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HomeMy WebLinkAbout8/21/2012 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, August, 21, 2012 AGENDA Consideration of: A. 6:00 p.m. - WORK SESSION 1. Briefing on Virginia Public Safety Memorial. 2. Briefing on new K-9 Unit with the Police Department. 3. Briefing on Roanoke County RoCo Alert Citizen Alert & Warning System. 3. Briefing on awarding contract to E. C. Pace Company, Inc. in Roanoke, Virginia for the replacement of the Montgomery Village Pressure Reducing Valve and Vault. 4. Briefing on SNAP Program to be implemented at the Farmer’s Market. B. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. CONSENT AGENDA 1. Consider approval of minutes for the Council Regular Meeting of July 3, 2012. 2. Consider approval of minutes for the Council Regular Meeting of July 17, 2012. 3. Consider adoption of a Resolution reappointing Mary Beth Layman to the Roanoke Valley Television Committee. 4. Consider adoption of a Resolution authorizing the Town Treasurer to destroy all personal property and real estate paid tax tickets from 2005 through 2007 in compliance with the Code of Virginia. F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Police Officer of the Month for August – Brandon Hill. 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 2. Recognition of Sergeant Gregory Scott Jones who has been called to active duty with the United States Army National Guard. 3. Recognition of Officer Zachary Hurt who has been called to active duty with the United States Army Reserve. 4. Introduction of Kevin Kipp, War Memorial Manager. G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. TOWN ATTORNEY I. TOWN MANAGER ITEMS REQUIRING ACTION – NEW BUSINESS 1. Consider adoption of a Resolution appropriating $10,500.00 from the ATF Forfeiture fund to fund the purchase of a police dog and pay for related training for the K-9 Program. 2. Consider adoption of a Resolution re-appropriating $2,000.00 received from the Foundation for Roanoke Valley, Melva P. Jones Fund for Music and Art and the Community Catalyst Funds to underwrite the costs for an intern to coordinate the Vinton Municipal Pool for the Summer of 2012. 3. Consider adoption of a Resolution appropriating funds in the amount of $1,785.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Fire & EMS budget. J. MAYOR K. COUNCIL 1. Financial Report for June 2012 L. ADJOURNMENT NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. NEXT TOWN COMMITTEE/COUNCIL MEETINGS: • August 22, 2012 – 3:00 p.m. - Public Works Committee Meeting – Town Conference Room • September 4, 2012 - 6:00 p.m. – Work Session with Regular Meeting to follow at 7:00 p.m. – Council Chambers COMMONWEALTH PUBLIC SAFETY MEMORIAL You can build Virginia’s monument to heroes with an engraved brick at Memorial Plaza The Commonwealth Public Safety Memorial will honor police officers, paid and volunteer firefighters, sheriff’s officers, Virginia National Guardsmen, game wardens, state park rangers, and paid and volunteer EMTs who have been killed in service to their community. The memorial will be built at Darden Garden on Richmond’s Capitol Square. Virginia Public Safety Foundation (VPSF) is charged with raising funds, an estimated $2 million, and supervising construction, on behalf of the Commonwealth. VPSF has served Virginia’s safety community for 18 years, providing reassuring assistance to the families of officers killed or injured in the line of duty, and honoring bravery in public safety with the Medal of Valor. A CALL TO ACTION To support the memorial fund is to stand with Virginia’s 165,000 public safety officers, who risk their lives every day to keep our families and communities safe and secure; it is to declare that these lives were not lost without purpose, that these names will never be forgotten; and it is to honor the surviving families who carried the burdens of their service and the weight of their ultimate sacrifice. Join public safety agencies across Virginia in pledging your support for the memorial fund. In honor of Virginia’s heroes, purchase a brick at Memorial Plaza. $2,500 Engraved brick at Memorial Plaza $5,000 Memorial Plaque; Engraved brick at Memorial Plaza $10,000 Engraved brick at Memorial Plaza; Framed and matted Memorial Image $25,000+ Please call for details For more information, and to donate today visit www.vpsf.org CVC CODE: 30032201 West Main Street, Richmond, Virginia 23220 804-648-6299 x1004 vpsf@alliancegroupltd.com TO: Christopher S. Lawrence, Town Manager FROM: Gary W. Woodson, Public Works Director DATE: August 14, 2012 SUBJECT: Montgomery Village Pressure Reducing Valve Station Replacement ISSUE/PURPOSE: To replace an aging and deficient Pressure Reducing Valve (PRV) Station that is serving the Montgomery Village subdivision. Water pressure reducing valve stations are used to control pipeline pressure within zones or areas of the Town’s Water Distribution System, insuring delivery of water to residents at a safe operating pressures. The existing Montgomery Village subdivision station has been in service for approximately 16 years and it does not have secondary bypass piping. In the event of a main valve failure or the need to perform maintenance, pressure would be delivered at high levels that could cause extreme damages to residences in the served subdivision. Public Works would like to have a new concrete vault with a load rated hatch and new PRV station installed by the low contract bidder E.C. Pace Company, Inc. for a Lump Sum price of $24,950.00 in the Montgomery Village subdivision. The project was previously approved and funded in last year’s budget but due to timing constraints and construction bid submittals coming in higher than anticipated last year; the appropriated funds were returned to the Town’s General Funds account. The Public Works Department would like to have the Montgomery Village PRV funds re- appropriated and approved for construction. ACTION REQUESTED: For the Town Council to review, approve and re-appropriate $24,950.00 in funding to have the low bidder E.C. Pace Company, Inc. replace the Montgomery Village Pressure Reducing Station. DATE ACTION NEEDED: September 4, 2012 1 Vinton Farmers’ Market Update August 16, 2012 Grant and Donations • The Vinton Farmers’ Market recently received a $3000.00 donation from the Foundation for Roanoke Valley on behalf on an anonymous donor. The grant is to be used for implementation of the SNAP/EBT program at the Vinton Farmers’ Market. The donation is undesignated and may be used in various ways. • The market also received a $250.00 undesignated donation from Member One Credit Union. • The donated funds will be used for purchase of customer tokens, potentially for a 50% match for customers and for staff to operate the POS machine. Equipment from the State of Virginia • The Town of Vinton will be receiving a POS Device for the Vinton Farmers’ Market (only) through the Department of Social Services. • The Town of Vinton applied for and received a FNS number from the USDA. This is a requirement for the SNAP program. How SNAP(Supplemental Nutrional Assistance Program) Works • SNAP approved clients may purchase food for human consumption, seed and plant starters, baked items (whole or sliced). Prepared food items are not permitted. • The client uses a card that looks like a debit/credit card. They know the amount and balance on their card. • Upon purchase, the Town of Vinton will issue tokens that may be purchased by the SNAP card. We are hopeful to provide a 50% match for the SNAP purchase of tokens. The customer will make their purchases with the various vendors. 2 • The vendor will be reimbursed by the Town of Vinton Finance Office via the Special Programs Director for the token purchases. The Town of Vinton Finance Office has endorsed and will assist with this program. • Information about the program will be distributed at Manna Ministries, Charity Cottage, Vinton Library, Laundromats, and possibly schools. • Implementation will begin soon after receiving the EBT machine. • This program promotes the sale and purchase of healthy foods through local farmers’ markets. The SNAP program could potentially increase the sales for the vendors and offer a wonderful service to our citizens. Respectfully Submitted, Mary Beth Layman Town of Vinton Special Programs Director 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JULY 3, 2012, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Doug Adams Robert R. Altice Matthew S. Hare William W. Nance STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Stephanie Dearing, Human Resources Director Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Ben Cook, Police Chief Mark Vaught, Police Lieutenant Joey Hiner, Assistant Public Works Director The Mayor welcomed everyone in attendance and called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Altice, Council Member Hare, Council Member Nance, and Mayor Grose present. Roll Call After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag. The Mayor introduced Susan Johnson, the Town Clerk who conducted the Investure Service. Ms. Johnson then proceeded to administer the Oath of Office to Irvin Douglas Adams, Jr., William Wesley Nance and Mayor Bradley E. Grose. After taking their Oath of Office and receiving an official framed Certificate from the Commonwealth, each made brief comments. The Mayor next called for nominations for the office of Vice Mayor. Mr. Hare made a motion to elect William Wesley Nance as Vice Mayor; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Altice, Hare, Grose; Nays (0) – None; Abstain (1) - Nance. Ms. Johnson then administered the Oath of Office to Mr. Nance for the office of Vice Mayor. Elected William Wesley Nance as Vice Mayor for a term beginning July 1, 2012 and ending June 30, 2014 Vice Mayor Nance made a motion to approve the regular meeting schedule for the first and third Tuesday of each month; the motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) – None. Approved regular meeting schedule for the first and third Tuesday of each month. Mr. Hare made a motion to approve the Council in the Neighborhood meeting schedule of October 16, 2012, January 15, 2013, April 15, 2013, and June 18, 2013; the Approved Council in the Neighborhood schedule 2 motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) – None. Mr. Altice made a motion to appoint Christopher S. Lawrence as Town Manager; Susan N. Johnson as Town Clerk; Barry W. Thompson as Finance Director/Treasurer; Benjamin L. Cook as Chief of Police, and Elizabeth K. Dillon as Town Attorney; the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) – None. Appointed the five Council- appointed officers for the next two years The Mayor read the nominations for the three Council- appointed Committees – Public Works – Altice, Grose; Public Safety – Hare, Adams; and Finance Committee- Hare, Nance. Mr. Adams made a motion to approve the nominations as presented; the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Approved appointments to Council-appointed Committees The Mayor indicated that Mr. Adams has agreed to replace Carolyn Fidler on the VML Policy Committee on Community & Economic Development. Vice Mayor Nance made a motion to appoint Mr. Adams to said Committee; the motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Appointed Irvin Douglas Adams, Jr. to the VML Policy Committee on Community & Economic Development Mr. Hare made a motion to adopt the Consent Agenda as presented; the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Approved minutes of Council regular meeting of June 19, 2012 The Mayor recognized Aaron Lyles, a citizen, and the new Mayor of Buchanan, Larry Hall, and Susan Waddell, Attorney for Buchanan. The next item on the agenda was to consider the final location of the electronic message board sign at the intersection of Washington Avenue and Bypass Road. The Town Manager made brief comments on the sign permit application submitted by Budget Signs and that it meets the requirements of the Memorandum of Understanding. Mr. Adams asked if the traffic control box is in the line of sight and the response was it is not in any traffic movement line of sight. Vice Mayor Nance asked if on the general map provided is the placement of the sign consistent with the placement of the stakes that have been there and the conversations that we have had at a number of work sessions. The Town Manager responded yes and that the placement will not interfere with the drop inlet that is there. Mr. Hare asked how we will be guaranteed that they will put the sign where they have 3 indicated and the Town Manager indicated that staff could measure the exact location of the stakes. He commented that none of the affected property owners was present at the meeting. The Town Manager commented that we made contact with Mrs. Obenchain and she indicated that the neighbors would be okay with Council’s decision and would not attend the meeting. Mr. Hare also asked if the adjacent property owners would still have input on the type of vegetation to be put around the sign and the response was yes. Vice Mayor Nance made a motion to approve the sign location reflected in the prepared information presented to Council which is consistent with representations made to this Council and the present location of the temporary stakes at the place they are located on July 3, 2012; the motion was seconded by Mr. Hare. The Mayor confirmed that staff can confirm where the existing stakes are and also when the foundation is poured that it is in the same location. The motion was carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Hare, Nance, Grose; Nays (0) – None; Abstain (1) - Altice. Approved final location of electronic message board sign The next item on the agenda was consideration of a Resolution appropriating the funds for the replacement of the water chiller at the Vinton Fire and EMS Building. The Town Manager commented that Council at their last meeting approved the bid and awarded the Contract for the chiller replacement. This Resolution will appropriate $65,575.00 from the money we received from AEP to the Special Projects line item in the Fire & EMS Budget. Mr. Altice made a motion to approve the Resolution as presented; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Approved Resolution No. 1977 reappropriating funds in the amount of $65,575.00 for the replacement of the water chiller at the Vinton Fire and EMS Building The next item was to give Council an update on the Glade- Tinker Creek Wastewater Interceptor Replacement-Phase 2 Project. Barry Thompson commented that staff had been reviewing several financing options for the balance of the Project. The recommendation is to submit an application to WML/VACo for $500,000 which would be a bridge loan to take us up to the time that will need to borrow additional funds for projects with the Western Virginia Water Authority. This will be a commercial paper loan with no closing costs, but approximately a $6,500 fee to our bond counsel for preparation of the necessary documents. The rate is currently between 1.25% and 1.50%, which is a variable rate adjusted every three months and they indicated the rate has not changed over the past nine months. The $500,000 is a minimum amount and we could pay the loan off at any time. A consensus is needed by Council at this time to proceed with the loan application. 4 Vice Mayor Nance commented also from the Finance Committee that this same loan as a commercial loan with a private bank would have increased fixed costs and a higher interest rate. The Town Manager commented that we will use the 2007 bond money we have first and will only draw down from this loan as needed. Vice Mayor Nance reiterated that consensus is needed from Council to approve submitting the application for the loan and there will be no problem awarding the contract prior to getting the loan approved since we have some funds readily available to start the project. The Mayor asked we could raise the amount of the loan for other projects that might need funding and the Town Manager responded that we certainly have more needs, but we would be better served by moving this project forward at this time. His only concern with adding more to the loan amount is having funds to pay for the loan since we did not raise the rates. The rates will need to be raised in the future to cover this and other project costs. Mr. Thompson commented that if we withdrew the total $500,000, the payment would be approximately $58,000 a month. Council gave a consensus to proceed with the application. Council gave consensus to proceed with loan application. The Town Manager next made comments concerning the severe storm event on June 29, 2012. He briefly outlined the steps that were taken by Town personnel to initially respond. Initially assessments were made through the Town as far as damage, power outages and the loss of water to the areas in the Town due to the loss of power to the pump stations. Emergency plans were then put into place including obtaining bottled water and establishing a Cooling Shelter for residents at the Senior Center. The Vinton Volunteer First Aid Crew assisted Town employees and other volunteers with the Cooling Station and the distribution of bottled water as well as providing potable water from the War Memorial. We were able to purchase 4,000 bottles of water from Wal-Mart at Clearbrook and also additional water from Kroger in Vinton. The Virginia Department of Emergency Management was contacted and provided resources as well. A boil-water notice was put into effect by the Health Department and will remain in effect until the Health Department certifies that the water is approved for drinking purposes. The Town Manager commented that the Town operated like a machine during this event and all the employees and volunteers worked without complaining and he is very proud of everyone involved. He also expressed thanks to the Council members who also took time to work the Cooling Station and water distribution sites. Gary Woodson commented on his conversation with Allegheny Construction concerning the Glade-Tinker Creek Interceptor project. Once Council approves the contract on July 17th, they are ready to proceed forward with 5 the project. He also commented on the storm event and was impressed with how the Town personnel and also the equipment worked together to respond to the needs of the community. The Mayor also expressed his thanks to all who assisted with the storm event. He also congratulated Mr. Adams as our new Council Member and Mr. Nance as Vice Mayor. He also reminded everyone of the July 4th event at the War Memorial starting at 6:00 p.m. Mr. Hare briefly reviewed the financial report for May 2012. The Finance Committee met and reviewed the report and the Town is in really good shape. Mr. Thompson indicated in the meeting that the cash flow is better than he has ever had. Revenues for General Fund are exceeding what the projection was at this point and the expenditures will come in probably under projection. The Water Fund revenues and expenditures are going to remain about where they are in the May report. Mr. Altice moved that the financial report be approved as presented; the motion was seconded by Vice Mayor Nance and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) – None. Comments from Council Members - Mr. Hare expressed thanks to everyone who worked during the storm event and he was not surprised at all with the response from staff from the Town. This is what makes the Town of Vinton a great place to live and work and he is proud he can serve with people of that caliber. Vice Mayor Nance also expressed thanks for all who helped with the storm event. Mr. Altice said we have a lot of dedicated people and a lot of team work in the Town. Mr. Adams made comments as well and said there is nowhere else he would rather live and serve than in the Town of Vinton. Mr. Hare moved that the meeting be adjourned, the motion was seconded by Vice Mayor Nance and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) – None. The regular meeting was adjourned at 8:23 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JULY 17, 2012, 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. Robert R. Altice Matthew S. Hare HONORARY MAYOR OF THE DAY: Jacob Dickerson STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Gary Woodson, Public Works Director Ben Cook, Police Chief Joey Hiner, Assistant Public Works Director The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Altice, Council Member Hare, Vice Mayor Nance, and Mayor Grose present. The Mayor introduced the Honorary Member of the Day, Jacob Dickerson. After a Moment of Silence, Jacob Dickerson led the Pledge of Allegiance to the U.S. Flag. Roll Call The Mayor commented that Jacob had spent part of the day last Thursday visiting the Town departments and he expressed thanks to him for being present and opening the meeting. Mr. Adams made a motion to approve the consent agenda as presented; the motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Approved minutes of Council Special Called Meeting of July 1, 2012. Vice Mayor Nance read a letter from Chief Cook naming Officer Michael Byrd as Officer of the month for June. The next item on the agenda was citizen comments and the Mayor welcomed Carolyn Fidler who was in attendance. The next item on the agenda was to consider adoption of a Resolution awarding a bid and executing a contract with Allegheny Construction Co. Inc. for the Glade-Tinker Creek Wastewater Interceptor Placement- Phase 2 Project. The Town Manager made brief comments concerning the Project indicating that the contractor is 2 ready to proceed with the project because timing is very important from an environmental standpoint as well as having the project completed before the beginning of the bridge replacement in 2013. The Town Attorney has reviewed the contract and it appears to be in order except for Supplementary Condition 5.06 relating to Property Insurance which states that the Town would insure all of the contractor’s equipment, materials and supplies against any damage. This clause needs to be deleted from the contract and the Town Manager recommends that Council approve the contract as presented with the understanding that the Town Attorney and the Town Manager will work with the contractor’s attorney regarding this clause. Council will be asked to take action at a later meeting to approve the additional funding for the project. Mr. Altice made a motion based on the fact that the issue of the insurance clause will be cleared up to award the bid and approve the execution of the contract. Mr. Hare asked what would happen if they do not meet their commitments and the response was that liquidated damages are included in the contract. Vice Mayor Nance seconded the motion allowing for execution of the contract upon satisfaction of the insurance issue in Section 5.06 and the motion carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0) - None. Mr. Hare asked what is the temporary traffic barrier mentioned in the contract and why does it cost $10,000.00 and the Town Manager responded that they would have to check into it and report back to Council. Mr. Woodson commented that we are also talking with the contractor about a lump-sum fee and the Town Manager indicated that the idea is to have a lump sum with no change orders. Approved Resolution No. 1978 awarding a bid and authorizing the Town Manager to execute contract with Allegheny Construction Co., Inc. for the Glade-Tinker Creek Wastewater Interceptor Placement- Phase 2 Project to include the deletion of Supplementary Condition 5.06. The next item on the agenda was a briefing on proposed changes to the Roanoke Valley Resource Authority Uniform Residential Disposal Policy. The Town Manager made opening comments that this relates to changing the current 20 trips per year per resident for each locality to 12 trips per year before a fee is charged. Joey Hiner then briefed Council on the proposed change. The citizens of the member localities, Roanoke City, Roanoke County, and the Town may dispose of household waste at the Roanoke Valley Resource Authority’s Tinker Creek Station at the current frequency of 20 trips per fiscal year per resident. The 20 trips per year are paid for by 3 each locality and any addition trips over the 20 are paid for by the resident based on the fees in the Policy. The Transfer Station keeps a list of resident trips by vehicle license plate numbers. The proposal is to reduce the number of visits to 12 per fiscal year per resident of each locality. In the Town in FY2011 there were 781 individual visits to the Transfer Station and 16 individuals made more than 12 visits, which is approximately 2% of the total. In FY2012, through March 31st, of 596 individual visits, 7 made more than 12 visits, or about 1.2%. If the Board approves this change, it will go into effect on July 1, 2013. Mr. Adams asked what happens if someone lives in the County but has a Vinton address and uses the County one time and Vinton the next and the response is that if the Transfer Station is suspicious of someone who is taking advantage of the system they can ask for additional identification. Mr. Adams asked if this would increase the amount of waste that is being brought to Public Works and Mr. Hiner responded no because he thinks more residents will leave their items at the curb. Mr. Hare asked what is driving this change and Mr. Hiner indicated he thinks it is the factor of costs savings. Mr. Hare indicated that he is not exactly in favor of lowering the trips because it may encourage more dumping and that the Town of Vinton Code is so vague about what can be picked up as bulk trash and what has to go to the Transfer Station. Mr. Hiner commented that staff is currently reviewing the Town’s bulk trash policy. Mr. Woodson commented that he has talked with Dan Miles of the RVRA and if someone has more than the 12 loads, the Town can call and they will make an exception. They believe there are a lot of contractors who are taking advantage of the system and they are trying to eliminate that problem. The Policy does provide for waivers and special disposals for residents through their individual localities. The Mayor commented that the area provided at the Public Works facility is used a lot and is valuable to residents. The Town Manager, who is on the RVRA Board, is looking for a consensus from the Town for the proposed change and Mr. Hiner, as the Committee member, also needs to report back to the Committee. Mr. Hare asked Mr. Hiner how does he feel about it and he responded that he sees no problem with reducing the number. Mr. Hiner responded that the average cost per trip for a resident to pay is $13.00. Council gave their consensus for the proposal. 4 The Town Manager then commented on the storm cleanup and the progress being made in the Town and Mr. Woodson responded that Public Works will have one complete cycle done by the weekend and then will continue picking up on the regular trash route. From a financial standpoint, staff has estimated about 30-days overtime for cleanup which is around $75,000 in direct costs. Some is straight pay and about half will be overtime pay. Staff met with FEMA and VDEM has week and they are collecting data to ask for reimbursement. The Town may or may not be reimbursed and if so, it could take up to a year. The Mayor mentioned the National Night Out at the Farmer’s Market at 6:00 p.m. and that Council will meet there for their regular meeting. Homestead Creamery is sponsoring an ice cream social and there will be a DJ. He reminded Council that they need to let the Town Clerk know if they are planning to attend the annual VML Conference and she will handle the registrations for the group. The Town Manager made brief comments on the Public Safety Committee based on the notes provided to Council. Items discussed were the Police Department vehicles lease purchase, the realignment and restructure of the Police Department and the K-9 Unit. The vehicles are being completed in groups of three to five at a time and the dealership is taking the ten old vehicles as trade in. Regarding the K-9 unit, evaluation continues with trying to find the right dog and also to get the vehicle in service and the equipment. Chief Cook commented on a Commonwealth Public Safety Memorial in Richmond to honor all those in public safety who have made the ultimate sacrifice in the line of duty. He will give Council more details at their second meeting in August. Comments from Council: Mr. Adams would like for staff who has items on the agenda to be allowed to sit in the area on the dais and Mr. Altice also indicated the press could use the area as well. Mr. Hare asked if the Town Manager could put on the record the concern that citizens have regarding the SPCA and RCACP. The Town Manager made comments that there are concerns and that the adversary committee has been working with the Board and the Director. There have been some financial concerns that have been addressed and also concerns about the proper treatment of the animals and euthanasia. This has improved with more adoptions, but that spaying and neutering is the 5 ultimate answer. There is a proposal to open a new low cost spaying and neutering facility in the City. The four member localities have sent a request to the Board for an outlet to send the concerns to for evaluation, investigation and a response back to the localities. The Mayor expressed appreciation to the managers who are working on this important issue. The Mayor commented on the Mingle in the Market being used by the Chamber as a venue to bring more people into the Town and also that the Chamber is in the process of planning the Fall Festival. Mr. Hare moved that the regular meeting be adjourned, the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) - Adams, Hare, Nance, Grose; Nays (0) – None. The regular meeting was adjourned at 8:20 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk RESOLUTION NO AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 21, 2012, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, Mary Beth Layman’s three-year term on the Roanoke Valley Television (RVTV) Committee will expire on August 31, 2012; and WHEREAS, according to the RVTV By-laws, members are appointed for three-year terms by the Town Council and may be appointed to succeed themselves in office; and WHEREAS, Mrs. Layman has been contacted and is willing to continue serving on this Committee, subject to reappointment by Town Council. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby reappoint Mrs. Layman to a new three-year term on the Roanoke Valley Television Committee that will run from September 1, 2012 through August 31, 2015. This Resolution adopted by consent on motion made by Council Member ___________________, and seconded by Council Member __________________, with all in favor. ADOPTED: Bradley E. Grose, Mayor ATTEST: __________________________________ Susan N. Johnson, Town Clerk RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 21, 2012 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town Treasurer is seeking permission to dispose of old tax records due to their age as well as the need for storage space; and WHEREAS, under the provisions of the Virginia Pubic Records Act, Section 42.1-76, et seq. of the 1950 Code of Virginia, as amended, The Library of Virginia, has the authority to regulate the maintenance and disposition of public records belonging to state agencies and local government officials, and requires that record retention and disposition schedules be used as part of the procedures for destroying public records; and WHEREAS, pursuant to Section 58.1-3129[A] of the 1950 Code of Virginia, as amended, the Treasurer may, with the consent of the governing body, destroy all paid tax tickets at any time after five years from the end of the fiscal year during which taxes represented by such tickets were paid. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize the Town Treasurer to destroy all personal property and real estate paid tax tickets from 2005 through 2007 in compliance with the Code of Virginia. 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 RESOLUTION NO. AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 21, 2012 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department is reactivating its K9 program and is requesting to expend from the ATF Forfeiture Fund for the purchase of a police dog and to cover related training, and WHEREAS, the money spent for the police dog will benefit the Vinton Police Department as well as the Town of Vinton, and WHEREAS, the funds are readily available to cover the cost of all requested projects without impacting the General fund balance, and WHEREAS, the total amount needed is $10,500.00. NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby approves the Police Department’s request to expend money from the ATF Forfeiture fund to fund the purchase of a police dog and pay for related training. FROM: Re-Appropriation of Fund Balance- ATF 200.1899.008 $10,500.00 TO: ATF Forfeiture Expense Account 200.3101.731 $10,500.00 Total : $10,500.00 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 To: Chris Lawrence Vinton Town Council From: Mary Beth Layman Date: August 14, 2012 Re: Re-appropriation for Donation and Payment for Pool Interns The Foundation for Roanoke Valley donated $2,000.00 to the Town of Vinton for hiring intern(s) for the Vinton Municipal Pool for the 2012 season. The donation was received prior to the end of the June 2012 fiscal year. I am requesting re-appropriation of the funds to 200.7105.302. Please be advised that Amber Nicole Dame and Brittany Rodriguez served as Volunteer Coordinators/Pool Interns at the Vinton Municipal Pool from June 1, 2012 through August 19, 2012. The interns organized and supervised volunteers from three churches and approximately ten court appointed community workers. The interns were responsible for training and record keeping of the volunteers, ordering, purchasing, pick-up and stocking of product for the concession stand, maintaining the change fund and preparation of deposits processed by Vinton Wesleyan Church (financial agent for the concession stand). Each intern is to be paid $1000.00 from 200.7105.302 Please make individual checks payable to: Amber Nicole Dame Brittany Rodriguez I would like to present the checks to the interns on August 24, 2012. Thank You, Mary Beth Layman Town of Vinton Special Programs Director RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 21, 2012 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton received revenue in the amount below and it was posted in the Miscellaneous Revenue Account before the close of June 30, 2012; and WHERAS, the revenue was received from the Foundation for Roanoke Valley, Melva P. Jones Fund for Music and Art and the Community Catalyst Funds to underwrite the costs for an intern to coordinate the Vinton Municipal Pool for the Summer of 2012; and WHEREAS, the funds need to be re-appropriated to the Swimming Pool/Parks Fund expenditure account as detailed in the current budget to properly reflect the source of funds for this expense. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby make an additional appropriation in addition to the annual budgetary appropriation for the fiscal year ending June 30, 2012, as follows: From: 200.29900 Appropriated Fund Balance $2,000.00 To: 200.7105.302 Contractual Services $2,000.00 This Resolution was 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 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, AUGUST 21, 2012 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town participated in a Risk Management Safety Grant Program through the VML Insurance Programs and received a check for $1,785.00, and WHEREAS, the funds were not recorded as additional revenues available to spend by the Fire and EMS Department, and WHEREAS, funds need to be appropriated to the Fire and EMS grant related expenditure account and the appropriate revenue account for the June 30, 2013 Budget. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 200.2404.020 Misc Categorical Aid $ 1,785.00 TO: 200.3205.317 Fire Grant Related Expenses $ 1,785.00 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