Town has this kind of risk that we may not get anything back. The Town Attorney further commented that if we know that a piece of property is going up for tax sale, we could let the tax sale happen before acting on the blighted property. This was the advice she gave another locality in a similar situation. Ms. McMillan then asked Council if they wanted to proceed with the Public Hearing on the two blighted properties at this time or wait. The Town Manager suggested that we get an answer to this question about any tax sale proceeds first and Council agreed. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Weeks and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2098 allowing the Town Treasurer/ Finance Director to have outstanding tax accounts removed from the active records relating to a parcel on Chestnut Street in the Town of Vinton which was sold by Roanoke County at a tax sale The next item on the agenda was to consider adoption of a Resolution establishing Special Project Fund Accounts and authorizing the funds to be appropriated in the amount of $21,500.00 for the Tinker Creek Canoe Launch Improvement Project. Anita 8 McMillan commented that in September an application was submitted to VA DGIF for a grant for the canoe launch site and $10,000.00 was awarded in December. The Town also received an additional $11,500.00 from Appalachian Power, for a total of $21,500.00. The project is now moving forward with our Public Works Department doing some of the labor as an in-kind match to the VA DGIF grant. She also commented that the plan is to start in mid-February and hope to have the project completed by the end of May. In addition to the work being done by Jack Cranwell as an Eagle Scout Project, they have to provide signage and screen the dumpster site. They are also looking at plantings and stabilizing the two banks adjacent to the ramp. Roanoke County is going to assist for free to do the site plan. The Resolution is to establish a Special Project Fund account and to authorize the appropriation of funds that have been received. Ms. McMillan also commented that at the Greenway Commission meeting last week, there was a representative with Trout Unlimited who indicated they would like to have a clean-up event and the Commission recommended Tinker Creek. Novozymes would also like to do a project, so they hope to partner with these two groups to have a major cleanup in April. They would then like to schedule a ribbon cutting after this cleanup. The Mayor expressed thanks to Vice Mayor Hare, Janet Scheid and Bud LaRoche who serve on the Greenway Commission. He also thanked Bud LaRoche who helped to secure the grant from AEP. Mr. LaRoche commented that they are glad that the Town received the funds and are glad to help out. He feels that it will be a great facility and provides access to the Niagara Dam Pool that has been difficult to get to before. Vice Mayor Nance commented that this and Glade Creek will be a neat addition to the Town and will be a draw. Council Member Nance commented that if this is going to be a draw and we are about to spend $21,000 of other people’s money, this is once again an indication that the area needs to be beautified as well. There is an existing use that is a very good service to the community, but will no longer be very consistent with the future of that location. Council Member Nance made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor Hare and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2099 establishing Special Project Fund Accounts and authorizing the funds to be appropriated in the amount of $21,500.00 for the Tinker Creek Canoe Launch Improvement Project 9 The next item was to consider adoption of a Resolution appropriating funds in the amount of $1,944.00 received from Virginia DEQ for the Town’s share of the $2,700.00 VSMP construction permit fee for the Vinton Branch Downtown Library. Anita McMillan commented that as of July 1, 2014, the Town is responsible for accepting construction permits for DEQ. This permit was submitted prior to July 1st, but we did receive the 72% of the $2,700.00. The Resolution is to appropriate this amount back to the Stormwater Management account. This account is for stormwater compliance to meet all of the requirements for the permit. Council Member Adams made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Weeks and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2100 appropriating funds in the amount of $1,944.00 received from Virginia DEQ for the Town’s share of the $2,700.00 VSMP construction permit fee for the Vinton Branch Downtown Library The Mayor commented on the success of community meeting for the skate park. He also expressed his condolences to Barry Thompson on the loss of his father. Comments from Council: Vice Mayor Hare also commented on the skate park community meeting that even though there may not be an agreement on the location, there is still a general consensus that this could be a good project for the Town. Council Member Nance apologized for not being able to attend the community meeting. He also commented that since there is now a timeline for the beautification and completion of the canoe launch, he feels that Council should consider the options for the dumpsters and take a vote sooner as opposed to later. If a majority of Council votes to have the site closed or relocated, it can be decided before the canoe launch is open to the public. The Mayor asked if the matter could be place on the agenda for the March 3rd meeting. The Town Manager indicated it could and then commented that from a design standpoint we are going to put up a fence that is different in elevation. If it is relocated, reoriented or closed, it is going to be a solid fence from front to back. If it stays the same, it is going to have holes cut in the fence. Council Member Weeks expressed thanks to staff for the successful community meeting on the skate park. She also asked if Council can try to get the word out on events that are happening in the area. There are a lot of nice events that include all age groups and from being on committees that help plan these events, it can be discouraging when the attendance is low. In order to 10 help the partners that we have such as the Chamber, maybe we can make a special effort to promote our events a little more. Council Member Adams apologized for not attending the community meeting for the skate park. Regarding the dumpsters, he feels there is a need for them and the sooner a decision can be made the better. The Town Manager commented that the notes from the skate park will be put on the Town’s website. Staff will bring a presentation back to Council and will develop high-level costs for the top two sites. Vice Mayor Hare commented that there is no turning lane on Dale Avenue to the new Walmart Neighborhood Grocery. Today the traffic was backed up to 13th Street. Mr. Adams commented that currently one lane is closed. Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0) – None. The meeting was adjourned at 8:01 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date March 3, 2015 Department Administration Issue Proclamation for American Red Cross Month Summary Paula Poston, Disaster Program Manager, will be present at the meeting to accept this Proclamation. Attachments Proclamation Recommendations Read Proclamation and present to Ms. Poston Town Council Agenda Summary Meeting Date March 3, 2015 Department Police Issue Officer of the Month for January 2015 Summary Detective Corporal Brandon Hill was selected as Officer of the Month for January 2015 Attachments Memo from Chief Cook Recommendations Read Memo Town Council Agenda Summary Meeting Date March 3, 2015 Department Administration Issue Request for funding presentation – Dogwood Festival Summary A representative from the Dogwood Festival Committee will be present to give a 10 minute presentation to support their request for funding in the FY2016 budget. Attachments FY2016 Request for Funding Application Recommendations No action required Town Council Agenda Summary FY 2016 REQUES T FOR FUNDING APPLICATION Instruction s 1.Please type or print. 2 .Answer eac h question within the space provided.Plea se do not inc lude additional a ttachments or supp lement ary page s unless th ey are essen tial to our understanding of yo ur organization. 3 .Attach organ ization's most r ecent audit .If an audited statement is not available,a copy of th e most re cent tax r et urn fil ed f or the org aniz ation should be submitted . 4 . Sign ,date and send the completed applicat ion to: Christopher Lawrence ,Town Manager 311 South Pollard Street Vinton ,VA 24179 Applicant Informati on Non-Profit Public Other Private Association (CircleOne) Name of Organization &Tax ID or EIN number Address City I State I Zip CONTACT PERSON Title ORGANIZAnON INFORMA nON I Phone Describe your organization's mission: How manypeople are served by your organization? How many Vinton Residents are served by your organiza tion ? Geographic area served by your organi zation:I Year the organi zation was estab lished: SERVICES PROVIDED Describe the service your organization provided to Town of Vinton citizens:(Detailed Project orEvent Description -Tell us about what you want to do andwhen(includedates,namesof co-sponsors,etc) FUNDING Listall funding received and requested from surrounding juri sdictions:(List the Town of Vinton first) Jurisdiction [i.e.othertowns,cities, counties,companies ,etc)Received FY 2015 Requesting FY 2016 TOWN OF VINTON IMPACT STATEMENT Describein detail thepositive and negative impacts to the community inthe following areas: 1.FiscallEconomic Impact 2.Environmental Impact 3. Quality of Life Impact Signature Date 2 Meeting Date March 3, 2015 Department Administration Issue Consider approval to compensate all essential employees who worked during the snow event on Tuesday, February 17, 2015, with eight (8) hours paid leave. Summary Due to the snow event, the Town of Vinton Administrative Offices were closed on Tuesday, February 17, 2015. However, all essential employees were required to work on that date. We are requesting Council’s approval to compensate all essential employees who worked during the snow event with eight (8) hours paid leave. These hours must be taken by June 30, 2015. Attachments None Recommendations Motion to approve Town Council Agenda Summary Meeting Date March 3, 2015 Department Administration Issue Further update by The Advancement Foundation regarding a business incubator in the top floor of the Health Department Building Summary Annette Patterson with the Advancement Foundation will provide an update on their proposal to establish a business incubator in the top floor of the Health Department Building. Ms. Patterson has meet with adjoining landowners about the project as well as some DHCD representatives that deal with incubator start-ups and funding. She will also present information on the utility cost to run the facility since 2012 when the Town started paying the bills and the Health Department vacated half of the building. The utility cost estimation is only an estimate and is for the variable costs of maintaining and running the entire building. Also, since the last Council Meeting on the subject, Alexander Films has moved out of the space. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date March 3, 2015 Department Finance Issue General update on revenues/expenditures for proposed FY2015-2016 budget. Summary Staff will give an update on the projected revenues/expenditures for the proposed FY2015-2016 budget. Attachments Power Point Presentation Recommendations No action required Town Council Agenda Summary Town of Vinton, Virginia Budget FY 2015-2016 Revenue and Expenditure Overview Town of Vinton Proposed Fiscal Year 2015 - 2016 Projected Revenues •Revenues •General Fund $ 8,785,134 •Utility Fund 3,618,150 $12,403,284 General Fund •General Fund Revenue Sources •General Property Taxes $ 503,402 •Other Local Taxes 2,825,200 •Permits and Fines 11,000 •Fines and Forfeitures 78,700 •Use of Money 130,060 •Charges of Services 223,500 •War Memorial Revenue 187,000 •Miscellaneous Revenue 721,750 •Recovered Cost 39,500 •Non Categorical Aid 402,440 •State Sales Tax 1,315,000 •Categorical Aid 2,272,872 $8,785,134 Tax Rate Comparison Government Real Estate Tax Rate Personal Property Tax Rate Roanoke County $1.09/$100 Assessed Value $3.50/$100 Assessed Value Roanoke City $1.19/$100 Assessed Value $3.45/$100 Assessed Value Salem City $1.18/$100 Assessed Value $3.25/$100 Assessed Value Botetourt County $0.72/$100 Assessed Value $2.63/$100 Assessed Value Town of Vinton $.03/$100 Assessed Value $1.00/$100 Assessed Value 2015 Assessment •Assessed Values: • Year 2015 $ 459,341,100 • Year 2014 - 455,632,200 • Total Increase $ 3,708,900 • •Year 2015 $ 459,341,100 • Less New Construction - 1,263,800 •Net Assessed Value 458,077,300 •Year 2014 - 455,632,200 •Net Increase $ 2,445,100 • Tax Levy: • Year 2015 $ 137,802 • Year 2014 136,690 • Increase $ 1,112 • •Assessment Increase - .8140 or .81% General Fund Revenue Detail •General Property Taxes •Real Property Taxes $137,802 •Delinquent Real Property 3,000 •Penalties & Interest RE 4,000 •Public Service Corporation 5,100 •Personal Property Taxes 325,000 •Delinquent Personal Property Taxes 15,000 •Penalties and Interest 13,500 $503,402 General Fund Revenue Detail •Other Local Taxes •Consumer Utility Tax $ 765,500 •Business License Tax 544,500 •Franchise Taxes 31,700 •Vehicle License Fee (VLF) 170,000 •Bank Stock Taxes 154,700 •Pari-mutual Tax 0 •Admissions Tax 500 •Transient Occupancy Tax 800 •Prepared Meals Tax 907,000 •Cigarette Tax 250,000 •State Sales Tax 1,315,000 $4,140,200 General Fund Revenue Detail •Permits and Fees •Animal License Fees $ 4,500 •Site Plans and Subdivision Fees 1,000 •Sign Permits 1,500 •Misc Fees 500 •Zoning Permits 3,500 $11,000 General Fund Revenue Detail •Fines and Forfeitures •Court Fines and Forfeitures $76,000 •Parking Fines 2,500 •False Alarms 200 $78,700 General Fund Revenue Detail •Use of Money and Property •Investment Income $ 74,710 •Rental of Town Property 130,060 $204,770 General Fund Revenue Detail •Charges for Services •Waste Dumping & Disposal $ 500 •Special Program Income 500 •Swimming Pool Admissions 29,000 •Swimming Class Fees 2,500 •Senior Citizen Programs 2,500 •Fee for Transport 188,500 $223,500 General Fund Revenue Detail •War Memorial Revenue •War Memorial Income $183,000 •War Memorial – Other Dept. 4,000 $187,000 General Fund Revenue Detail •Miscellaneous Revenue •Roanoke County Gain Sharing $550,000 •Roanoke County Refuse Support 110,000 •Roanoke County Fire Hydrants 6,500 •Miscellaneous Income 5,000 •Gifts & Donations 0 •Re-appropriated Fund Balance 50,000 •Duplicate RE Bill Fees 250 $721,750 General Fund Revenue Detail •Recovered Cost •Recoveries and Rebates $35,000 •Recovered Police Contracts 4,500 •Recovered EMS Contractual 0 $39,500 General Fund Revenue Detail •Non Categorical Aid •Motor Vehicle Rolling Stock $ 10,000 •Personal Property from State 203,096 •Police Assistance (HB-599) 189,344 •Miscellaneous from State 0 $402,440 General Fund Revenue Detail •Categorical Aid •Emergency Service Match $ 7,500 •Highway Maintenance Funds 1,294,898 •Dept of Fire Programs 20,475 •Other Police Grants 1,545 •DMV Grant 4,000 •ATF Reimbursements 12,000 •DCJS Recoveries 6,598 •Asset Forfeiture 51,358 •VDOT Revenue Sharing 131,000 •Roanoke Valley Greenway Comm 12,500 •ROCO EDA 20,000 •RSTP – Walnut Ave 90,000 •CDBG Grant 653,498 $2,305,372 General Fund Department Request •Estimated •FY 15-16 •General Administration $ 622,299 •Public Safety 3,515,426 •Public Works 2,372,829 •Special Programs 682,028 •Community Development 1,622,445 •Debt Retirement 390,063 •Transfers 132,782 •Total Estimate Expenditure $ 9,337,872 Revenue over/under Expense •General Fund •Revenue $8,817,634 •Expenditures $9,337,872 •Revenue under Expense $ (520,238) Utility Fund •Operating Revenues $3,602,150 •Use of Money 1,500 •Recovered Cost 14,500 $3,618,150 Estimated Department Request •Utility Fund FY 15-16 •Administration 538,290 •Water System Operations 909,050 •Purchased water 125,000 •Wastewater Operations 929,645 •Debt Service 720,258 •Total Estimate Expenditures 3,217,444 Revenue over/under Expense •Utility Fund •Revenue $3,618,150 •Expenditures $3,217,444 •Revenue over Expense $ 400,706 •Includes 8.9% rate increase as approved by Council in June 2014 •Based on rate study which recommends new debt of appox. $2 million in 2016/2017 •Continued establishment of fund balance Budget Highlights Included •2% Salary Increase •General Fund $ 72,782 •Utility Fund $ 16,336 • Total $ 89,118 •Retirement Payout of three employees General Fund $60,000 •Includes one (1) additional Firefighter/Medic $56,850 •Estimated increase on other insurance benefits (workers comp, LODA, auto liability, general liability) 10% or $18,478 •No CIP included •Includes Revenues & Expenditures for Downtown Project, Gladecreek/Greenway Project 1 Meeting Date March 3, 2015 Department Finance/Treasurer Issue Update on real estate tax assessment for Calendar Year 2015 and request to advertise a public hearing for March 17, 2015 to set the real estate tax, personal property tax and machinery and tools tax rates. Summary Section 58.1-3321 of the 1950 Code of Virginia, as amended, requires that certain notices be published and a public hearing be held when the annual real estate assessment results in an increase of 1% or more of the total real estate tax levy. The Town of Vinton’s real estate tax levy has increased by approximately .81% for the calendar year 2015. A summary of the preliminary assessed values and corresponding tax levies are shown below: Assessed Values: Year 2015 $ 459,341,100 Year 2014 - 455,632,200 Total Increase $ 3,708,900 Year 2015 $ 459,341,100 Less New Construction - 1,263,800 Net Assessed Value 458,077,300 Year 2014 - 455,632,200 Net Increase $ 2,445,100 Tax Levy: Year 2015 @ $.03/$100 $ 137,802 Year 2014 @ $.03/$100 136,690 Increase $ 1,112 Assessment Increase - .8140 or .81% Even though the Town’s Assessment increased by .81% an advertisement will be placed in The Roanoke Times and The Vinton Messenger for a public hearing at the March 17, 2015 Council Meeting in order to set the tax rates. Town Council Agenda Summary 2 Attachments None Recommendations Authorize the advertisement for Public Hearing on March 17, 2015 Meeting Date March 3, 2015 Department Administration Issue Further update on 3rd Street Dumpsters Summary A staff committee has met and discussed the difficulties we are having with roosting vultures at the 3rd Street Public Works lot and surrounding neighborhood. Additionally, the dumpsters have been evaluated as part of our goal to improve the aesthetics to this service area and the future blueway boat launch location. Town Council was briefed by Gary Woodson, Public Works Director, and Lt. Mark Vaught, Police Department, on January 20th of the three options: (1) maintain dumpster facility as is; (2) discontinue services; or (3) modify drop off area with upgraded entrance. Each proposal has pros and cons. The third proposal provides for the continuation of the service, but changes the entrance to a new location and allows the dumpsters to be fully screened from the parking lot and blueway boat launch location. Additionally, the dumpsters would be covered to discourage vulture access. Attached is a summary of costs and concept plan for consideration. Attachments OPTION 3: Summary of Costs, Concept plan Recommendations Evaluate options and provide feedback to staff at Council meeting Town Council Agenda Summary 3rd Street Dumpster Facility Materials List Quantity Item Item Cost Cost 8 3'x3', 1.5 Ton Boulder $187.50/ each $1500.00 2 16' Double Arm Tubular $1300.00/each $2600.00 Swing Gate 2 Contractor Gate Installation $500.00 $1000.00 3 Dumpster container lids $1500 $4500.00 10-12 7"x9"x8' Railroad Tie N/A $0.00 $9600.00 Notes: 1. Public Works could install tubular gates and save $1000.00. 2. Public Works staff will remove two sections of guardrail and re-grade facility entrance for vehicular access. 3. Railroad ties can be obtained at no cost. Meeting Date March 3, 2015 Department Finance/Treasurer Issue Financial Report for period ending December 31, 2014 Summary The Financial Report for the period ending December 31, 2014 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on February 6, 2015 to discuss this report and will make a presentation to Council at their Regular Meeting. Attachments December 31, 2014 Financial Report Summary Recommendations Motion to approve the December 2014 Financial Report Town Council Agenda Summary Financial Report Summary Month Ending December 31, 2014 General Fund 200 Revenues Accrued Revenue Adjustment Total Adj. Revenues Expenditures Revenues over /(under) Expenditures Utility Fund 300 Revenues Less: Tinker Creek Project Revenue Less: Bond Series 2013 Operating Revenues Expenditures Less: Tinker Creek Project Expenditures Less: Bond Series 2013 Operating Expenditures Revenues over /(under) Expenditures Total All Funds Revenues Expenditures Revenues over /(under) Expenditures Adopted Budget THE TOWN OF VINTON V I R G I N I A Revised YTD MM YM Budget Posted 8,566,220 2,904,770 1,018,698 3,137,802 248,809 248,809 8,566,220 2,904,770 1,267,507 3,386,611 8,566,220 4,135,633 468,925 3,768,237 1,230,864) 798,582 (381,627) REMAINING % BALANCE 233,032 108% 481,841 117% 367, 396) 91% 3,449,935 1,624,011 389,745 1,664,953 40,943 103% 0 0 0 0% 0 0 0 0 3,449,935 1,624,011 389,745 1,664,953 40,943 103% 3,449,935 1,886,183 603,213 1,984,424 98,241 105% 0 0 0 0 0% 0 299,218 405,631 405,631 3,449,935 1,886,183 303,995 1,578,793 307,390) 84% 262, 172) 85,750 86,160 12,016,155 4,528,780 1,657,253 5,051,564 522,784 112% 12,016,155 6,021, 816 772,921 5,347,030 (674,786) 89% 1,493,036) 884,332 (295,466) 2/5/2015 10:15 AM Meeting Date March 3, 2015 Department Administration Issue Request for funding presentations by: a. Vinton Volunteer First Aid Crew b. Vinton Volunteer Fire Department Summary A representative from the Volunteer First Aid Crew and the Volunteer Fire Department will be present to give a presentation to support their request for funding in the FY2016 budget. Attachments FY2016 Request for Funding Applications Recommendations No action required Town Council Agenda Summary