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Home My WebLink About9/19/2017 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, September 19, 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 5, 2017 G. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Proclamation - Domestic Violence Awareness Month - Mayor 2. Report on the Vinton Volunteer First Aid Crew for August 2017– Chief Wayne Guffey 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 an Agreement with the Commonwealth of Virginia, Virginia Department of Transportation (VDOT) Office of Intermodal Planning and Investment (OIPI) for the Urban Development Areas (UDA) Tier 3 Planning Grant–Anita McMillan 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 Notice of Intent to Award Engineering Services to Hurt & Proffitt for the Glade Creek Greenway Phase 2 Project – Anita McMillan L. TOWN MANAGER M. REPORTS FROM COUNCIL COMMITTEES N. MAYOR O. COUNCIL P. CLOSED SESSION 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for discussion regarding the Highway Safety Commission. Q. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING R. ADJOURNMENT NEXT TOWN COUNCIL/COMMITTEE MEETINGS: September 21, 2017 - 3:00 p.m. – Finance Committee Meeting – TOV Conference Room October 3, 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 September 19, 2017 Department Town Clerk Issue Consider approval of the minutes of the Regular Council meeting of September 5, 2017 Summary None Attachments September 5, 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 5, 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 Janet Scheid MEMBERS ABSENT: Keith N. Liles STAFF PRESENT: Barry W. Thompson, Town Manager Susan N. Johnson, Executive Assistant/Town Clerk Pete Peters, Assistant Town Manager/Director of Economic Development Susan Waddell, Town Attorney Anne Cantrell, Treasurer/Finance Director Tom Foster, Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Director Karla Turman, Associate Planner/Code Enforcement Officer The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk Council Member McCarty, Council Member Scheid, Vice Mayor Hare and Council Member Liles was absent. Roll call After a Moment of Silence, Vice Mayor Hare led the Pledge of Allegiance to the U.S. Flag. Under upcoming community events, Council Member McCarty announced the following events: September 9-Mingle at the Market with Seven Mile Ford-Farmer’s Market and September 1-17-Enemy of the People-Star City Playhouse. We Treating and the Fall Festival. Chief Guffey announced a Rescue Squad open house on September 24th from 2:00 p.m. to 6:00 p.m. They Recruitment Month. Also, on September 22nd, Party In the Park with Fuzzy Logic Farmer’s Market. Council Member Scheid announced that the Town Picnic at the Twin Creeks Brewery on October 8th beginning at 4:00 p.m. 2 Council Member Scheid made a motion to approve the Consent Agenda as presen and carried by voting: Vote 4-0-1; Yeas (4) – Approved the minutes of the Regular The next item on the agenda was a Proclamation for National Preparedness Month. The Mayor commented that this is a matter that the Town takes very seriously. We have a Emergency Operation Plan, but it is also very important for all of the citizens to have plans for their family in the event of an emergency. The Town Manager commented that Preparedness Month and t "Disaster Don't Plan Ahead, You Can particularly for disabilities. There is a website, www.Ready.Gov/ Make-a-plan, where any family. We all need to be informed and know what disasters could affect us in our area. through a horrendous dealing with for years to come and we have another hurricane on the horizon in Florida. Part of a disaster plan will be how we would emergency alerts and warnings and where we would find shelter and the plans for evacuation. This past week we Operations Plan to make order and up-to-date and that we would be ready for any type of emergency that we might be face. The next item on the agenda was the consideration of public comments regarding the Vinyard Road, Tax Map Numbers 60.20-3-81.02 and 60.20-3- The Mayor opened the Public Hearing at 7:15 p.m. Karla Turman commented that the petitioner came to year concerning the opening of a flea market at the location and was Public Hearing opened 3 documents along with a business plan. The Planning Commission held a Public Hearing on August 3, 2017. There was one citizen in attendance who spoke in favor of the flea market and two spoke against it. Since the Public Hearing, another business owner in the Town has contacted their office and indicated the Special Use Permit. where the parking and vendor spaces located. With regard to concerns about trash and items being left in the parking lot overnight, he indicated that vendors have to bring their own set-up and when they leave it has to go with them. There will be no items left behind and he will be policing the lot for trash and other items. At the briefing before Council on August 15th, Council asked how much signage would be available Council with a copy of a signage inquiry and commented the based on this road frontage, it would max out at the permits on file are for a free- 96 square feet and 25 feet in height (the maximum is 100 square f square foot sign on the wall which is still there. He would be able to use both signs. make his presentation. Mr. Braxton g PowerPoint presentation in support of his request for the Special Use Permit. (A copy of the presentation is on file in the Town Clerk’s Office and will be made a part of the permanent record.) After his presentation, the 462 calls reported on the Roanoke City “Call for part of the agenda package. He indicated that he would be policing the areas and will also have off- duty officers on the premises during the time that the flea market is open. support of the Special Use Permit. Jim Hubbard, a 4 Vice Mayor Hare commented that there was no data to indicate what revenue a flea market would bring into the surrounding area other than for those who Manager responded that Mr. Braxton would have to have a business license an They would have to report their gross receipts to the Department of Taxation. We from the Town’s perspective, but the Department of Taxation does come in and audit them periodically. spaces would be leased out if someone wanted a space for just a day minimum. After further discussion, d lease for a month. Braxton responded he would not be able to make a profit. The lease is pretty expensive and he does not the price to and that is revenue he would have to report. With regard to the outside vendors, Vice Mayor Hare commented that they would be in the back and could not be seen from the road and responded that was correct. The Mayor asked about vendors and Mr. Braxton responded it would range from 90 to 120 spaces. He would the parking lot. Council Member Scheid asked how responded there would be 30 spots, but some vendors might choose to have more than one spot. With regard to the outside vendors, Manager commented they will not have a Tax ID or vendors who are paying for a lease will complete the Manager further commented that Mr. Braxton would have to report the income from the outside vendors would be charged a fee for a rental space. 5 Council Member Scheid asked Mr. Braxton if he would also be controlling and li that he would be doing walk-throughs along with the off-duty officers and the rules would the outside where they set up. Council Member Scheid asked Mr. Braxton if he had talke business for inside. Mr. Braxton responded that he had and s Downtown Vinton and are looking for a location. He also has a coffee shop that is but recently closed its location on Orange Avenue. presentation was excellent and that she appreciated Mr. Braxton’s service. However, she would have a hard time supporting the request because she feels that this generate significant local tax revenue and lend itself to complimentary businesses going in the area. Mr. Braxton next commented that he had spoken to the owner of the property who good can go in the building. However, the owner is currently losing money and they decided they would enter into a one-year contract. If something better approves the Special Use Permit they no commented that the Special Use Permit will belong to that property and it does not expire. The Mayor commented that he received a call from a citizen whose property backs up to this property and outdoor activities. He is concerned about what it is going to do to his property value if he tries to sell and their backyard”. The Mayor commented that he had some concerns along those lines as well. The Mayor next commented that he appreciated Mr. Braxton’s presentation. However, received from staff pointed out that we have very few sites in the Town that can be developed and he felt that this site was business. He was also concerned that the more successful this business became the more negative impact it would have on the surrounding businesses. 6 The Mayor further commented on the road being very busy and in particular on Saturdays there have been litter issues in that area. He felt that even with Mr. Braxton’s best intentions that this type of business would contribute to noise and litter. The increase in traffic would also issues and the work load for supporting this business at that location. speak he would need to come up to the microphone and give his name and address. come to the podium; however, Jim Hubbard came to the podium and asked what type of business the Town was looking at putting in that location. The Mayor responded that was a legitimate question and any type of business wo traffic; however, the traffic business, especially at the set- in the morning would affect the neighborhood close by and he was not sure would be spread out throughout the week and would not be quite as congested. Council Member McCarty commented that she agreed with comments due to her relationship with the owners of the adjoining properties. Vice Mayor Hare asked if she was abstaining from voting and Council Member McCarty responded no. Vice Mayor Hare commented experience while living in Columbus, Ohio that when certain commercial areas were starting to go down, it seemed like they ended up turning into a flea market and those areas never came back up or lifted the area up. believes in the free market, but also wants the types of businesses that will lift up the entire community. It have a flea market, but he could not see this being congru Vinton. Based on what has been presented and the experience he has had, he could not support it. was closed at 8:05 p.m. Public Hearing closed 7 Vice Mayor Hare made a motion to adopt the Ordinance as presented; by Council Member Scheid following roll call vote, with all members voting: Vote 0-4-1; Yeas (0) – None; Nays (4) – McCarty, Scheid, Hare, Grose; Absent (1) - Liles. Special Use Permit (SUP) to operate 60.20-3-81.02 and 60.20-3-81.03, zoned GB General Business District The next item on the agenda was to consider Manager to execute an Amendment to the Extra- Roanoke, County of Roanoke, Town of Vinton and City of Salem. Chief Foster commented that the Roanoke County Board of Supervisors has already approved this Agreement. This Amendment relates to a record-keeping item with regard to the RACJIN system which they no longer use. The Town approved the Agreement as to form and the legality what was already in force. Vice Mayor Hare Resolution as presented; the motion was seconded by Council Member McCarty following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. execute an Amendment to the Extra- Territorial Arrest Agreement between Roanoke, Town of Vinton and City of Salem The Town Manager commented that Norfolk Southern will be doing maintenance and the 8th Street Crossing on September 8th. Vice Mayor Hare asked if some signage could be put up responded that he would check with them and that it would be for just the one day. The Mayor commented on the community August 19th at Southampton Apartments Under comments by Council: Council Member McCarty commented that the War Memorial has been nominated for the Awards under Not-for-Profit Arts and Culture. Pete Peters commented that there are a number of announced at the Banquet on October 5th and there is space reserved for each Council Member if 8 McCarty commented it will be from 6:00 p.m. to 9:00 p.m. at the Hotel Roanoke. Council Member Scheid expressed appreciation to Debb the last meeting he saw that Chief Oakes spoke to Council about scheduling a follow-up meeting. The him last week, but has not heard back from him. Vice Mayor Hare next commented that he thought momentum. any discussion on 21st. Their Public Hearing is in October, but we will 18th. Vice Mayor Hare next made commen the recent hurricane in Texas and the one pending in Florida, how and he hoped that it would not be temporary. The next item on the agenda was the request to convene in Closed Meeting, pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for the annual evaluation of the Town Manager. Council Member Scheid made a motion to convene Vice Mayor Hare with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - Liles. Council went into Closed Session at 8:30 p.m. the Certification that the Closed Meeting was held in approved on motion by Vice Mayor Hare; seconded by Council Member Scheid following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Nays (0) – None; Absent (1) - Liles. Certification of Closed Meeting Vice Mayor Hare made a motion to adjourn the Member Scheid carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – McCarty, Scheid, Hare, Grose; Nays (0) – None; Absent (1) - 9 APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ______________________________ Susan N. Johnson, CMC, Town Clerk Meeting Date September 19, 2017 Department Administration Issue Proclamation – Domestic Violence Awareness Month Summary We received a request on behalf of the Family Violence Coordinating Council to participate in this year’s annual domestic violence awareness walk, “A Walk in Their Shoes”. Traditionally, this has been heavily attended by City of Roanoke officials and law enforcement. As this is their 10th annual event, they are hoping to bring a larger presence to be inclusive of all jurisdictions in the Roanoke Valley. They have requested the Town and the other five city and county officials to present a joint proclamation at their event declaring October as Domestic Violence Awareness Month for the entire Roanoke Valley. They are asking Mayor Lea to lead the proclamation and invite all jurisdictions to present alongside of him at the event. The sample Proclamation and flier for the event are attached. Attachment Sample Proclamation Flier Recommendations Consensus to participate in Proclamation Town Council Agenda Summary PROCLAMATION ROANOKE VALLEY DOMESTIC VIOLENCE AWARENESS MONTH, 2017 WHEREAS, domestic violence can affect anyone regardless of age, ability, sex, sexual orientation, gender identity, circumstance, or race; WHEREAS, the crime of domestic violence violates the privacy, dignity, security, and humanity of an individual due to physical, emotional, sexual, psychological and economic control and/or abuse; WHEREAS, many victims are ashamed to seek help, thus continuing to suffer in silence through years of terrifying and dangerous abuse; WHEREAS, children often witness domestic violence, while feeling helpless to stop the abuse of the victim; WHEREAS, domestic violence can change from day to day, but seldom changes for the better unless someone intervenes; and WHEREAS, the Family Violence Coordinating Council continuously works in conjunction with numerous jurisdictions of the Roanoke Valley and service providers to educate the public about domestic violence and the services available. NOW, THEREFORE, WE, on behalf of the entire Roanoke Valley, in recognition of the important work of domestic violence programs, in support of domestic violence survivors, and in memory of victims who lost their lives to domestic violence, do hereby proclaim October 2017, throughout the entire Roanoke Valley, as DOMESTIC VIOLENCE AWARENESS MONTH. Given under our hands and the Seals of the City of Roanoke, Roanoke County, Town of Vinton, Salem City, Craig County, and Botetourt County this thirteenth day of October in the year of two thousand seventeen. Mayor, City of Roanoke Mayor, Salem City Chairman, Roanoke County Board of Supervisors County Administrator, Craig County A Walk in Their ShoesTHE 10TH ANNUAL FRIDAYOCTOBER 13, 2017AT 12:00 PMWELLS FARGO PLAZA DOWNTOWN ROANOKE H E L P R A I S E A W A R E N E S S A B O U T J o i n t h e F a m i l y V i o l e n c e C o o r d i n a t i n g C o u n c i l t o D O M E S T I C V I O L E N C E I N O U R C O M M U N I T Y b y w a l k i n g i n s o l i d a r i t y w i t h s u r v i v o r s , a d v o c a t e s , a n d v i c t i m s f a m i l i e s . T h e e v e n t w i l l a l s o i n c l u d e a s u r v i v o r s t o r y , a n h o n o r a n d r e m e m b r a n c e c e r e m o n y f o r t h e l i v e s o f t h o s e l o s t t o d o m e s t i c v i o l e n c e , a n d a c o m m u n i t y r e s o u r c e f a i r . E v e r y o n e i s w e l c o m e t o a t t e n d a n d s h o w t h e i r s u p p o r t b y w e a r i n g p u r p l e . T -s h i r t s a v a i l a b l e f o r p u r c h a s e . Fo r m o r e i nf or m a t i on , p l e a s e c o nta ct th e F am il y Vio l e n c e Co or d i na t i ng C o u nc i l (54 0 ) 9 85 -0 131, x 50 3 o r v i s it o u r w e b s i t e w w w .f v c c roa n o ke .o r g W W W .F V C C R O A N O K E .O R G Meeting Date September 19, 2017 Department Vinton Volunteer First Aid Crew Issue Report on the Vinton Volunteer First Aid Crew for August 2017 Summary Chief Wayne Guffey will be present to give this report to Council. Attachments August 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 August 2017 Report  Volunteer Truck hours was 457 of 468 possible hours for 98 %  We had a unit in service 100% of the volunteer time  210 Total calls o 93 career hour calls Monday thru Friday 0600-1800 o 117 Volunteer hours calls Night, weekend.  Medic truck marked up 92% and a BLS Unit 8%  Responded to 96 out of 117 calls doing volunteer hours 82%  Handled 92 out of 117 calls doing volunteer hours 78% o Out of the 25 calls career handled 20 were 2nd emergency calls  Fractile Response time was 9.22  1916 man hours for the month of August  Total of 133 transports o Career 84 o Volunteer 49  50 new members as of now o 27 EMTS o 1 advanced EMT o 13 Medics o 8 In Training o 1 Driver Only  EMS Academy being formed to begin next year.  Reminder of the open house September 24th 2-6 PM Wayne Guffey Chief Vinton First Aid Crew 46 6 42 8 46 1 46 2 46 2 44 1 48 9 45 7 48 0 43 2 46 8 48 0 46 8 45 6 49 2 46 8 97 99 98 96 99 97 99 98 0 100 200 300 400 500 600 JAN FEB MAR APR MAY JUNE JULY AUG 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 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 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 BLS 17 11 22 19 13 17 11 8 ALS/BLS percentage of truck mark up- ALS is perfereed 83 89 78 81 87 83 89 92 17 11 22 19 13 17 11 8 0 10 20 30 40 50 60 70 80 90 100 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct ALS BLS JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Calls Dispatched 108 118 119 138 147 136 98 117 Calls Responded 73 92 95 110 114 113 83 96 JAN FEB MAR APR MAY JUNE JULY AUG Calls Dispatched 108 118 119 138 147 136 98 117 Calls Responded 73 92 95 110 114 113 83 96 108 118 119 138 147 136 98 117 73 92 95 110 114 113 83 96 0 20 40 60 80 100 120 140 160 Ax i s T i t l e Calls Dispatched that the crew responded too 118 119 138 147 136 98 117 92 92 101 108 108 79 92 0 20 40 60 80 100 120 140 160 FEB MAR APR MAY JUNE JULY AUG Calls Dispatched Calls Handled Calls that were disptached that the volunteer crew handled 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 8.94 8.73 9.06 8.17 8.47 8.67 9.49 9.22 0 0 0 0 0 1 2 3 4 5 6 7 8 9 10 JAN FEB MAR APR MAY JUN JULY AUG SEP Oct Nov Dec Fractile Response Goal is under 12 minutes JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Man Hours 1840 1979 1975 2259 2074 1976 2185 1916 1840 1979 1975 2259 2074 1976 2185 1916 0 500 1000 1500 2000 2500 JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Man Hours Man Hours JAN FEB MAR APR MAY JUNE JULY AUG SEP Oct Nov Dec Career 86 76 51 75 81 94 79 84 Volunteer 48 50 80 61 62 58 51 49 Total 134 126 131 136 143 152 130 133 0 0 0 0 86 76 51 75 81 94 79 84 48 50 80 61 62 58 51 49 134 126 131 136 143 152 130 133 0 20 40 60 80 100 120 140 160 JAN FEB MAR APR MAY JUNE JULY AUG Transports Career Volunteer Total Meeting Date September 19, 2017 Department Planning and Zoning Issue Consider adoption of a Resolution authorizing the Town Manager to execute an Agreement with the Commonwealth of Virginia, Virginia Department of Transportation (VDOT) Office of Intermodal Planning and Investment (OIPI) for the Urban Development Areas (UDA) Tier 3 Planning Grant. Summary On August 15, 2017 of the Town Council meeting, staff was authorized to submit an application for the VDOT OIPI Tier 3 Grant to support planning for and adopting revisions to the zoning and subdivision codes of the Town of Vinton. The planning consultant assistance grant in the amount of $65,000.00 was submitted on August 16, 2017. The Vinton Planning Commission was briefed on the grant application at their meeting on August 3, 2017. On August 30, 2017, OIPI awarded the Town the requested grant. An agreement between OIPI and the Town has to be executed. The agreement contains a list of tasks to be completed by the Town by October 1, 2018. Both the Planning Commission and Town Council have been made aware of and understand the purpose of the planning consultant’s assistance and that one member of the Vinton Town Council and one member of the Vinton Planning Commission will be appointed to serve on the Town’s Planning Grant Steering Committee. Attachments UDA Grant Award Letter Agreement between OIPI and Town of Vinton Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary NICK DONOHUE Director OFFICE OF INTERMODAL PLANNING AND INVESTMENT 600 E. Main Street, Suite 2120 Richmond, VA 23219-2416 (804) 786 8032 FAX (804) 786-6683 August 30, 2017 Anita J. McMillan Planning and Zoning Director Town of Vinton 311 S. Pollard Street Vinton, VA 24179 CC: Barry W. Thompson, Town Manager CC: Nick Donohue, Virginia Deputy Secretary of Transportation and OIPI Director Phillip Baker, AECOM Deanna Rhodeside, Rhodeside and Harwell Ms. Anita McMillan, The Office of Intermodal Planning and Investment and the UDA grant program review committee, consisting of DRPT and VDOT representatives, is pleased notify you that the Town of Vinton’s grant application has been approved at the level of funding requested. You are now eligible to receive up to $65,000 in direct on-call consultant support from OIPI. Given the needs and circumstances in Vinton, VA, the UDA committee would like you to work with prime consultant AECOM and sub-consultant Rhodeside and Harwell to complete this Urban Development Area work. Contact information for the Project Managers for this work is below. They will be reaching out to you shortly to begin the process of scoping to your exact specifications and needs. We advise that you spend 1-3 weeks scoping this work within the budget max set by the tier 3 award. The UDA committee then asks that you and the consultant submit a final scope of work so that the selection committee can review for consistency with your application. OIPI also asks that you return the attached agreement ensuring your intent and ability to adopt the UDAs identified throughout this planning process. Once this final scope review is complete and the agreement is signed, we will issue a notice to proceed and work can begin! Phillip Baker, P.E. Senior Project Planner/Engineer 703.340.3093 phillip.baker@aecom.com Deana Rhodeside, PH.D. Director (703) 683-7447 deanar@rhodeside-harwell.com 1 CONSULTANT SUPPORT TO FACILITATE DESIGNATION OF URBAN DEVELOPMENT AREAS AND APPROPRIATE ORDINANCES This Agreement, made this________ day of _________ in the year two thousand and ____________, by and between the Commonwealth of Virginia, Office of Intermodal Planning and Investment, hereinafter called the Office, and the ______of __________________, hereinafter called the________ (County/City/Town). The goal of this initiative is to provide technical assistance in the form of direct on-call consultant support to assist local governments in one or more of the following: plan for and designate at least one urban/village development area in their comprehensive plan, revise as appropriate applicable land use ordinances (including appropriate zoning classifications and subdivision ordinances) to incorporate the principles of traditional neighborhood design (see §15.2-2223.1 of the Code of Virginia), assist with public participation processes, and other related tasks. The ________ (County/City/Town) has expressed a need to utilize these consultant services for technical assistance to facilitate the designation of urban/village development areas for higher density compact mixed use development and revision to applicable land use ordinances. The Office agrees to provide funding not to exceed $ 65,000.00 for consultant services to provide technical assistance and the _______ (County/City/Town) agrees to complete the following: 1. Analyze future growth patterns 2. Create a public involvement process 3. Adopt an amendment to the Comprehensive Plan to designate (or modify and update) at least one area as an urban/village development area, in accordance with §15.2-2223.1 of the Code of Virginia, to accommodate higher density compact mixed use development. 4. Adopt amendments to the zoning ordinance as necessary to create at least one district classification and the associated subdivision ordinance that will allow development according to the principles of traditional neighborhood design. Copies of all applicable documents shall be provided to the Office. The ________ (County/City/Town) will work cooperatively with the Office on the above effort and make available to the Office copies of all associated timelines/schedules. The Office agrees to begin the planning process via the planning consultant immediately upon approval of this Agreement to initiate the use of these funds, and to schedule the completion of all work related to these funds by October 1, 2018. The _________ (County/City/Town) will provide a progress report on the work outlined above to the Office on a bi-monthly basis, to begin after the execution of this Agreement. 2 The progress report shall contain the status and expenditures for each of the tasks in the Scope of Work. The _______ (County/City/Town) agrees to provide the Office a final summary of the use of these funds and an accomplishment report upon the completion of the project. If the said urban/village development area is not adopted in the _____________’s (County/City/Town) comprehensive plan within one year of study completion, and appropriate applicable land use ordinances (including appropriate zoning classifications and subdivision ordinances) not revised also within one year of study completion, the ___________ (County/City/Town) agrees to repay the planning grant in full to the Office within one year of that deadline (ie. within two years of study completion). The Chief Administrative Officer for the _________ (County/City/Town) has reviewed this Agreement with the Chairmen of the Governing Body and the Planning Commission and received their support to participate in this Agreement. The Governing Body and the Planning Commission shall each appoint one member of their respective group to serve on a planning grant steering committee to oversee the above effort. EXECUTION: The parties have caused the Agreement to be duly executed intending to be bound thereby. ________ (County/City/Town) of _________________________ ____________________________________ Date: _____________________ Commonwealth of Virginia Office of Intermodal Planning and Investment ____________________________________ Date: _____________________ 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 19, 2017, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA OFFICE OF INTERMODAL PLANNING AND INVESTMENT (OIPI) CONSULTANT SUPPORT TO FACILITATE DESIGNATION OF URBAN DEVELOPMENT AREAS (UDA) AGREEMENT A RESOLUTION authorizing the Town Manager for and on behalf of the Town of Vinton, to execute an Agreement with the Commonwealth of Virginia, Office of Intermodal Planning and Investment (OIPI), for OIPI to provide consultant assistance to support planning for and adopting revisions to the zoning and subdivision codes of the designated Urban Development Areas (UDA), as well as to appoint one member of the Vinton Town Council to serve on a Planning Grant Steering Committee. WHEREAS, on August 3, and August 15, 2017, respectively, the Planning Commission and Town Council were informed that VDOT OIPI Tier 3 technical assistance grants would be available through August 31, 2017, to help localities planning for and adopting revisions to the zoning and subdivision codes; and WHEREAS, on August 16, 2017, the OIPI technical assistance grant application requesting funds in the amount of $65,000.00 was submitted; and WHEREAS, on August 30, 2017, the OIPI approved and obligated the grant fund requested in the amount of $65,000.00 to provide the Town of Vinton with consultant services to provide technical assistance support for planning and adopting revisions to the zoning and subdivision codes; and WHEREAS, the said grant requires the Town Manager to review the Agreement with the Governing Body/Town Council and the Planning Commission and receive their support to participate in this Agreement; and WHEREAS, the Town Council and the Planning Commission shall each appoint a minimum of one member of their respective group to serve on a Planning Grant Steering Committee to oversee the planning process to adopt revisions to the zoning ordinance as necessary to support and incorporate the principles of traditional neighborhood design; and WHEREAS, the Vinton Town Council needs to authorize the Town Manager to execute the Agreement for the Project. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to execute said Agreement as presented to Council and any other necessary documents. 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 September 19, 2017 Department Planning and Zoning Issue Briefing on the Notice of Intent to Award Engineering Services to Hurt & Proffitt for the Glade Creek Greenway Phase 2 Project. Summary The estimated total project cost for Glade Creek Greenway Phase II is $552,060.00. The Project is funded by Virginia Department of Transportation (VDOT) Map-21 Transportation Alternative Program and Local Matching funds. The Project will be governed and administered under the Locally Administered Projects (LAP) Manual. The proposed greenway consists of a 10-foot wide, paved, off-road, ADA-accessible, bicycle/pedestrian trail. The project will include 3,060 linear feet of trail, a trailhead at Gus Nicks Boulevard, and a crossing under the Norfolk Southern Railroad trestle with an overhead protection shelter. Glade Creek Greenway is envisioned to run from Tinker Creek Greenway to Vinyard Park and eventually connect to the Blue Ridge Parkway. Request for Proposal to provide engineering services was issued on June 5, 2017, with a due date of July 12, 2017. The Town received four proposals. The four RFPs were reviewed and scored by the members of the Engineering Services Selection Committee (Anita McMillan, Pete Peters, Bo Herndon, Liz Belched, Arthur LaRoche, and Brandon Gann – as non-voting member). On August 8, 2017, the Selection Committee interviewed the four firms and a follow-up meeting was held on August 11, 2017, to discuss the strengths and weaknesses of each firm, which included the firms’ technical presentations. Staff called and spoke with the listed references as submitted by the two top-ranked firms on August 10th, August 11th, and August 14th. The Selection Committee was briefed regarding the reference checks; and a Notice of Intent to Award has been issued to Hurt & Proffitt on August 16, 2017. Staff is currently reviewing the Scope of Services and fees submitted by Hurt & Proffitt. Recommendations No action required. Town Council Agenda Summary Meeting Date September 19, 2017 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) (1) of the 1950 Code of Virginia, as amended, for discussion regarding the Highway Safety Commission. Summary None Attachments Certification of Closed Meeting Recommendations No action required Town Council Agenda Summary AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 19, 2017 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by ____________________ and seconded by ___________________ with all in favor. ___________________________________ Clerk of Council