HomeMy WebLinkAbout5/19/2015 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, May 19, 2015
AGENDA
Consideration of:
A. 6:00 p.m. - WORK SESSION
1. Further review and discussion of the proposed FY2015-2016 budget.
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 Special Budget Work Session of April 16, 2015.
2. Consider approval of minutes for the regular Council meeting of April 21, 2015.
G. AWARDS, RECOGNITIONS, PRESENTATIONS
1. Proclamation – GBS and CIDP Awareness Month
2. Proclamation – Click It or Ticket
3. Police Officers of the Month for April 2015
H. PUBLIC HEARING
1. Consideration of public comments regarding the proposed FY2015-2016 Town of Vinton
Budget.
a. Open Public Hearing
• Report from Staff
• Receive public comments
• Council discussion and questions
b. Close Public Hearing
c. Action to be taken on June 2, 2015
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
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I. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
J. TOWN ATTORNEY
K. TOWN MANAGER
ITEMS REQUIRING ACTION
1. Consider awarding a bid and authorizing the Finance Director/Treasurer to execute a
contract with Brown Edwards & Company for professional auditing services.
L. FINANCIAL REPORT FOR MARCH 2015
M. MAYOR
N. COUNCIL
1. Appointments to Boards/Commissions/Committees
O. ADJOURNMENT
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable
efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities
in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours
prior to the meeting date so that proper arrangements may be made.
NEXT TOWN COMMITTEE/COUNCIL MEETINGS/EVENTS:
June 2, 2015 – 6:00 p.m. - Work Session followed by Regular Council Meeting at 7:00 p.m. – Council
Chambers
June 4, 2015 – 11:00 a.m. – Ribbon Cutting for 24-hour fire services and Renovations to Fire
Department Building
Meeting Date
May 19, 2015
Department
Administration
Issue
Further review and discussion of the proposed FY2015-2016 budget
Summary
None
Attachment
None
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
May 19, 2015
Department
Town Clerk
Issue
Consider approval of minutes for the Special Budget Work Session of April 16, 2015.
Consider approval of minutes for the regular Council meeting of April 21, 2015.
Summary
None
Attachments
April 16, 2015 minutes
April 21, 2015 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
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MINUTES OF A SPECIAL WORK SESSION OF VINTON TOWN COUNCIL HELD AT 8:00 A.M.
ON THURSDAY, APRIL 16, 2015, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON
AVENUE, VINTON, VIRGINIA.
MEMBERS PRESENT: Bradley E. Grose, Mayor
Matthew S. Hare, Vice Mayor
I. Douglas Adams, Jr.
William W. Nance
Sabrina M. Weeks
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Susan N. Johnson, Town Clerk
Ryan Spitzer, Assistant Town Manager
Donna Collins, Human Resources Specialist
Ben Cook, Police Chief
Anita McMillan, Planning & Zoning Director
Mary Beth Layman, Special Programs Director
Chris Linkous, Fire & EMS Captain
Gary Woodson, Public Works Director
Kevin Kipp, War Memorial Facilities Manager
Candace Poling, Accounting Manager
The Mayor called the work session to order at 8:15 a.m. to hear budget presentations by the
Town Manager and Town staff. The Town Manager first commented that each department head
has been asked to give a brief 15-20 minute presentation with time allowed for Council to ask any
questions. During lunch, the Mayor had asked that he share the concept plan for the skate park
and the Farmer’s Market which will both be presented in detail at the April 21st regular meeting.
The Town Manager next reviewed some of the key areas of his recommended budget. The
budget is basically $12 million with approximately $600,000 being the CDBG Downtown Grant
funds. A 2% raise is recommended for the employees, which is currently in a transfer account that
can be transferred to all the departments if approved by Council.
With regard to capital improvements, at their next meeting the Finance Committee will discuss the
fund balance and according to our current policy, will put the budget numbers in the formula to set
the exact dollar amount as a designated fund balance. The proposed budget recommends using
$26,000 of capital reserve.
The Town Manager next commented that in order to bridge the gap in the budget there are some
recommended cuts in services in the departments’ presentations. One major recommendation is
to close the pool after this summer season. The K9 Unit is another recommended cut and the
Police Chief will give more detail in his presentation. Also, a part-time position was cut from the
Finance Department. The Budget Team asked each department to propose a five percent (5%)
reduction, some of which were included in the proposed budget and some were not recommended
The first presentation was by Ben Cook, Police Chief. A copy of his presentation is
attached and made a part of these minutes. He first reviewed his key department goals for the
upcoming fiscal year and then significant budget highlights, the first being a reduction in his
overtime budget of $20,000. Vice Mayor Hare asked how the Chief would achieve this reduction.
Chief Cook responded he originally asked for an increase of $15,000 which would have been a
total of $45,000, so the reduction is a $10,000 reduction from this year’s budget of $35,000. For
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this fiscal year for the entire department there were 217 hours of overtime pay for court
appearances, the K9 program used 204 hours of overtime and the third biggest cost of overtime is
163 hours for training for the department.
With regard to the K9, Chief Cook next commented they used asset forfeiture funds to purchase
the dog four years ago. They were hoping to make it work, but even on a schedule that can be
changed they are getting very little effective use of the dog in the Town. The other localities are
benefiting from it, but they are paying a lot of overtime and more in expenses to keep the dog, but
are not getting a lot of return. Council Member Nance asked if the policy were changed to only
allow use of the K9 within the Town limits, would that allow him to keep the service. Chief Cook
responded it would, but they would still have the two days a month of training and the expenses of
upkeep whether they use him or not.
In response to a question from Vice Mayor Hare, Chief Cook commented that if the $10,000
reduction in overtime stands, his plan is two-fold. Eliminating the K9 unit will reduce a lot of the
overtime budget and second, with full staffing there will be an opportunity to work officers one
eight-hour day instead of a twelve-hour day for one day during their two-week shift. This will
reduce their regular time so when they go to Court, it does not go into overtime. The Mayor asked
what would happen with the dog if the K9 unit was eliminated and he responded that it would be
sold to another Police Department.
Chief Cook next reviewed the other significant budget highlights in his presentation. In closing, he
commented that if Council gave him back $10,000, his priority would be to maintain all of the air
cards for the patrol units, restore the car wash fund and funds for employee appreciation to
continue with the formal banquet and meeting expenses. Council Member Nance asked if the
budget was restored, would the K9 unit still not be a priority and Chief Cook responded no.
Vice Mayor Hare commented that he is not comfortable with some of the recommended cuts. We
fund the Police salaries at 100% and the department is never fully staffed. From a budget
prospective, should funds be taken from salaries to fund other items and then if there is full staffing
at 100% for an entire year, Council can find a way to restore the salaries. Chief Cook then
commented that there will be some savings in salaries once Detective Testerman leaves the
department until they are able to fill his position. The Mayor commented that he agreed with Vice
Mayor Hare with regard to cutting items from the Police Department. Just knowing the type of
professionals that are in our Police Department, he feels that a department that emphasizes
training will be able to attract and retain good people.
Chief Cook asked for some direction from Council regarding the K9 Unit. Council Member Adams
responded that the Chief had stated during his presentation that it is not working like they thought it
would and why should we continue it if it is not effective. Vice Mayor Hare commented that if
Council were to fully fund back the department, based on what Chief Cook has presented, he is not
convinced that the best use of the money would be to keep the K9 Unit. Perhaps the funds that
are currently being used to fund the K9 Unit could be used to increase the starting salary of officers
because there is a real cost to look for, hire and train an officer.
The next presentation was by Anita McMillan, Planning & Zoning Director. A copy of her
presentation is attached and made a part of these minutes. She began by commenting in detail
on the first key department goal relating to the TMDL Action Plan and NMP Action Plan. She next
commented on the Special Projects.
The Town Manager commented that the demand on our staff for stormwater management is
directly impacting their ability to take care of zoning and comprehensive plan work which is the core
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mission of the Planning & Zoning Department. Within the next year or two, we need to figure out
how to fund stormwater more independently which will allow our Planning staff to be back to their
core mission.
Ms. McMillan next commented that Karla Turman has done a lot of work on the NFIP Community
Rating System application to lower the Town’s ISO rate to a seven. Every one percent a locality
goes down, their residents and businesses save ten percent on their flood insurance premiums.
Ms. Turman attended a one-week class and they also reviewed what Roanoke County has been
doing for the Town relating to the building codes meeting the flood protection requirements. A
FEMA representative and the DCR will review the submittal and to do the required community visit
next week. In response to a question, Ms. McMillan commented our rating is currently a ten.
Ms. McMillan next commented on significant budget highlights. Contractual services were
increased $20,000 to cover the cost of a Nutrient Management Plan for the War Memorial, a
mowing contract for properties that are not maintained by their owners and to begin working on the
Zoning and Comprehensive Plan amendments.
The Comprehensive Plan has been updated periodically in sections to meet changes in the State
Code, but as a whole it has not been updated since 1995. A submittal has been given to the
Roanoke Valley Alleghany Regional Commission as part of their work program to assist with the
initial review of our current Comprehensive Plan because a consultant would cost approximately
$100-150,000.
There is a $5,000 increase in environmental compliance to make sure we comply with the VSMP
and MS4 requirements. Ms. McMillan stated that she is currently in discussion with Roanoke
County to see if they can take over the Town’s construction activities program for all properties an
acre or more. Two years ago we were told that the Town as an MS4 locality cannot transfer the
administration and the enforcement of the construction activities program to the County; however,
that has been changed. At the present time, when someone wants to apply for their permit under
this program, they have to submit a paper copy to their office and they have to take it to Roanoke
County or send the individual to Roanoke County because they are not set up yet to handle it
electronically.
If Roanoke County agrees, a developer will submit their permit application directly to them
electronically and they will process everything. The Town will still do the review for the planning
and zoning, water and sewer and keep the fees for the site plan review. However, the 72% SW PP
permit fee will go to the County. After further discussion, Ms. McMillan commented that this
particular item could be discussed in a future work session. The actual increase of $5,000 is for
the MS4 permit for additional training and public education.
The next presentation was by Mary Beth Layman, Special Programs Director. A copy of her
presentation is attached and made a part of these minutes. After she commented on the goals
and significant budget highlights for Special Programs, the Mayor commented that he wanted to
make sure that funding for the Town calendar was still in the budget and Ms. Layman said it is
included in the $5,000 for printing. The Town Manager commented that the reduction in that line
item was based on historical trends.
Council Member Nance asked what the increase in the part-time budget for next year would
support. Ms. Layman responded it will be for the part-time employee who works at the Senior
Center who also covers for her at the office as needed and assists with the Town calendar. The
other part-time staff person is dedicated to facilitating the EBT/Snap Program at the Farmer’s
Market if we are able to have the program again this year. If a grant comes through in the amount
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of $2,000, it will cover matching funds for the SNAP Program. In response to a question by Vice
Mayor Hare regarding continuing the program if no grant is received, Ms. Layman commented that
most of the other Farmer’s Markets in the area are offering SNAP and matching funds. It is the
right thing to do, but she would need Council’s direction within the next two weeks before she
proceeds with any printed material going out to schools and other areas.
Ms. Layman next commented on the Vinton Veterans Monument. The question was asked if
Roanoke County is still contributing funds to the Monument as in the past and the Town Manager
indicated he was not sure, but would find out.
Ms. Layman next commented on the Swimming Pool goals and highlights. The proposed budget
recommends closing the pool at the end of the 2015 summer season. The Town Manager
commented that five years ago Council at that time voted to close the pool and the community
stepped up and various volunteers have helped to keep open. The number of volunteers is
diminishing and concessions and other areas are being supplemented with staff. When the Budget
Team looked at all the priorities based on the community’s input, the pool is at the bottom of the
list. The visitors to the pool are about 50/50 between Vinton residents and outlying communities.
The last part of her presentation related to the Senior Center.
The Work Session was recessed for lunch at 12 Noon. During lunch, the Town Manager
made comments and shared with Council the concept plan for a multi-purpose park to include a
skate park at 500 Walnut Avenue and the new concept plan for the Farmer’s Market area and
stage. Both of these concepts will be presented in detail at the April 21st regular Council
meeting.
The Work Session reconvened at 1:00 p.m. The next presentation was by Chris Linkous,
Fire & EMS Captain. A copy of his presentation is attached and made a part of these minutes.
After his comments regarding department goals and significant budget highlights, Vice Mayor
Hare asked about the cost to maintain the two ice machines. Mr. Linkous commented that the
maintenance contract has paid for itself several times with the savings in labor. Vice Mayor
Hare asked if it would be less expensive for the Town to invest in a deep freeze and have a
delivery service drop off pallets of ice rather than continually replacing these machines and
having maintenance contracts on them. Mr. Linkous responded he would check into that
suggestion.
Council Member Adams asked about the $32,500 put into the CIP for door locks on the building.
He wanted Council to be aware that Roanoke County and Mr. Peters have agreed to pay one
quarter of the cost and the First Aid Crew has agreed to pay one quarter. He has discussed
talked to Captain Linkous about paying one quarter and will discuss with the Fire Department
about paying one quarter. There are several vendors that sell a system that can be changed
through a computer without having to physically go to each lock and a new system is very much
needed.
Vice Mayor Hare commented on the goal to work with Roanoke County on funding a ladder
truck and asked if the Fire Department really wanted another ladder truck. Mr. Linkous
responded yes. A ladder truck is highly recommended for anything two stories and above and
we have the War Memorial, several large churches and apartment complexes. He is requesting
a ladder truck with a tower instead of a straight ladder because it can be moved without having
to come down the ladder to rotate it. It is expensive, but it is a 20-25 year old vehicle. The
Town Manager commented that he agreed we need to have that resource available as part of
the County system especially being one of four core stations and our geographic location. He is
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not sure we need to pay one-half and we need to negotiate with the County as to what the
Town’s right share of that cost would be. Vice Mayor Hare said we have been discussing the
ladder truck for several years and how much longer can we continue to not put something away
for it. The Town Manager commented that now is a good time to talk with the County.
The next presentation was by Gary Woodson, Public Works Director. A copy of his
presentation is attached and made a part of these minutes. Mr. Woodson began by reviewing
the key department goals and then commented on the significant budget highlights. He
commented that the largest budget cut is $111,562 in milling and pavement. The proposed
increase from last year’s budget in the General Fund is only $48,158 with $27,745 included in
the Utility Fund. By cutting this line item, each year the cost can go up because the condition
of the roadways can dramatically fall.
With regard to the cut in the Refuse Collection of $10,000, that is directly related to the closure
of the 3rd Street dumpsters for labor and landfill charges. Ms. Woodson next commented on
the reduction in the recycling line item. After some discussion, Vice Mayor Hare commented
that recycling may be an area where there is an opportunity to look at changing the service
levels.
With regard to the Utility Fund, Mr. Woodson commented on the capital outlay items as a part of
the water system maintenance.
Vice Mayor Hare asked about the bridge maintenance line item and Mr. Woodson responded
that there have never been funds set up for bridge maintenance. Every year to two years a
bridge inspection must be completed and from that inspection there is a laundry list of items that
need to be done. Walnut Avenue Bridge has been replaced, but there is some work that needs
to be done on the Gus Nicks Bridge that will probably cost in the neighborhood of $120,000.
With regard to the Walnut Avenue Bridge, there are some items that need to be addressed with
VDOT. Because the report had to be completed on a time basis, the inspection was done
before the construction was finished.
With regard to the Gus Nicks Bridge, the funds in this proposed budget are to pay the
engineering firm that does our bridge inspections to find the more critical items on the Gus Nicks
Bridge that we can address in the next budget cycle so we can better plan. The bridges are in
good functional shape, but we need to work to keep them that way.
The Town Manager commented that we did not change the budget as it relates to bulk/brush
pickup, but they may be able to redistribute some resources between that service and recycling.
They also need to realize the fact that there may be more curbside bulk because of the 3rd
Street dumpsters being closed. Mr. Woodson commented that perhaps they could recognize a
savings in the equipment and the fuel, but it will not eliminate a person, but redistribute them so
that part of their time goes into a different account. One idea is that with the hooklift truck they
are purchasing with the current budget, they could purchase a bulk truck body for $68,000. This
would probably be a savings of around $100,000 over purchasing a new bulk truck.
Council Member Weeks arrived at the meeting at 2:45 p.m.
With regard to a the goal of Customer Service and Employee Relations Development, the
Mayor asked if there was something that Council could do to help recognize those employees.
Mr. Woodson responded that anytime an employee can be pulled aside and given genuine
appreciation it goes a long way, but the challenge is how to show that appreciation to them.
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The next presentation was by Kevin Kipp, War Memorial Facilities Manager. A copy of
his presentation is attached and made a part of these minutes. Mr. Kipp commented on the key
department goals and significant budget highlights. Vice Mayor Hare commented that the
subsidy two years ago was $150,000 and this year it is estimated to be about $139,000, so Mr.
Kipp is going in the direction Council has asked him to go.
Vice Mayor Hare asked Mr. Kipp’s opinion about discontinuing the use of a third-party to
maintain the grounds and using Public Works to do it because fertilization at the War Memorial
is going to start costing us a lot more money. Mr. Kipp responded that it has been discussed,
but not in depth.
For the past few years maintaining the grounds has cost approximately $15-16,000 a year. This
year we also had the snow removal cost of $3,000. With the current contractor, One Earth, it is
an on-demand service and with Clark there was a monthly charge and we paid extra for any
additional services. Now, he has the ability to skip a mowing, for example, to help manage the
costs. The Town Manager commented that we have had general conversation with Public
Works, but the level of service is different for the Municipal Building as opposed to the War
Memorial where events are being held. Mr. Kipp commented that the fertilizer cost is $1,200 a
year with a separate contractor. Vice Mayor Hare then commented that perhaps this savings
could be reinvested in other areas and Mr. Kipp responded that it warrants further discussion.
Mr. Kipp next commented that he also looks forward to further discussion with administration
and Council to really identify the vision of the War Memorial and deciding realistically how we
get there so we are all on the same page. The Town Manager commented that it is not just
what is the vision of the War Memorial, but what is the vision of the entire campus to include the
future of the old library building.
The next presentation was by Candace Poling, Accounting Manager. A copy of the
Finance presentation is attached and made a part of these minutes. Ms. Poling commented on
the key department goals and significant budget highlights. With regard to the budget increase
in postage, the Town Manager commented that prior to this budget, all postage was charged to
one account. The proposed budget has distributed the postage costs to a line item in each
department.
Ms. Poling also commented that in the Utility Fund, the bank service charges have been
decreased in the proposed budget. Also, the meter replacement line item was increased due to
the fact that it was budgeted for this fiscal year. However, a decision is still to be made on
which system to go with before the purchase is made. The Town Manager commented that
initially, the meters we use were the preference over those being used by the Water Authority.
Now, however, as we are transitioning to an electronic reading, there has been further
discussion with the Water Authority and now their meters are more attractive, less expensive
and will provide complimentary services to the Town. Ms. Poling further commented that they
are more accurate as well.
The next presentation was by Ryan Spitzer, Assistant Town Manager, on Economic
Development. A copy of his presentation is attached and made a part of these minutes. Mr.
Spitzer began by commenting on the installation of the streetlights. In response to a question
regarding the new streetlights and the use of the current banners, the Town Manager
commented that new banners will have to be purchased for the two streets in the downtown
area. For the Dogwood Festival, the current banners will be placed on the existing poles.
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The library should be substantially complete in August and the relocating of the old library
materials should be completed by October.
Mr. Spitzer next commented on the department goals and significant budget highlights.
With regard to the matter of public transportation costs, Council requested the Town Manager to
get answers to the questions posed by Council Member Nance as well as the obligations of the
Town under the current contract with Valley Metro and the process to terminate the service.
Also, the question was asked of why the fare not being increased when all other costs are going
up. The Town Manager commented that staff will meet with Carl Palmer again and report
back to Council.
The Work Session was adjourned at 5:00 p.m.
APPROVED:
_________________________________
Bradley E. Grose, Mayor
ATTEST:
__________________________
Susan N. Johnson, Town Clerk
Budget Page No. 43
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Key department goals for FY 2015-2016
•Continue to meet the goals of accreditation standards
•Conduct an Advanced Citizens Police Academy
•Expand the school liaison program
•Analyze traffic and crime data for effectively patrolling
•Seek additional opportunities related to effective
recruitment and retention of officers
•Continue to maintain a positive relationship with our
community
•Sponsor a rabies clinic this year
P
Significant budget highlights:
Overtime Budget (200.3101.102)
•This line item decreased by $20,000
•Eliminate Police K9 service
•Manage overtime through adjustments in officer scheduling
Wages, Contract services (200.3101.104)
•This line item decreased by $6,000
•Related specifically to Manna Ministries who will discontinue
it’s services on April 1, 2015. This has been an in-kind
service the Town provided to Manna through traffic control
by VPD
Significant budget highlights continued
Maintenance Service Contracts (200.3101.305)
•This line item decreased by $4,000
•Radio Communications charge that won’t be needed this year
Printing & Binding (200.3101.306)
•This line item decreased by $1,500.00
•Various advertising items not needed this year
P
Significant budget highlights continued
Uniforms, wearing apparel (200.3101.310)
•This line item decreased by $5,000
Contractual Police Service (200.3101.319)
•This line item decreased by $2,600
•This is a partial reduction in the car wash contract
•K-9 fee’s for vet visits, etc.
P
Significant budget highlights continued
Telephone (200.3101.521)
•This line item decreased by $7,000
•Internet connectivity to iPad’s disconnected
•Air card connectivity cut in half for patrol units
Firearms and Ammo (200.3101.554)
•This line item decreased by $5,000
•Will regulate amount of ammo used at ranges and focus on
mandatory qualifications
P
Significant budget highlights continued
Travel & Training (200.3101.560)
•This line item decreased by $6,500
•Some specialty training will be put on hold
Miscellaneous (200.3101.585)
•This line item decreased by $1,500
•Money set aside for Accreditation not needed this year
P
Significant budget highlights continued
Meeting expense (200.3101.589)
•This line item decreased by $3,000
•New line item of Employee Appreciation set up with $1,000
•Will conduct a smaller scale Awards presentation with just
Police and family
Other Equipment (200.3101.716)
This line item decreased by $3,900
In case of emergency purchases
P
Overview:
Total operational budget cuts: $66,000
There are certain operational and professional
expectations of any police department. I feel we
deliver a high level of police service in Vinton
and we will continue to provide those services as
our citizens expect and deserve.
P P
Wolf Creek Greenway
New House-322 Franklin AvenueNew Vinton Library
2015 Arbor Day 2015 Canoe Trip
Budget Page No. 105
P
Key Department Goals for FY 2015-2016:
•Completion of the Total Maximum Daily Load (TMDL) Action
Plan and Nutrient Management Plan (NMP).
•Special Projects: Glade/Tinker Creek Greenway Construction
and Tinker Creek Pedestrian Bridge RSTP Engineering Study.
•Analysis of the current zoning and subdivision ordinances for
comprehensive updates – on a two-year cycle.
•Submittal of the National Flood Insurance Program (NFIP)
Community Rating System (CRS) application to Insurance
Services Office (ISO) for review approval in order to lower the
cost of insurance coverage for our residents and businesses
located within flood prone areas.
P
Significant Budget Highlights:
•200.8101.302 Contractual Services – $30,000 ($20,000
Increase): TMDL Action Plan and NMP; Code
Enforcement; Zoning and Comprehensive Plan
amendments.
•200.8101.371 Environmental Compliance – $20,000
($5,000 Increase): VSMP and MS4 Requirements.
•200.8101.722 Special Projects – $4,500 ($1,000
Increase): Arbor Day Tree Planting; Clean-up Events; etc.
S
Budget Page Nos. 83, 95
S
Key department goals for FY 2015-2016
•Fully support the new "In Vinton" branding and develop marketing
and promotion.
•Organize and conduct events for the Town of Vinton. Facilitate other
events, concerts and distance runs held by other organizations.
•Organize and conduct Arts and Craft Markets, “Shake, Bake, and
Sprout” children’s’ events and food tastings at the Vinton Farmers’
Market. Increase vendor participation at the market.
•Continue to increase the social networking for promotion of the
Town of Vinton and events. Facebook, Twitter, You Tube, Pinterest.
•Work cooperatively with the Blue Ridge Parkway, Roanoke Valley
Convention and Visitors Bureau, Roanoke County, Vinton and Smith
Mountain Lake Chamber of Commerce and other organizations to
promote Vinton, town festivals, and events.
Special Programs – Goals Continued
•Work cooperatively with the Blue Ridge Region Farmers Market
Committee and Local Foods Network for the benefit of all markets
and food efforts in the region.
•Seek sponsors and partnerships for events and activities.
•Fully support the Downtown Vinton Revitalization Grant. Facilitate
communication between businesses and the Town of Vinton.
•Continue involvement in the Blue Ridge Veterans Celebration and
Vietnam Veterans Commemorative events by serving on the board
of directors and as a volunteer.
S
Significant budget highlights
•200.7101.306, Printing, $5000., reduced by $2700. Includes printing
of Town calendar and only $300. for other printing needs. Branding
will be incorporated into printed products.
•200.7101.307, Advertising, $10,000. Includes 2015 edition of Vinton
Magazine insert in The Roanoker. Possible new Smith Mountain Lake
Chamber Advertising, Valley Life, Virginia’s Blue Ridge Visitors Guide,
Blue Ridge Parkway Association Guide, Farmers’ Market advertising.
Branding will be incorporated into marketing products.
•200.7101.553, Materials and Supplies, $3300.,
Includes transition of some Christmas decorations to LED
replacement bulbs.
V
Key department goals for FY 2015-2016
•Promote “High Ground” Vinton – Roanoke County Veterans
Monument
•Maintain Veterans Monument
V
Significant budget highlights
•Funding requests have remained the same. There will be some costs
for maintenance and utilities.
S
Key department goals for FY 2015-2016
•Operate an efficient and safe aquatic facility.
•Facilitate and implement organizational procedures for
volunteer outreach program and staff.
•Recruit additional volunteers.
S
Significant budget highlights
•Funding is for August 2015 only.
•Budget recommendation is to close pool following the end
of the 2015 summer season.
•Pool is 68 years old and continues to trend down as it
relates to finances and volunteer assistance.
•Concessions is now staffed by paid part-time employees.
•Overall funding requests has been reduced by $35,309.
•Closure funding has not been established, but is
recommended if pool is closed.
S
Key department goals for FY 2015-2016
• Organize and implement activities for healthy body, mind
and social interaction.
•Present resource information relevant to senior adults.
•Cooperative programming with other departments or
organizations.
•Continue to increase participation in the senior program.
•Promote activities thru various media and events.
•Research needs of underserved adult population.
•Continue to update senior center infrastructure.
S
Significant budget highlights
•200.7107.709, Replacement Equipment. Reduced by $1,500
•This is for replacement of tables or other equipment but can
typically be accommodated through the budget or savings at the
end of the budget year.
F
Budget Page No. ______
Budget Page No. 55
F
Key department goals for FY 2015-2016
•Develop a funding agreement with Roanoke County along with an EMS grant to replace the aging 2006 M-23 with
almost 100,000 miles on it.
•Between the Town and Roanoke County, have the appropriate staffing levels to man a fire truck as well as 1st run medic
unit 24/7 while having maintain a 2nd medic unit/ladder Monday through Friday from 6A to 6P.
•The Vinton First Aid Crew desires to try and recruit at least 5 new members and of those 5 members, have a minimum
of 2 become ALS certified.
•The Crew wants to complete the “in house” WIFI system upgrades.
•The Crew will continue to provide CPR and/or 1st aid classes to the public and provide continuing education to our
members and others through the CE weekends.
•The Fire Department wants to purchase new furniture for the shop and dispatch office as well as the apartment
upstairs.
•The Vinton Fire Department wants to try and recruit at least ten more volunteers so as to keep the membership strong.
•Develop a funding agreement plan with Roanoke County to replace Ladder 2 after 22 plus years of service as well as for
the replacement of the wagon which has wagon which will be 18 years old. The average service life of fire apparatus is
20 years.
F
Significant budget highlights:
•200.3205.101- Salaries & Wages: Increase of $57,989. This is to cover the cost of a new hire employee and as
well as it will cover the cost of a promotion for a EMS Lieutenant with Lt. Hobbs retiring in early 2016.
•200.3205.311- Uniforms: Increase of $1,200. This is for the cost of outfitting 2 new Town employees.
•200.3205.350- Building Maintenance: Increase of $1,000. As both buildings get older, more issues are rising with
repairs . This comes more true with the wear and tear being placed on the building- examples are bay heaters, bay
doors, replacing appliances (washer), issues with the boiler, etc.
•200.3205.544- Medical Supplies: Increase of $500. With the increase cost of supplies and the additional calls
that the career and volunteers are answering, more supplies are being used.
•200.3025.576- Contribution to Roanoke Co.: Increase of $2,465. This helps to cover our share of the annual
operating cost as well as the increasing cost of maintenance for the Roanoke Regional Training Center. Since the
construction of the new Training Center back 15 years ago in June of 2000, the Town’s share has been and
currently is 4% {our base line starts at $3,545} with Roanoke City paying 44%, Roanoke County pays 44% and the
City of Salem pays 8%. Note that this item used to be in Contract Services but was moved to this line item for
better accountability.
•200.3205.302 –Contract Services: Out of the current $21,850, with the increases to the actually contracts such
as testing the back flow devices, the maintenance on the 2 ice machines , maintenance on the elevator and
maintenance/ air samples for the SCBA compressor; need $18,315to cover the contracts. The $3,535 difference
will be moved to 200.3205.576 to cover over half that is needed for the upkeep of the Roanoke Regional Training
Center.
•200.3205.716– Other equipment: Giving back $1,500. However will have to ask for again in 2016-2017 budget to
replace the aging ice machine at the Crew Hall.
P
Serving Our Citizens
Budget Page No. 65
Key Department Goals for FY 2015-2016
•Identify and Implement Utility Infrastructure Improvements for Water
and Sewer Systems
Continue Design and Construction for Phases II & III of the Jefferson
Avenue and Cleveland Avenue Water Line System
Mason Road / Bexhill Drive Water Line Replacement Niagara Village Apartments Water Line Replacement
Blandford Avenue Sewer Line Replacement
P
Key Department Goals for FY 2015-2016
•Identify and Implement Infrastructure Improvements for Alleys,
Roadways, and Highway Street Maintenance
Continue Design and Installation of Cameraed Traffic Signals
Maintenance Improvements for Roadway Systems Utilizing Advanced
Pavement Procedures
Alley Maintenance and Repairs
Continue Repair and Replacement of Street Signs
P
Key Department Goals for FY 2015-2016
•Customer Service and Employee Relations Development
Implement Asset Management Program
Extend Customer Service Training for Field Staff
Improve and Enhance In-House Safety Training Programs
Continue Cross-Training and Development Programs
Develop and Implement Employee Incentive Programs
P
Significant Budget Highlights
200.1221 – Public Works Administration $4,850
200.1221.302 – Contractual Services $2,150
200.1221.510 – Electrical Services $1,300
200.1221.553 – Materials & Supplies $1,400
P
Significant Budget Highlights
200.4101 – Maint. Highway, Streets, Bridges $111,562
200.4101.717 – Milling & Pavement $111,562
Capital Outlay
200.4101.782 - VDOT Walnut Avenue Corridor $4,000
200.4101.799 – Replace 2005 Zero-Turn Mowers $7,500
Significant Budget Highlights
200.4105 – Snow and Ice Removal $5,000
200.4105.553 – Materials & Supplies $5,000
Public Works
Significant Budget Highlights
200.4203 – Refuse Collection $10,000
200.4203.102 – Salaries & Wages - Overtime $5,000
200.4203.601 – Regional Landfill Charges $5,000
P
Significant Budget Highlights
200.4206 – Recycling $1,000
200.4206.302 – Contractual Services $1,000
P
Significant Budget Highlights
300.9410 – Water System Maintenance $142,000
300.9410.799 – Capital Outlay
- Design & Construct Phases II & III for Jefferson &
Cleveland Avenue Water Line $75,000
- Deployable Leak Detectors & Correlating Equipment $40,000
- Mason Road / Bexhill Drive Water Line Replacement $15,000
- Niagara Village Apartments Water Line Replacement $12,000
P
Significant Budget Highlights
300.9500 – Wastewater System Maint.
300.9500.799 – Capital Outlay $150,000
-Design & Replacement of Sewer Main on Blandford Ave. $150,000
P
P
QUESTIONS & ANSWERS
W
The War Memorial is the regions crown jewel for meetings, social and outdoor events. It’s Dogwood Ballroom, cozy
parlors, outdoor terrace, colonnade and rolling lawn is the epitome of splendor and romance.
Please join us in aura of timeless beauty and grace.
Budget Page No. 90
W
Key department goals for FY 2015-2016
•Establish clear brand identity and message of the War
Memorial Building and grounds.
•Reduce subsidy provided by public funding.
•Increase income by pursuing new relationships, strengthening
existing relationships and strategic partnerships.
•Host, in-house, revenue generating events and continue to
offer package pricing to clientele.
•Execute consistent concerted marketing throughout fiscal
year.
W
•200.7103.552 Food and Beverage Expense up $6,000.00 based on 14-15
history of food sales.
•200.7103.551 down $2,500.00 anticipating less other operating supplies
will be used to facilitate business needs.
•200.7103.702 down $2,500.00 limiting purchases on any new F & F.
•200.7103.709 down $1,200.00 Replacement of equipment anticipating
less will need to be spent on replacing equipment for 15-16 fiscal year.
•200.7103.716 Other Equipment down $1,600.00 based on 14-15 fiscal
history.
•200.7013.722 Special Projects down $2,300.00 based on 14-15 fiscal
history and budget cut.
•200.7103.587 Contracted Resale items down $38,000.00 based on
actual 14-15 expense and shift in WM’s food and beverage operation.
T
Budget Page No. 39
T
Key department goals for FY 2015-2016
•Implement new electronic payment methods with Paymentus
for Tax, Utility and all General Fund Miscellaneous
Transactions.
•Implement an on-line Employee Resource Center for
employees. This would allow employees to be able to access
pay information and historical pay information and leave
accrual and balance information on-line.
•Re-evaluate job functions and reorganize the department to
meet the changing needs of the work requirements.
T
Significant budget highlights
•Salaries Part – Time 200.1214.103 $-3,800 from FY 2015
Budget; or -100.00% reduced dependency on part-time help during
peak times
•Independent Auditor 200.1214.303 & 300.9400.303 $1,200 or
6.5% and $800 or 4.21% respectively; decision will be brought to Council
by May 5 based on Auditing Services RFP
•Mnt. & Repair of Equipment 200.1214.304 $-1,000 or -50%
contracted services with ROCO IT
•Maintenance Services 200.1214.305 $5,400 or 27.00% SAAS
ACS contractual services for network services; Petztrack Contract
•Printing and Binding 200.1214.306 $-1,500 or -23.08% reduction
in Budget, CAFR and document production
•Merchandise for Resale 200.1214.552 $-4,650 or -50.82% new
vendor for purchase of cigarette tax stamps, business license decals,
animal tags, etc.
T
Significant budget highlights
•Postage 200.1214.522 $9,000 or 100% Postage was moved
to department cost centers from 200.4304.522, Building & Grounds,
and reflects an off-set in this cost center
•Office Equipment 200.1214.707 $-1,000 or -28.57% - this
account is for replacement of workstations
•Other Equipment 200.1214.716 $-1,000 or -40.00% - this
account is for replacement of calculators, folding equipment,
printers, scanners, etc.
E
Budget Page No. 111
E
Key department goals for FY 2015-2016
•Completion of the CDBG Project by December 2015
•Work with Roanoke County and the Vinton Chamber of
Commerce to market the Town and vacant properties for
development and reuse.
•Leverage the development currently happening in Town to
attract a mix of businesses.
•Create a map based on Town quadrants and their unique
economic development issues. Tailor fact sheets for each
quadrant.
E
Significant budget highlights
Reason
•200.8150.307 $1,150
Advertising
•200.8150.342 $2,000 Account has $23,600 available
Façade Grant
•200.8150.722 $20,000 Town’s portion of grant match
Special Projects
•200.8150.799 $5,000 Corridor grant through County
Capital Outlay
1
MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M.
ON TUESDAY, APRIL 21, 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
William W. Nance
Sabrina M. Weeks
MEMBER ABSENT: I. Douglas Adams, Jr.
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Theresa Fontana, Town Attorney
Ryan Spitzer, Assistant Town Manager
Ben Cook, Police Chief
Anita McMillan, Planning & Zoning Director
Mary Beth Layman, Special Programs Director
Donna Collins, Human Resources Specialist
Gary Woodson, Public Works Director
Joey Hiner, Public Works Assistant Director
The Mayor called the work session to order at 6:00
p.m. for an update on the skate park location options.
The Town Manager began by commenting that we have
had a lot of community conversations over the skate park
proposal and had a number of sites selected for
evaluation. A public meeting was held at the War
Memorial to receive comments on several sites and after
the meeting Council gave direction to staff to narrow it
down to two sites. The two sites selected are the
Jackson Street site and a five-acre parcel on Walnut
Avenue just pass the new bridge. Mr. Spitzer will present
the factors for both sites and the costs and we are looking
for direction from Council as to which site is preferred and
at what level of participation.
Mr. Spitzer began his power point presentation by
commenting that on November 18th, a draft Memorandum
of Understanding between the Town and Invoke
Ministries was presented to Council for the creation of a
skate park behind the Municipal Building. Council
directed staff during that meeting to look at other sites
and the factors that would go into running a skate park.
On December 1st, a community meeting was held in
Council Chambers with members from both the skate and
church communities with regard to the proposed site
behind the Municipal Building. At that time we were also
presented with a list of an additional 12 sites around
Town that citizens thought would be more beneficial for a
skate park than the proposed site. The site behind the
Municipal Building was proposed because the signage
was already there, it would be an easy up fit for the skate
park and the Town is required to do something with that
site as part of the CDBG Grant.
2
Staff reviewed all of the proposed sites and narrowed
those down to four that would be feasible and realistic for
a skate park. The four sites were on Jackson Street,
Walnut Avenue, 3rd Street, which is the old landfill, and a
piece of private property behind Washington Avenue. On
January 29th, a more formal community meeting was held
at the War Memorial on these four sites and from the
comments received, two sites was favored, the Jackson
Street and Walnut Avenue site.
Alternative No. 2 is the Jackson Street site, which already
has two concrete slabs and parking, but is in a dense
urban area with churches and other businesses as
neighbors. The project site draft shows repair to the
existing concrete slabs with some type of sports turf
placed on the site. Some fencing would be placed
around the edges so keep the skate boards in the park.
There would be two surfaces—a concrete and more of a
street type of surface with six parking spaces dedicated
for firefighters. We would up fit the gravel parking lot that
is now next to Reed Street Baptist Church, but keep their
existing handicapped parking. Also a fence will be
placed along the area of the current retaining wall. The
estimated cost for this site is $20,000 with the majority of
this cost being for materials for the sports turf, to rehab
the concrete slabs and the fencing. The skate board
ramps will be provided by Invoke Ministries.
Mr. Spitzer next commented that Alternative Site 1 is the
five-acre site on Walnut Avenue. This is the site where
the construction equipment was housed during the
construction of the Walnut Avenue bridge. The site plan
shows multiple uses for recreation. There would be a
10,000 square feet concrete pad for the skate park, which
is approximately 4,000 more square feet that the Jackson
Street site.
The parking lot would be gravel in the beginning, but as
the greenway is added, that parking lot will be
blacktopped and paid for with Greenway funds. This site
has an expansion area to the left of the concrete pad
(facing Walnut Avenue) for possibly a basketball court
and the potential for a BMX track in the back of the
property. The estimated cost to do the basketball court,
the 10,000 square foot concrete slab, a pavilion with a
metal roof, parking area, an entrance sign and walking
paths is $86,682. The concrete slab for the skate park
could be constructed first and perhaps, as other funds
become available, another section can be completed.
Because more than 10,000 square feet would be
disturbed with this site, we would have to do E & S and
have an engineer design the site because of regulations.
Ms. Spitzer commented that when we hired an engineer
3
to do the site drawings for the sidewalks along Walnut
Avenue, the cost was approximately $9,000. This site is
away from everybody, but still in a highly visible area.
There are AEP poles that could have lights added. There
is a convenience store nearby and sidewalks will go all
the way to the site once the next phase of Walnut Avenue
is completed.
There is currently no use for this property due to the
rocky terrain in the rear of the lot and the front being so
limited in space as well as being in a floodplain. The
Town Manager commented that the property was bought
with federal funds, so if we were to ever sell it, the
Federal Government would have to be reimbursed. Also,
Invoke Ministries sees great potential in the site because
of its location and the ability to do programming at the site
that will not interfere with residences.
Mr. Spitzer next reviewed the tenets of a successful skate
park and stated that we meet all of them except for
having concrete ramps. At this time staff would need
direction from Council as to which site is preferred and if
staff should proceed any further with the project.
Vice Mayor Hare commented about fencing on the
Walnut Avenue site. Mr. Spitzer commented that fencing
would be put around the parking area to keep vehicles
contained in that area, but there will be no fencing along
the front of the property.
The Mayor asked about the $20,000 that we are required
to spend as part of the grant. Mr. Spitzer commented
that it cannot be used on the Walnut Avenue site because
it is not in the downtown grant area and those funds are
to rehab the Jackson Street site to make it greener. The
proposal is to make that site a parking lot. The dirt and
grass area would be maintained as well as the concrete
slabs. In response to a question on how we would keep
the skate boarders from continuing to skate on this site,
Mr. Spitzer commented that some type of fencing would
have to be put up.
Vice Mayor Hare next commented that he was first
hesitant about the Walnut Avenue site, but with the
greenway being a part of that site, it has the potential to
draw people and will help to revitalize the Walnut corridor.
The possibility of having a larger pad where other
amenities can be added as funds become available may
appeal to a broader group of people. His biggest concern
is the amount of time it will take to get the concrete slab
ready for Invoke Ministries to proceed with their program.
The Mayor commented that he agrees that this site has a
lot of potential to provide several different activities. The
4
BMX track would be unique as well. He then asked if
Council gives their consensus, could staff move ahead
with making plans or pursuing grants to help pay for
some of the initial expenses.
Council Member Weeks commented on the discussions
that were had last year about a pocket park to be located
next to the Municipal Building. However, it is her
understanding that even if the Lions Club was able to
secure some funds, there would be some stormwater
maintenance that would need to be done on the site prior
to the building of the park. With that said, Ms. Weeks
next commented that perhaps the Lions Club, if
interested in moving forward, would be interested in using
those funds toward the skate park. Also, there is a form
provided by Invoke Ministries where individuals can make
donations and specify them to go toward the Vinton skate
board park.
Council Member Nance next commented that he agreed
the Jackson Street site should be eliminated from
consideration any further. The skate park needs to be a
good neighbor and even though Mr. Coy and his ministry
did everything they could to build that bridge, there never
was a chance for the opportunity to relieve people’s
concerns about that location. He felt that this site should
be rehabbed with all appropriate speed as soon as the
next fiscal year begins.
The Walnut Avenue site has more possibilities and he
appreciates the fact that everyone is enthusiastic at about
this site. However, since this is the first time this site has
been considered as a potential site, he thinks the
enthusiasm should be curbed until we are sure that the
site meets the test of the citizens and surrounding
neighbors.
Mr. Nance further commented that he would be
supportive of using this Town-owned property and for the
Town to provide some in-kind services if there are ways
to help defray some costs. As part of our proposed
budget, there is a recommendation before us to eliminate
the K9 unit and to close the swimming pool that has
served this community for over six decades. It would be
very hard for him to close a public gathering space and
then spend even more money to create a brand-new
space. Invoke Ministries has its heart in the right place
and there is excitement of staff and Council to have this
park, but he cannot cut in some areas to save money and
then spend even more on something new and shiny.
The Mayor next commented that Council has expressed
their support for the Walnut Avenue site, but they want to
make sure that it is the right location. Two things we
5
learned from our prior skate park is that it must be highly
visible and has to have much more involvement and
some supervision. He then asked Dan Coy to make
comments regarding this site.
Mr. Coy commented that he has enjoyed talking with the
community, the churches and the business owners, but
from his perspective, they are not in a rush as long as
there is momentum and movement. The plan is to have
at least two nights of programming provided by Invoke at
a minimum with probably a presence daily from the
leaders. There are a lot of good things that could
happen on this site and they are committed to making this
place a safe and creative environment. He has more
equipment now than he has ever had to make this a great
top-notch draw for the community that is not just going to
serve the people here, but from outside the community.
Sam Dean, a business owner and resident of Vinton,
commented that his son is a skater. The kids that are
skaters are good kids and it is a group that needs to be
reached out to. He is a photographer and works with
the Roanoke Valley Convention and Tourism Bureau for
the County and is very aware of how people perceive the
Roanoke Valley and especially this community. We need
to get people to think about Vinton as a place that is
progressing and where things are happening and this is a
huge step in the right direction. He thanked Council for
even entertaining the possibility of creating a skate park.
Greg Allen commented that he understood the hesitation
based on the problems with the other skate parks.
However, Dan Coy and Invoke Ministries has meant a lot
to him and his friends and he feels like the skate park
would do a lot of good for the kids around the community.
The Mayor commented in closing that Council sees the
need for the skate park, but they will have to have
partners in this project. The Town Manager commented
that clear direction has been given on which site to
consider and we need to improve on the current drafted
design plan. We need to have another neighborhood
meeting and pull the bigger community, specifically our
Cleveland, Cedar and Walnut neighborhoods with some
concrete ideas so we will have more support. After that
staff will come back to Council with a concept plan in
phases along with some information regarding funding
and available grants and ultimately will need permission
to proceed on whatever Phase 1 is.
The Mayor called the regular meeting to order at 7:00
p.m. Donna Collins, Human Resources Specialist called
the roll with Council Member Nance, Council Member
Weeks, Vice Mayor Hare and Mayor Grose present.
Roll call
6
Council Member Adams was absent. After a Moment of
Silence, Council Member Weeks led the Pledge of
Allegiance to the U.S. Flag.
Under upcoming community events/ announcements,
Council Member Weeks announced the Dogwood
Festival that starts tomorrow and goes through Sunday.
The Town Manager commented that even though the
downtown area is under construction, the parade on
Saturday will still go down Washington, Maple and loop
around Pollard Street and back.
Council Member Nance made a motion to approve the
Consent Agenda as presented; the motion was seconded
by Vice Mayor Hare and carried by the following vote, with
all members voting: Vote 4-0; Yeas (4) – Nance, Weeks,
Hare, Grose; Nays (0) – None; Absent (1) - Adams.
Approved minutes for the Special
Council meeting of March 31,
2015
Under awards, recognitions and presentations, the
first item was a Proclamation for National Drinking Water
Week. Council Member Nance read the Proclamation
and presented it to Gary Woodson, Public Works
Director.
The next item on the agenda was to consider public
comments regarding amendments to Article II. Districts
and District Map, Sec. 2-1. Establishment of zoning
districts, by adding Mixed Use Development (MUD)
District; Article IV. District Regulations, by adopting and
enacting Division 14. Mixed Use Development (MUD)
District; Amending Article X. Definitions, Section 10-2.
Words and Terms Defined (b) Certain Words and Terms
Defined, by amending and enacting certain words and
terms defined, of Appendix B, Zoning, of the Town Code.
The Mayor opened the Public Hearing at 7:17 p.m.
Anita McMillan commented on her staff report regarding
the amendment to the Zoning Ordinance to add Mixed
Use Development (MUD) District and amending
definitions. Staff began working on the MUD District
because of the potential redevelopment of the former
Roland E. Cook and William Byrd High school buildings.
Additionally, there are several parcels in the Town that
are under-utilized such as the River Park Shopping
Center. Currently the Town’s zoning districts are very
traditional and do not allow for mixed-use development.
The Planning Commission had work sessions in
November and January and Town Council was briefed in
December on the proposed MUD District. A joint work
session with the Planning Commission and Council was
had in February. Due to the weather, the Planning
Commission had to reschedule their Public Hearing from
March to April. This Public Hearing was held on April 2nd
Public Hearing opened
7
and the Planning Commission voted unanimously to
recommend that Council consider adoption of the
proposed amendment to the Zoning Ordinance. Staff did
not receive any comments from the public with regard to
the proposed amendment.
One provision in the original proposed amendment
provided that if a piece of property went through the
rezoning process and it was not developed after two
years it would revert back to the original zoning. Based
on discussion with our Town Attorney, this language was
removed from the final proposed Ordinance. For a piece
of property to go through the rezoning process, the
petitioner would have to submit a master plan and the
development of some properties make take more than
two years. Also, the thought was that if a developer
spends money for a master plan, most likely they will go
through with the development.
Hearing no comments, the Public Hearing was closed at
7:22 p.m.
Vice Mayor Hare made a motion to adopt the Ordinance
as presented; the motion was seconded by Council
Member Nance carried by the following roll call vote, with
all members voting: Vote 4-0; Yeas (4) – Nance, Weeks,
Hare, Grose; Nays (0) – None; Absent (1) - Adams.
Public Hearing closed
Adopted Ordinance No. 960
amending the Zoning Ordinance
to add Mixed Use Development
(MUD) District and amending
definitions. Staff began working
on the MUD District because of
the potential redevelopment of the
former Roland E. Cook and
William Byrd High school
buildings. Additionally, there are
several parcels in the Town that
are under-utilized such as the
River Park Shopping Center.
Currently the Town’s zoning
districts are very traditional and do
not allow for mixed-use
development
The next item on the agenda was to consider
adoption of a Resolution approving the 2015-2016
operating budget of the Roanoke Valley Resource
Authority. Dan Miles, Chief Executive Officer, began by
commenting that the proposed budget totals $8,525,174.
This is a balanced budget with revenues equaling the
projected expenditures. In order to balance the budget,
they are using $434,974 from the contingency fund,
which has been done for the past several years. The
budget represents a $22,971 increase from the current
fiscal year or a 0.3% increase.
There is a $1.00 per ton increase in the Municipal tipping
fee from $48.00 per ton to $49.00 per ton. That increase
for the region represents about a $0.10 per household
per month increase. Vinton’s per capita tonnage
generation is a little less than the rest of the region, so for
Vinton this represents about a $0.08 per household per
month increase.
Mr. Miles next commented regarding the closing of the
Town’s 3rd Street dumpsters. Last year when he
presented the budget to Council, he informed them that
the Resource Authority would be constructing a new
residential service area. They are still in that process, but
after being delayed in obtaining the stormwater permit,
8
they first went out for bids two months ago and only
received one bid which was substantially more than
budgeted for the project. They decided to take the
specifications and divide them into two different
components, send them back out and allow more time for
other contractors to look at the materials. They received
those bids today which are much more in line with the
anticipated cost. The matter will be presented to the
Board of Directors at their next meeting and he believes
they will approve moving forward with the project. It will
take approximately three months to complete and they
anticipate that the area will be up and running by mid-
Fall.
Vice Mayor Hare referred to the second page of the
Summary of the budget and the fact that the Authority
has transferred funds from the contingency reserve fund
for the past five years. Mr. Hare commented that in the
real world, you eventually run out of contingency.
However, the Authority never seems to run out and would
it be incorrect to say it is because they no longer have
debt service. He knows they set aside funds for
equipment purchases rather than taking out more debt.
Mr. Miles responded that the contingency fund right now
has $1.2 million and if they were to continuously draw
$400,000 out, after three years it would be anticipated
that the reserve fund would be gone. The $450,000 that
it being transferred to balance the proposed budget is
roughly equivalent to about $3.00 per ton on the tipping
fee based on about 150,000 tons a year. In order to
balance the budget they use that amount from the
contingency reserve anticipating that the expenditures will
likely not be completely what has been budgeted. They
try to overestimate their expenditures and under estimate
their revenues in order to have a built-in cushion.
For the past few years they have had a surplus fund
balance at the end of the year. The Board looks at the
surplus fund balance and decides what they want to do
with those funds. For the past few years, they have taken
that surplus fund balance and put it back into the
contingency fund. If the budget were to work out exactly,
then about three years out, they would be looking at an
increase of that $3.00 per ton increase they have
buffering using the contingency money. They have been
balancing the use of the contingency fund with some
small increases in the tipping fees so that it is not that big
of a hit on the municipal and commercial customers in
order to try to get them where they are not relying on the
use of that contingency fund as much as they have been
in the past.
9
Mr. Miles further commented that they are starting to see
some changes in the economy because garbage is an
economic indicator. If less garbage comes through the
gates, they get less revenue. The municipal waste has
been very stagnant for a number of years and the general
population is not feeling the economy resurging at this
point in time. The good news is that the commercial side
is picking up and with this proposed budget, they are
projecting some increase in revenues from the
commercial sector. They are trying to keep the rates as
low as possible, but still operate in an economically
feasible manner and provide an environmentally sound
method of disposal.
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 4-0; Yeas (4) –
Nance, Weeks, Hare, Grose; Nays (0) – None; Absent (1)
- Adams.
Adopted Resolution No. 2104
approving the 2015-2016
operating budget of the Roanoke
Valley Resource Authority
The next item on the agenda was an update and
consideration of approval to publish an RFP for
renovations to the Farmers’ Market as part of the
$700,000 CDBG Project. Ryan Spitzer began with a
Power Point presentation showing photos of the current
Farmers’ Market site. The previous site plan that was
presented to Council in November was more aesthetic
than functional with the angled seat walls to go with the
angle of the stage to the Market along with some striping
and some bollards. The focus was not on the stage
because the grant submittal to the DHCD only included
the actual site of the Farmer’s Market parking lot.
The original thought was to try and create a connected
space between the stage and the Market area where
people would feel that it was all one space. The idea was
to create a greener space, get rid of a lot of the pavement
and to do a site redesign. The budget that was presented
at that time was $112,084.
After briefing Council, the direction given was more
emphasis on the stage, more utilitarian, for the space to
be functional and for people to be able to use the space.
The money needed to be put toward the best possible
use for the Town, for the venue and the citizens. There
was concern on the placement of the trees and a
connection of the stage to the Market area. This new
concept had to be approved by DHCD because the
original application was designed for the Farmers’ Market
and not for the stage and DHCD did not see the
connection between the two.
10
We were able to explain to our representatives with
DHCD how the site functioned as a complete area and
interconnected through the Farmers’ Market, Mingles at
the Market, the Dogwood and Fall Festival. After about
two months of discussion with DHCD, they gave the
approval and we set out to redesign the new space that is
being presented tonight.
The new site concept focuses on expansion of the stage
by 50% with an extended roof line and will incorporate the
Town’s In Vinton brand as an architectural theme. There
will be clean lines, more seating, plantings and a place for
patrons to dance. The new design is form and functional,
not just aesthetically appealing. In the end, we met with
local stakeholders and had a local artist give us ideas on
what paint schemes to use and some of the design
features to tie the spaces together. A new color scheme
will be used and the sign will be changed. Depending on
the materials that we choose to use, the new budget will
be between $113,000-$121,000. These funds will come
from the grant.
Ashley Marshall of Hill Studio, next commented that the
dashed line on the slide of the new site plan is the
existing roof line of the stage and all beyond that is the
new footprint. The stage will be expanded about 600
square feet, which is basically doubled. The prior design
had a wall feature with a sign on it, which was well
received, but it will be modified. One of the functions of
the wall will be to help fix the grade on the site to make
the space flow better for pedestrians and those attending
events.
There will be one of the new street lights beside the stage
and some plantings will be added along the ramp on the
back of the stage to hide some of the concrete. The new
proposal it to extend the sidewalk back to the area that is
currently graveled and a grass swell to make a nice flat
space and install a trench drain to help with water issues.
Some planters have been included with benches along
the center. The planter on the end will have a place for
the sign which will be reconditioned by the local artist and
provide a place to relocate the flagpole to tie the side in
and make it look like an entrance. A dogwood tree will be
been added to an island which is out of any views of the
stage. Additional trees will be added in the median for
additional shade and for those who may want to get a
little further away from the music.
With regard to the McDonald Farm barn located in the
Vinton Business Center, the artist idea was to salvage the
cupola from the barn to the stage. The scale of the
cupolas might not be appropriate for the actual stage
building itself, but they could potentially work on the
11
Market structure because of its longer lines. They are
proposing this as maybe a future enhancement that
would start to tie the two spaces together.
Ms. Marshall next commented that the walls proposed
are going to be made of a board formed concrete which is
a unique way to make concrete look a little more
interesting. She has been looking into some different
wood products to possibly replace the entire stage area,
not just the new expansion. She has found a product
known as boulevard wood which is a North American
hardwood that is fired into almost a petrified wood which
is comparable somewhat to ipe or teak. She also
commented on other site materials for the signage, trench
drain and the plantings as well as building materials.
Council Member Nance asked about the possibility of
upgrading the bathrooms at the stage area. Mr. Spitzer
commented that the stage will be about half of the budget
and the improvements at the Market area are the other
half of the budget. After comments regarding electrical
upgrades, Mr. Nance commented that he really likes the
new concept and the willingness of staff to go back to the
drawing board again. The Mayor echoed Mr. Nance’s
sentiments as well and the ability of staff to get approval
to add the renovations to the stage to the grant.
The Town Manager commented that the original
timeframe was a January to April construction period and
we have received a grant extension to December 2015.
We now have two options—one is to proceed with
construction documents, do the bidding and possibly do
the work in a July through October timeframe, but the
Market area will be under construction and this will affect
the Mingle at the Market concerts. The other option is to
wait until the day after Fall Festival, but it will take until
about January which is a good construction season, but
we will have to ask for another extension. His
recommendation is to ask for another extension of
approximately 45 days with DHCD.
Mary Beth Layman commented that perhaps if we kept it
during the July to October timeframe the stage outside
the front of the Municipal Building could be used if it were
covered. Another option would be a portable stage. The
Town Manager commented that staff can look at these
and other options.
The next item on the agenda was an update on the
water pressure issue on East Virginia Avenue and Pine
Street. Gary Woodson, Public Works Director, began by
commenting that at the prior Council meeting there was
some concerns expressed about the low water pressure
with East Virginia and Pine Street area which were thought
12
to be associated with the construction that was done for the
improvements on Cleveland Avenue. The improvements
were done to Cleveland to provide more volume to the fire
hydrants in that area plus to add an additional hydrant.
Mr. Woodson next commented on a slide which showed
the Parkway Sub-Pressure Zone of which the new eight
inch waterline is a part. From this zone west is the 3rd
Street well system or pressure zone. The area to the
south he indicated is on the parkway system. In the green
boundary area on the second slide within the sub-pressure
zone, he showed the location of the PRVs and valves. A
valve was added along Jefferson as well as a hydrant
during the construction.
The next slide showed a listing of the locations of the six
hydrants with the pre-construction flows and the post
construction flows. The new hydrant put in at Jefferson and
Cleveland appears to be a faulty hydrant, which they are
addressing. For that reason, the flow information is not
available at this time.
Mr. Woodson next commented that the Health Department
only requires a minimum water pressure of 20 psi for
residential service. The Town has 25 psi minimum
pressure delivery in its Code. Most localities around the
country will say if you are getting anywhere between 35 to
45 psi, you are delivering good water pressure for a
resident. When you start getting above 80-85 psi, they
recommend putting on a PRV to control the pressure
because the fixtures in a residential establishment really
cannot handle or support that type of pressure and can
cause equipment damages to plumbing lines and fixtures.
Prior to the improvements on Cleveland, the PRV shown
on the slide was left completely open. The resident that
had the concern at the time was getting pressure probably
in the 120 range and now is getting about 74 on the outside
spigot. When they go to the meter and run the meter, it is
about the same range. That residence is one of the highest
elevation-wise which obviously takes more pressure to go
up to that point.
With the technology that they had to work with, this area
was engineered and modeled some years back and when
the new construction went it, the engineer took that model
and built a new model to develop the flows through this
area. The way they handle operational maintenance
issues like this is when they get a complaint, they start
adjusting the valves and PRVs. As they are adjusted, they
affect the system. When this pressure was left open, they
received a call from two residents who were receiving
pressures of 125-130psi. They reduced the pressure to
about 85 psi.
13
Mr. Woodson further commented that there was a change
in pressure, but it was within an acceptable tolerance of
what would be normal delivered service and above what
you would see for most communities. If an individual is
used to having this high amount of pressure, they will feel a
difference. If the pressure was turned back up, then they
risk negatively impacting other services through the area in
question and the liability would fall back on the Town.
In the long-term future after the completion of Phase II and
Phase III of the improvements, they will do another study of
that area for those pressure zones and see if they need to
add valves or change the pressures.
Council Member Nance asked if the change in pressure
came from the installation of the new line or from
complaints of the high pressure in the area. Mr. Woodson
said the volume increases came from the new construction
and that contributes to the pressure. Joey Hiner
commented from the audience that the value at Jefferson
Avenue was able to be relocated with the new construction
to make it better and it is now closed.
Spencer Hanshaw of East Virginia Avenue asked if the
valve has been opened for 28 years why all of a sudden
are there problems with pressure. Mr. Woodson
responded that there was not a valve at one area, so two
pressure zones were contributing to this subzone. Now
that the size of the pipe has been increased and the valve
turned off, there is more flow coming through and it
required the PRV valve to be adjusted.
Vice Mayor Hare commented that there has been no fire
coverage on that street for a long time. Mr. Hanshaw
asked how long has it been and the Mayor responded that
does not matter. The fact is that they need fire coverage.
Mr. Woodson responded that there were some hydrants
that were not functioning and from a public perspective,
there was a danger to that neighborhood. This was Phase
I of the project and Phase II and III are currently being
engineered and designed to increase the size of the lines to
provide better flows for the hydrants.
Mr. Hanshaw next commented that when the pressure was
reduced, he and the other residents were told that the
problem was from the meter to their houses even though a
lot of them have had their lines replaced. If we have had
dead fire hydrants, why has it taken this long to fix them.
Vice Mayor Hare commented that in the five years that he
has been on Council the water rate has been raised four
times because of these needed improvements. The
system is old and has not been maintained. He does not
know why it was not done sooner, but they are fixing it now.
14
Before Council started raising the rates, they were
spending more money on the water system than it was
bringing in.
After additional comments by Mr. Hanshaw and Council,
Council Member Nance commented that another aspect of
this issue was communication. If there is a possibility as
we do these future projects that they are going to have an
impact on the surrounding areas, we may need to get the
message out sooner as opposed to seeing the results and
than having to explain what happened. Mr. Hanshaw
commented that is an issue; however, he is satisfied with
his water pressure now that he has found out that there are
problems.
The Town Manager commented that the Town is doing
significant investments on Jefferson, Cleveland and
Jackson in the capital plan. We are just replacing lines and
doing a little bit of engineering from the modeling
standpoint. We can look at a certain area and look at the
model and engineer it a little more or at least talk to the
engineers to see what it is going to take to at least try to
anticipate some of those changes ahead of time. At some
point we are going to need to model that system, but we
had no idea what changes it would cause since the
modeling was based on a ten-year old study.
Mr. Woodson further commented that in the ideal world, we
would want to be able to have a SCADA system so we can
know exactly what is running through those valves and the
lines at all times. Then when something happens we can
make modifications or adjustments to the whole system.
Right now, 74 psi is a good pressure, but it is not the 125
psi that it was before. Other residents in the same area are
probably getting in the 60s.
Vice Mayor Hare next commented that Mr. Woodson
indicated in his budget presentation that he wants to do
more customer service training for employees out on the
front line. This is a really good case where we might have
been too quick to assume that it is the citizen’s fault before
we really know. Mr. Woodson said he agreed that there
are a lot of potential causes of a particular issue and often
times his guys may go out and based on perception, stop
their analysis. Mr. Hanshaw made a valid point and in
hindsight they should have met with him and got more
information before they gave feedback and he apologized
for that.
The next item on the agenda was the financial report
for February 2015. Vice Mayor Hare commented that the
Finance Committee met on April 14th. The General Fund is
doing very well. The cigarette tax continues to lag behind
the estimates currently by $65,000. Business licenses are
15
behind by almost $60,000 which were due by March 2nd.
There will be some reflected in the March financial report,
but Barry Thompson and his staff are monitoring it and
making telephone calls to try to determine why they are
behind. The Fee for Transport is up by $80,000.
The AFT recoveries are up significantly to approximately
$73,000. The meals tax is up $70,000 and sales tax is up
$90,000. Cash for the General Fund over the prior month
is up about $100,000. From where we started in July, cash
is down by $850,000, but that is where it is supposed to be
with the way the tax revenues come in. From an
expenditure side, everyone has managed to underspend.
The Utility Fund is up about $60,000 and it does not reflect
a residential billing.
With regard to the War Memorial budget, they reviewed to
see where it is coming in year-to-date. From a revenue
standpoint, it is down about $11,000 from where it was the
same time last year. There is a lot to be said in some of the
numbers because it is taking into account about a $25,000
loss in items of that were resale of pass-through items. So
there is the revenue, but also the offsetting expense. From
a subsidy standpoint, although he is down $11,000 from
the same time last year, he is down $2,000 in the overall
subsidy year-to-date which means less money is being
spent since less revenue is coming in.
Vice Mayor Hare made a motion to approve the financial
report for February; the motion was seconded by Council
Member Nance and carried by the following vote, with all
members voting: Vote 4-0; Yeas (4) – Nance, Weeks,
Hare, Grose; Nays (0) – None; Absent (1) - Adams.
Approved February 28, 2015
financial report
Comments from Council Members: Council Member
Council Member Nance commented that he thought it
would be helpful for Council to convey to each other
through emails their thoughts on certain areas in the
proposed budget because there are so many different
issues in play and that he planned to send emails to
share his thoughts.
Vice Mayor Hare commented to Gary
Woodson that his team does a great job and his prior
comments during the update on the water pressure issue
were not directed on the work that his employees do. He
feels there are some areas that can be worked on and he
knows that Mr. Woodson is aware of that.
Mr. Hare next asked the Town Attorney for an update
regarding tax sales and our inability to seem to collect
anything back from the County. He understood that she
and Barry Thompson were working on drafting some type
16
of agreement and Council is getting close to wanting to
make a decision. The Town Attorney commented that
she had spoken to Mr. Thompson and he had indicated
that when he returns from vacation, he will schedule the
meeting with Mr. Hutchins of Roanoke County. She has
drafted the agreement as requested.
The Town Attorney next commented that the Town just
received another check from a tax sale, so we are getting
some money back. The issue is when we spend money
to demolish a building and the value of the land is not
going to be sufficient to cover the costs of the demolition.
Mr. Hare said if that is the case and as long as Council
knows that once a decision is made to demolish a
building, then we know this is an investment in the Town
and it is not coming back. The Town Attorney
commented that in that case our lien would actually be
greater than the County taxes.
Council Member Nance made a motion to adjourn the
regular meeting; the motion was seconded by Vice
Mayor Hare and carried by the following vote, with all
members voting: Vote 4-0; Yeas (4) – Nance, Weeks,
Hare, Grose; Nays (0) – None; Absent (1) - Adams. The
regular meeting was adjourned at 9:04 p.m.
Regular meeting adjourned
The work session continued with budget
presentations. The first presentation was by Donna
Collins, Human Resources Specialist. She reviewed her
key goals for the new fiscal year and then commented
that a Town softball team will be organized to play in the
Roanoke league.
With regard to significant budget highlights, she
commented that last year’s Human Resource budget was
$62,233 and the proposed budget is $60,321. The
reduction is in advertising of $1,500; however special
training was increased by $1,000; travel and training by
$600; tuition reimbursement by $1,000 and dues and
subscriptions by $40.
Vice Mayor Hare asked about the increase in the tuition
reimbursement. Ms. Collins responded that it is actually
a reduction and is shown wrong on her presentation.
There has not been a good response from employees for
this reimbursement in the past because of the amount
offered. Perhaps there needs to be a redesign of the
current program. Her recommendation would be to
combine the tuition reimbursement budget with the
training budget and if someone qualifies for the
reimbursement, it would come out of training. This would
also help to increase the training budget and provide
more opportunities to send employees for training that is
local. In response to a question regarding certifications,
17
the Town Manager commented that expense would be
covered out of the particular department’s training budget
or the Special Training budget in Human Resources.
Tuition reimbursement is for an actual degree, but we
have always supported the degree path and the
certification path. Ms. Collins commented that perhaps
we have not actually explained that adequately.
The next presentation was by the Town Manager. In
response to a question by Vice Mayor Hare regarding the
barn at the Vinton Business Center, the Town Manager
commented that there have been ideas about using the
barn in the Business Center to get Vinton on the map.
Black Dog Salvage would probably dismantle the entire
barn for free and salvage all that they can as part of one
of their television shows. Some have commented that
the barn would be a good location for a brewery. The
budget for the Business Center is less in this proposed
budget than last year.
The next presentation was on the Town Manager
budget. The Town Manager commented on the key
goals. Regarding the goal of financial planning, there are
still some areas in the capital realm that we need to work
on. Vice Mayor Hare asked if we were short-sighted in
our financial planning. Roanoke City goes five years out.
The Town Manager commented that we have done a
good job of strategic planning, but we have not connected
the budget with that five-year plan to really put a financial
piece to it. We tend to work on the projects as we go as
opposed to putting a stronger focus on where we really
want the Town to go. It may be a good time to do that
because the gain sharing is up in four years and
strategically we are going to need two paths, one with
gain sharing and one without plus something in the
middle.
With regard to the Town Manager operating budget, there
are no significant budget changes. Vice Mayor Hare
asked why there is an increase in salaries in the
proposed budget. The Town Manager responded that a
portion of the Assistant Town Manager’s salary that
should have been charged to our budget this year was
omitted. The proposed budget includes that amount
which is the reason for the increase. Barry Thompson
can explain this better and he will verify with him when he
returns from vacation.
The Town Manager next commented on the Building and
Grounds budget. The contractual services budget was
decreased by $3,900; the Health Department line item
was increased by $2,000 mainly due to the business
incubator; telephone is a decrease of $15,000 which is
the savings of going to the new VOIP system with
18
Roanoke County and the postage line item was
decreased by $13,000 which reflects the postage costs
that have been reallocated to each department.
The next presentation was on the Town Council’s
operating budget, community contributions and joint local
government services. The Town Manager commented
that Council’s travel budget was decreased by $1,000.
Elections are in 2016, so the funds for the Committees
Appreciation Dinner were shifted from that line item to the
elections line item. As discussed during last year’s
budget process, we will alternate each year between the
election costs and the appreciation dinner. A formal
review of the community contributions will be placed on
an upcoming agenda for Council to discuss any changes
that they would like to make. The joint local government
services budget reflect the Town’s percentages of what
we pay to participate in the various organizations.
The Town Manager next commented that Mary Beth
Layman in her budget presentation on April 16th asked for
an increase in her Special Programs budget. Part of the
increase, which is less than $2,000, is to cover a part-
time employee to be at the Farmer’s Market on Saturday
mornings to run the EBT/SNAP machine and be a host.
In the past we were able to get some grants to cover this
expense. She already has the machine, but she has to
pay for the wireless connection to operate it. Last year it
was used over 38 times for EBT/SNAP, but other
customers can also use their debit card and purchase
tokens.
Council Member Nance asked if we would have a part-
time person there regardless and the Town Manager
commented that the Market will function without a host.
Vice Mayor Hare commented that he does not want to
take advantage of Ms. Layman because she is
everywhere and he does not know how. So, if she needs
more help because we are asking her to go in all these
different directions, either we tell her to stop going in so
many different directions or then there really is a cost to
these extra services. Most of the part-time increase is to
pay for assistance for her to have some flexibility at the
Market. Also, when she goes on vacation or needs extra
help for events, she has Senior Center staff who she
utilizes.
Council Member Nance said he would support funds to
assist Ms. Layman, but not for the EBT/SNAP program.
Vice Mayor Hare commented that he does not think the
EBT/SNAP program is worth subsidizing. Mr. Nance then
asked if we take this amount to last year’s level or do we
give what is attributed to the EBT/SNAP program to more
of an increase for part-time help. The Town Manager
19
indicated that he and Mr. Spitzer would meet with Ms.
Layman to get the exact cost of the EBT/SNAP program
and edit that amount out.
With regard to Valley Metro, the Town Manager
commented that a meeting has been scheduled with
Sherman Stovall and Carl Palmer. We have also been
researching our files to find what our contractual
obligations were to get into the transit system. A prior
Council in 1997 had the exact same conversation and
conducted a Public Hearing on changing the services. At
that time there were morning and evening trippers that
did every 30 minutes and then it dropped to an hour. The
decision in the end was to drop the trippers to just one
hour routes. The cost at that time was going from a
$25,000 to a $50,000 budget.
After further comments, Vice Mayor Hare asked what we
would do to lower the cost. The Town Manager
commented that we currently have two lines and we
could we go to one, but we do not know what that does or
means financially. Council Member Nance said perhaps
they could be discontinued after 6:00 p.m. after most
people get home from work. The Mayor asked if it was
being used by people getting to work or going other
places. He will give a report back to Council after he
meets with Valley Metro. Vice Mayor Hare commented
that they could raise the fares and have the riders pay
75% and the localities pay 25%. If we change the
subsidy, we could keep the service.
The Work Session was adjourned at 10:15 p.m.
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
__________________________
Susan N. Johnson, Town Clerk
Meeting Date
May 19, 2015
Department
Police
Issue
Proclamation - Click It or Ticket
Summary
During this week each year, we observe Click It or Ticket, National Emergency Services Week
and Public Works Week. Click It or Ticket reminds and urges our citizens to always wear seat
belts when driving or riding on our roadways.
Attachment
Proclamation
Recommendations
Read Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, the safety and security of the citizens of the Town of Vinton and surrounding areas are
vitally important; and
WHEREAS, a large percentage of our citizens regularly drive or ride in motor vehicles on our
roadways; and
WHEREAS, the use of seat belts in passenger vehicles save thousands of lives each year; and
WHEREAS, regular seat belt use is the single most effective way to protect people and to reduce
fatalities in motor vehicle crashes; and
WHEREAS, the use of seat belts is supported by the laws of the Town of Vinton; and
WHEREAS, May 18 through May 31, 2015, has been selected as the national Click It or Ticket mobilization enforcement period; and
WHEREAS, across the country law enforcement officers will actively be participating in the mobilization to ensure all motor vehicle occupants are buckled up day and night to reduce the risk of injury and death caused in traffic crashes; and
WHEREAS, increased enforcement of seat belt laws coupled with publicity has proven to be an effective method to increase seat belt use rates and decrease fatal crashes.
NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim and announce May 18 to May 31, 2015, as the Click It or
Ticket Mobilization in the Town of Vinton, and urge all citizens to always wear seat belts when driving or riding on our roadways.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 19th day of May, 2015.
____________________________________
Bradley E. Grose, Mayor
Meeting Date
May 19, 2015
Department
Administration
Issue
Proclamation – GBS and CIDP Awareness Month
Summary
Rick Forney will be present at the meeting to accept this Proclamation.
Attachment
Proclamation
Recommendations
Read Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, the month of May, has been designated as "GBS and CIDP Awareness Month" to educate the public and to focus attention on Guillain-Barre Syndrome (GBS) and Chronic inflammatory Demyelinating Polyneuropathy (CIDP), rare, paralyzing and potentially Catastrophic disorders of the peripheral nerves; and
WHEREAS, the cause of GBS and CIDP is unknown. The length of the illness is unpredictable. It is characterized by rapid onset of weakness and often, paralysis of the legs, arms, breathing muscles and face. Usually months of hospital care are required with patients and families facing an uncertain future, not knowing if and when recovery will occur. Some may face long-term disabilities of varying degrees. GBS or CIDP can develop in any person at any age, regardless of gender or ethnic background; and
WHEREAS, in 1980 , the Guillain-Barre Foundation International (now the GBS/CIDP Foundation International), was founded to provide a support network to patients and their families through the national office headquartered in Philadelphia and its 174 chapters with more than 30,000 members throughout the United States, Canada, Asia, Europe, Australia, South America, and South Africa; and
WHEREAS, Rick Forney is the Liaison for the local area chapter serving as the link between patients,
physicians, nurses and families. The Foundation provides educational materials including a comprehensive booklet, "GBS, an Overview for the Layperson," and newsletters as well as funding medical research and conducting symposia; and
WHEREAS, the Foundations Medical Advisory Board includes prominent neurologists active in GBS and
CIDP research, leading physicians in rehabilitation medicine, and physicians who, themselves, have had the disorder.
NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton and on behalf of Town Council and all our
citizens do hereby proclaim the month of May 2015 as "GBS/CIDP AWARENESS MONTH " in the Town of Vinton and
encourages all the citizens to recognize the importance of raising awareness of GBS and CIDP.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this
19th day of May, 2015.
______________________________________ Bradley E. Grose, Mayor
Meeting Date
May 19, 2015
Department
Police
Issue
Officers of the Month for April 2015
Summary
Detective Todd Bailey and Officer Michael Caldwell were selected as Officers of the month for
April and will be recognized at the meeting
Attachments
Memo from Chief Cook
Recommendations
Read Memo
Town Council
Agenda Summary
1
Meeting Date
May 19, 2015
Department
Administration
Issue
Consideration of public comments regarding the proposed FY2015-2016 Town of Vinton Budget.
Summary
The FY2015-2016 annual budget is the culmination of months’ worth of staff work developing and
managing our services and revenues to provide the expected and needed services for the community. The
budget document is one of the most important policies established by Council to convey to staff and the
community priorities, levels of services, and investment in the community.
The budget document includes a great deal of information which is intended to explain what and why of
government services provided by the Town of Vinton.
The General Fund Budget is recommended to use $76,100 of unreserved fund balance, which includes
$50,000 received from Novozymes for the Glade Creek Greenway Project and $26,100 to fund capital
improvement projects. The major cuts over the past five years have been to the capital projects funding
as well as elimination of specific full-time and part-time positions in the Police and Public Works
Departments. The town facilities and equipment are aging and our buildings not only need to be
maintained but are going to require significant investment over the next 5-10 years to major mechanical
systems and roofs. Additionally, major equipment such as dump trucks, fire trucks, and similar items
need to be replaced in the next five years.
Capital Improvement Program:
The CIP is intended to be a five year plan for building, equipment, and major purchases for the town.
Approximately $2,272,023 worth of needs were identified and submitted by departments for the
FY2015/2016 budget year. The proposed budget includes funding of only $61,500 in the General Fund
of these needs and it defers the remaining projects to future years. The following projects are included the
budget for funding:
1. Gateway Enhancements $ 5,000
2. Replace Medic 23 With 4WD (Grant with ROCO) 45,000
3. Replace Zero Turn lawn mowers 7,500
4. Walnut Avenue Corridor Improvement Project 4,000
Total General Fund $61,500
Town Council
Agenda Summary
2
Capital improvement projects funded in the Utility Fund were in the amount of $317,000. The projects
included:
1. Meter Reading System Upgrade $ 25,000
2. Design & Construct Jefferson & Cleveland Aves Waterlines 75,000
3. Deployable Leak detectors & Correlating Equipment 40,000
4. Mason Rd/Bexhill Dr – Water Line Replacement 15,000
5. Niagara Village Apts – Water Line Replacement 12,000
6. Design & Replacement of Sewer Main on Blandford Ave 150,000
Total Utility Fund $317,000
Additional projects continue in the Utility fund which resulted from the issuance of our 2013 Series GO
Capital Improvement Bonds and the adopting of the Cost of Service Study. The town’s partnership
contribution of approximately $939,785 as part of the overall $17,087,000 Western Virginia Water
Authority wastewater treatment plant upgrades is progressing. Work is complete on the
Cleveland/Jefferson/Jackson Avenues water project Phase I. The design of Phases II and III of this
project are proposed in the FY 2015-16 Budget. Equipment that was designated for lease purchases
through the bond has been purchased for the Public Works Fleet.
Water and Sewer Fund:
The maintenance, operations, and investment in our water and sewer system are a fundamental
government service. We have recognized the significant needs in our aging utility system and diligently
work to keep it functioning. However, in the upcoming 10-15 years, significant investment will be
required to replace water and sewer lines, pump stations, and equipment. The Proposed FY2015/2016
budget as presented is balanced. A comprehensive rate structure analysis was presented to Council in
January 2013. Council adopted as part of the FY 2013/2014 Budget an 8.7% water and sewer rate
increase. As part of the Cost of Service Study an 8.9% rate increase in water and sewer rates was
proposed for both FY 2014/15 and FY 2015/16 and was adopted in the FY 2014/15 Budget for both
years. This rate increase will provide funding for infrastructure needs, capital needs and reserve funds
needed in the Utility Fund.
Attachments
None
Recommendations
Conduct Public Hearing, action to be taken on June 2, 2015
1
Meeting Date
May 19, 2015
Department
Administration
Issue
Consider awarding a bid and authorizing the Finance Director/Treasurer to execute a contract
with Brown, Edwards & Company, L.L.P. for professional auditing services.
Summary
Proposals from qualified firms of certified public accountants to audit the Town’s financial
statements for the fiscal year ending June 30, 2015 and for each of the four (4) subsequent fiscal
years were received on March 31, 2015. Proposals were received from Robinson, Farmer, Cox
Associates, and Brown Edwards & Company, L.L.P., and declination letters were received from
KPMG L.L.P. and Cherry Bekaert, L.L.P. After reviewing the proposals and meeting with two
respondents, the Audit Committee comprised of the Ryan Spitzer, Assistant Town Manager;
Candace Poling, CPA, Accounting Manager; Lydia Verdillo, Financial Analyst and Barry
Thompson, Finance Director/Treasurer evaluated the two firms on the following criteria:
1. Skill, experience, training and availability of the specified persons who will be
performing the services requested. (Weighted 20%)
2. The Auditor’s understanding of the Town’s system of accounting obtained through prior
experience or discussion with appropriate local staff and officials. (Weighted 10%)
3. The prior experience and reputation of the Auditor in auditing governmental units similar
to the Town, including evaluation of references. (Weighted 30%)
4. Time proposed to complete the engagement. (Weighted 15%)
5. Availability of the Auditor to Town personnel both during the audit and at other times
during the year. (Weighted 15%)
6. Selection committee’s opinions regarding the Auditor’s placement of importance or
receipt of the Town’s business, and anticipated responsiveness of the Auditor to the
Town’s needs. (Weighted 10%)
Town Council
Agenda Summary
2
Each committee member scored the two firms on each of the above questions and the
corresponding weighting was applied to each member’s answer. After totaling the scoring
Brown, Edwards & Company, L.L.P. had a score of 97.00 and Robinson, Farmer, Cox
Associates had a score of 91.81. At this point price negotiations began with Brown, Edwards &
Company, L.L.P.
Mr. Thompson was able to negotiate the attached pricing of $41,000 with John Aldridge which is
$3,000 less on the Complete Audit from his original pricing where he had separated the VRS
testing. He has included the VRS testing which is required by the Virginia Retirement System in
his base price. This is also reflected over the next four (4) years of pricing.
The committee recommends that Brown, Edwards & Company, L.L.P. be retained as the Town’s
Auditor.
Attachments
Team Summary of Ranking
Brown, Edwards& Company, L.L.P. Letter
Recommendations
Motion to adopt Resolution
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON
TUESDAY, MAY 19, 2015 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA 24179
WHEREAS, the Town of Vinton is required by the State of Virginia Auditor of Public Accounts
to conduct an annual audit of the Town's various funds and accounts; and
WHEREAS, the Town advertised a request for proposals for the provision of professional
auditing services to conduct the Town's annual audit; and
WHEREAS, the Town received proposals from qualified firms and conducted interviews to
rank and select a firm for negotiations and staff has recommended that the contract submitted by
Brown, Edwards & Company, L.L.P. be approved for the next five (5) fiscal years ending June
30, 2015 through fiscal year ending June 30, 2019 with the option to extend said contract for an
additional three one (1) year periods.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a
contract to Brown, Edwards & Company, L.L.P. for professional auditing services and hereby
authorizes the Finance Director/Treasurer to execute the contract and any other necessary
documents.
This Resolution adopted on motion made by Council Member , seconded by
Council Member , with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
Susan N. Johnson, Town Clerk
Meeting Date
May 19, 2015
Department
Council
Issues
Appointments to Boards/Commissions/Committees
Summary
The Mayor’s term on the Roanoke Valley-Alleghany Regional Commission expires on June 30,
2015. According to the By-laws of the Commission, he is eligible to serve another three-year
term.
Attachments
None
Recommendations
Motion to re-appoint Mayor Grose to a new three-year term on the RVARC to expire June 30,
2018
Town Council
Agenda Summary
Meeting Date
May 19, 2015
Department
Finance/Treasurer
Issue
Financial Report for March 2015
Summary
The Financial Report for the period ending March 31, 2015 has been placed in the Town’s
Dropbox and on the Town’s Website.
The Finance Committee met on May 11, 2015 to discuss this report and will make a presentation
to Council at their Regular Meeting.
Attachments
March 31, 2015 Financial Report Summary
Recommendations
Motion to approve the March 2015 Financial Report
Town Council
Agenda Summary