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Home My WebLink About11/21/2017 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, November 21, 2017 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS E. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS F. CONSENT AGENDA 1. Consider approval of the minutes of the Regular Council meeting of October 17, 2017 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Police Department – Chief Tom Foster a. Report on efforts of the Department b. Officer of the Month for October 2. Report on the Vinton Volunteer First Aid Crew for October 2017– Assistant Chief Chris Sayre 3. Report on the Vinton Volunteer Fire Department for October 2017 – Chief Richard Oakes H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY Matthew S. Hare, Vice Mayor Keith N. Liles, Council Member Sabrina McCarty, Council Member Janet Scheid, Council Member 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 J. BRIEFINGS – TOWN MANAGER 1. Briefing on the planning process for the amendments to the Zoning & Subdivision Ordinances – Anita McMillan K. ITEMS REQUIRING ACTION – TOWN MANAGER 1. Consider adoption of a Resolution appropriating $119,340.12 grant received from the Department of Motor Vehicles, $79,560.00 in federal funds and the Town’s required $39,780.00 in-kind match, for the participation in the DUI Task Force Grant – Chief Tom Foster 2. Consider adoption of a Resolution appropriating $24,750.00 grant received from the Department of Motor Vehicles, $24,750.00 in Federal funds and the Town’s required in-kind match of $8,250.00 for Overtime Selective Enforcement, training, and equipment - Chief Tom Foster 3. Consider a motion to postpone action on the Town’s proposed elimination of certain Valley Metro bus stops within the Town’s limits – Town Manager 4. Consider adoption of a Resolution in support of the federal Historic Tax Credit program – Town Manager L. TOWN MANAGER M. REPORTS FROM COUNCIL COMMITTEES 1. Public Safety Committee N. MAYOR O. COUNCIL P. APPOINTMENTS TO BOARD/COMMISSIONS/COMMITTEES Q. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: November 21, 2017 – 3:00 p.m. – Finance Committee Meeting – TOV Conference Room December 5, 2017 - 7:00 p.m. – Council Meeting – Council Chambers December 6, 2017 - 4:30 p.m. – Public Safety Committee Meeting – Council Chambers December 7, 2017 - 8:30 a.m. – Economic Development Committee Meeting – TOV Conference Room December 12, 2017 – 6:00 p.m. – Gish’s Mill Open House – Vinton War Memorial NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date November 21, 2017 Department Town Clerk Issue Consider approval of the minutes of the Regular Council meeting of October 17, 2017 Summary None Attachments October 17, 2017 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, OCTOBER 17, 2017, 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 Keith N. Liles Sabrina McCarty Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Pete Peters, Assistant Town Manager Anne Cantrell, Treasurer/Finance Director Donna Collins, Human Resources Director Tom Foster, Police Chief Fabricio Drumond, Deputy Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk Council Member Liles, Council Member Scheid, Vice Mayor Hare and Mayor Grose present. Roll call After a Moment of Silence, Carson Bivins, a Cub Scout with Pack 235 led the Pledge of Allegiance to the U.S. Flag. Ryan Apple, Cub Master, introduced the Scouts meeting. gave the Churchill—“We make a living by what we get, but we comments. Under upcoming community events, Council Member McCarty announced October 31-Trick or Treat-3:00-5:30 p.m.-Downtown; November 3-19-The Second Man- Playhouse; November 11- Fuzzy Logic-Farmer’s Market; October 20- the Park with Superhold and October 27- and the Coastline-Farmer’s Market and November 30-Christmas Parade. Pete Peters commented that we have averaged two 2 month we had four events. The Event Zone has requested dates for next summer to have their events in Vinton. The next item on the agenda was a report on the efforts of the Police Department. Chief Foster first commented that he wanted to begin giving a monthly report so Council would Department is working in the community. comparison, there has been a 120% increase in traffic stops with 498 in 2017 compared 226 in 2016 2016 to 1,276 in 2017. With regard to drug arrests, there has been a 290% increase with 39 drug arrests in a 30- was only attributed to more drugs in the community, but more policing by the Department. Traffic summons and arrests have gone up 105% with 134 in 2016 compared to arrests are up 116% with 37 in 2016 compared to 80 in 2017. Chief Foster next commented were 54 DUI arrests in 2016, but so far just in 2017, that number has been succeeded by 18.5% with 65 arrests. Chief Foster read his Memo recognizing Officer Adam Hoover as Officer of the Month for September. Officer Hoover was present at the meeting and congratulated by Council. regarding an Active Shooter Inci August 22, 2017 and recognized Caldwell. Officer Shrewsbury, the first Officer on the scene, was not able to be present at the meeting due to teaching an officer survival class Justice Academy. appreciation to the Officers for what they do and for the FBI had released a report that last year that 118 law enforcement officers died and over 57,000 were assaulted in the line of duty. The restrain that these Member McCarty commented that she wished there were more people present to how much the officers care about the community and 3 The next item on the agenda was a report on the Vinton First Aid Crew for September 2017. In the absence of Chief Guffey, Assistant Chief Chris Sayre gave the report. The Volunteer Truck hours were 453 out of 468 possible hours for 97%; a unit was in service 100% of the time handling 117 calls out of a total of 214. A medic truck was marked up 91% and a BLS Unit for 9%. They responded to 93 out of 117 calls for 79% and handled 91 of the calls for 78%. The Fractile Response time was 9.62 with 1, the month. They currently have 50 members with two members joining in September--Trey Pestles and Josette McMillan. Approximately 30 citizens attended the Open House and the May. Assistant Chief Sayre appreciation to the The next item on the agenda was a report on the Vinton Volunteer Fire Department for September 2017. Chief Richard Oakes commented that they committed to try and staff a truck two nights a week and for nights for a total of 238 man hours. There were no fire calls for the month. There is a follow-up meeting with Council scheduled for November 14th to discuss Sexton at Roanoke County ideas and literature and has recruitment process. Under citizens’ comments and petitions, a She next expressed appreciation to the Town Manager for having Public Works address she had with brown water at her residence serious water problem in the Town that she felt was not being addressed. Bobbie Crowder of the same address commented on health issues that she had bills. She also and that the intersection of Cleveland Avenue was dangerous. responded 4 for further review along with Police Department. Chi place the “Your Speed” signs on Pollard and would see if his Department could operate stationery radar there as well to address her concerns. The Mayor further commented water rates being used to replace some of the Town’s aging infrastructure and that a large improvement project was done recently on Jefferson Street. Ms. Scott next asked why the Town has not hooked Mayor Hare responded because the Town quality is better and their rates are double the Town’s rates. There are areas with problems and when we are made aware of them, we do The water is tested by an independent agency and that report is available to the public Hare further commented on the costs to upgrade the infrastructure. Ms. Scott further increases in the water rates were the General Fund for events in the Town. The Town that the water and sewer fund was Council Member Scheid asked Joey Hiner what can responded that they both live at the same address. Benjamin Waid, one of the Cub Scouts, asked if the Town could recycle cardboard and glass jars. Joey Hiner responded that recycling the cardboard is not cost effective at this time. Town currently recycles is not accepting glass at this time and there is not much of a market for it. The Town Manager commented that our recycling numbers include the businesses cardboard, but the Town does not collect it. Chief Foster commented that Hollins University recycles glass and they have a large facility there public. Carson Bivins, another one of the Cub Scouts, asked if the Trick or Treating time could be later in the day for people who work. Pete Peters responded that merchants could participate before they leave for the 5 The next item on the agenda to consider adoption of a Resolution awarding a contract and authorizing the Town Manager to execute an engineering services contract with Hurt & Proffitt for the Glade Creek Greenway Phase 2 Project. Anita McMillan commented that in 2016 the Town applied for the funding for Phase 2 of the Glade Creek Greenway with Phase is funded by Federal and State money followed to select Hurt & Proffitt presented to them on August 16th Serv has been reviewed by the Town Attorney. McMillan responded that she h $137,000 in her budget; however, we need to do the two additional tasks recommended by VDOT so there is not reimbursement. Vice Mayor Hare next asked about coor the right of way. Ms. McMillan responded that this is the fee to apply for the permit from their website. Council Member Scheid asked if the trailhead at Gus responded that it was in the conceptual plan and will be discussed at a later date with Roanoke County. Council Member Scheid made a motion to adopt the by Vice Mayor Hare and carried by the following roll call vote, with all members voting: Vote 5- (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution awarding a contract and authorizing Greenway Phase 2 Project The next item on the agenda was to consider Manager to support an Walnut Avenue Phase III Improvement Project in the amount of $463,500. Pete Peters this application is for bike and pedestrian 6 Avenue and First Street. We originally submitted an application for $463,000; however, earlier this week, all the applicants and indicated there were additional funds that were not being requested. They offered for preliminary design for the project and asked them to put the street lamps back into the project. The cost estimate is now $545,250.00. Mr. Peters further grant management services with no local match. He the agenda package. Mr. Peters next commented that VDOT has made a years. If we do not apply this year, we would have to w project that we applied for SMART SCALE last year, anticipate applying for the remainder portion (Phase II) from 1st Street to 5th Street SCALE next year. Vice Mayor Hare asked how do we get four foot bike lanes and sidewalks and still have bi-directional some right-of- However, the right-of-way there is lanes are currently about 14-15 feet wide each. Further discussion was had regarding the cost of the improvements to include storm water. Resolution, as revised; the motion was seconded by roll call vote, with all members voting: Vote 5-0; Yeas (5) – Nays (0) – None. Adopted Resolution revised, Manager to support an application for Fiscal Year 2020 Program Funds for Improvement Project in the amount of $545,250.00 The next item on the agenda was to consider 7 Fiscal Year 2019 Program Funds for the Hardy Road Crosswalk Improvement Project in the amount of $117,000.00. Pete Peters median, signage and solar-powered motion activated crossing signals. The funding r funding and if the application is successful this year, crosswalks potentially for Washington Avenue and crosswalk and a picture and description of the actual Cross Alert System, which were i work. violation and is considered a hazardous violation and would cost points on your license. Council Member Scheid responded that she called the Director of Operations Superintendent and the Administrator. Council Member Liles commented this is not only positive for the school connection the Wolf McMillan further commented that in the letter she submitted to the school she had indicated that this crosswalk will not only provide connection to Cundiff, but also to the Greenway, Willi High Schools and the parks. Vice Mayor Hare asked how the location would work Ms. McMillan responded t as a conceptual plan will do an analysis and the location might change. meet the ADA requirement and that would be taken into consideration. Council Member Liles made Adopted Resolution support an application for allocation of Crosswalk Improvement Project in the amount of $117,000.00 8 following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. adoption of a Resolution in support of a newly established Town Employee Safety Committee. Donna Collins on October 3 concerning the Employ Volunteer First Aid Crew emailed to Council. session to be held. The Town Manager commented app Drumond for being present at the meeting in support of the Safety Committee. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Scheid and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. Adopted Resolution No. 2221 in support of a newly established Town Employee Safety Committee The next item on the agenda was a briefing on Anne Cantrell noticed that this Policy adopted in 2014 did not have The recommends increasing the reserve. During the first six months of the year, we pull from our reserves to cover that continue despite the fact that we are not bringing in the General Fund revenue. At the point of time, which is typically in May, that we start collecting our revenues, the money is replaced Reserve Account. 9 Under reports from Council Committees, Vice Mayor Hare reported from the Finance Committee. review the General Fund Reserve Policy. The Committee also reviewed for the Utility Fund. Several items pieces in need of replacement were built into the budget been asked to move forward on with the replacement of the sewer jetter vac, the 1999 dump truck and the two Colorado pick-up trucks that are used for meter reading. They will be opportunities and bringing them back to Council. We have put a moratorium on the General Fund CIP because those items will have to be funded through debt issuance. We are in need of a dump truck and are starting to invest rather large sums of money on some of the equipment. We have spent $10-12,000 on one of the garbage trucks alone this year. We have got to figure out a better way to funding if we want to be able to continue to replace these items. Vice Mayor Har General Fund. Vice Mayor Hare next commented that on the CIP item to upgrade to the lift station at 3rd Street which is estimated to be $1.7 million and Committee feels are and what the different rate increases would be The Committee recommendations done, the cost and what funds it support that work. The Mayor commented on the success of the Awards cutting and block party and the Fall Festival. Comments from Council: Council Member Liles commented on the “No U-Turn” sign being put back up at PFG, the success of the Fall Festival and mentioned with the Chamber to make this Mingle Vinton Employee night. Council Member McCarty also Member Scheid who also commented on the success 10 Vice Mayor Hare expressed condolescences to the Wood’s Family in the loss of Tommy Wood. The Town Manager commented that the funeral will be at 11:00 a.m. on Friday at Lynn Haven Baptist Church. Council Member Scheid made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Scheid, Hare, Grose; Nays (0) – None. The meeting APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date November 21, 2017 Department Police Issue Police Department a. Report on the Department b. Officer of the Month for October Summary Chief Foster will give a report on the efforts of his Department and read his Memo and recognize Officer Danny Cox as Officer of the Month for October.. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date November 21, 2017 Department Vinton Volunteer First Aid Crew Issue Report on the Vinton Volunteer First Aid Crew for October 2017 Summary Assistant Chief Chris Sayre will be present to give this report to Council. Attachments October 2017 Report Recommendations No action required Town Council Agenda Summary Vinton First Aid Crew Inc. P.O. Box 314 Vinton VA 24179 Office of the Chief WGuffey@vintonems.com October 2017 Report  Volunteer Truck hours was 480 of 480 possible hours for 100 %  We had a unit in service 100% of the volunteer time  Had 2 units in service for 70 hours  239 Total calls o 117 career hour calls Monday thru Friday 0600-1800 o 122 Volunteer hours calls Night, weekend.  Medic truck marked up 95 % and a BLS Unit 5%  Responded to 106 out of 122 calls doing volunteer hours 87%  Handled 104 out of 122 calls doing volunteer hours 85% o Out of the 18 calls career handled 12 were 2nd emergency calls  Fractile Response time was 9.11  1870 man hours for the month of October  Total of 135 transports o Career 81 o Volunteer 54  49 new members as of now o 24 EMTS o 1 advanced EMT o 13 Medics o 10 In Training o 1 Driver Only Wayne Guffey Chief Vinton First Aid Crew 46 6 42 8 46 1 46 2 46 2 44 1 48 9 45 7 45 3 48 0 48 0 43 2 46 8 48 0 46 8 45 6 49 2 46 8 46 8 48 0 97 99 98 96 99 97 99 98 97 10 0 0 100 200 300 400 500 600 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Hours Up Hours Possible Percentage 2nd Truck JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Volunteer unit in service 100 100 100 100 100 100 100 100 100 100 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Volunteer unit in service 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 0 20 40 60 80 100 120 Ax i s T i t l e Percentage of Unit in Service JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec ALS 83 89 78 81 87 83 89 92 91 95 BLS 17 11 22 19 13 17 11 8 9 5 ALS/BLS percentage of truck mark up- ALS is perfereed 83 89 78 81 87 83 89 92 91 95 17 11 22 19 13 17 11 8 9 5 0 10 20 30 40 50 60 70 80 90 100 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct ALS BLS 118 119 138 147 136 98 117 117 122 92 92 101 108 108 79 92 91 104 0 20 40 60 80 100 120 140 160 FEB MAR APR MAY JUNE JULY AUG Sep Oct Calls Dispatched Calls Handled Calls that were disptached that the volunteer crew handled JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Calls Dispatched 108 118 119 138 147 136 98 117 117 122 Calls Responded 73 92 95 110 114 113 83 96 93 106 108 118 119 138 147 136 98 117 117 122 73 92 95 110 114 113 83 96 93 106 0 20 40 60 80 100 120 140 160 Ax i s T i t l e Calls Dispatched that the crew responded too JAN FEB MAR APR MAY JUN JULY AUG SEP Oct Nov Dec Fractile Response 8.94 8.73 9.06 8.17 8.47 8.67 9.49 9.22 9.62 9.11 8.94 8.73 9.06 8.17 8.47 8.67 9.49 9.22 9.62 9.11 0 0 0 2 4 6 8 10 12 JAN FEB MAR APR MAY JUN JULY AUG SEP Oct Nov Dec Fractile Response Goal is under 12 minutes Average 8.95 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Man Hours 1840 1979 1975 2259 2074 1976 2185 1916 1826 1870 1840 1979 1975 2259 2074 1976 2185 1916 1826 1870 0 500 1000 1500 2000 2500 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Man Hours Man Hours 86 76 51 75 81 94 79 84 84 81 48 50 80 61 62 58 51 49 57 54 134 126 131 136 143 152 130 133 141 135 0 20 40 60 80 100 120 140 160 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Transports Career Volunteer Total Meeting Date November 21, 2017 Department Vinton Volunteer Fire Department Issue Report on the Vinton Volunteer Fire Department for October 2017 Summary Chief Richard Oakes will be present to give this report to Council. Attachments October 2017 Report Recommendations No action required Town Council Agenda Summary October 2017 Vinton Vol. Fire Staffing October 3 – 18 Man hours – 0 Calls run October 7 – 36 Man hours – 1 Call dispatched for Ladder, Standby at station October 10 – 34 Man hours – 0 Calls run October 14 – 36 Man hours – 0 Calls run October 21 – 24 Man hours – 0 Calls run October 28 – 24 Man hours – 0 Calls run Total Man Hours – 172 Meeting Date November 21, 2017 Department Planning and Zoning Issue Briefing on the planning process for the amendments to the zoning and subdivision ordinances. Summary The current zoning ordinance was adopted by Town Council on December 19, 1995, along with the town-wide amended zoning map. The current subdivision ordinance was adopted on January 20, 1998. The zoning ordinance has been amended in piecemeal fashion between 1995 and present as required by state code and/or as directed by Town Council due to the adoption of the 2004-2024 Comprehensive Plan and Economic and Community Development Plan; 2010 Vinton Area Corridors Plan; 2010 Downtown Vinton Revitalization and Economic Restructuring Plan; and 2016 Urban Development Areas (UDA) Plan. The zoning and subdivision ordinances need to be aligned with the comprehensive plan documents; regional greenway and transportation plans, urban development areas, and adjoining localities land uses. Additionally, there are several controversial issues that have been brought up such as accessory structures, accessory dwellings, sign regulations, parking requirements, car dealerships, tow lots, etc. Attachment PowerPoint Presentation Urban Development Areas (UDA) Approved Scope of Work Recommendation Staff and Planning Commission to begin the planning process with representation of Council members on the advisory committees which include: sign, subdivision, zoning, and urban development areas (UDA) Town Council Agenda Summary Town of Vinton Amendments to the Zoning and Subdivision Ordinances Presentation for the Vinton Town Council November 21, 2017 Background: Vinton Zoning Ordinance, Appendix B •First adopted by the Town in February 1951 with amendments adopted throughout the 1960s, 1970s, and 1980s. •Current zoning ordinance was adopted by Town Council on December 19, 1995, along with a new Zoning Map. This ordinance has been amended in piecemeal fashion between 1995 and present as required by state code and/or as directed by Town Council, e.g. Mixed Use Development District. •As part of the Vinton Zoning Ordinance, floodplain ordinances were adopted in 1973 and 1988. An amendment to floodplain ordinance was adopted in April 2014 to meet the Federal Emergency Management Agency (FEMA) requirements. •There were major sign ordinance amendments done in 1993 and 2009. 2 Vinton Planning and Zoning Department Background: Vinton Subdivision Ordinance, Appendix A •First adopted on July 15, 1959. •Appeared as Appendix A in the 1966 Vinton Town Code •Current Subdivision Ordinance was adopted on January 20, 1998. 3 Vinton Planning and Zoning Department Components of the Zoning Ordinance: 4 Vinton Planning and Zoning Department •District Classifications •District Regulations (Density, Parking, Setbacks) •Sign Regulations •Telecommunications Ordinance •Floodplain Regulations (Overlay) •Subdivision Ordinance •Urban Development Areas (UDA) •New Zoning District(s): •Mixed Use Development (MUD) District—already created Policy, Code, and Urban Design •Alignment of zoning and subdivision ordinances with the comprehensive plan documents, Urban Development Areas (UDAs) requirements, adjoining localities land uses, and regional plans •Strategic framework for new zoning and subdivision ordinances •New structure for base districts, overlay zones, and floating zones Vinton Planning and Zoning Department 5 Smart Growth Principles •Urban Design Framework for the UDAs •Traditional Neighborhood Development (TND) Guidelines •Commercial and Residential Infill Development Guidelines •Street Design Guidelines •Low Impact Development Practices to Manage Stormwater Vinton Planning and Zoning Department 6 Controversial Issues for Consideration: 7 Vinton Planning and Zoning Department •Accessory Structures •Sizes/lot coverage, heights, setbacks •PODS/temporary storage containers •Accessory Dwellings - “Mother-in-law apartments” •Traditional Neighborhood Design Guidelines •Street Width Requirements •Off-Street Parking Requirements •Sign Regulations •Automobile Dealerships •Tow Lots •Solar/Wind Power Regulations •Telecommunications Tower Regulations •Outdoor Storage/Display Expenses and Time Involved: 8 Vinton Planning and Zoning Department •UDA consultants—paid by OIPI grant in the amount of $65,000 •Planning and Zoning personnel •RVARC personnel through requested work program •Advertising costs for meetings and public hearings •Meeting costs—refreshments, venue rental, etc. •Printing costs for documents, maps, and renderings •A comprehensive update of the zoning and subdivision ordinances will be time-consuming and could take 2 years or more Advisory Committees Needed for the Amendment Process… 9 Vinton Planning and Zoning Department •Sign •Subdivision •Zoning Ordinance •Urban Development Areas (UDA) Suggested Committee Stakeholders… 10 Vinton Planning and Zoning Department •1 to 2 members each from the Town Council and Planning Commission per Committee •Members from other Vinton Departments (Police, Fire/EMS, Public Works, Economic Development) •Vinton Area Chamber of Commerce Members •Vinton Area Non-Profit Representatives •Vinton Business Owners •Vinton Property Owners •Vinton Residents •RVARC (Regional Planner II) •Roanoke County Division of Planning Planning Process Timeline 11 Vinton Planning and Zoning Department October 2017 to December 2017: •Scope of Services Finalized with OIPI UDA Consultants – Rhodeside & Harwell (Deanna Rhodeside) and EPR (Vlad Gavrilovic). •Establish Advisory Committees. •Analyze and review the current zoning ordinance, including the sign ordinance and subdivision ordinance, zoning ordinance text amendments from January 1996 to present, as well as state code amendments/requirements. •Analyze and review the Official Zoning Map and the map amendments to date. •Develop an informative webpage to update citizens and the community about the process. Planning Process Timeline 12 Vinton Planning and Zoning Department January 2018 to February 2018 Policy and Code Audit to include: •Review of the 2004 – 2024 Comprehensive Plan and Economic and Community Development Plan. •Review the 2010 Vinton Area Corridors Plan, which is a component of the Town of Vinton’s and Roanoke County’s Comprehensive Plans. •Review the 2010 Downtown Vinton Revitalization Plan, which is a component of the Town of Vinton’s Comprehensive Plan. •Review the 2016 Urban Development Areas (UDA) Plan, which is a component of the Town of Vinton’s Comprehensive Plan. •Review Regional Plans: Greenways, Transportation, Pedestrian, and Bicycle. Planning Process Timeline 13 Vinton Planning and Zoning Department March 2018 to May 2018 •Develop framework of proposed revisions to the Zoning and Subdivision Ordinances by Committees, Town Staff, and OIPI UDA planning consultants. June 2018 •Receive community input on the framework of revisions at a Community Meeting. July 2018 to October 2018 •Draft the proposed amendments to the Zoning and Subdivision Ordinances, including TND Design Guidelines. November 2018 to December 2018 •Adoption of the new Zoning and Subdivision Ordinances by the Planning Commission and Town Council. Increasing Citizen Participation in the Process… 14 Vinton Planning and Zoning Department •Use the following platforms to engage citizens: Town Website, Town Facebook and Twitter Pages, Survey Monkey, Email or Direct Mail, RVTV-3 and other media, Pop-up booth at an event (Festivals) or high-traffic location (Kroger), Open house gatherings, Public Meetings/Hearings (Planning Commission and Town Council), Partner organizations (Chamber of Commerce, Lions Clubs, Senior Center, Historical Society). •For open houses or meetings, have food and/or door prizes available to attendees to help increase the amount of turnout—advertise widely that there will be food and/or door prizes. •Make citizens feel that their comments DO MATTER and ARE Important. Schedule comment period(s) to receive public input. •Make sure public input about the amendments is timely and happens early enough to influence the outcome and can continue throughout the process. •Have a balance between in-person and online public participation. Town Council Feedback 15 Vinton Planning and Zoning Department •What do you want to see as a result of the zoning and subdivision ordinance updates? •What are your Top 10 Priorities in this process? Questions or Comments... 16 Vinton Planning and Zoning Department TOV UDA Scope of Services – Codes Amendment Page 1 Town of Vinton – Second UDA Grant November 2, 2017 OUTLINE SCOPE Task 1 - PROJECT INITIATION (November 2017 through February 2018) a. Review Town of Vinton’s plans and applicable regional plans, to include: • The 2016 Urban Development Areas (UDA) Report • The 2010 Downtown Revitalization Plan • The 2010 Vinton Corridors Plan • The 2004-2024 Comprehensive Plan and the Economic and Community Development Plan • Regional Plans including: Greenways, Transportation, Pedestrian, and Bicycle Plan • Any proposed development plans currently submitted for the UDA-designated areas b. Prepare presentation materials for kick-off briefing c. Conduct field survey/tour of UDA-designated areas; photograph (To take place during the 2-day visit included in Task 1d below). d. 2-Day Trip: Work session with staff; Kick-off briefing with Advisory Committee and/or Town officials (Focus on defining UDA priority areas --- which areas would it be important to address early on under a phased approach) Task 2 – POLICY, CODE, AND URBAN DESIGN AUDIT (March and April 2018) a. Conduct comprehensive code and policy audit • Review alignment of zoning/subdivision codes with Comprehensive Plan and UDA requirements • Propose strategic framework for new zoning ordinance • Outline the urban design framework for the UDAs identified during Task 1 as being addressed under the current scope (e.g., how to incorporate Traditional Neighborhood Development (TND); improved connections, etc.; landscape and signage elements; etc.) b. Web conference with staff to review draft recommendations c. Prepare summary memo on strategic direction for code rewrites • Outline conceptual new structure for base districts, overlay zones, and floating zones • Develop work plan and schedule for code revisions over next 1-3 years d. Prepare presentation materials for Advisory Committee Workshop e. 1 Day Trip: Advisory Committee Workshop to present Code/Policy Audit and Draft Urban Design Framework; participate in a Public Open House TOV UDA Scope of Services – Codes Amendment Page 2 Task 3 - ZONING AND SUBDIVISION ORDINANCE REVISIONS, AND DESIGN GUIDELINES (May through September, 2018) a. Web conference with staff to review Advisory Committee input/strategize on recommendations b. Prepare draft TND Design Guidelines c. Web conference with staff to review draft code revisions and design guidelines d. 1 Day Trip: Advisory Committee Workshop to present Draft Zoning/Subdivision Revisions & Design Guidelines, and to participate in a Public Open House e. Coordination with staff on code writing and TND Design Guidelines (up to 3 teleconferences) f. Code writing on selective Zoning/Subdivision amendments • Consultants to draft selected portions of code as determined during Task 1 above. Meeting Date November 21, 2017 Department Police Issue Consider adoption of a Resolution appropriating $119,340.12 grant received from the Department of Motor Vehicles, $79,560.00 in federal funds and the Town’s required $39,780.00 in-kind match, for the participation in the DUI Task Force Grant. Summary The Department of Motor Vehicles has approved a grant for the Police Department in the amount of $119,340.12 to include an in-kind match of $39,780.00, to be paid by the Vinton Police Department from the Fuel and Maintenance and Repair line items This funding will be used to fund one person in the DUI Task Force, to pay the salary and benefits, all uniform equipment, vehicle and vehicle equipment, etc. for up to 5 years. Council was briefed on this matter at their November 7, 2017 meeting. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, NOVEMBER 21, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Department of Motor Vehicles (DMV) has approved a grant for our participation in the DUI Task Force for the total amount of $119,340.00, to include an in-kind match from the Town in the amount of $39,78.00, to be paid from the current Police Budget under Fuel and Maintenance/Repair expenditure accounts; and WHEREAS, the Police Department would use these grant funds to pay one police officer’s salary and benefits, all uniform needs, rifle and gun needs, cell phone and MDT Connectivity, a vehicle and all vehicle needs, and for this officer to participate in checkpoints with surrounding jurisdiction, and saturation patrol efforts in the DUI Task Force, for up to 5 years; and WHEREAS, the portion of budget for the grant not included in the original 2018-2019 budget, specifically $16,186.00, needs to be appropriated to the following account numbers for financial tracking purposes; and NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: BUDGET ENTRY: GENERAL LEDGER: 200.25100 Appropriations $16,186.00 200.25000 Estimated Revenue $16,186.00 FROM REVENUE: 200.2404.026 DMV DUI Task Force Grant $16,186.00 TO EXPENDITURE: 200.3401.101 DMV DUI Task Force Grant. Salaries $ 8,174.00 200.3401.102 DMV DUI Task Force Grant. Overtime $ 3,760.00 200.3401.310 DMV DUI Task Force Grant. Uniforms $ 500.00 200.3401.521 DMV DUI Task Force Grant. Telephone $ 600.00 200.3401.560 DMV DUI Task Force Grant. Training $ 900.00 200.3401.705 DMV DUI Task Force Grant. Vehicle $ 2,252.00 TOTAL $ 16,186.00 2 This Resolution adopted on motion made by Council Member ______________, seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date November 21, 2017 Department Police Issue Consider adoption of a Resolution appropriating $24,750.00 grant received from the Department of Motor Vehicles, $24,750.00 in Federal funds and the Town’s required in-kind match of $8,250.00 for Overtime Selective Enforcement, training, and equipment. Summary The Department of Criminal Justice Services has approved a grant for the Police Department in the amount of $24,750.00 to include an in-kind match of $48,250.00, to be paid by the Vinton Police Department out of the Fuel and Maintenance and Repair line items. This funding will be used to pay officers the overtime rate to work Selective Enforcement in the town and to fund $900.00 in DMV approved training and $3,200.00 to replace defective Lidar units. Council was briefed on this matter at their November 7, 2017 meeting. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, NOVEMBER 21, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Department of Motor Vehicles (DMV) has approved a grant for Selective Enforcement-Overtime in the amount of $33,000.00, to include an in-kind match from the Town in the amount of $8,250.00, to be paid from the current Police Budget under Fuel and Maintenance/Repair budget expenditure accounts; and WHEREAS, the Police Department would use these grant funds for overtime selective enforcement hours and to participate in checkpoints with surrounding jurisdiction, as well as sending one officer to a DMV approved training; and WHEREAS, the budget for the DMV portion of the grant in the amount of $24,750.00 needs to be appropriated to the following account numbers for financial tracking purposes. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following: BUDGET ENTRY: GENERAL LEDGER: 200.25100 Appropriations $24,750.00 200.25000 Estimated Revenue $24,750.00 FROM REVENUE: 200.2404.015 DMV Overtime Grant Revenue fund $24,750.00 TO EXPENSE: 200.3101.106 DMV Overtime Grant Expense $24,750.00 TOTAL $24,750.00 2 This Resolution adopted on motion made by Council Member ______________, seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date November 21, 2017 Department Administration Issue Consider a motion to postpone action on the Town’s proposed elimination of certain Valley Metro bus stops within the Town’s limits. Summary At the November 7, 2017 meeting, Council conducted a Public Hearing on the proposed elimination of certain Valley Metro bus stops within the Town’s limits. The agenda provided for action to be taken at the November 21, 2017 meeting. Council will need to make a motion to postpone action either to a specific meeting or indefinitely. Attachments None Recommendations Motion to postpone action Town Council Agenda Summary Meeting Date November 21, 2017 Department Administration Issue Consider adoption of a Resolution in support of the federal Historic Tax Credit program Summary The recently released House Tax Reform Bill eliminates the federal Historic Tax Credit (HTC) Program. The elimination of the HTC program threatens a critical incentive needed to revitalize historic properties, attract private capital investment and preserve historic structures. The federal HTC is a 30 year old program that encourages historic preservation, stimulates job growth and attracts private capital for the revitalization of historic assets. The program has created over 2.4 million jobs, rehabilitated more than 42,000 buildings, and leveraged $131.8 billion in private investment. Historic tax credits have facilitated significant redevelopment projects in communities, bringing more than $29 billion in federal tax revenues. The federal HTC program served as a valuable incentive to attract new private investment in the Town for the Roland E. Cook and William Byrd school redevelopment projects. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, NOVEMBER 21, 2017, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA A RESOLUTION TO URGE THE PRESIDENT OF THE UNITED STATES AND THE UNITED STATES CONGRESS TO CONTINUE THE FEDERAL HISTORIC TAX CREDIT PROGRAM, AND TO OTHERWISE PROVIDE WITH RESPECT THERETO WHEREAS, the federal Historic Tax Credit program (HTC) as we know it today was put in place by Congress and the Reagan Administration to attract capital to historic rehabilitation projects that help stimulate local economies; and WHEREAS, since the inception of the HTC, it has created over 2.4 million jobs, rehabilitated more than 42,000 buildings, and leveraged $131.8 billion in private investment; and WHEREAS, recognizing the importance of this successful federal economic development program, more than 35 states have enacted complementary state historic tax credit programs to help revitalize the commercial downtowns of their cities and Main Street communities; and WHEREAS, the VCU Center for Urban and Regional Development reported that from 2000 through 2011 an average of 174 projects have been certified each year in Virginia and from 1997 through 2013, investors pumped almost $3.0 billion in over 2,300 historic rehabilitation projects in the Commonwealth of Virginia; and WHEREAS, federal HTC projects have a 99 percent success rate, leverage four private dollars for every dollar of federal support, and are catalytic, building neighborhood confidence and generating follow-on projects for blocks around; and WHEREAS, over the life of this program, the HTC has generated $29.8 billion in federal tax revenues compared to $25.2 billion in credits allocated—more than paying for itself; and WHEREAS, the federal HTC program combined with the Virginia Historic Tax Credit program is a powerful tool that has led to the development of such vacant and blighted buildings in the Town of Vinton such as the former Roland E. Cook School building with a total project cost of $3 million and federal Historic Tax Credits of $950,000 and the former William Byrd High School with a total project cost of $12 million and federal Historic Tax Credits of $2,253,000. Because of these programs, these buildings were returned to a productive reuse and taxable status. NOW THEREFORE BE IT RESOLVED by the Council of the Town of Vinton in due regular and legal session convened, that the Vinton Town Council supports the federal Historic Tax Credit program and urges the President of the United States and the United States Congress to continue the federal Historic Tax Credit program. 2 BE IT FURTHER RESOLVED that the Town Clerk to provide attested copies of this resolution to The Honorable Paul Ryan, Speaker of the United States House of Representatives, The Honorable Bob Goodlatte, Chairman of the House Judiciary Committee, The Honorable Mitch McConnell, Senate Majority Leader of the United States Senate, The Honorable Mark Warner, United States Senator, and The Honorable Tim Kaine, United States Senator. BE IT FURTHER RESOLVED that all resolutions or parts thereof in conflict herewith are hereby repealed. This Resolution adopted on motion made by ________________________, seconded by ________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date November 21, 2017 Department Council Issue Appointments to Boards/Commissions/Committees Summary A member of Council needs to be appointed to serve on the Urban Development Areas (UDA) Planning Grant Steering Committee. Attachments None Recommendations Nominate Council Member and motion to approve Town Council Agenda Summary Meeting Date November 21, 2017 Department Administration Issue Reports from Council Committees - Public Safety Committee Summary Chief Tom Foster will brief Council on the recent Public Safety Committee meeting that was held on Monday, November 6, 2017. Some of the topics discussed at the meeting included: Bill Hunter, from Roanoke County, came and presented a proposal for replacing XTS/XTO radios • 2019/2020 Motorola will be stopping support/software of the radios we have • New radios are projected to last 15 or 20 years • Option 1 o Implemented over a 3 year period starting in December 2017, followed by July 2018, and July 2019. o Radios have a 5 year warranty from the date of receipt • Option 2 o Repurposing Radios we currently have - Potentially have a public safety issue due to software at the end of 2017 and the end of 2018 o Other manufacturers not compatible with Motorola System • Decision was made to refer to Finance Committee. Adjustment to traffic flow so as not to block Jackson St, and Fire/EMS Access ATV Grant was discussed for utilizing on the Greenway. Firetruck grant is ready for submission waiting on opening of submission period Attachments None Recommendations No action required Town Council Agenda Summary