HomeMy WebLinkAbout4/16/2013 - Regular1
Vinton Town Council
Council in the Neighborhood Meeting
Craig Avenue Recreation Center
900 Chestnut Street
Tuesday, April 16, 2013
AGENDA
Consideration of:
A. 6:30 p.m. - CONDUCT NEIGHBORHOOD MEETING
B. 7:15 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
E. CONSENT AGENDA
1. Consider approval of minutes for Special Budget Work Sessions of March
28 and March 29, 2013.
F. AWARDS, RECOGNITIONS, PRESENTATIONS
1. Officer of the Month for March 2013 - Officer Daniel King
2. Proclamation for Arbor Day
3. Proclamation for National Volunteer Week
4. Proclamation for National Public Safety Telecommunicators Week
5. Acceptance of the AVA Digital Award, 2013 Gold Winner, for the Town’s
website
G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments
and questions for issues not listed on the agenda.
Bradley E. Grose, Mayor
William “Wes” Nance, Vice Mayor
I. Douglas Adams, Jr., Council Member
Robert R. Altice, Council Member
Matthew S. Hare, Council Member
Vinton Municipal Building
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
H. TOWN ATTORNEY
I. TOWN MANAGER
ITEMS REQUIRING ACTION
1. Consider adoption of a Resolution approving the 2013-2014 operating
budget for the Roanoke Valley Regional Cable Television Committee.
2. Consider adoption of a Resolution approving the 2013-2014 operating
budget of the Roanoke Valley Resource Authority.
3. Consider adoption of a Resolution authorizing the Town Manager to execute
an Extraterritorial Arrest Agreement between the Town of Vinton, Roanoke
County, Roanoke City and the City of Salem.
BRIEFIINGS
1. Informational briefing for the purchase of a 250/300 KW Mobile Diesel
Generator.
J. MAYOR
1. Consider nominations for the 2013 VML Policy Committees
K. COUNCIL
1. Financial Report for February 2013
L. ADJOURNMENT
M. WORK SESSION
1. Town Manager
a. Operating Budget
b. Building and Grounds
2. Town Council
a. Operating Budget
b. Community Contributions
c. Joint Local Government Services
3. CIP continuation
NEXT TOWN COUNCIL MEETINGS AND COMMITTEE MEETINGS: NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable
efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in
order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to
the meeting date so that proper arrangements may be made.
3
UPCOMING COMMUNITY MEETING:
• April 18, 2013 – 7:00 p.m. – Roanoke County Library Design First Public
Meeting – Vinton War Memorial
NEXT COMMITTEE/TOWN COUNCIL MEETINGS:
• April 30, 2013 – 6:00 p.m. – Special Council Meeting – Council Chambers
• May 7, 2013 – 6:00 p.m. – Budget Work Session followed by Regular Meeting
at 7:00 p.m. – Council Chambers
Meeting Date
April 16, 2013
Department
Town Clerk
Issue
Consider approval of minutes for Special Budget Work Sessions of March 28 and March 29,
2013.
Summary
None
Attachments
March 28, 2013 minutes
March 29, 2013 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
1
MINUTES OF A SPECIAL WORK SESSION OF VINTON TOWN COUNCIL HELD AT 2:30
P.M. ON THURSDAY, MARCH 28, 2013, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
MEMBERS PRESENT: Bradley E. Grose, Mayor
William W. Nance, Vice Mayor
I. Douglas Adams, Jr.
Matthew S. Hare
MEMBERS ABSENT: Robert R. Altice
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Susan N. Johnson, Town Clerk
Ryan Spitzer, Assistant to the Town Manager
Barry Thompson, Finance Director/Treasurer
Lijah Robinson, Accounting Manager
Anita McMillan, Planning & Zoning Director
Chris Linkous, Fire & EMS Captain
Chad Helms, Lieutenant, Fire
Ben Cook, Police Chief
April Alterio, Administrative Services, Police
Mary Beth Layman, Special Programs Director
Kevin Kipp, War Memorial Facilities Manager
The Mayor called the work session to order at 2:30 p.m. to
hear budget presentations by the Town Manager and Town
staff.
The Town Manager began with an overview of the
recommended FY2014 budget stating the priorities are to
maintain core services, develop funding for a five-year capital
improvement program, maintain competitive employee benefits
and compensation and maintain focus on Economic
Development and implementation of Downtown Revitalization
Initiative. The total recommended budget is $10,983,016 which
is represented by $7,875,961 in the General Fund and
$3,107,055 in the Water and Sewer Fund. The total in the
Water and Sewer Fund does not include the debt that the
Town needs to incur to fund the project with the Water
Authority.
Under General Fund revenues, there is a proposed cigarette
tax increase of $0.15 per pack for a total tax of $0.35 per pack.
This new revenue source, if approved, would be designated for
capital investment, not for operating expenses. The Town
Manager made brief comments on the breakdown of other
general fund revenue sources. Mr. Hare asked about the
increase in the Categorical Aid category and the response was
that includes $250,000 for the grant.
2
For General Fund budget highlights, the operating fund in the
budget has only increased by approximately 0.8%. The other
increases shown other than the CDBG Grant funds is $159,000
in anticipated revenue from the proposed cigarette tax increase
and $68,738 of new forecasted revenue from meals and sales
taxes.
The Town Manager commented that we have included
$194,230 to fund some capital items and an increase in the
funds for milling and paving to $273,835. An increase in
electricity and fuel has been included as well as an increase in
contributions to the Volunteer Fire & EMS. Also included is the
contribution for the land purchase for the library, the
Community/Organization Contributions and Joint Local
Government Services and an operating contingency fund.
Personnel costs shows a health insurance premium increase of
9.76% which additional cost will be passed onto the
employees. The Town Manager would like to have some
discussion to evaluate and consider a merit bonus or cost of
living adjustment for the upcoming budget year. Funds for
employee professional development and tuition reimbursement
have been maintained and/or increased. A new VRS hybrid
plan for all new, non-vested employees will be implemented on
January 1, 2014 and in 2014 the Town will have a new rate
adjustment for the VRS plan. The Town Manager made brief
comments on the CIP which will be reviewed in detail at a later
work session.
The Utility Fund is proposed at $3,107,055 which, again, does
not include the Town’s portion of the debt for the Water
Authority wastewater plant upgrade. It was noted that a
$500,000 transfer was made to clean up some CIP money and
makes the budget show a 13.71% decrease. This was an
accounting transfer and the actual budget is only being
increased by $6,540. This does not reflect the needed rate
increase to fund the upcoming debt. The proposed budget
does provide for an increase in inflow and infiltration funds to
$60,000 and an operating contingency of $48,352. The rate
study along with a revision of the capital improvement projects
for consideration as part of the proposed rate structure will be
brought back to Council at the April 2nd meeting.
The Town Manager then commented on the remainder of the
budget schedule and scheduling an additional work session for
April 30th to finalize the water/sewer rate proposal and other
debt options to fund additional capital improvement projects.
The next presentation was by Anita McMillan on behalf of
the Planning & Zoning Department. She began by showing
pictures of their office renovations and thanking Council for
3
providing the funding in this year’s budget. It has created a
more professional and safer work environment.
The key department goals relate to continued involvement
regarding new changes in Stormwater Management, an
update of the Town’s Comprehensive Plan and Zoning
Ordinance and continued work regarding the Community
Rating System program requirements.
In relation to the Stormwater Management program, our
current stormwater ordinance will have to be updated and
Council will be briefed in several work sessions on the new
changes and how we will fund this new requirement.
Regarding the update of the Comprehensive Plan and the
Zoning Ordinance, Ms. McMillan has tasked her staff to keep
track of any changes to the State Code that will affect our
Town Code.
Regarding the Community Rating System, in October of this
year, all flood insurance holders will have a 25% increase in
their insurance premiums because of all the natural disasters.
There are approximately 58 flood insurance holders in
Vinton. If the Town could qualify at Level 9 instead of Level
10, that would be a 10% reduction in the premium.
Budget highlights reflected an increase of $500 to maintain
professional certifications for staff; an increase of $500 for
BZA and Planning Commission members to attend
workshops and training; and the Town’s $35,000 match if the
VDOT Revenue Sharing funding is approved for the Glade
Creek Greenway. VDOT has expressed confidence that we
will receive the funding, but we will not know for sure until
June.
In further discussion regarding the Community Rating
System, Council had decided several months ago not to
proceed with submitting the application, but now that the
insurance is going up 25%, there may be an opportunity to
help several large businesses in the Town that will be
impacted. Mr. Hare asked if we could ask these businesses
to help with the funding needed to submit the application and
the response was yes.
There was further discussion and comments regarding the
Stormwater Management program and the Town Manager
indicated that Council will be briefed in more detail at an
upcoming work session.
The next presentation was by Chris Linkous on behalf of
the Fire/EMS Department. He began with key department
goals of continuing to work toward a 24-hour fire truck and
4
working with Public Works to improve the water system by
adding new hydrants to Lindenwood Subdivision and
upgrading water system up Hardy Road and around By-Pass
Road to improve water flow. Vice Mayor Nance asked if this
was a fire hydrant issue or a flow issue and the response was a
flow issue. The last goal is to continue evaluating major
equipment based on current needs to maximize the efficiency
and effectiveness. The Mayor asked about the life of the new
vehicles we have and the Town Manager responded that the
County works off of a seven-year cycle when planning the
lifespan of an ambulance. However, we have been able to get
longer service from our vehicles.
Mr. Linkous then commented on significant budget highlights
relating to decreases in contract, electrical, heating and
telephone services. The decrease in electrical and heating is
due in part to the new chiller which should be more energy
efficient and the telephone services decrease accounts for the
County picking up the cost for the Air Card for the Wagon’s
MDT. Mr. Adams asked when the MDT will be moving over to
the EMS vehicles and the response was the County has a
plan, but not sure when it will be implemented.
The only increase relates to gas, oil, grease and antifreeze due
to increased use of diesel fuel especially in the medic truck.
Vice Mayor Nance asked about the items listed in the CIP for
the Fire Department and Mr. Linkous made brief comments.
Mr. Adams commented he was disappointed there was no
reference to any key goals for the EMS side of the department.
He questioned how would we justify going to a 24-hour fire
truck without seeing details of the types of calls, responses and
who was assisted and would like to start seeing a history of the
calls. Mr. Linkous responded that the County is now giving
them a monthly report on response times and other details
which will be furnished to Council. The first report will cover
December through February.
The next presentation was given by Ben Cook on behalf
of the Police Department. Chief Cook began with a review
of his key department goals to include making final
preparations for re-accreditation in the Fall of 2014, placing
an assigned traffic officer on independent duty shift,
conducting a Business Police Academy and basic Citizens
Police Academy, obtaining a new speed trailer/message
board and enhancing the school liaison program.
Chief Cook further commented that he has a traffic officer he
intends to place on an independent duty shift for strictly traffic
enforcement and to conduct traffic safety classes and
seminars. The Business Police Academy will focus on topics
5
such as hiring practices, scams and other items of interest to
local businesses. They plan to conduct two basic Citizens
Police Academies again.
In regard to the new speed trailer/message board, they have
included in their budget matching funds for a DCJS grant to
purchase this item. The new trailer will have a message
board for traffic control, for festivals or safety messages. It
will also display vehicle speeds if we are doing speed
surveys. The match is included in the grant line item which
is $1,900, a 10% match.
The goal of enhancing the school liaison program pertains to
the campus safety initiative that the Governor is proposing.
There is now a priority on grants to provide school resource
officers and anything to enhance school security and safety.
At a future date, Chief Cook indicated he would like to come
back to Council to request approval to apply for a School
Resource Officer to handle the two schools in Town.
Some of the significant budget highlights were reviewed such
as salaries & wages overtime. Mr. Hare asked about the
budget showing as 100% staffed as of July 1st. Chief Cook
indicated that all positions are accounted for and the Town
Manager commented that they have filled the two vacancies
for the officers who are on active duty, plus one additional
officer. If everyone comes back, he will have an additional
person, but based on past history of turnovers, this should
not be a problem.
Contractual services were moved to contract police services
and maintenance and repair was reduced due to the
purchase of the new vehicles and expecting fewer repair
costs. Maintenance service contracts were reduced by
$16,500 due to the New World (records management)
system being paid through the Communications budget.
The firearms and ammo costs were moved to a new line item
with an increase. They are experiencing a delay in getting
ammo, having ordered in March 2012. Other police
departments are experiencing the same problem. Gas, oil,
grease, miscellaneous and meeting expense line items were
increased. As an overview, the total budget reduction was
$31,400. Chief Cook stated that the animal control budget
has been increased by $30,000 which is an anticipated
contract increase with RCACP.
After further comments from the Town Manager, Vice Mayor
Nance asked if the Chief was comfortable with his reduced
budget and the response was yes. The Mayor commented
that during our economic downturn, it has trained everyone to
operate in a lean manner. He appreciates how the police
6
department and other departments have been able to do this,
but at the same time maintaining core services Comments
were made about the new police website, designed by Jimmy
Testerman, and the fact that the Department’s strategic plan
will be posted on the site.
The next presentation was by Mary Beth Layman on
behalf of Special Programs. Ms. Layman began with one
of the key goals for Special Programs—working with the
Vinton Chamber of Commerce and Leisure Publishing to
produce the Vinton magazine, which will be an insert in the
July edition of the Roanoker Magazine.
The implementing of the SNAP Program at the Farmer’s
Market will begin this year. Further questions and
discussions were had regarding the program and the process
involved for the vendors and customers. Ms. Layman also
commented on the advertising she will be doing to get the
word out about the program.
The third goal is to support and facilitate the Downtown
Revitalization Grant as a business liaison to help with
communication and information coming from the
Management Team meetings.
Significant budget highlights were reviewed. The Town
Manager commented that the salaries and wages were
reduced for part-time help because a part-time position is not
a classified position assigned to Special Programs. Danae
Wensley’s position is funded under the Senior Center budget,
but we have been using these funds to pay for extra work she
has been doing for Special Programs. Ms. Layman is going
to evaluate her current workload and see how her part-time
employees can best be utilized to assist in other areas.
Contractual services were reduced based on prior year
expenditures, which include such items as the fireworks for
the July 4th event. After comments and questions regarding
the fireworks, Ms. Layman indicated she is working on the
fireworks for this year and they usually run around $8,700.
To boost the display up a level would probably require an
additional $2-3,000. The question was asked if before we cut
that line item is there is an interest on Council to do
something different to enhance the event. Mr. Hare
commented that this is truly a Vinton community event and
citizens have commented that we could improve the event
and he agrees. The Town Manager stated that since Council
is interested in the cost value for the fireworks, Ms. Layman
can evaluate that and report back to Council. She should be
able to get some information back for this year’s event, but
would need to sign a contract by first of May.
7
Mr. Adams left the meeting at 5:50 p.m. and returned at 6:05
p.m.
Ms. Layman commented on other line items that were
increased such as printing and binding, advertising, materials
and supplies, special event supplies and other equipment.
A question was asked about the replacement of the
Christmas tree at the Municipal Building and Ms. Layman
indicated that a new tree has been purchased and will be
planted as part of the Arbor Day event on April 26th along
with some Crepe Myrtles along the side of the drive-through.
Regarding barricades, cones and signs, those are currently
leased. There has been some discussion regarding
purchasing of these items, but we have to take into account
the costs, storage and transporting. Based on some prior
figures, it would be a $40-60,000 total project which the Town
might consider phasing in sometime in the future. The
increase in other equipment is to purchase heavy duty plastic
tables to replace the old laminate tables.
The Vinton Veterans Monument in the new budget will have
its own section. Key goals in this area are to promote the
Monument, for the Town to receive ownership of the
Monument and to maintain the Monument. Further
discussion was had regarding the ownership and the future
maintenance and repair costs of the Monument
Key department goals for the Swimming Pool are to facilitate
and implement additional procedures for the volunteer
program and to organize and promote group rates for swim
classes. The Town Manager commented that we need to
adopt policies and procedures for reference or background
checks on our volunteers. There is included an increase for
a stipend for one or two interns and a slight increase for the
pool technician. Also included is an increase for the pool
chemicals and routine interior painting of the pool.
The Senior Citizens Program key goals are to paint the
exterior and interior of the Center, conduct a survey among
participants of the programs and rental customers and
organize and implement some new classes and events. The
significant budget increase is to cover the painting of the
exterior of the building.
The work session was recessed at 6:25 p.m. until 6:45 p.m.
for dinner.
The last presentation was by Kevin Kipp on behalf of the
War Memorial. He began with the key department goals of
8
reducing subsidy provided by local funding, establishing a
clear brand identity, increasing income and executing
consistent marketing efforts.
Mr. Kipp next reviewed several line items with significant
increases and decreases. Contractual services were
increased to cover anticipated increases and a new service
contract started in 2012 with Varney. Maintenance repairs
and equipment, electrical and heating services and
janitorial/inventory were decreased. Advertising was
increased to cover anticipated costs associated with the new
branding effort. An increase in uniforms/wearing apparel is
to provide some new wearing apparel for staff to wear during
events.
Mr. Kipp continued with the increase in the maintenance and
repair building line item expressing the need to do some
painting and sprucing up on the inside of the building and an
increase in operating supplies to purchase some materials
and equipment such as glassware, silverware or decorations
to assist with providing some of the turn-key services. Items
for resale include food/beverage/floral purchased for pass
through revenue and packaging. Other increased items are
for holiday decorations, new soft furniture and fixtures in the
building, tables and audio visual equipment. These
purchases are geared to support the new product which is
what they are doing in terms of programming and how they
are selling the rooms with the food and beverage packages.
He mentioned that he thinks the Town can support another
festival in the fall and they would like to take the lead on that
without being too specific.
Regarding charge for credit card fees, Mr. Hare asked if we
needed to negotiate our fees with the credit card company
and who would do that. The Town Manager responded that
Mr. Thompson would be the one to negotiate the fees and he
would check with him. We have absorbed the costs in the
past and have never calculated our credit card costs before,
but feel that we need to start keeping track of them.
In summary the War Memorial budget increase is about 10%
overall to support the product that has already been created
and they are having success with.
The Mayor commented that he likes the idea of another
festival in Town and he would like to see us try to develop
something around the idea of being a festival town. He
thinks the idea of uniforms adds a level of professionalism to
the War Memorial.
9
Vice Mayor Nance commented that the number of bookings
for weddings this summer is lower. Based on that fact and
keeping the revenue goal at $137,500, did Mr. Kipp think he
could make that next year? Mr. Kipp responded absolutely
and commented that given the activity in the past few
months, it reinforces his confidence. Mr. Hare commented
that from a subsidizing standpoint we are getting worse
instead of better and he wants everyone to understand that.
We do need to make a commitment to make some
investments to try a different approach; however, now the
$137,500 is not a true figure because of a lot of expense that
comes with it. He further commented that he believes Mr.
Kipp has all the desire, but he is not sure that we are going to
get the big bookings. Mr. Kipp responded that he has the
desire, but also 35 years of experience and this is not a new
process. He has worked with small and large businesses
and had his own company and that puts the reality into it.
The good news is that they are going into FY13-14 with more
revenue on the books to the tune of some $61,000 than in
FY12-13.
The Town Manager commented that Mr. Spitzer was
approached by Roanoke County regarding some money they
have available that they would like to spend on the Vinton
corridors. There is approximately $10,000 and a final
recommendation will be brought back to Council. The
thought is to concentrate on the area at PFG and also on
Walnut Avenue when you come in from the City.
The Work Session was adjourned at 7:20 p.m.
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, Town Clerk
1
MINUTES OF A SPECIAL WORK SESSION OF VINTON TOWN COUNCIL HELD AT 9:30
A.M. ON FRIDAY, MARCH 29, 2013, IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
MEMBERS PRESENT: Bradley E. Grose, Mayor
William W. Nance, Vice Mayor
I. Douglas Adams, Jr.
Matthew S. Hare
MEMBERS ABSENT: Robert R. Altice
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Susan N. Johnson, Town Clerk
Ryan Spitzer, Assistant to the Town Manager
Barry Thompson, Finance Director/Treasurer
Lijah Robinson, Accounting Manager
Gary Woodson, Public Works Director
Joey Hiner, Assistant Public Works Director
Jill Acker, Public Works Administrative Manager
Mike Faw, Public Works, Utility Crew Leader
The Mayor called the work session to order at 9:30 a.m. to
hear budget presentations by Town staff.
The first presentation was by Gary Woodson on behalf of
Public Works. He began with a key goal of alley, roadway
and street construction and maintenance. This includes
roadway resurfacing, paving, pothole repairs and striping;
street sign maintenance, repairs and replacement and alley
maintenance and repairs. The Town has been divided into
nine operational zones with the idea of having crews working
in different zones so all areas will see improvements going
on. Mr. Woodson then explained each area of improvement
in more detail.
The next goal relates to infrastructure improvements for
water and sewer systems. This includes resetting some of
the manhole structures and hydrants that have already been
purchased. Also, about 500 feet of water service line has
been identified in the Lindenwood Subdivision to be replaced
and seven to ten water valve boxes within the Town.
Regarding the goal of continuing to repair and replace
sanitary sewer system lines, Mr. Woodson commented that in
the past they have only repaired or replaced necessary
sections of a sewer line. In the future, when feasible and
more cost efficient, they plan to expand the repair or
replacement area beyond the immediate need.
2
Mr. Woodson commented regarding the purchase and
implementation of an asset management program called
CityWorks. This program will help to track and better identify
the areas where funds are being spent. This program will
also be able to generate service requests, track work orders,
help with special project management and inspections as
well as map GIS layers.
Vice Mayor commented about a goal listed in the proposed
budget regarding implementation of ways to maintain and
improve employee staff morale including clarification and
understanding of Town’s policies and procedures. He asked
if that is a proactive measure to keep that from happening or
is it an existing issue. Mr. Woodson responded that any time
we can provide training of any type, have employees take on
responsibilities and become more engaged in their work, it
helps morale. It helps to hold them accountable and
develops self-pride when you give them an opportunity to be
a part of the decision making and they work together to
accomplish a project.
Mr. Woodson next commented on some of the significant
budget changes, the first being an increase in the milling and
paving line item. These funds will be utilized to do
resurfacing work. There are some funds in this year’s budget
and it has been discussed about putting the funds together
when the budget cycle changes to try to get a larger piece
done. If we start the process early, there is an opportunity to
get a better price and to do more for our money. Mr. Hare
asked what we not doing by adding funds to this line item and
the response is we are not cutting any service. We have
been able to pull from several line items.
Vice Mayor Nance commented that places where historically
we are not using the money budgeted, we are scaling those
back and are able to redirect those funds into areas we know
we will tap into. The Town Manager commented that with
the proposed increase in the cigarette tax we will be able to
fund some capital improvements instead of taking from the
operating budget. If the tax increase is not approved, we
will have to go back and reduce funding some of the items
that are not critical.
Vice Mayor asked about the CIP items for Public Works and
Mr. Woodson commented on the request for an asphalt roller.
Currently a roller is leased for a month at a time. Sometimes
during that month, our crew is pulled to another more time
sensitive job and we do not get to fully utilize the roller for the
money we have spent. An asphalt roller is fairly
inexpensive, has a long service life and is a crucial piece of
equipment. This is a smaller unit and would not be large
3
enough to pave a road, but to use for road repairs. If
purchased, it will be available at any time when the weather
and workload allows.
With regard to the hook-body truck, Mr. Woodson explained
the benefit of having several trucks with interchangeable
bodies to serve different purposes. When you are not using
a particular body, it is stored and the truck is available for
other functions. Also, if a truck is off the road for repair or
maintenance, such as the bulk trash truck, you could use this
truck in the interim.
Vice Mayor Nance commented that there is a lot of interest in
giving attention to the streets. He felt that if it develops that
some additional funds are needed to complete a certain area,
that Council would be receptive to discussion. Mr. Woodson
indicated they will use the funds approved effectively and
efficiently. However, if there is a priority area that may
require additional funds, he will discuss with the Town
Manager and a decision can be made if it should be brought
to Council for consideration. In response to questions about
how much can we do at a certain cost, Mr. Woodson
explained we are talking about resurfacing. Based on last
year’s cost of asphalt for $60,000 we can do 1,900 linear foot
of roadway. There is a current priority list of streets in the
Town, which is an ongoing list and a part of Virginia Avenue
is one of the top priorities.
An increase in pavement striping and marking is requested
and a decrease in snow and ice removal.
The requested increase in salaries and wages in refuse
collection is for overtime pay for an employee to dump the
dumpsters on 3rd Street on Saturday and Sunday. It takes
about an hour each time, but by policy they are paid two
hours. Mr. Woodson commented that a user survey is going
to be conducted on site during the month of April. This
survey will be on a volunteer basis to ascertain who is using
the facility, what is being thrown away and what are its
benefits. Also, there will be a visual survey of the dumpsters
to determine what primary items are being disposed of. The
Town Manager commented that if after the results of the
survey the Town wants to continue with this service, we will
have to fund it. Mr. Woodson indicated that they believe
70% of the items disposed of are construction debris and a
majority of the users are coming from Bedford. Other
factors to consider are the potential destruction of our
equipment and risks to our employees when items such as
construction debris are place into the dumpsters.
4
The increase in the Water Works Assessment Fee is for the
Virginia Health Department’s water service connection fee.
A request was made for an increase in the chemicals line
item, but a decrease is proposed. The increase was
requested for the Melissa well which produces an inordinate
amount of iron content compared to other well houses. To
help with this issue, we had suggested feeding another
solution to this well at an increased cost. However, the levels
are well below those required for testing and they do not
pose a health issue.
The increase in the water system maintenance is to replace
some of the 12 chlorine pumps as preventative maintenance.
When asked if these pumps were on the SCADA system, the
response was no. However, the SCADA system itself will
probably be brought up next year as a budget consideration
because of the age of the software and the need for an
update.
Vice Mayor Nance commented that the Utility budget is
increasing only 0.21% and they are finding places to cut the
budget to spend places where there are priorities. Mr.
Woodson commented that they are able to hold costs down
by carefully monitoring it. There are all kinds of needs, but
trying to address the priority needs within their resources.
Vice Mayor Nance said the budget is very reasonable.
Vice Mayor Nance asked what is the first thing on his list that
he is not able to do with this budget. Mr. Woodson
responded that if he had the world, he would like to spend
more money on the infrastructure in the water lines. If he
had the funding he would have a designated crew just
working on water lines year round. Everything else above
ground is needed, but the underground has a lot of
challenges. The Town Manager commented that it might be
something to evaluate in the future to see what the benefit
would be to hire two more people and have a service crew
that only works on water lines. Mr. Woodson further
commented that with funding and staff and proper equipment
there are some things that they can do for a fraction of the
cost with full confidence.
The last item is an increase in the wastewater system
management account-infiltration which is where the manhole
replacements will come from as well as small sewer projects
The next presentation was by Barry Thompson on behalf
of Finance. Mr. Thompson began by commenting on the
completion of the renovations in his office and the new Finance
Conference Room. The key goals are to implement an on-line
Employee Resource Center for employees; develop the
5
Accounting Manual and implement the credit card payment
system for Real Estate and Personal Property taxes.
Regarding the on-line Employee Resource Center, employees
will be able to access historical pay information and leave
accrual and balance. Mr. Thompson commented that they
have been gathering the information and researching the
format and are ready to compose the manual. The Finance
Committee is recommending that this be completed and they
would like to hire an intern for the summer to assist with this
project.
By implementing the credit card payment for real estate and
personal property taxes, this would complete all functions of the
department to have the ability to accept credit/debit cards and
e-checks. Just over the last month there have been over 500
payments accepted by electronic transaction. Now about
1,500 payments no longer have to be manually processed in-
house. In response to a question, Mr. Thompson responded
that eventually all customers who choose e-bill payment will not
receive a mailed statement, but an email, which will be a cost
savings. Mr. Hare commented on prior conversations
concerning going to a monthly instead of bi-monthly billing
cycle and the cost and staff time involved. If more customers
will go to the electronic payment system, it will help to decrease
the workload for the department.
For significant budget highlights, a decrease in part-time
salaries is due to reduced dependency on part-time help during
peak time, but would like hire an intern for the summer to assist
with the accounting manual. Contractual services are
decreased due to there being no charge for program updates
for ACS. Travel and training is increased to allow the
Accounting Manager to attend training to maintain his CPA
certification. The credit card fees increase accounts for
transaction fees. Mr. Hare asked if we have one vendor for all
departments for credit cards. Mr. Thompson responded that
the War Memorial has its own account and all the others are
through his department. They were originally put out for bid
four years ago. Mr. Hare asked if with increased volume
should we consider putting out for bid again and Mr. Thompson
responded that he would negotiate with our current vendors.
Mr. Thompson commented on the success of the new utility
deposit that was implemented in November of 2012 and
indicated there have been over 30 depositions received.
The next presentation was by Stephanie Dearing on behalf
of Human Resources. She began by commenting on the
slide showing all the 13 new full-time employees hired since
July 1st. The key goals are to assess needs and facilitate
training opportunities for employee growth and development,
6
chair a committee of employees to revise and update the
Employee Handbook and monitor and ensure compliance with
changes in Federal and State laws and regulations. The
Employee Handbook Committee has already been formed and
has met three times. It will probably take most of the calendar
year to complete the process.
The only significant budget highlight is an increase in
contractual services by $1,000.00, which includes pre-
employment requirements such as physicals, drug screenings,
etc., the E-flex fee, temporary services, condolences and post-
accident/incident reviews.
Vice Mayor Nance asked about the balance in the current
tuition reimbursement line item and Ms. Dearing responded
that there are at least three candidates who are currently
enrolled that are eligible for reimbursement. There was not as
much participation this year, but this benefit is such a selling
point in hiring new employees. Even though they may not take
advantage of it right away, they know it is available in the
future.
The last presentation was by Ryan Spitzer on behalf of
Economic Development. He began with a slide showing the
Vinton Business Center and made brief comments. Mr.
Spitzer commented that the designation of planned
technology districts was set up several years ago for tax
incentives in Roanoke County. This designation only has a
five to six year life span and may need to be updated. As a
reminder of how the Business Center works, there is a 50/50
gain sharing agreement with Roanoke County. The Town
pays 50% of all the landscaping, upkeep and utilities and all
proceeds from the development are also shared 50/50.
The major key goal is the Downtown Revitalization Project.
A new business has expressed an interest in downtown and
has inquired about the Revolving Loan Program. The
property they are looking at is on Lee Street.
The next goal is to work with other departments and
organizations to promote economic development. This would
entail identifying corridors where improvements need to be
made to support new businesses such as sufficient water
supply. Also, working more closely with the County’s
Economic Development and the Regional Partnership.
The final goal is to create a map of Town quadrants and fact
sheets so that all Town staff has the same information for a
quick reference when there are inquiries about economic
development. It will also help during the budget process to
prioritize certain sections of Town for economic development.
7
Significant budget highlights relate to a new line item in
economic development for annual website maintenance; the
Town match for branding of $5,000; the pass-through amount
of $250,000 for the CDBG grant and increased travel and
training to meet the requirement of the grant and conferences
through two economic development associations.
The Mayor asked if we are on schedule for the grant and Mr.
Spitzer updated Council on the current progress. Because
of the ruling from the Department of Historic Resources, we
had to send a letter to four tribal nations and give them 30
days to respond as to whether they want to have input in our
downtown area or not. A letter was also sent to the Federal
HUD agency and they have 30 days to respond. We are
asking for another 30 days extension for this reason.
The budget for the Project needs to be adopted at the April
2nd Council meeting. The Programmatic Agreement and the
actual Grant contract can be approved at a later date, but
drafts of these documents will be provided for Council’s prior
review. Since Judy Cunningham is on the Project
Management Team, the Vinton Historical Society declined to
be a part of the review. However, the Western Virginia
Historical Society and Museum has indicated it would like to
have the opportunity to review.
Mr. Spitzer commented that the Business Center budget
decreased $2,700 for maintenance. The public
transportation line item remains the same which is the Valley
Metro Service. Mr. Hare asked about bus shelters in the
Town. The Town Manager commented that there are plans
unfunded for sheltered bus stops in Town, one being at the
current library site. He is not sure why it was never built, but
he will check with Mr. Palmer of Valley Metro. The other
one that was identified would be at Kroger.
The work session was adjourned at 1:00 p.m.
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, Town Clerk
Meeting Date
April 23, 2013
Department
Police
Issue
Officer of the Month for March 2013 – Officer Daniel King
Summary
Officer Daniel King was selected as Officer of the month for March and will be recognized at the
meeting
Attachments
Memo from Chief Cook
Recommendations
Read Memo
Town Council
Agenda Summary
Meeting Date
April 16, 2013
Department
Planning and Zoning Department
Issue
Proclamation for Arbor Day
Summary
The Town of Vinton has been designated as a Tree City USA for the past 11 years. In order to
retain the Tree City USA certification, the Town is required to hold an Arbor Day Celebration,
along with tree plantings and tree education outreach.
Town Staff has been responsible for securing grant funding for the past 12 years from Valley
Beautiful Foundation, Inc., with the Town providing the required matching funds. These funds
have enabled the Town to plant trees on public properties, including area elementary schools and
at the Wolf Creek Greenway.
For this year’s 2013 Arbor Day Celebration, a Christmas tree which will serve as the official
Christmas tree for the Town will be planted in front of the Vinton Municipal Building.
Additionally, few trees will also be planted adjacent to the Town’s drive-thru for the enjoyment
of our customers during their financial transactions with Town employees.
We will be holding the 2013 Arbor Day Celebration on Friday, April 26th at 10:00 a.m. at the
Municipal Building which will include a ceremonial tree planting and musical presentation by
the preschool children from Thrasher United Methodist Church.
Attachments
Proclamation
Invitation
Program for the Vinton 2013 Arbor Day Celebration
Recommendations
Read Proclamation and join us to celebrate the 2013 Arbor Day Celebration on Friday, April 26th
at the Vinton Municipal Building.
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and
WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and
WHEREAS, Arbor Day is now observed throughout the nation and the world; and
WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife; and
WHEREAS, trees are a renewable source giving us paper, wood for our homes, fuel for our fires and countless other wood products; and
WHEREAS, trees in our town increase property values, enhance the economic vitality of business areas, and beautify our community; and
WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal.
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 April 26, 2013 as “ARBOR DAY” in the Town of Vinton, and urge all citizens to plant trees to gladden the hearts and promote the well-being of this and future generations.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia, to be affixed on this 16th of April, 2013.
____________________________________
Bradley E. Grose, Mayor
You are Cordially Invited to
Attend the Town of Vinton's
Arbor Day Celebration
on Friday, April 26, 2013,
from 10 a.m. to 11 a.m.
at the Vinton Municipal Building
311 S. Pollard Street, Vinton.
For More Information:
Call 540-983-0601
ARBOR DAY 2013 CELEBRATION
Vinton Municipal Building
Friday, April 26, 2013
10 A.M.
PROGRAM
WELCOME AND INTRODUCTION OF GUESTS
Chris Lawrence, Town Manager
Town of Vinton
RECOGNITION OF CONTRIBUTORS AND VOLUNTEERS
Chris Lawrence, Town Manager
Town of Vinton
Valley Beautiful, Roanoke Valley Urban Forestry Council,
Thrasher United Methodist Church PreSchool,
and Vinton Planning/Zoning and Special Programs Departments
ARBOR DAY PROCLAMATION
Bradley E. Grose, Mayor, Town of Vinton
GUESTS’ REMARKS
Bradley E. Grose, Mayor, Town of Vinton
Carol Underwood, Arbor Day Chairperson,
Valley Beautiful Foundation, Inc.
ARBOR DAY PROGRAM
Thrasher United Methodist Church Preschoolers
Denny McCarthy, Senior Area Forester
With Special Guest, Smokey Bear
Virginia Department of Forestry
CLOSING REMARKS AND CEREMONIAL TREE PLANTING
Chris Lawrence, Town Manager
Town of Vinton
Meeting Date
April 16, 2013
Department
Administration
Issue
Proclamation for National Volunteer Week
Summary
The week of April 21-27, 2013 is designated as National Volunteer Week. Because of Town
Council’s recognition of the valuable service that volunteers do in our community, we want to
declare Volunteer Week in the Town.
Attachments
Proclamation
Recommendations
Read Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, the Town of Vinton, Virginia recognizes that its volunteers are a very important asset and resource for providing invaluable services to the citizens of the Town of Vinton; and
WHEREAS, the Town wishes to support and encourage the continuation and growth of this time honored tradition of citizens volunteering for their community; and
WHEREAS, consistent with the Vinton Town Council to strive to provide the best municipal service to the citizens and customers of the Town, it is important that the volunteers for the Town share that commitment; and
WHEREAS, in addition to recruiting talented and high-quality volunteers, recognition of hard work by Town volunteers helps to develop good morale and continued volunteer efforts, and allows the Town to undertake tasks, projects and services it might not otherwise be able to afford by utilizing the services of these dedicated services; and
WHEREAS, the Town properly recognizes and expresses its appreciation to its volunteers as a group and individually; and
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 April 21-27, 2013 as NATIONAL
VOLUNTEER WEEK in the Town of Vinton and express sincere thanks to the volunteers of our community who give so freely of their valuable time, energy and abilities.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 16th day of April, 2013.
____________________________________
Bradley E. Grose, Mayor
Meeting Date
April 16, 2013
Department
Mayor/Police
Issue
Proclamation for National Public Safety Telecommunicators week
Summary
The week of April 14 through 20, 2013, has been declared "National Public Safety
Telecommunicators Week" by the Senate and House of Representatives of the United States of
America. The Town of Vinton would like to recognize the Communications Officers of the
Roanoke County Emergency Communications Center, who serve the Town of Vinton and
Roanoke County faithfully and professionally with a proclamation for their service.
Attachments
Proclamation
Recommendations
Read and present Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, the week of April 14 through 20, 2013, has been declared "National Public Safety Telecommunicators Week" by the Senate and House of Representatives of the United States of America; and
WHEREAS, the President of the United States issued a proclamation calling upon the people of the United States to observe that week with appropriate ceremonies and activities; and
WHEREAS, problems of crime, fire and other disasters touch and affect all segments of our society, and if unabated, can undermine and erode both moral and economic strengths of our community; and
WHEREAS, men and women are engaged in the operation of emergency response systems for the Town of Vinton; and
WHEREAS, these professionals are responsible for responding to stressful telephone calls from the general public for police, fire, and emergency medical assistance, and for calmly and professionally dispatching appropriate assistance to help save the lives and property of our citizens; and
WHEREAS, our Communications Officers daily serve the public in countless ways without recognition by the beneficiaries of their services.
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 April 14-20, 2013 as “NATIONAL PUBLIC
SAFETY TELECOMMUNICATORS WEEK” in the Town of Vinton, and call upon the citizens of the County of Roanoke to observe this week with appropriate ceremonies and activities.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 16th of April, 2013.
____________________________________
Bradley E. Grose, Mayor
Meeting Date
April 16, 2013
Department
Administration
Issue
Acceptance of the AVA Digital Award, 2013 Gold Winner, for the Town’s website
Summary
The Town’s website has been recognized as a 2013 Gold Winner of the AVA Digital Award.
Our Website Design Team Members are Mary Beth Layman, William Crumpacker, Jimmy
Testerman and Julie Tucei. Brenda McGuire, Darlene Bailey and Ramon Cantor, former
employees, were also members. See attached News Release for details.
Attachments
AVA Award News Release
AVA Digital Award
Recommendations
Accept Award on behalf of the Town
Town Council
Agenda Summary
NEWS RELEASE
FOR IMMEDIATE RELEASE CONTACT:
February 14, 2013 Pang Her
Client Communications & PR Specialist
(785) 323-1569
her@civicplus.com
CivicPlus Clients Recognized for AVA Awards
12 Government Websites Awarded for Excellent Digital Communication
MANHATTAN, KS – (February 14th, 2013) Competing against thousands of entries, 12 government websites,
powered by CivicPlus, the leading developer of open government technology, were rewarded for innovative
website design and digital communication from the AVA Digital Awards.
Four CivicPlus clients –Buda, Texas; Valdez, Alaska; Hollywood, Fla.;and State College, Pa.; earned Platinum
recognition, the highest honor the AVA Digital Awards bestow, making CivicPlus the only government-specific
website provider with clients that earned Platinum status.
The AVA Digital Awards recognizes outstanding achievements of work ranging from audio and video
production to websites and social media sites that offer interactive components to foster user-generated
digital communication and engagement. More than 2,000 entries from the United States, Canada and several
other countries were judged by the Association of Marketing and Communication Professionals (AMCP).
Of those entries, 12 CivicPlus clients received the following awards for their website design and digital
communication under the category of Government Website.
Buda, Texas – Platinum
Valdez, Alaska—Platinum
Hollywood, Fla.—Platinum
State College, Pa.—Platinum
Caddo Parish, La.—Gold
Fernley, Nev.—Gold
Naples, Fla.—Gold
Vinton, Va.—Gold
Draper City, Utah—Honorable Mention
Ontario, N.Y.—Honorable Mention
Howell Township, N.J.—Honorable Mention
Steamboat Springs, Colo.—Honorable Mention
“We are thrilled to see so many CivicPlus clients recognized for the AVA Awards. These awards show the
commitment that these cities and counties have in providing effective design and digital communication,”
said Ward Morgan, CEO of CivicPlus.
The advancement of technology has changed the way that information and design is communicated through
the web. When it comes to open government technology, CivicPlus is the leader in providing innovative
solutions for local governments. During the past two years CivicPlus clients have won more than 170 awards.
Including 2012 and 2013, CivicPlus clients have received 18 total AVA Awards for outstanding digital
communication and exceeding the standards of industry norms.
About CivicPlus
Based in Manhattan, Kan., CivicPlus has designed more than 1,300 local government websites serving over 50
million citizens throughout North America. A recipient of the Center for Digital Government’s Best Fit
Integrator Award for delivering extraordinary digital solutions to public IT projects, CivicPlus transforms
municipal websites into powerful two-way communication platforms that let citizens talk to and participate
in local government. Find out where your community falls on the digital community engagement scale
developed by CivicPlus eGov experts. In 2013, CivicPlus will invest nearly $2.5 million in products, research
and development. The innovative CivicPlus Government Content Management System (GCMS™) now offers
more than 60 applications including Citizen Request Tracker, MuniMobile, Facebook and economic
development tools. Founded in 2001, CivicPlus was selected by Inc. Magazine as “One of the Fastest-Growing
Privately Held Companies in the U.S.” in 2011 and 2012. For more information visit www.civicplus.com.
###
Meeting Date
April 16, 2013
Department
Administration
Issue
Consider adoption of a Resolution approving the 2013-2014 operating budget for the Roanoke
Valley Regional Cable Television Committee.
Summary
The annual operating budget of the Roanoke Valley Regional Cable Television must be
submitted for approval by each of the governing bodies after approval by the RVTV Committee.
Elaine Bays-Murphy will be present at the meeting to make comments and answer any questions.
Attachments
RVTV Operating Budget-FY2014
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
1
To: Roanoke Regional Cable Television Committee
From: Elaine Bays-Murphy, Director of Cable Access
Date: April 3, 2013
Re: FY 2013-2014 Operating Budget Proposal
BACKGROUND INFORMATION:
Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access Station, serving the City
of Roanoke, Roanoke County, the Town of Vinton and their respective school systems. RVTV-3 was created in
1992 as an agreement between the three localities to form a Government & Educational Access Station. The
operational budget for RVTV is provided by the three local governments, and it is funded through the *Virginia
Communications Sales and Use Tax Revenue paid by Cox Communications (*Attachment Page 5). The
RVTV budget amount paid by each locality is based on the proportion of Cox Customers located in each
jurisdiction.
For calendar year 2012, Cox Communications paid to the Commonwealth a total of $2,461,352. The
Commonwealth paid the three localities their appropriate share. *Amounts do not represent the adjusted
amount paid by the Commonwealth to the localities.
City of Roanoke: *$1,239,874
County of Roanoke: *$1,112,341
Town of Vinton: *$109,137
Total: $2,461,352 VA Communications Sales & Use Tax Revenue
Currently, RVTV employs five full time staff members. RVTV-3 produces original videos, monthly television
shows, and covers live government meetings.
Roanoke Valley Television produced the following in 2012:
• 60 Original Television Shows
(12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City Schools, (12) Accent
Excellence, (4) Roanoke County Business Partners,
(4) Recreation Television, (4) PLAYVision Total Production Minutes: 1,800 minutes
• 57 Regular Government Meetings
(24) Regular Roanoke City Council, (22) Regular Roanoke County Board of Supervisors, (11) City
Council Briefings
• 41 Original Video Productions (*Attachment Page 6)
Ex. Successes & Challenges RCPS, Regional Synthetic Drugs, Forum on Uranium Mining,
High Ground Anniversary, PSAs: Anti-Bully, Arts & Entertainment Conference, Leadership College
(Entire List Page 7) Total Production Minutes: 397 minutes
Additionally, Roanoke Valley Television covered numerous special events including ground breakings,
dedication ceremonies and news conferences. The approximate rate for video production work in the private
sector is $1,500 per finished minute. The approximate RVTV Production Value for TV Shows & Video
Productions is $3,295,500 (Total value does not include Government Meetings).
RVTV-3 Capital Equipment improvements include the purchase and installation of Two Complete
Panasonic Robotic Digital Camera Systems within the Roanoke County Board of Supervisors Room &
Roanoke City Council Chambers.
2
BACKGROUND INFORMATION:
On January 6, 2012, RVTV-3 launched the New RVTV-3 Website www.rvtv.org.
The RVTV Website was awarded a Gold AVA Award and a Gold PRSA Summit Award
for Website Design & Development. RVTV-3 also has both a Facebook Page
https://www.facebook.com/pages/Roanoke-Valley-Television-RVTV-3/309417588746
and YouTube Channel http://www.youtube.com/user/RoanokeValleyTV?feature=mhee.
RVTV-3 Awards
Gold AVA Award
RVTV-3 Website Design
Gold PRSA Summit Award
RVTV-3 Website Development
3
FISCAL IMPACT:
The proposed FY2013/2014 Operating Budget request is $382,917.
The current FY2012/2013 budget amount of $378,813 was partially funded by the RVTV Operating
Surplus Account in the amount of $15,000, making the total funding provided by the localities $363,813.
The RVTV-3 Operational Budget has been supplemented from the RVTV Operating Surplus Account for the
last four years totaling the amount of $150,324 in funds used.
Budget Year RVTV Surplus Funds
2012/2013 15,000
2011/2012 47,580
2010/2011 46,723
2009/2010 41,021
150,324 Total
The proposed $382,917 is approximately 15.6% of the $2,461,352 paid by Cox Communications
for the VA Communications Sales & Use Tax. *Amounts do not represent the adjusted amount paid
by the Commonwealth to the localities.
City of Roanoke: *$1,239,874
Roanoke County: *$1,112,341
Town of Vinton: *$109,137
Total: $2,461,352
The Operational Budget for RVTV is provided by the three localities based on the proportion of Cox Customers
located in each jurisdiction.
Cox calculates the percentage of subscribers (December 31, 2012) in each locality as follows: (2011 number of
subscribers in parenthesis)
Locality Subscribers Percentage
City 23,692 (24,510) 52% (51%)
County 20,221 (21,000) 44% (44%)
Vinton 1,994 (2,084) 4% (5%)
Total 45,907 (47,694) 100% (100%)
Based on the above percentages, each member’s contribution to the FY2013/2014 budget of $382,917
is:
2012/2013 Budget 2013/2014 Budget
(15,000 Funded from RVTV Surplus)
City $185,545 $199,117
County $160,078 $168,483
Vinton $18,190 $15,317
Total $363,813 $382,917
*In addition to the City’s above share of $199,117, the City will also pay $3,360 for closed captioning for
City Council Briefings.
4
ATTACHMENTS:
RVTV Proposed 2013 – 2014 Budget
2012-2013 Budget Proposed Remaining % Expended
2013 - 2014 Balance (01/31/13)
1010 Regular 192,967.00 209,851.00 84,751.19 59.61
2100 FICA 14,762.00 16,055.00 6,832.44 57.44
2200 Retirement – VRS 36,683.00 21,091.00 7,908.93 62.50
2202 Deferred Comp Match (650 x 3) 1,950.00 1,950.00 750.00 61.54
2300 Group Health Insurance 37,652.00 37,652.00 13,519.10 64.10
2310 Group Dental Insurance 1,900.00 2,003.00 648.55 62.51
2400 VRS Life 2,547.00 2,497.00 936.25 31.78
2500 Long Term Disability Insurance 487.00 673.00 436.60 65.06
2750 VRS Retiree Health Credit 464.00 525.00 176.10 45.81
3013 Professional Services – Other 27,500.00 27,500.00 17,064.80 38.68
(Closed Captioning)
3013A CC – City Council Briefings * City Only
3204 Repairs Vehicles (By Garage) 300.00 300.00 237.50 20.83
3209 Repairs (Other Equipment) 1,000.00 1,000.00 800.00 20.00
3305 Maintenance Service Contracts 750.00 550.00 750.00 00.00
(Telephone)
5210 Postage 50.00 50.00 29.00 42.00
5230 Telephone 3,400.00 3,400.00 1,384.28 59.29
5233 Internet 1,390.00 1,390.00 555.80 60.01
5235 Cellular Phones (2 Smart Phones) 1,200.00 1,200.00 599.20 50.07
5305 Motor Vehicle Insurance 1,200.00 1,200.00 51.00 95.75
5308 General Liability Insurance 2,550.00 2,730.00 374.00 85.33
5420 Lease/Rent of Buildings 41,303.00 42,542.00 17,448.54 57.76
(8 x $3,510.01 4 x $3,615.31)
5501 Travel (Mileage) 100.00 100.00 100.00 00.00
5520 Dinner Meetings & Luncheons 150.00 150.00 150.00 100.00
5801 Dues & Association Membership 308.00 308.00 00.00 100.00
(Public Relations Society of America)
6010 Office Supplies – General 500.00 500.00 114.62 77.08
6013 Small Equipment & Supplies 2,000.00 2,000.00 1,091.57 45.42
6014 Video Supplies 4,000.00 4,000.00 2,830.89 29.23
6080 Gas, Oil & Grease 1,500.00 1,500.00 841.32 43.91
6091 Tires,Tubes & Parts 200.00 200.00 88.24 55.88
Total $378,813.00 $382,917.00 159,595.50 58.60%
Amount funded from RVTV
Surplus Account (273500) -$15,000.00 -$00.00
Member Localities $363,813.00 $382,917.00
*In addition to the City’s share of the above budget of $382,917, the City will also pay $3,360
for closed captioning for City Council Briefings. RVTV expended 98.33% of the 2011/2012 Budget.
5
RVTV Financial Report
Current Account Balances as of January 31, 2013
273200 (Operating Budget) .................................................................$159,595.50
273450 ( Cox Cable Capital Grant) ......................................................$1,024,059.58
(Balance includes accrued interest.)
273500 (Operating Surplus) .................................................................$24,661.07
($15,000 Minimum Balance to be maintained in the account)
Account 273500 (Operating Surplus) represents the unused funds from the Operating Budget since 1992.
RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings
account which may be used for future capital purchases or the operating budget.
2012 Virginia Communications Sales and Use Tax Revenue
Paid by Cox Communications to the
Commonwealth of Virginia for the Benefit
of the City of Roanoke, County of Roanoke, and Town of Vinton
Starting on January 1, 2007, the Virginia Communications Sales and Use Tax Act of 2006 (Va. Code 58.1-645
et seq.) required Cox Communications, as well as other cable television providers, to pay a five percent (5%)
sales or use tax to the Commonwealth of Virginia in place of paying franchise fees to the localities, including
the City of Roanoke, County of Roanoke, and Town of Vinton. Under the Act, the Commonwealth pays the
amount of revenues it receives from cable television providers, like Cox, to the localities.
For the calendar year 2012, Cox Communications paid to the Commonwealth of Virginia a total of $2,461,352.
The Commonwealth of Virginia paid to the three localities the appropriate share of this total amount as a
replacement amount for the franchise fees. *Amounts do not represent the adjusted amount paid by the
Commonwealth to the localities.
City of Roanoke: *$1,239,874
Roanoke County: *$1,112,341
Town of Vinton: *$109,137
Total: $2,461,352
6
RVTV 2012 Edited Video Productions
Title Client Length
Lead-Safe PSA City of Roanoke :60
(2) Anti-Bully PSA City Schools :30 ea.
Medieval Faire PSA County of Roanoke :30
RRCACP (Animal Control & Protection) City/County/Town 6:00
Teacher of the Year City Schools 15:00
Regional Synthetic Drugs Conference City / County 14:00
Arbor Day PSA County of Roanoke :30
Lipizzan Stallions PSA County of Roanoke :30
Adopt-A-Street PSA City of Roanoke :30
Flag Day/High Ground Anniversary Town of Vinton 52:00
State of the City Address City of Roanoke 33:00
Forum on Uranium Mining in VA City of Roanoke 120:00
Vinton Dogwood Festival PSA Town of Vinton :30
Convocation Video City Schools 10:00
Citizens Police Academy PSA County of Roanoke :30
Vinton Farmers Market PSA Town of Vinton :30
Pack the Bus PSA County Schools :30
VH1 Music Video Entry City Schools 4:00
Hollins Fall Festival PSA County of Roanoke :30
9/11 Remembrance Ceremony County of Roanoke 25:00
Brownfield Grant PSA City of Roanoke :30
Regional Tourism Workshop PSA County of Roanoke :30
Tri-Wizard Tournament PSA County of Roanoke :30
Project Awesome PSA County of Roanoke :30
RoCo Alert PSA County of Roanoke :30
State of the County Address County of Roanoke 51:00
Successes & Challenges RCPS City Schools 12:00
Arts & Entertainment Conference PSA County of Roanoke :30
Recycling Tips PSA County of Roanoke :30
Tons of Fun PSA County of Roanoke :30
Leadership College PSA City of Roanoke :30
(12) Library Happenings City of Roanoke 7:00 min. ea.
Total Minutes Produced 397 minutes
7
2012 Total Video Productions
Total Productions City of Roanoke Roanoke County Town of Vinton
104 53 48 3
Percentage 51% 46% 3%
RESOLUTION NO
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
APRIL 16, 2013, AT 7:00 P.M. AT THE CRAIG AVENUE RECREATION CENTER, 900
CHESTNUT STREET, VINTON, VIRGINIA.
WHEREAS, the Town of Vinton, along with Roanoke County and the City of Roanoke pursuant
to ordinance, have established the Roanoke Valley Regional Cable Television Committee, in part to
assist with the development of educational channels and governmental access cable programming;
and
WHEREAS, each member jurisdiction annually approves the operating budget prepared by the
Cable TV Government Access Director and recommended by the Roanoke Valley Regional Cable
Television Committee for operation of the cable access Channel 3.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the 2013-2014 operating budget for Roanoke Valley Regional Cable Television Committee in the
amount of $382,917, of which Vinton’s allocation based on subscribers is four percent (4%), or the
amount of $15,317 of the total budget.
This Resolution shall be effective from and after the date of its adoption.
This Resolution adopted on motion made by Council Member ____________, seconded by Council
Member _______________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
____
Susan N. Johnson, Town Clerk
Meeting Date
April 16, 2013
Department
Administration
Issue
Consider adoption of a Resolution approving the 2013-2014 operating budget of the Roanoke
Valley Resource Authority.
Summary
Council was furnished a copy of the RVRA 2013-2014 operating budget at its April 2nd meeting.
In accordance with the Member Use Agreement dated October 23, 1991, the annual budget of
the Authority must be submitted for approval by each of the governing bodies after approval by
the RVRA Board. Dan Miles will be present at the meeting to make comments and answer any
questions.
Attachments
RVRA Board Resolution
RVRA Board Notice of Public Hearing
RVRA Budget Summary
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
APRIL 16, 2013 AT 7:00 PM AT THE CRAIG AVENUE RECREATION CENTER, 900
CHESTNUT STREET, VINTON, VIRGINIA
WHEREAS, the Town of Vinton, along with Roanoke County and Roanoke City are the
governing bodies of the Roanoke Valley Resource Authority (RVRA); and
WHEREAS, in accordance with the Member Use Agreement dated October 23, 1991, the
annual budget of the Authority must be submitted for approval by each of the
governing bodies after approval by the RVRA Board; and
WHEREAS, on March 27, 2013, the RVRA Board approved the 2013-2014 annual budget in
the amount of $8,237,335.
NOW THEREFORE BE IT RESOLVED, that the Vinton Town Council does hereby approve
the 2013-2014 operating budget in the amount of $8,237,335 to operate and maintain the
Roanoke Valley Resource Authority.
This Resolution shall be effective from and after the date of its adoption.
This Resolution adopted on motion made by Council Member ____________, seconded by Council
Member ___________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
____
Susan N. Johnson, Town Clerk
Meeting Date
April 16, 2013
Department
Police
Issue
Consider adoption of a Resolution authorizing the Town Manager to execute an Extraterritorial
Arrest Agreement between the Town of Vinton, Roanoke County, Roanoke City and the City of
Salem.
Summary
An extra-territorial arrest agreement has been proposed which gives officers from Vinton, Roanoke
County, Roanoke City, and Salem the authority and ability to enforce laws in each other’s jurisdiction.
There are many benefits of this agreement, one of which is the ability of our officers who are actively
investigating a crime to continue into the next locality to search for and arrest suspects if applicable,
without having to wait on officers of that jurisdiction to assist. Being able to move across Roanoke
Valley boundaries without delay improves law enforcement service delivery to our citizens.
Another benefit is that we can assist or be given assistance from neighboring jurisdictions when
conducting special enforcement operations as well as being able to take action in regard to a situation
which endangers the public no matter which locality the officer may be in at the time. Internal
departmental controls are built in to assure that the program is not being abused by any officer or locality
and each Police Chief or their designee will be notified of any action taken in their respective
jurisdictions.
This extraterritorial arrest agreement reflects a positive advancement in law enforcement services and
strengthens the cooperation of law enforcement agencies in the Roanoke Valley, which will greatly
enhance service delivery to our community.
Attachments
Extraterritorial Arrest Agreement
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
Page 1 of 5
THIS AGREEMENT, made and entered into this ___________ day of March, 2013, by and between the CITY OF ROANOKE, VIRGINIA, a municipal corporation of the Commonwealth of Virginia, hereinafter referred to as “Roanoke”, the COUNTY OF ROANOKE, VIRGINIA, a political subdivision of the Commonwealth of Virginia, hereinafter referred to as “County”, the TOWN OF VINTON, a municipal corporation of the Commonwealth of Virginia, hereinafter referred to as “Vinton”, and the CITY OF SALEM, VIRGINIA, a municipal corporation of the Commonwealth of Virginia, hereinafter referred to as “Salem”. W I T N E S S E T H WHEREAS, officers of the Town of Vinton, County of Roanoke, and the cities of Roanoke and Salem police departments have occasion during the course of their employment as town, county, and city police officers to be on duty outside the corporate boundaries of the political subdivision which employees them; and WHEREAS, it is the intent of Roanoke, Salem, Vinton, and the County to bestow extraterritorial arrest powers upon such officers who, while on duty outside the corporate boundaries of the political subdivision which employees them, observe certain offenses committed in their presence, without the creation of any additional liability for the political subdivision where the arrest occurs or its officers and employees; and WHEREAS, Section 15.2-1736 of the 1950 Code of Virginia, as amended, provides that the governing bodies of localities may, by proper ordinances or resolutions, enter in and become a party to contracts or mutual aid agreements for the use of their joint forces, both regular and auxiliary, their equipment and materials to maintain peace and good order. NOW, THEREFORE, for and in consideration of the undertakings of the parties to this Agreement, Roanoke, Salem and the County covenant and agree, each with the other as follows: 1. Definitions ~ As used in this Agreement, the following words and phrases shall have the meanings ascribed to them in this section. Roanoke ~ Shall mean the City of Roanoke, Virginia. Salem ~ Shall mean the City of Salem, Virginia. County ~ Shall mean the County of Roanoke, Virginia. Town ~ Shall mean the Town of Vinton, Virginia. Extraterritorial arrest power ~ Shall mean the right, power and authority of an officer of the City of Roanoke, County of Roanoke, City of Salem, or Town of Vinton police department while in Roanoke County, the City of Roanoke, Salem, or Vinton to stop and effect arrests and otherwise enforce the law with respect to any violation of a state law which an officer would be required to act upon if working a regular tour of duty in their jurisdiction of employment. This section does not apply to, or include officers working in any off duty capacity, otherwise referred to as secondary police related employment.
Page 2 of 5
Officer ~ Shall mean any sworn officer of the respective police departments of Roanoke, Salem, Vinton, and the County. On Duty ~ Shall mean working an assigned tour with the employing law enforcement agency. Off Duty ~ Shall mean that period of time during which an employee would not normally be scheduled or required to engage actively in the performance of police duties. This section does not apply to, or include officers working in any off duty, secondary police related employment. State Code ~ Shall mean the (1950) Code of Virginia, as amended. 2. Extraterritorial Arrest Power ~ An officer in Roanoke, Salem, Vinton, or the County shall possess extraterritorial arrest power while on duty when any violation of state law becomes known to the officer, or probable cause exists to effect an arrest. This section is not inclusive of any individual city, county, or town codes which reciprocal agreements do not cover. Any officer effecting or attempting to effect an extraterritorial arrest under or pursuant to this Agreement shall have the same rights, powers and authorities as the officer would possess in making or attempting to make an arrest in the political subdivision employing the officer under similar circumstances. Nothing in this Agreement shall be construed as requiring an officer to effect an extraterritorial arrest. 3. Notification ~ Any officer making an extraterritorial arrest shall give notice of such fact by filing a written report within forty-eight (48) hours of the arrest, enumerating the name of the person arrested, the offense and time, place and particulars of the offense, with the law enforcement agency in the jurisdiction where the arrest occurred. This requirement is automatically satisfied when the officer submits a report in accordance with his current departmental procedures so long as the department participates in the cooperative regional database currently known as “RACJIN.” 4. Responsibility of the Parties ~ Roanoke, Salem, Vinton, and the County agree that to the extent permitted by applicable law, each party to this Agreement will be responsible for the actions, inactions or violations of its officers, employees, and agents in connection with any extraterritorial police activity contemplated under this Agreement, but nothing contained herein shall be construed as a waiver of the sovereign immunity of any locality. 5. Operational Policies ~ Any officer effecting an extraterritorial arrest shall comply with the operational policies of his own department. Roanoke, Salem, Vinton, and the County agree to hold their own officers, respectively, responsible and accountable for compliance with operational policies of the employing department.
Page 3 of 5
6. Cooperative Joint Operations ~ Pursuant to this Agreement, a law enforcement officer from any of the participating localities who has the rank of lieutenant or higher may coordinate with a law enforcement officer of another participating locality of the rank of lieutenant or higher to coordinate a joint law enforcement operation that they believe will serve to better protect the health, safety and welfare of the citizens of their respective locality and the Roanoke Valley. 7. No effect on existing powers ~ This Agreement shall not supersede, restrict, limit or otherwise impair or affect extraterritorial arrest powers already existing pursuant to § 15.2-1724. Police and other officers may be sent beyond territorial limits; § 15.2-1727. Reciprocal agreements with localities outside the Commonwealth; § 15.2-1728. Mutual aid agreements between police departments and federal authorities; § 15.2-1729. Agreements for enforcement of state and county laws by federal officers on federal property; § 15.2-1730. Calling upon law-enforcement officers of counties, cities or towns for assistance; § 19.2-77. Escape, flight and pursuit; arrest anywhere in Commonwealth; § 19.2-249. Offenses committed on boundary of two counties, two cities, or county and city, etc.; where prosecuted; § 19.2-249.1. Offenses committed within towns situated in two or more counties; where prosecuted; § 19.2-250. How far jurisdiction of corporate authorities extends; and other sections of the State Code or any authority or power existing under the City of Roanoke Charter of 1952 or the City of Salem under the City of Salem Charter. 8. Rights of Officers ~ While acting under or pursuant to this Agreement, any city officer in the county, any town officer in the city or county, or any county officer in the city shall have all the immunities from liabilities and exemptions from laws, ordinances and regulations and shall have all the pension, relief, disability, Workers’ Compensation and other benefits enjoyed by the officer while performing his/her respective duties within the territorial limits of his/her political subdivision. 9. No Backup ~ This agreement shall not be construed as requiring any city officer to act in the county or town, any town officer to act in the city or county, or any county officer to act in the city or town upon request to supplement or replace routine patrol or enforcement activities. 10. Loss or Damage to Equipment ~ The localities shall have no liability for any destruction, loss or damage of any motor vehicle, equipment or personal property owned and operated by the other localities in the exercise of extraterritorial arrest power under or pursuant to this agreement. 11. Immunities ~ This agreement shall not be construed to impair or affect any sovereign or governmental immunity or official immunity that may otherwise be available to the localities, any officer, agent or employee of the localities.
Page 4 of 5
12. Termination ~ Any party to this agreement shall have the right to terminate this agreement, with or without cause, by giving written notice to the chief administrative officer of the other parties by certified mail, return receipt requested. Any termination shall be effective 10 days after receipt of notice of termination. 13. Completeness of Agreement ~ This agreement represents the entire and integrated agreement between Roanoke, Salem, Vinton, and the County and supersedes all prior negotiations, representations or agreements, either oral or written. This agreement may be amended only by written instrument signed by authorized representatives of Roanoke, Salem, Vinton, and the County. 14. Gender ~ Any word importing the masculine gender used in this agreement may extend to and be applied to females as well as males. 15. Effective Date ~ This agreement shall be effective immediately upon its execution by all of the parties hereto. IN WITNESS WHEREOF, the City of Roanoke, Virginia has caused this agreement to be signed and attested on behalf of the City by the City Manager and City Clerk, respectively, and the City of Salem, Virginia has caused this agreement to be signed and attested on behalf of the City by the City Manager and City Clerk, respectively, by the Town Manager on behalf of the Town of Vinton, and the County of Roanoke, Virginia has caused this agreement to be signed and attested on behalf of the County by the County Administrator and Clerk to the Board of Supervisors. CITY OF ROANOKE, VIRGINIA By________________________________________________________________ City Manager Attest: _______________________________________________________ City Clerk Approved as to form: ______________________________________________________ Roanoke City Attorney CITY OF SALEM, VIRGINIA By___________________________________________________________________ City Manager Attest:
Page 5 of 5
________________________________________________________ City Clerk Approved as to form: _____________________________________________________ Salem City Attorney TOWN OF VINTON By___________________________________________________________________ Town Manager Attest: _____________________________________________ Town Clerk COUNTY OF ROANOKE, VIRGINIA By______________________________________________________________ County Administrator Attest: ____________________________________________________________ Clerk to the Board of Supervisors Approved as to form: _________________________________________________ Roanoke County Attorney NOTARIES
RESOLUTION NO
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, APRIL
16, 2013, AT 7:15 P.M., AT THE CRAIG AVENUE RECREATION CENTER, 900 CHESTNUT
STREET, VINTON, VIRGINIA.
WHEREAS, the City of Roanoke, County of Roanoke, Town of Vinton and City of Salem desire to enter
into an Agreement for extraterritorial arrest powers; and
WHEREAS, Section 15.2-1736 of the 1950 Code of Virginia provides that the governing bodies of localities
may enter in and become a party to contracts or mutual aid agreements for the use of their joint forces, both
regular and auxiliary, their equipment and materials to maintain peace and good order; and
WHEREAS, Section 15.2-1300 of the 1950 Code of Virginia provides for the joint exercise of powers by
political subdivisions of the Commonwealth of Virginia; and
WHEREAS, the Town Council believes it is in the interest of the Town to enter into the Agreement with the
City of Roanoke, County of Roanoke and City of Salem.
NOW THEREFORE, BE IT RESOLVED, BY THE COUNCIL OF THE TOWN OF VINTON,
VIRGINIA, as follows:
1. The Town Manager is hereby authorized, for and on behalf of the Town, to execute the
Agreement, substantially in the form presented to Council; and
2. The Town Manager is hereby authorized to execute any and all other necessary documents in
furtherance of the same, all such documents shall be approved as to form by the Town Attorney.
This Resolution shall be effective from and after the date of its adoption.
This Resolution adopted on motion made by Council Member ____________ and seconded by Council Member
_____________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
Susan N. Johnson, Town Clerk
Meeting Date
April 16, 2013
Department
Public Works
Issue
Informational Briefing for the Purchase of a 250/300 KW Mobile Diesel Generator.
Summary
The Department is requesting the consideration of Council for the purchase of a 250/300 KW
Mobile Diesel Generator that will be primarily utilized at the Third Street Sanitary Sewer Lift
Station but can be mobilized to the Town’s Water System Faculties in the event of an electrical
power outage for emergency back up support.
Attachments
Power Point Presentation
Recommendations
The Department is requesting that Council provide authorization to move forward with the
solicitation of closed bids from equipment suppliers/vendors for the purchase of a 250/300 KW
Mobile Diesel Generator.
Town Council
Agenda Summary
Third Street Lift Station
&
Water System Emergency Power Back-Up
Alternate Electrical Power Source
in the Event of an Outage
through the Normal Supply
•Bush No. 1, 2, & 3
•Chestnut Street
•Craig Avenue
•Falling Creek
•Mansard Square
•Melissa Circle Rt. 24
•Toddsbury
•Spring Grove
•Stone Bridge
•Mt. View Pump Station
•Chestnut Mountain PS Booster
•Lindenwood PS Booster
•Falling Creek Booster Station
Size: 250 / 300 KW Voltage: 277 / 480
•Diesel Fueled Engine Generator Set
•Exhaust Silencer & Fittings
•Remote Control Panel
•Battery & Charger
•Weatherproof Enclosure
•Capable of Starting 150hp Motor & Delivering Full KW Emergency Power for Duration of Outage
•Factory Sound Less than 75dB Level Under Full Load at 23 Ft. Distance
Battery System
•Automatic Start-Stop Electrically Operated Through 12-Volt
Battery
•Provide Two-Rate Battery Charger To Automatically Recharge
Batteries
Trailer
•Generator Set Supplied and Installed on Trailer
•Lockable Utility Box at Tongue of Trailer
•Lockable Utility Box at Rear of Trailer
•Estimated New Cost 3 Yrs Ago - $60,000 - $65,000
•Estimated New Cost Today - $85,000 - $120,000
Mobile Diesel Generator
Cost Increase Factor
•Tier 4 Emissions Compliance on all Non-Road Diesel
Engines
Additional Cost Needed to Connect to All Sites
•$5,000 - $7,000 – Cost of Switches & Wiring
Mobile Diesel Generator
Accessories
Mobile Diesel Generator
Mobile Diesel Generator
Questions?
Mobile Diesel Generator
Meeting Date
April 16, 2013
Department
Town Clerk
Issue
Consider nominations for the 2013 VML Policy Committees
Summary
The Virginia Municipal League is accepting nominations for its 2013 Policy Committees. A
description of the Policy Committee process is attached, along with our 2012 list. This
information must be submitted to VML no later than Monday, April 22nd.
Attachments
2013 VML Policy Committee Information
2012 List
Policy Committee Meeting Schedule
Recommendations
Motion to nominate and approve committee assignments
Town Council
Agenda Summary
I. Douglas Adams, Council Member
Christopher S. Lawrence, Town Manager
Bradley E. Grose, Mayor
Anita McMillan, Planning and Zoning Director
Matthew S. Hare, Council Member
Barry W. Thompson, Finance Director/Treasurer
William W. Nance, Council Member
Robert R. Altice, Council Member
Gary W. Woodson, Public Works Director
Town of Vinton
Officers
President
Edwin C. dalEy, dPa
HoPEwEll City ManagEr
President-elect
david P. HElMs
Marion Mayor
Vice President
williaM d. EuillE
alExandria Mayor
immediate Past President
rosEMary wilson
virginia BEaCH CounCil MEMBEr
executiVe directOr
r. MiCHaEl aMyx
magazine
virginia town & City
P.o. Box 12164
riCHMond, virginia 23241
13 East Franklin strEEt
riCHMond, virginia 23219
804/649-8471
Fax 804/343-3758
e-mail@vml.org
www.vml.org
l o C al g ov E rn ME nts w orking t og E t HE r s in CE 1905
March 22, 2013
To: Key Officials of Full-Member Local Governments; Council and Board Clerks of Full-Member Local Governments
From: R. Michael Amyx, Executive Director
Subject: 2013 VML Policy Committee Nominations
The Virginia Municipal League is accepting nominations for its 2013 policy committees. A description of the policy committee process is attached, along with a nomination form. Please complete the enclosed form and return it to VML by Monday, April 22. If your community has an election in May, please return this form by the requested date even if you must revise it later.
Please observe the following guidelines when making your policy nominations:
• Only full-member local governments may participate.
• You may nominate two individuals to a committee; if two are nominated, at least one nominee must be a governing body member.
• Only members of a council or board of supervisors and appointed officials (i.e., employees of the local government) are eligible to serve.
• Individual may serve on only one committee.
• The chief administrative officer or mayor/board chairman must sign the nomination form.
• Please return nomination forms by April 22.
We will forward information about policy committee meeting times and rooms as soon as they are confirmed. Policy committee recommendations that emerge from the July meeting will be forwarded to the Legislative Committee for consideration at its September meeting.
Please call/e-mail Janet Areson (804/523-8522, jareson@vml.org) if you have any questions about the appointment process.
VML 2013 Policy Committee Nominations
Please return this form by April 22 to Joni Terry at VML, P.O. Box 12164, Richmond, VA 23241; Fax 804/343-3758; email: jterry@vml.org
Community & Economic Development
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
Environmental Quality
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
Finance
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
General Laws
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
Human Development & Education
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
Transportation
Name & Title:______________________________________________________________________________
Name & Title:______________________________________________________________________________
Signed:_______________________________________Locality:____________________________________ (Mayor/Chair, or Manager/Administrator)
VML’s Legislative and Policy Committee Process
Each year the Virginia Municipal League develops two separate documents -- a legislative program and a compilation of policy statements -- through a process that involves the Legislative Committee and six separate policy committees. The Legislative Committee is responsible for developing the legislative program, but it may also rely on input from the policy committees to do so. The policy committees develop broad policy statements, in addition to submitting specific legislative recommendations for consideration by the Legislative Committee.
Legislative Committee
What is the role of the Legislative Committee?The Legislative Committee is responsible for considering and reporting on existing or proposed state and federal legislation or regulations, and urging the enactment or amendment of, or opposition to, such legislation or regulations.
How is the Legislative Committee appointed?VML’s Constitution spells out the composition of the Legislative Committee. The committee consists of 24 people holding elective or appointed positions, all appointed by VML’s President. Of the 24 members, 12 must be representatives of cities and urban counties with populations in excess of 35,000, 6 must be representatives of cities and urban counties with populations of 35,000 or less, and 6 must represent towns.
What is included in VML’s Legislative Program?The legislative program adopted by the Legislative Committee reflects specific legislative objectives that VML hopes to achieve during the upcoming legislative session. It is subject to the approval of VML’s membership at the annual conference.
What is the relationship between the legislative committee and VML’s policy committees?The Legislative Committee meets prior to the policy committees to identify issues that it would like the committees to consider for potential inclusion in the league’s legislative program. It meets again after the policy committees have met to consider their recommendations.
Policy Committees
What is the role of the policy committees?Policy committees receive briefings on select statewide issues, consider possible changes to the policy statement, and develop legislative recommendations for the Legislative Committee to consider.
How are policy committees appointed?Policy committee membership consists of elected and appointed officials of full-member local governments. Nomination information is sent in the spring to each locality, and each local government determines which of its officials will be nominated for each of the six policy committees. Each local government may nominate up to two people per policy committee, at least one of whom must be an elected official.
What are the benefits of serving on a policy committee?VML policy committees offer members an opportunity to learn about current and emerging statewide issues that affect local governments, to develop through policy statements the broad philosophical framework that guides the league, and to network with local officials with similar policy interests.
How many policy committees are there?There are six policy committees: community and economic development, environmental quality, finance, general laws, human development and education, and transportation.
What issues does each policy committee cover?
• Community & Economic Development: Authority, administration, and funding of local governments to manage a full range of community and economic development issues, including business development and retention, international competitiveness, infrastructure development and investment, planning, land use and zoning, blight, enterprise zones, housing, workforce development and historic preservation.
• Environmental Quality: Natural resources and the authority of local governments to manage the environment, including water resources and quality, solid and hazardous waste management, air quality and the Chesapeake Bay.
• Finance: Powers, organization and administration of local government financing, including taxing authority, debt financing, state aid to local governments and federal policies affecting local finance issues.
• General Laws: Powers, duties, responsibilities, organization and administration of local governments, including state-local and inter-local relations, conflicts-of-interest, freedom-of-information, information management and personnel, telecommunications, utilities and law enforcement, jails and courts issues.
• Human Development and Education: Management and funding of social services, education, health, behavioral health, juvenile justice, recreation, rehabilitation and programs for the aging.
• Transportation: Development, maintenance, and funding of a comprehensive land, sea and air transportation system for the Commonwealth, and federal, state and local roles in the provision and regulation of transportation.
What is a policy statement?Each policy committee develops a policy statement that covers issues in its respective area. The policy statement expresses the agreement of VML’s membership on matters of interest to local governments. The statement generally addresses broad, long-term, philosophical positions. The VML membership approves the policy statements at its annual meeting.
How do policy statements differ from VML’s legislative program?Policy statements are general in nature. They reflect local governments’ positions on a range of issues. The Legislative Program is more specific and immediate. It is limited to legislative positions that VML expects to lobby on during the upcoming legislative session.
Virginia Municipal League
2013 Policy Committee Meeting Schedule
July 25, 2013
Greater Richmond Convention Center
9:30 a.m. to 12:30 p.m.
Community & Economic Development Room E11-b
Environmental Quality Room E11-a
Human Development & Education Room E11-c
Breakout session for members not Room TBA
attending a morning committee meeting*
12:30 - 1:10 p.m.
Lunch for all policy committee attendees Room E10-cd
1:15 – 4:15 p.m.
General Laws Room E11-c
Finance Room E11-b
Transportation Room E11-a
Breakout session for members not Room TBA
attending an afternoon committee meeting*
*This breakout session (new this year) gives members who 1) carpool with
colleagues whose meeting times are opposite theirs, or 2) wants to come early or
stay after their own committee meeting the opportunity to participate in an
educational session in addition to attending their own policy committee meeting.
The session topic will be announced soon.
The Greater Richmond Convention Center is located on Broad Street between
3rd and 5th Streets. The Center’s parking deck is located at 301 N. 3rd Street (3rd
and Marshall Streets). Our meeting rooms are on the Exhibit Hall level (first floor
of the center), just across Marshall Street from the parking deck.
Meeting Date
April 16, 2013
Department
Finance/Treasurer
Issue
Financial Report for February 2013
Summary
The Financial Report for the period ending February 28, 2013 has been placed in the Town’s
Dropbox.
The Finance Committee met on Monday, April 1, 2013 at 5:30 pm to discuss the report and will
make a presentation of the report to Council during the Council Comment Section of the Regular
Meeting.
Attachments
Report in Financial folder in Dropbox
January 14, 2013 minutes
February 4, 2013 minutes
March 11, 2013 minutes
Recommendations
Motion to approve the Financial Report
Town Council
Agenda Summary
Minutes of the Finance Committee Meeting
Monday, January 14, 2013
At 5:30PM., Barry Thompson called the meeting to order in the Finance Office Conference
Room. The members present for the meeting were Vice Mayor Wes Nance and Council Member
Matt Hare, Town Manager, Chris Lawrence, Accounting Manager Lijah Robinson and
Treasurer/Finance Director, Barry Thompson. Staff members present were Assistant to the Town
Manager, Ryan Spitzer and War Memorial Facility Manager, Kevin Kipp.
The agenda was accepted as presented.
The Minutes of the November 5, 2012 and the December 3, 2012 meeting were approved.
Item III– Reporting from ACS. Mr. Thompson showed the new monthly report that ACS has
been working on and explained that it should be delivered soon to the Town. Mr. Hare wanted a
copy in EXCEL and Mr. Thompson indicated that he would send him a copy.
III(a) Kevin Kipp Report – War Memorial. Kevin Kipp, War Memorial Facility Manager gave a
monthly report on the December Operations of the War Memorial to the Finance Committee.
III(b) October 2012 Financial Report - Barry Thompson opened the discussion by explaining that
the reporting period ending October 31, 2012 appeared favorable and in comparison with the
previous year was in line. The revenues for the General Fund adjusted Revenues were
$1,713,302 or 97% and the Expenditures were $2,281,338 or 86%. The Utility Fund had
Revenues of $1,074,788 or 111% and Operating Revenues of $853,041 or79%. The reporting
period ending November 30, 2012 compared favorably with the previous year also. The
revenues for the General Fund adjusted Revenues were $2,018,563 or 102% and the
Expenditures were $2,916,061 or 87%. The Utility Fund had Revenues of $1,081,259 or 102%
and Operating Revenues of $1,051,991 or80%. Discussion evolved regarding the accrued
revenues which were primarily made up of Sales Tax, Meals Tax, and Consumer Tax and not
being reflected in the reports on the ACS system.
The October 2012 and November 2012 Financial Reports were accepted and will be presented to
the Council at the January 15, 2013 Council Meeting.
The meeting was adjourned at 7:55PM.
Minutes of the Finance Committee Meeting
Monday, February 4, 2013
At 5:30PM., Barry Thompson called the meeting to order in the Finance Office Conference
Room. The members present for the meeting were Vice Mayor Wes Nance and Council Member
Matt Hare, Accounting Manager Lijah Robinson and Treasurer/Finance Director, Barry
Thompson. Absent: Town Manager, Chris Lawrence. Staff members present were Assistant to
the Town Manager, Ryan Spitzer and War Memorial Facility Manager, Kevin Kipp.
The agenda was accepted as presented.
The Minutes of the January 14, 2013 meeting were approved.
Item III– Reporting from ACS. Mr. Thompson continued to review some changes in the new
format of the Budget Comparative Report.
III(a) Kevin Kipp Report – War Memorial. Kevin Kipp, War Memorial Facility Manager gave a
monthly report on the December Operations of the War Memorial to the Finance Committee.
Mr. Kipp emphasized some changes that he was implementing in the way he was booking events
and the impact it was having and the future impact it would have on revenue generation at the
War Memorial.
III(b) December 2012 Financial Report - Barry Thompson opened the discussion by explaining
that the reporting period ending December 31, 2012 appeared favorable and in comparison with
the previous year was in line. The revenues for the General Fund adjusted were $3,343,255 or
126% and the Expenditures were $3,356,394 or 87%. Revenues over expenditures for the first
six months were (13,139) for the General Fund. Accruals for Sales Tax, Meals Tax, and
Consumer Tax and not being reflected in the reports on the ACS system so revenues are adjusted
on the summary page to reflect these numbers.
The Utility Fund had Revenues of $1,482,152 or 102% and Operating Expenditures of
$1,237,250 or 80%. The Tinker Creek Sewer Improvement Project has been deducted out of the
ACS numbers to reflect the true operating numbers.
The December Financial Reports were accepted and will be presented to the Council at the
January 15, 2013 Council Meeting.
IV). Long-Term Financing Operations - The Western Virginia Water Authority has begun its
Peak Flow Enhancement Project at the Regional Wastewater Treatment Plant for a project cost
of $17,087,000. The Town’s share of this project is 5.5% or $939,785. Additional Cost may
occur and the Western Virginia Water Authority has allotted 3% additional money and Botetourt
County has allotted 5% additional money for legal services and contingency items. If the Town
allows for a 5% contingency ($46,989) this would bring our total project cost to $986,774. The
project is expected to begin in February and we will need to make payments beginning in July
2013.
The Town also has the $500,000 bridge loan on the Glade-Tinker Creek Wastewater Interceptor
Replacement-Phase 2 Project. This financing allowed us to proceed with this project until the
Town was ready to go out for long-term financing. The pay-off on this loan was established for
18-months and we have made two interest payments at a cost of $1,266.30 for the two months.
The payoff of this loan would be included in this long-term financing.
The third component is being analyzed by Gary Woodson, Public Works Director and Chris
Lawrence, Town Manager. If we were to allocate another $500,000 for identified projects in the
Town, that would give the biggest bang for the money spent. It needs to be determined whether
the money needs to be used on Water, Sewer, or Inflow and Infiltration Projects. Over the years
there have been projects that have been identified in the Town’s CIP Listing so the question is
prioritizing and utilizing the funding on the Water/Sewer system in the best manner.
There are two sources of funding-- the Virginia Resources Authority (VRA) and the Virginia
Local Finance (VML/VACo). The application process is similar through both organizations. The
deadline for application submission with VRA is February 8, 2013 for a Spring Financing.
Closing with VRA would be in the later part of May 2013 time frame. VML/VACo does not
have a deadline and can close within 60-90 days after application approval. I have discussed our
needs with both and either organization is willing to work the Town. Our next step in the
process would be to submit an application.
A $2 million bond issue with VRA and VML/VACo including all estimated issuance cost has an
all-in-true interest cost estimated at 2.50 to 2.51% for 20 years. This equates to an average
annual debt service of $127,331 on a level debt service schedule or $144,292 maximum to
$102,812 lowest on a level principal schedule. Based on audited wastewater service charges of
$1,460,204 in FY 2012 to generate an additional $144,292 would require an increase of 9.88% in
the wastewater rates.
In working through VRA, there is a possible refunding opportunity related to the Town’s Series
2004B VRA loan (Fire & EMS Building) which could be included with the new money loan
request. Based on market rates as of January 18, 2013, $550,000 in principal from the Town’s
Series 2004B loan (2016-2024) maturities are showing estimated net present value savings of
$32,766 (5.958% NPV savings a percentage of refunded par). We would want to put in our
resolution to obtain at least 5% in order to make the deal beneficial to the Town. These savings
do not include local bond counsel cost but if we were looking to do the transaction anyway,
including this refunding should not add substantially to our closing cost.
The meeting was adjourned at 7:55PM.
Minutes of the Finance Committee Meeting
Monday, March 11, 2013
At 5:30PM., Barry Thompson called the meeting to order in the Finance Office Conference
Room. The members present for the meeting were Vice Mayor Wes Nance and Council Member
Matt Hare, Accounting Manager Lijah Robinson, Treasurer/Finance Director, Barry Thompson,
and Town Manager, Chris Lawrence. Staff members present were Assistant to the Town
Manager, Ryan Spitzer and War Memorial Facility Manager, Kevin Kipp.
The agenda was accepted as presented.
No minutes were presented for approval.
Item III– Reporting from ACS. Mr. Thompson continued to review some changes in the new
format of the Budget Comparative Report and Revenue Comparative Report. The January
Report is the first report where the new Comparative reports have replaced the YTD Budget
Section.
III(a) Kevin Kipp Report – War Memorial. Kevin Kipp, War Memorial Facility Manager gave a
monthly report on the December Operations of the War Memorial to the Finance Committee.
Mr. Kipp. He spoke of how Branding would be an important element in moving forward at the
War Memorial. There was much discussion on this topic. Accounting Manager, Lijah Robinson
presented an analysis of Revenues/Expenses which showed a loss of $18,124.50 for January.
III(b) January 2013 Financial Report - Barry Thompson opened the discussion by explaining that
the reporting period ending January 31, 2013 appeared favorable and in comparison with the
previous year were in line. The revenues for the General Fund adjusted were $3,721,667 or
121% and the Expenditures were $3,993,949 or 88%. Revenues over expenditures for the seven
month period were ($272,292) for the General Fund. Accruals for Sales Tax, Meals Tax, and
Consumer Tax and not being reflected in the reports on the ACS system so revenues are adjusted
on the summary page to reflect these numbers.
The Utility Fund had Revenues of $1,567,632 or 103% and Operating Expenditures of
$1,533,053 or 86%. The Tinker Creek Sewer Improvement Project has been deducted out of the
ACS numbers to reflect the true operating numbers.
The January Financial Report was accepted and will be presented to the Council at the March 19,
2013 Council Meeting.
The meeting was adjourned at 7:40PM.
Meeting Date
April 16, 2013
Department
Administration
Issue
Work Session
1. Town Manager
a. Operating Budget
b. Building and Grounds
2. Town Council
a. Operating Budget
b. Community Contributions
c. Joint Local Government Services
3. CIP continuation
Summary
None
Attachments
Town Manager Presentation
Recommendations
No action required
Town Council
Agenda Summary
Town Manager
Budget Page No. 27
Town Manager
GOALS
1.In partnership with Town Council, provide leadership to carry out
the two year strategic goals for the organization, focusing on:
a.Economic Development and Downtown Revitalization
b.Infrastructure investment
c.Staff development
d.Volunteer partnerships
2.Coordinate with Roanoke County to relocate our current Laserfiche
Document Imaging System and implement the technology in two
additional departments to reduce paper filing systems and improve
document management and searchability
Town Manager
Significant budget highlights
•200.1200.560 – Training/Travel - Increased training to fund ICMA
Credential Manager certification for Town Manager - $1,500
•Requires out of town travel to conference
•Overall budget reduction $2,500
Building and Grounds
Significant budget highlights
•200.4304.360 - Health Department - increase $7,000
•Reflects cost of utilities paid by town and reimbursed by tenant
•200.4304.522 – Postage – increase $ $4,500
•Reflects actual costs based on historical expenses
•200.4304.799 – Capital Outlay – Increase $12,000
•Replaces primary file server for the entire organization
•Purchases Laserfiche equipment and seat licenses for two
departments
•All Laserfiche upgraded to server rather than in house hard drive
Budget Page No. 82