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Home My WebLink About10/3/2017 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, October 3, 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 September 19, 2017 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Proclamation – Fire Prevention Week – Deputy Chief Linkous H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution authorizing the Town Manager to execute a Contract for Professional Legal Services between the Town of Vinton and Roanoke County Commonwealth’s Attorney retroactive to July 1, 2017 and to transfer funds in the General Fund to cover the FY 2018 Contract amount of $11,250.00 – Town Manager 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 K. BRIEFINGS 1. Briefing on Economic Development activities and upcoming transportation related grant applications – Pete Peters 2. Briefing on the FY 2018 Community-Wide Brownfield’s Assessment Grant - Lori Kroll, with Draper Aden & Associates 3. Briefing on proposed Resolution in support of a newly established Town Employee Safety Committee – Donna Collins 4. Briefing on the history and current structure of the Highway Safety Commission – Town Clerk/Town Manager L. TOWN MANAGER M. REPORTS FROM COUNCIL COMMITTEES 1. Finance Committee a. Financial Reports for June 2017 (unaudited), July 2017 and August 2017 b. Valley Metro Update N. MAYOR O. COUNCIL P. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: October 9, 2017 – 3:00 p.m. – Finance Committee – TOV Conference Room October 17, 2017 – 7:00 p.m. – Council Meeting – Council Chambers October 27, 2017 – 8:15 a.m. – Council Planning Retreat – Explore Park October 30, 2017 – 6:00 p.m. – Community Meeting regarding proposed elimination of four Valley Metro bus stops on Washington Avenue within the Town’s limits – Vinton War Memorial November 7, 2017 -7:00 p.m. – Council Meeting – Council Chambers NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. Meeting Date October 3, 2017 Department Town Clerk Issue Consider approval of the minutes of the Regular Council meeting of September 19, 2017 Summary None Attachments September 19, 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, SEPTEMBER 19, 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 Sabrina McCarty Keith N. Liles MEMBERS ABSENT: Janet Scheid STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Theresa Fontana, Town Attorney Anne Cantrell, Treasurer/Finance Director Fabricio Drumond, Deputy Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director The Mayor called the regular meeting to order 7:00 p.m. The Town Clerk Council Member Liles, Council Member McCarty, Vice Mayor Hare and Mayor Grose present. Council Member Scheid was absent. Roll call After a Moment of Silence, Council Member McCarty led the Flag. Under upcoming community events, Council Member McCarty announced September 22-Party in the Park with Fuzzy Logic- Farmer’s Market 9:00 p.m.-Virginia Food Truck Festival-Farmer’s Market; October 7-Fall Waterways Clean-up; October 8-from 4:00 p.m. to 7:00 p.m.-Roanoke Valley Greenway Commission Annual Picnic-Twin Creeks Brewery with a walk on the new Glade Creek Greenway at 3:30 p.m. and October 14-Fall Festival 14th. Under requests to postpone, add to or change order of agenda items, the Town Clerk commented Session item listed as Item P. on the agenda would need to be discussed in open session and requested to table the matter to the October 3rd meeting. Vice Mayor Hare made a motion to table the Closed Session item on the Agenda to the October 3, 2 Member Liles and carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Liles, McCarty, Hare, Grose; Nays (0) – None; Absent (1) – Scheid. October 3, 2017 meeting Council Member McCarty made a motion to approve the Consent Agenda as presen motion was seconded by Vice Mayor Hare and carried by the following vote, with all members voting: Vote 4- 0-1; Yeas (4) – Liles, McCarty, Hare, Grose; Nays (0) Approved the minutes of the Regular Council meeting of September 5, The next item on the agenda was for Domestic Violence Awareness Month. The Mayor commented that this Proclamation is for the month of October and would be signed as a Joint Proclamation with the other localities. The Town Clerk commented that in conjunction with the Proclamation there will be a Walk on October 13th at 12 Noon at the Wells Fargo Plaza. The next item on the agenda was a report on the Vinton Volunteer First Aid Crew for August Chief Wayne Guffey reported the volunteer truck hours were 457 of 468 possible hours for 98%; a unit was in service 100% of the volunteer time; there were 210 total calls with the volunteers handling 117; a Medic truck was marked up 92% and a BLS Unit 8%. They responded to 96 out of 117 calls at 82%. The Fractile Response time was 9.22. There were 1, hours for the month and a total of 133 transports with the volunteers handing 49. They have 50 new members. Rescue Chiefs Board for the County. They have been working on starting an EMS Academy and it looks like it might begin the first of next year. He also reminded everyone of the open house on Sunday from 2:00 p.m. to 6:00 p.m. membership. Chief Guffey responded they do and the requirement is that they have to pull 24 hours a month and attend the training meeting. The next item on the agenda was to consider adoption of a Resolution Transportation (VDOT) Office of Intermodal Planning 3 McMillan commented that on August 15th she briefed Council on the availability of this grant with no required match. Staff submitted the application on August 16th and on August 30th staff was informed that we were awarded the $65,000 grant to assist in revising the zoning ordinance. Proposals for the zoning ordinance amendment and the lowest proposal received was $75,000. Ms. McMillan next commented that the Town has to enter into an Agreement and must agree to have one Member to serve on a grant committee just like when we received the UDA grant in 2016. That Committee areas. After a locality has adopted their UDAs, it can apply for this grant to assist in amending their zoning ordinance to try to mimic the traditional design guidelines. Staff realizes certain components of the zoning ordinance that they will have to do in-hours ordinance has to be amended due to a recent ruling of the Town of Gilbert and that amendment will not be a part of what the consultant will be doing. The goal is to have the zoning ordinance revised within a year. There is a conference call scheduled with the consultant that has been assigned by VDOT to work with staff. She has submitted to the consultant the proposal that was used for the RFP in April waiting for them to send back a Scope of Services. In response to a question by Vice Mayor Hare regarding the consultant, that is VDOT chooses the consultant the UDA grant. For the zoning ordinance, the Town was assigned the firm of Rhodeside & Harwell out of Washington, DC. After they received the Services, they indicated they had two other planning consultant services that would be good for us. Council Member Liles Resolution as presented; the motion was seconded by Council Member McCarty and carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Liles, McCarty, Hare, Grose; Nays (0) – None; Absent (1) - Scheid. Adopted Resolution No. 2216 Department of Transportation (VDOT) Planning Grant The next item on the agenda was a briefing on 4 2 Project. Anita McMillan first commented that Phase 1 of the Project has been completed using State Funds and The Request for Proposal to provide the engineering services was issued on June 5th July 12th. Committee’s initial firms and then had a follow- Proffitt was ranked at the top and a Notice of Intent to Award was issued to that firm on August 16th. Staff is still negotiating the Scope of Services. Ms. McMillan reminded received grant funds fo Avenue The match will include the administration of the grant along with the work by Pathfinders to build the required shelter under the Norfolk Southern Railroad track. VDOT. Staff will also be Attorney on the terms and conditions of the contract with Hurt and Proffitt. They will share with Council and Hurt and Proffitt have conditions. The Town Manager commented that he had met with Chief Oakes with the Volunteer Fire Department and he gave him two dates to consider for a follow- up meeting with Council--October 10th 14th dates and they could take part of their time to meet h some recruitment ideas and she will be providing him with a packet. The some ideas. Oakes ha contact him to do an article in The Vinton Messenger about the Fire Department, its history and their need for recruitment. He is also going to work on getting a banner for the Fire House advertising the need for volunteers and run an ad in The Vinton Messenger. 5 obligation. They were at the department last Saturday and a few Tuesdays; however, he had been sick and not able to staff part of the time. He did indicate that when they were at the Station, they had not run any calls. The Town Manager asked if Chief Oakes would start presenting Council with a monthly report like the First Aid Crew does and he indicated he would present a report at the second Council meeti 17th. The Mayor commented on the success of the Mingle-at-the Market events Association of Realtors and he asked that Mr. Peters give the presentation at the next He attended a recent ribbon cutting at Izzy’s. Also, grants. The Committee consisted of some citizens, representatives from the Chamber, Roanoke County and Town Staff. The Town Clerk reminded everyone that the Town Manager and Pete the VML Conference will be returning in time for the October 3rd Council meeting. County IT to get their GroupWis changed before October 2nd. Vice Mayor Hare made a motion to adjourn the Member Liles members voting: Vote 4-0-1; Yeas (4) – Liles, McCarty, Hare, Grose; Nays (0) – None; Absent (1) - APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date October 3, 2017 Department Fire/EMS Department Issue Proclamation-Fire Prevention Week Summary Fire Prevention Week urges our citizens to practice fire safety and prevention not just for a week but all year round. Deputy Chief Linkous will make brief comments regarding this Proclamation. Attachment Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the Town of Vinton is committed to ensuring the safety and security of all those living in and visiting our town; and WHEREAS, fire is a serious public safety concern both locally and nationally and this year's Fire Prevention Week theme is "Every Second Counts: Plan 2 ways out!"; and WHEREAS, the NFPA (National Fire Protection Association) recommends drawing a map of your home with all members of your household and in doing so, marking at least 2 exits from each room and a path to the outside from each exit; and WHEREAS, the NFPA recommends you practice your fire drill twice a year, conducting one drill at night and the other drill during the day and during both drills, making sure everyone is home at the time and practice using different ways out; and WHEREAS, it is important to teach children how to escape on their own in case an adult cannot help them; and WHEREAS, make sure your house number is clearly marked and easy for the fire department to find--recommendations are large numbers on your front porch or if you have a mailbox at the street, large/reflective numbers on both sides so that it is easy to see, particularly at night with the fire truck head lights; and WHEREAS, on your way outside, close doors behind you as you leave, which action may actually slow the spread of smoke, fire and heat thus helping contain the fire to a smaller area and making it easier for firefighters to put out; and WHEREAS, Vinton’s citizens should know that once you are outside, stay outside! NEVER go back inside a burning building! If you believe that someone is still inside, let the first arriving fire truck personnel know as well as where you believe they may be. 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 October 8– 14, 2017, as FIRE PREVENTION WEEK in the Town of Vinton and urges all the citizens of the Town of Vinton to have at least 2 escape plans from your residence in case of a fire, and to support the many public safety activities and efforts of the Town’s fire and emergency services. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 3rd day of October, 2017. Bradley E. Grose, Mayor Meeting Date October 3, 2017 Department Administration Issue Consider adoption of a Resolution authorizing the Town Manager to execute a Contract for Professional Legal Services between the Town of Vinton and Roanoke County Commonwealth’s Attorney retroactive to July 1, 2017 and to transfer funds in the General Fund to cover the FY 2018 Contract amount of $11,250.00. Summary On June 25, 2015, the Town of Vinton entered into a Contract for Professional Legal Services with the Roanoke County Commonwealth’s Attorney for a two-year period which began on July 1, 2015 and ended on June 30, 2017. Staff has negotiated a new Contract with the Commonwealth’s Attorney for a new two-year period beginning July 1, 2017 and ending June 30, 2019 for a per annum amount of $11,250.00. Council needs to authorize the Town Manager to enter into the new Contract with the Roanoke County Commonwealth’s Attorney for said two-year period, retroactive to July 1, 2017 and approve the transfer of funds. Attachments Contract for Professional Legal Services Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 CONTRACT FOR PROFESSIONAL LEGAL SERVICES BE IT KNOWN THAT this agreement is entered into by and between the Town of Vinton, Virginia (hereinafter sometimes referred to as "Town") and Roanoke County Commonwealth’s Attorney (hereinafter sometimes referred to as "Counsel"). Counsel hereby agrees to furnish the following services: Representing the Town in the prosecution of criminal cases, including but not limited to traffic infractions, misdemeanors, civil and mental hearings, and preliminary hearings of felony cases, as well as cases in Juvenile and Domestic Relations Court, and in the Court of Appeals of Virginia on petitions for writ of error. Counsel will also act as a legal advisor on criminal issues for the local law enforcement (Town of Vinton Police Department). The scope of this contract does not include litigation or proceedings arising out of or involving tort or worker's compensation. These legal services are to be provided under the immediate supervision of the Roanoke County Commonwealth’s Attorney, Edwin Randolph Leach. In consideration of services described herein above, the Town hereby agrees to pay the Counsel $11,250 per annum to be used as follows: 1. Each of the six attorneys listed in Attachment A will receive a pay supplement of $67.00 per pay period. Based on 26 pay periods per year, this amounts to an annual supplement of $1,875 each (including the employer portion of FICA tax at $5.12 per pay period). 2. Any amounts remaining, due to turnover in the office, may be used by Counsel for other office expenses, related to Vinton cases. Upon execution of the contract, the Town should mail a check in the amount of $11,250 to the County of Roanoke, Finance Department, Attention Ms. Laurie Gearheart, PO Box 29800, Roanoke, VA 24018. At least semi-annually, Counsel will provide a summary of cases handled by Counsel, showing a breakdown of the cases handled on behalf of the Town of Vinton. The County of Roanoke will include the pay supplement on the County payroll checks for the attorneys listed on Attachment A. Any change in attorneys will require an amendment to Attachment A, which will need to be signed by the County Assistant Director of Finance, in order to ensure the payroll change is made. A copy of this amendment will be mailed to the Town of Vinton, Attention Mr. Barry Thompson, 311 South Pollard Street, Vinton, VA 24179. This contract is for a two year period only, commencing July 1, 2017 and ending on June 30, 2019. This contract may be renegotiated on a biennial basis. This contract should be renegotiated thirty days before the beginning of the new fiscal year in order to insure the continuation of the payroll supplement to the individual attorneys. All records, reports, documents and other material delivered or transmitted to Counsel by Town shall remain the property of Town, and shall be returned by Counsel to Town, at Counsel's 2 expense, at termination or expiration of this contract. All records, reports, documents, pleadings, exhibits or other material related to this contract and/or obtained or prepared by Counsel in connection with the performance of the services contracted for herein shall become the property of the Town, and shall, upon request, be returned by Counsel to Town, at termination or expiration of this contract. The Town and Counsel acknowledge and agree that the Department of Justice has the right to review all records, reports, worksheets or any other material of either party related to this contract. The Town and Counsel further agree that they or either of them will furnish to the Department of Justice, upon request, copies of any and all records, reports, worksheets, bills, statements or any other material of Counsel or Town related to this contract. Counsel agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran's Readjustment Assistance Act of 1974, Title IX of the Education Amendments of 1972, the Age Act of 1975, and counsel agrees to abide by the requirements of the Americans with Disabilities Act of 1990. Counsel agrees not to discriminate in its employment practices, and will render services under this contract without regard to race, color, religion, sex, national origin, veteran status, political affiliation, or disabilities. IN WITNESS WHEREOF, the parties have executed this Agreement as of this ________day of ________________. TOWN SIGNATURE : ____________________________ Title: Town Manager Barry W. Thompson COUNSEL SIGNATURE : ____________________________ Title: Town Attorney COUNSEL SIGNATURE : ____________________________ Title: Commonwealth’s Attorney ROANOKE COUNTY SIGNATURE : _____________________________ Title: Assistant Director of Finance 3 ATTACHMENT A The following attorneys will receive a supplement of $67.00 per pay period for work performed for the Town of Vinton, during their period of employment with the County of Roanoke, for the period of time beginning July 1, 2017 and ending June 30, 2019. Aaron T. Lavinder Brian T. Holohan Ashley E. Sweet Nathaniel Griffith Camille Turner Harvey Vacant – currently interviewing 4 AMENDMENT TO ATTACHMENT A Due to changes in personnel, the following individual will no longer receive a supplement of $67.00 per pay period, for providing services to the Town of Vinton: ___________________________________ ____________________________ Name of Attorney Effective date to stop supplement Due to changes in personnel, the following individual will begin to receive a supplement of $67.00 per pay period, for providing services to the Town of Vinton: ___________________________________ ____________________________ Name of Attorney Effective date to start supplement Submitted By: _________________________________ __________________ Edwin Randolph Leach Date Commonwealth’s Attorney Approved By: _________________________________ __________________ Laurie Gearheart Date Assistant Director of Finance RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, OCTOBER 3, 2017, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 311 S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, on June 25, 2015, the Town of Vinton entered into a Contract for Professional Legal Services with the Roanoke County Commonwealth’s Attorney for a two-year period which began on July 1, 2015 and ended on June 30, 2017; and WHEREAS, Staff has negotiated a new contract with the Commonwealth’s Attorney for a two-year period beginning July 1, 2017 and ending June 30, 2019; and WHEREAS, it is necessary that Council authorize the Town Manager to enter into the new Contract with the Roanoke County Commonwealth’s Attorney for said two-year period, retroactive to July 1, 2017; and WHEREAS, it is also necessary for Council to transfer funds from the Planning and Zoning Budget, Zoning Ordinances, to Legal Services, Commonwealth Attorney to cover the FY 2018 Contract amount of $11,250.00. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA, AS FOLLOWS: 1. The Contract for Professional Legal Services is hereby approved in a form substantially similar to the one presented to Council and approved by the Town Attorney, retroactive to July 1, 2017. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby approve the following budget entry: TRANSFER: EXPENSE: 200.8101.311 Zoning Ordinances $11,250.00 200.1207.303 Commonwealth Attorney $11,250.00 This Resolution adopted on motion made by Council Member _________________, seconded by Council Member __________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: ______ Susan N. Johnson, CMC, Town Clerk Meeting Date October 3, 2017 Department Administration Issue Briefing on Economic Development activities and upcoming transportation related grant applications. Summary Staff will provide a PowerPoint presentation to update Council on recent and ongoing Economic Development related activities. Staff will also brief Council on upcoming Resolutions to authorize the Town Manager to apply for the following VDOT related transportation related grants: Transportation Alternatives (TA); Highway Safety Improvement Program (HSIP); and Regional Surface Transportation Program (RSTP). Attachments None Recommendations No action required Town Council Agenda Summary What is EPA’s Brownfields Program? The U.S. Environmental Protection Agency’s (EPA) Brownfields Program is designed to empower states, communities, and other stakeholders to work together in a timely manner to prevent, assess, safely clean up, and sustainably reuse brownfields. EPA provides technical and financial assistance for brownfields activities through an approach based on four main goals: protecting human health and the environment, sustaining reuse, promoting partnerships, and strengthening the marketplace. Brownfields grants serve as the foundation of the Brownfields Program and support revitalization efforts by funding environmental assessment, cleanup, and job training activities. Thousands of properties have been assessed and cleaned up through the Brownfields Program, clearing the way for their reuse. What are the Four Grant Types? a Assessment grants provide funding for brownfields inventories, planning, environmental assessments, and community outreach. a Revolving Loan Fund grants provide funding to capitalize a revolving loan fund that provides loans and subgrants to carry out cleanup activities at brownfields. Salt Lake City, Utah (before) Salt Lake City, Utah (after) Im p o r t a n t : T h i s d o c u m e n t i s n o t d e s i g n e d a s a s u b s t i t u t e f o r t h e E P A P r o p o s a l G u i d e l i n e s f o r B r o w n f i e l d s A s s e s s m e n t , R e v o l v i n g L o a n F u n d , an d C l e a n u p G r a n t s d o c u m e n t l o c a t e d o n t h e B r o w n f i e l d s W e b s i t e a t : h t t p : / / w w w . e p a . g o v / b r o w n f i e l d s / a p p l i c a t . h t m EPA Brownfields Assessment Grants: Interested in Applying for Funding? Here’s what you need to know to get started... A brownfield is defined as: real property, the expansion, redevelopment, or reuse of which may be complicated by the presence or potential presence of a hazardous substance, pollutant, or contaminant. The 2002 Brownfields Law further defines the term to include a site that is: “contaminated by a controlled substance; contaminated by petroleum or a petroleum product excluded from the definition of ‘hazardous substance’; or mine-scarred land.” a Cleanup grants provide direct funding for cleanup activities at specific sites. a Job Training grants provide environmental training for residents of brownfields communities. What are Assessment Grants? Assessment grants provide funding for a grant recipient to: a Inventory Sites: Compile a listing a Characterize Sites: Identify past uses a Assess Sites: Determine existing contamination a Conduct Cleanup and Redevelopment Planning: Scope and plan process a Conduct Community Involvement: Inform and engage community For a Community-Wide Grant: a An applicant may apply for a community-wide assessment grant if a specific site has not been identified or if the assessment will address more than one site within the community. a Applicants electing to apply for up to $200,000 for a community-wide hazardous substance assessment grant are not eligible for a site-specific hazardous substance assessment grant in the same grant competition. Applicants applying for up to $200,000 for a community-wide petroleum or petroleum product assessment grant will not be eligible for a site-specific petroleum assessment grant. For a Site-Specific Grant: a A site-specific assessment grant must be applied for if the assessment is limited to one, and only one, site. A site-specific assessment grant application must be made if a waiver of the funding limitation is requested. a Applicants will not be allowed to substitute another site for a site-specific assessment grant where the subject site is determined to be ineligible. For the complete discussion of Brownfields Program grant funding, refer to the EPA Proposal Guidelines for Brownfields Assessment, Revolving Loan Fund, and Cleanup grants at: http://www.epa.gov/ brownfields/applicat.htm How Do I Apply for an Assessment Grant? Applicants submit a proposal for each grant type that they are applying for (i.e., assessment, revolving loan fund, and/or cleanup). Each proposal must address the selection criteria outlined in the guidelines. Grant proposals should be concise and well organized, and must provide the information requested in the guidelines. Applicants must demonstrate that they meet threshold criteria requirements and must respond to evaluation criteria. Factual information about your proposed project and community must be provided. Proposals must include: a Cover letter describing project a Applicant information a Applicable mandatory attachments (e.g., state letter) a Responses to evaluation criteria All applicants must refer to the Proposal Guidelines published by EPA. Who is Eligible to Apply for an Assessment Grant? Eligible entities include: state, local, and tribal governments, with the exception of certain Indian tribes in Alaska; general purpose units of local government, land clearance authorities, or other quasi-governmental entities; regional council or redevelopment agencies; or states or legislatures. Some properties are excluded from the definition of a brownfield unless EPA makes a site-specific funding determination that allows grant funds to be used at that site. Applicants may apply for both community-wide and site-specific assessment grants; however, an applicant is limited to submitting only ONE hazardous substance assessment grant proposal and ONE petroleum assessment proposal. Each eligible entity may submit no more than two assessment proposals. How Much Assessment Grant Funding is Available? a Up to $200,000 to assess a site contaminated by hazardous substances, pollutants, or contaminants (including hazardous substances co-mingled with petroleum). a Up to $200,000 to address a site contaminated by petroleum. a For site-specific proposals, applicants may seek a waiver of the $200,000 limit and request up to $350,000 for a site contaminated by hazardous substances, pollutants, or contaminants and up to $350,000 to assess a site contaminated by petroleum. Such waivers must be based on the anticipated level of hazardous substances, pollutants, or contaminants including hazardous substances comingled with petroleum) or petroleum at a single site. (Community-wide assessment grants are not eligible for assessment grant “waivers.”) a Total grant fund requests should not exceed a total of $400,000 unless such a waiver is requested. a Up to $1 Million for assessment coalitions. A coalition is made up of 3 or more eligible applicants that submits one grant proposal under the name of one of the coalition members who will be the grant recipient. How Long is the Assessment Period? The performance period for an assessment grant is three years. Where Do I Find the Proposal Guidelines? Electronic copies of the Proposal Guidelines can be obtained from the EPA brownfields Web site at: http://www.epa.gov/brownfields/applicat.htm Additional information on grant programs may be found at: www.grants.gov Is Pre-Application Assistance Available? If resources permit, EPA Regions may conduct open meetings with potential applicants. Check with your regional office for date and location information. Your regional Brownfields Program contacts can be found at: http://www.epa.gov/brownfields/corcntct.htm EPA can respond to questions from applicants about threshold criteria, including site eligibility and ownership. EPA staff can not meet with applicants to discuss draft proposals or provide assistance in responding to ranking criteria. What is the Evaluation/Selection Process? Brownfields grants are awarded on a competitive basis.Evaluation panels consisting of EPA staff and other federal agency representatives assess how well the proposals meet the threshold and ranking criteria outlined in the Proposal Guidelines for Brownfields Assessment, Revolving Loan Fund, and Cleanup grants. Final selections are made by EPA senior management after considering the ranking of proposals by the evaluation panels. Responses to threshold criteria are evaluated on a pass/fail basis. If the proposal does not meet the threshold criteria, the proposal will not be evaluated. In some circumstances, EPA may seek additional information. United States Solid Waste EPA-560-F-05-236 Environmental and Emergency August 2009 Protection Agency Response (5105T) www.epa.gov/brownfields/ Washington, D.C. 20460 Im p o r t a n t : T h i s d o c u m e n t i s n o t d e s i g n e d a s a s u b s t i t u t e f o r t h e E P A P r o p o s a l G u i d e l i n e s f o r B r o w n f i e l d s A s s e s s m e n t , R e v o l v i n g L o a n F u n d , an d C l e a n u p G r a n t s d o c u m e n t l o c a t e d o n t h e B r o w n f i e l d s W e b s i t e a t : ht t p : / / w w w . e p a . g o v / b r o w n f i e l d s / a p p l i c a t . h t m Meeting Date October 3, 2017 Department Administration Issue Briefing on the FY 2018 Community-Wide Brownfield’s Assessment Grant Summary The Town of Vinton has been working with Draper Aden Associates in anticipation of applying for an EPA Community-Wide Brownfields Assessment Grant for $300,000 this fall. As background, the purpose of this grant program is to evaluate unused or underused (a/k/a, brownfields) sites throughout the Town in need of revitalization, particularly the primary commercial corridors (Washington Avenue/Route 24, Virginia Avenue/Hardy Road, Walnut Avenue and Pollard Street), in hopes of kick-starting redevelopment of these areas. Successful grant applications include strong community involvement programs and input from multiple stakeholders. Staff has already held an initial public stakeholder meeting and hopes that the initial strategic planning group will continue a role with the Town as a Brownfields Redevelopment Advisory Group to steer the efforts under this program. Lori Kroll, with Draper Aden & Associates, will present a power-point presentation with more details about the program and be available for questions. Attachments EPA Brownfield’s Assessment Grant Flyer Recommendations No action required Town Council Agenda Summary 1 Meeting Date October 3, 2017 Department Human Resources Issue Briefing on proposed Resolution in support of a newly established Town Employee Safety Committee Summary It is the policy of the Town of Vinton to protect the safety and health of employees. Injury and illness losses from accidents are needless, costly, and preventable. Our organization has established a fundamental safety and health program that will help us prevent injury and illness due to hazards. Employee involvement at all levels is critical for success. An employee/management safety committee was established on July 20, 2017 to promote safety and health in the workplace. This safety committee will assist the Town in making recommendations for change. Management is accountable for the prevention of workplace injuries and illnesses. Management provides direction and full support to supervisors and employees regarding safety and health, job training, and hazard-elimination procedures. Management must be fully informed about safety and health issues throughout the organization in order to continually review the effectiveness of our safety and health program. Supervisors are directly responsible for supervising and training their workers in proper procedures, work practices, and safe methods. Supervisors must enforce company rules and take immediate corrective action to eliminate hazardous conditions and practices. They will not permit safety to sacrifice for any reason. In addition, they will be held accountable for all safety and health issues. Each employee, regardless of his or her position within the organization, is expected to cooperate in all aspects of the safety and health program, including these requirements: • Accidents must be reported immediately to your supervisor. Town Council Agenda Summary 2 • Required personal protective equipment must be worn by all employees. • Hazardous conditions or other safety and health concerns must be reported to your supervisor immediately. • Employees participate in safety committee activities and support safety committee membership. The safety committee consists of management and employee representatives who have an interest in safety and health at the Town of Vinton. The committee is responsible for making recommendations for improving safety and health in the workplace. It is accountable for defining problems and removing obstacles to accident prevention, identifying hazards and recommending corrective actions, helping identify employee safety training needs, and establishing accident-investigation procedures for our organization. Council will be asked to take action on the attached Proposed Resolution at their October 17, 2017 meeting. Attachments Proposed Resolution Recommendations No action required. 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 17, 2017 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, at the direction of the Town Manager and the Human Resources/Risk Management Director, a newly formed Town Employee Safety Committee was established on July 20, 2017; and WHEREAS, this Safety Committee is charged with providing a safe and healthy working environment for its employees in accordance with federal and state regulatory requirements; participating in the identification of and measurement of the risks facing the Town and community-at-large; responding to and assisting in the resolution of safety related inquiries and complaints from citizens and employees; assisting and responding to local, state and federal regulatory matters as they pertain to risk and safety issues and to develop risk and safety programs in response to federal and state regulatory mandates and/or Town insurance requests for correction; and WHEREAS, this Safety Committee is also charged with providing the Town’s Budget Team with annual requests for the repair and refurbishment of the Town’s buildings, equipment and/or property in accordance with the Town’s insurance loss prevention studies, Town Fire Department Inspections, and federal and/or state regulatory and compliance mandates; reviewing inspection reports and responding to recommendations, violations and fines as needed; providing risk and safety policy programming recommendations to Town Council for adoption; and assist in implementing the risk and safety policy programming as adopted by Town Council; and WHEREAS, the Human Resources/Risk Management Director shall have the responsibility of chairing the Town Employee Safety Committee, guiding the implementation of the Safety Program and communicating pertinent information to all departments with Safety Committee members undertaking such duties as may be required in the day-to-day operation of the safety program. NOW, THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON, VIRGINIA AS FOLLOWS: 1. That Council reaffirms the commitment of each Town Department and the universal goal of providing a safe and healthful working environment for all Town employees and the safety of the community-at-large; and 2. That Council hereby reaffirms the importance of the Town Employee Safety Committee and its charge of protecting the welfare and safety of its employees, citizens and visitors on behalf of the Town; and 2 3. That the Town of Vinton, through its management team, will endeavor to maintain a safe and healthful work place; will provide safe working equipment, necessary personal protection and, in the event of an injury, will provide the necessary first aid and medical services. This Resolution was 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 October 3, 2017 Department Administration Issue Briefing on the history and current structure of the Highway Safety Commission Summary The Town established the Highway Safety Commission in 1974 by Resolution No. 537 with nine initial members as a requirement to be eligible to participate in funds and grants available under the Highway Safety Act. Due to the initial requirement to have nine members, it has become difficult to have a quorum present to conduct business under the current structure of the Commission. At the request of the Town Manager, the Town Clerk has done some research with the assistance of the Roanoke Valley-Alleghany Regional Commission and will be sharing this information with Council at their meeting. Attachments Current Highway Safety Commission Membership List of Topics discussed at recent meetings Recommendations Based on the above findings, staff will be seeking Council’s direction on the future of the Highway Safety Commission. Town Council Agenda Summary HIGHWAY SAFETY COMMISSION Highway Safety Commission - The Commission consists of at least nine regular members. One of the regular members is a member of the Town Council. The Town Manager and others are ex-officio members of the Commission. Regular members must be property owners in the Town of Vinton. All members shall be qualified by knowledge and experience to make decisions on questions of highway safety. Commission is charged with preparing and submitting to the Town Council a work program for highway safety within the Town. Such program shall include, in addition to such matters as the need for and means to provide driver education, driver improvement courses for adult and out-of-school youths and identification of accident prone locations within the Town. Meeting Schedule - As needed/requested. Terms - Members serve three (3) year terms. Contact – Tom Foster, Police Chief, (540) 983-0617 APPOINTMENT EXPIRES ACTION HIGHWAY SAFETY COMMISSION TOPICS DISCUSSED AT SOME RECENT MEETINGS • Request from citizen to have separate traffic light sequences for traffic on Vinyard Road and Hardy Road at their intersection • Intersection of Jackson Street and Pollard Street • Request from Zachary Law, DDS, for removal of U-turn sign at the traffic signal with Clearview Drive • Request from citizen to place “No Parking” signs near intersection of East Madison and North Blair • Parking issues in the 800 block of South Pollard Street at Raleigh Avenue • Request to have panel placed on new sign at Jackson and Pollard to say Fire/EMS/Police • Request from citizen regarding crosswalks at the intersection of Washington and Pollard and Lee and Pollard • Request from citizen regarding ideas for road construction at Ruddell Road • Issues with U-turns on Virginia Avenue at PGF • Briefing by representatives from Anderson and Associates in regard to the traffic signal on W. Virginia Ave. at PFG • Briefing in regard to the “No left turn” concern at Walnut / 5th • First Street project • Visibility of traffic / turn lanes in the 1200 block of Hardy Rd • Hardy Road /Vinyard Road lane markings • Preston Road concerns • Left turn issue at Glade Street/Virginia Avenue Meeting Date October 3, 2017 Department Finance/Treasurer Issue 1. Finance Committee a. Financial Reports for June 2017 (unaudited), July 2017 and August 2017 b. Valley Metro Update Summary The Financial Reports for the periods ending June 30, 2017 (unaudited), July 31, 2017 and August 31, 2017 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on September 21, 2017 and will make a presentation to Council at their Regular Meeting. Attachments June 2017 Financial Report Summary (unaudited) July 2017 Financial Report Summary August 2017 Financial Report Summary Recommendations Motion to approve the June, July and August 2017 Financial Reports Town Council Agenda Summary 9/21/2017 8:36 AM Financial Report Summary Month Ending June 30, 2017 Revised Revenues 8,629,845 9,580,102 0 8,726,432 (853,670)91% Accrued Revenue 0 0 Total Adj. Revenues 8,629,845 9,580,102 0 8,726,432 (853,670)91% Expenditures 8,629,845 9,635,302 0 8,819,913 (815,389)92% Revenues 3,684,151 3,801,005 0 3,761,659 (39,346)99% Accrued Revenue 0 0 0 0 Total Adj. Revenues 3,684,151 3,801,005 0 3,761,659 (39,346)99% Expenditures 3,684,151 3,801,005 0 3,331,007 (469,998)88% Operating Expenditures 3,684,151 3,801,005 0 3,331,007 (469,998)88% Revenues 299,792 333,223 0 334,155 932 100% Expenditures 299,792 333,223 0 334,110 887 100% Revenues over/(under) Expenditures 0 0 45 Revenues 12,613,788 13,714,330 0 12,822,246 (892,084)93% Expenditures 12,613,788 13,769,530 0 12,485,030 (1,284,500)91% Revenues over/(under) Expenditures (55,200)0 337,216 9/21/2017 11:50 AM Financial Report Summary Month Ending July 31, 2017 Revised Revenues 8,563,152 76,394 546 546 (75,848)1% Accrued Revenue 0 0 0 Total Adj. Revenues 8,563,152 76,394 546 546 (75,848)1% Expenditures 8,563,152 648,825 422,002 422,002 (226,823)65% Revenues over/(under) Expenditures (572,430)(421,455)(421,455) Revenues 3,742,150 105,708 101,860 101,860 (3,848)96% Accrued Revenue 0 0 0 0 Total Adj. Revenues 3,742,150 105,708 101,860 101,860 (3,848)96% Expenditures 3,742,150 537,660 298,007 298,007 (239,653)55% Operating Expenditures 3,742,150 537,660 298,007 298,007 (239,653)55% Revenues over/(under) Expenditures (431,952)(196,148)(196,148) Revenues 428,042 35,656 36,167 36,167 511 101% Expenditures 428,042 27,781 13,754 13,754 (14,027)50% Revenues over/(under) Expenditures 7,875 22,413 22,413 Revenues 12,733,344 217,758 138,572 138,572 (79,186)64% Expenditures 12,733,344 1,214,265 733,763 733,763 (480,502)60% Revenues over/(under) Expenditures (996,507)(595,190)(595,190) 9/21/2017 2:12 PM Financial Report Summary Month Ending August 31, 2017 Revised Revenues 8,563,152 434,547 359,684 360,230 (74,317)83% Accrued Revenue 0 0 0 Total Adj. Revenues 8,563,152 434,547 359,684 360,230 (74,317)83% Expenditures 8,563,152 1,388,422 815,519 1,237,521 (150,901)89% Revenues over/(under) Expenditures (953,875)(455,835)(877,291) Revenues 3,742,150 584,242 513,728 615,587 31,345 105% Accrued Revenue 0 0 0 0 Total Adj. Revenues 3,742,150 584,242 513,728 615,587 31,345 105% Expenditures 3,742,150 788,352 234,321 532,328 (256,024)68% Operating Expenditures 3,742,150 788,352 234,321 532,328 (256,024)68% Revenues over/(under) Expenditures (204,110)279,407 83,259 Revenues 428,042 71,312 35,174 71,340 28 100% Expenditures 428,042 67,106 31,383 45,136 (21,970)67% Revenues over/(under) Expenditures 4,206 3,791 26,204 Revenues 12,733,344 1,090,101 908,586 1,047,157 (42,944)96% Expenditures 12,733,344 2,243,880 1,081,223 1,814,985 (428,895)81% Revenues over/(under) Expenditures (1,153,779)(172,637)(767,828)