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HomeMy WebLinkAbout1/18/2011 - Regular T Bradley F. Grose, Mayor a Vinton Municipal Building Robert R.Altice, Councilmember' 311 South Pollard Street Carolyn D, Fidler,dice Mayor Z Vinton, VA 24179 Matthew S. bare, C uncilmember (540)983.0607 William"Wes"Dance, Councilmembr C} . 8 , Vinton Town Council Regular Meeting Tuesday, January'18, 2011 AGENDA Consideration of A. 7.00 P.M. -- Roll Call and Establishment of a Quorum B. INVOCATION C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA 1. Request Approval of Minutes for Regular Meetings of December 7 and December 21, 2010 E. AWARDS, RECOGNITIONS, PRESENTATIONS . Presentation -- Seth Doughty, Roanoke Economic Development Partnership 2. Police officer of the Month for December, 201 — Lt. Andrew Corbin F. CITIZENS' COMMENTS AND PETITIONS - This Section is reserved for comments and questions for issues not listed on the agenda G. TOWN ATTORNEY H. TOWN MANAGER 1. Request Approval to Extend Contracts for As-needed Architectural and Engineering Services— Resolution No, 1900 2. Request Approval for Police Department's Capital Projects — Resolution No. 1901 3. Request Re-appropriation of Funds for Encumbrances from June 30, 2010 -- Resolution No. 1002 4. utility Fund Bank Drafts Payment Option . Request to Authorize= Treasurer to Write Off' Delinquent Personal Property Taxes for 2005—Resolution No. 1903 5. Refuse Collection Study I. MAYOR J. COUNCIL K. CLOSED MEETING 1 Request to Convene in a Closed Meeting Pursuant to 2.2-3711 (A) 3 — Discussion or consideration of the acquisition of real property for a public purpose or of the disposition of publicly held real property where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body L. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING M. ADJOURNMENT NEXT TOWN COUNCIL MEETING: February 2, 2011 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) 3 -0607 at least 48 hours prior to the meeting cute so that proper arrangements may be made. 2 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, DECEMBER 7, 2010, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Susan Waddell, Acting Town Attorney Darleen Bailey, Town Clerk Michael Kennedy, Public Works Director Joey Hiner, Assistant Public Works Director Karla Turman, Planning Associate Steve Doyle, Vinton Police Department Agenda A. 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA 1 Request to Approve Minutes for Regular Meetings of November 2, 2010 and November 16, 2010 2. Re-appoint Robert (Bob) Patterson to Vinton Planning Commission — Resolution No. 1894 ACTION: Adopt Resolution 3. Recommend Re-Appointment of Allen Kasey to Vinton Board of Zoning Appeals Resolution No. 1895 ACTION: Adopt Resolution 4: Recommend Re-appointment of Craig Sheets as Alternate Member of the Vinton Board of Zoning Appeals—Resolution No. 1896 ACTION: Adopt Resolution 5; Request to Re-appoint Dave Jones to the Vinton Planning Commission — Resolution No. 1897 ACTION: Adopt Resolution 6. Request to Adopt Industrial Pretreatment Program— Resolution No. 1898 ACTION: Adopt Resolution E: AWARDS, RECOGNITIONS, PRESENTATIONS 1. Presentation by Don and Carolyn Williams—Relay for Life Leadership Conference 2. Present Certificate of Recognition to Shirley Patsel for Monetary Donations to Police Department 1 Presentation by Mary Dille, Accreditation Director for DCJ - Vinton Police Department's Re-accreditation by the Virginia Law Enforcement Professional Standards Commission. 4. Introduction of Two New Police Officers Introduction of New War Memorial Facilities Manager Announce Employee Service Awards 7. Present ICMA Service Award to Chris Lawrence; Town Manager and Barry Thompson, Finance Director/Treasurer F. CITIZENS' COMMENTS AND PETITIONS - This Section is reserved for comments and questions for issues not listed on the agenda G. TOWN ATTORNEY H. TOWN MANAGER I. MAYOR J. COUNCIL ADJOURNMENT WORK SESSION 'I. Discussion -Amtrak Connector Service-Carl Painter, Greater Roanoke Transit Company . Discussion— Home Buyer Initiative 3. Discussion—Greenway Trail in Glade Town' Mayer Grose called the regular meeting to order at 7:00 p.m. Roll call, invocation Following roll call, Councilman Hare gave the invocation and Vice and Pledge of Alle- Mayor Fidler led the Pledge of Allegiance to the U.S. Flag. giance to U.S. Flag. The Consent Agenda was approved on motion by Mr. Nance and seconded by Ms. Fidler. The motion passed with all in favor. Kristen Lukas with the American Cancer Society gave a presentation on several awards won by this year's Minton Relay for Life at their National Conference. She noted that this year, Vinton Relay for Life surpassed their goal by $20,000 for a total of $85 052. She noted that Car. Richard Turner, Principal of William Byrd High School was designated as Principal of the Year and presented him with an award. Ms. Lukas reported that Vinton Relay for Life worn an award for the highest per capita donation of $11.07 for all Relays in the State of Virginia and reported that the Vinton Relay for Life was No. 2 in the South Atlantic Region. Carolyn Williams pointed out that Vinton belay for Life was able to collect the $85,052 total after only three years in existence. Don Williams thanked the Town of Vinton and the Roanoke County Schools for helping to make the Vinton Relay for Life a success. Mayer Cruse presented a Certificate of Recognition to Shirley Patsel for her support and monetary donations to the Vinton Police Department's Police Academy. 2 Police Chief Cooley introduced fury Dillon, Program Director for DCJS who presented the Vinton Police Department with a Certificate of Accreditation for successfully completing Virginia's Law Enforcement Accreditation Program. He noted that the program is completely voluntary and distinguishes the Department for their commitment to professionalism and their willingness to be measured by and compared to the best in the profession. He advised that there are 417 eligible law enforcement agencies in the State and only 82 are accredited agencies. Mr. Dillon congratulated the entire Police Department and Town Council. Following the presentation, each Council member expressed appreciation to the Police Department for their commitment to excellence and stated that they were proud to have a very professional Department who provides excellent service to Vinton's citizens. Mr. Lawrence stated that the commitment to excellence is important and that all the Ton's employees are committed to providing the citizens of the Town with excellent service. Chief Cooley introduced two new Police Officers; Timothy Lawless from Bedford who is a certified field officer and Michael Byrd from Roanoke City's Sheriffs Office. Mr. Lawrence explained that he had planned to introduce the new War Memorial Facilities Manager but she had to leave early due to illness. The Town Manager announced the following employee years of service awards: Mark Atkins—5 years-Public Works Department Todd Bailey 5 years— Police Department Kevin Falls—5 years Public Works [department Mike Faw a-5 yearn—Public Works Department John Fout —5 years—Fire& EMS Monica McCullough—:5 years— Police Department` Kevin Orange --5 years—Public Works Department James Tsterman— 5 years— Police Department Lydia Verdillo--5 years— Finance Department Herb Cooley— 10 years— Police Department Greg Jones--u 10 years— Police Department Chris L.inkous— 15 years— Fire and EMS Anita McMillan— 15 years—Planning Department Steve Doyle— 17 years-- Police Department Darleen Bailey—25 years--Administration 3 Gary Hodges—30 years-- Public Works Department He noted that the employees would receive a certificate and a monetary award at the annual Employee Christmas Luncheon. The Town Manager, Chris Lawrence, and the Finance Director/Treasurer, Barry Thompson„ were recognized by the Mayor for their years of service in the ICMA (International City Managers Association) and presented them with a Certificate of Recognition. Mr. Lawrence has served for 10 years in local government and Mr Thompson has-20 years of service in local government. The Town Manager and the Mayor welcomed a new business, Phoenix Communications that had just opened in Town. Mayer Grose commented on the anniversary of the bombing of Pearl Harbor that took place on December 7, 1941. He also commented on the Christmas Parade that had taken place during the previous week and thanked Barry Thompson for his efforts in making it a success. Mr. Nance echoed the Mayor's comments regarding the Christmas Parade and congratulated the owners of Phoenix Communications on their new business. Mr. Alti e thanked the employees for the work they do every day, Ms. Fidler pointed out that Minton is a.great place to live and raise children. The Mayor welcomed Mark McKaskill from the Regional Commission and thanked him for attending. As there was net further business, the meeting adjourned at 7:4 p.m. WORK SESSION I. Discussion—Amtrak Connector Service The Town Manager welcomed Mr..Carl Palmer from the Greater Roanoke Transit System who gave a presentation on a proposed Valley Metro connector service from Roanoke to the Lynchburg Amtrak Train Station, He noted that the development of this connector service would be an interim step toward-actual rail service and would also encourage the Department of Rail and Transportation to fund the development of a station in this area, He went on to say that the Department of Rail and Transportation has stated that bringing passenger rail transportation to the area is a definite possibility. Mr. Palmer noted the possibility for the Greater Roanoke Transportation System to receive a grant from the Department of Rail and Transportation for the connector service and 4 reported that local governments in the area will be approached to participate as local funding partners for this venture to cover the operating casts. He discussed four service options that were being considered and the cast for each option. He noted that he would be reporting back to Council at a later time as the process develops. Mr: Lawrence reported that Consuella Caudill is now serving on the newly created Board of Directors for Valley Metro and will represent the Town's interests on the Board: . Discussion—Home Buyers Initiative Ms, Caudill reported that she had been working on a hone buyers initiative for several months as a part of an economic development strategy to develop strong neighborhoods and a strong labor base that would attract new businesses to the Town. She went on to say that in order to have a stable employment base requires good stable communities, neighborhoods and home buyers. Ms. Caudill pointed out that this initiative would support Council's vision for vibrant neighborhoods. She reported that she had spoken with a majority of the Town's financial institutions as well as T.A.P. and the Roanoke Redevelopment Housing Authority which resulted in a concept which,would involve a series of seminars that would be presented by businesses who would partner with the Town, the financial institutions, Tap and other interested parties. Ms. Caudill displayed a lower Point presentation demonstrating how the initiative would work and the education that prospective first time home buyers would need. s. Caudill advised that, initially, the proposed home-buyers initiative would not require any new money if Council would agree to divert$5,000 from the 1~a�ade Grant Program to the pilot program. She stressed that there would be income limits for the home buyers as required by H.U.D. for approved T.A.P. programs. Following her report, Ms. Caudill pointed out that encouraging home buyers would create long-term residents for the Town. Mr. Hare asked if a recipient would be required to return the $1,00 l if they live in the house for 30 years and Ms. Caudill replied that typically, after ten or twenty years, the requirement to pay back the $1,000 grant amount would be forgiven. She went on to say that if the homeowner sells the house;moves out of the House or gets a new loan before that time,they would be required to repay the money. She asked that Council consider this proposal and reported that the financial partners are excited about the program and are ready to get started. Ms. Caudill briefly reported on a future program that would allow anyone renting a Section eligible home to be able to receive a Mortgage Credit Certificate allowing a portion of their rent to go toward-a mortgage; 5 Mr. Nance inquired as to whether taking money out of the Fa�ade Grant Fund for the Home Buyers Initiative would affect a proposal to expand the boundaries of F ade Grant Program. Ms. Caudill responded that it would depend where the expanded boundaries are as some areas would qualify for larger grant amounts than others. Mayor Grose complimented Ms. Caudill for her innovative plan and for thinking "outside the box" and noted that the plan would be a huge step forward for the Town as it would help individuals and improve the Town's housing stock. He added that he wanted to hear comments from the entire Council on this issue. Mr. Lawrence reported on a grant received by Roanoke County some of which will be used for hearing, air conditioning, water, weatherization, etc., for homeowners in the Midway area. 3. Discussion—Greepffay Trail in Glade Town Ms. McMillan reported that a small portion of property in the Glade Town area that is to be part of a proposed greenway area, actually belongs to Tommy and Karen Woods. She further reported that the Woods have advised her they are willing to donate that portion of the greenway property to the Town at no cost. Following further discussion of the issue, Mr. Lawrence noted that he wanted to get this request processed before the first of the calendar year so that Mr. and Mrs. Woods would not have to pay 2011 real estate taxes for that portion of the property they are donating to the Town. He further noted that if everyone is in agreement, an ordinance accepting the property from Mr. and Mrs. Woods would be placed on the December 2 I't Council agenda. Mayor Grose stated that the Woods family continues to be great citizens. The work session adjourned at 9:00 pm. APPROVED: Bradley E. Grose,Mayor ATTEST: Darleen R.Bailey,Town Clerk 6 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M: ON TUESDAY, DECEMBER 21, 2010, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Elizabeth Dillon, Town Attorney Darleen Bailey, Town Clerk Michael Kennedy, Public Works Director Stephanie Dearing, Human Resources Manager Anita McMillan, Planning Director Herb Cooley, Police Chief Joey Hiner, Assistant Public Works Director Karla Turman, Planning Associate Steve Doyle, Vinton Police Department Tim Lawless, Police Officer Agenda X 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D; CONSENT AGENDA 1, Request to Approve Minutes for Joint Work Session on November 30, 2010 E. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Introduction— New Human Resources Manager, Stephanie Dearing F. CITIZENS' COMMENTS AND PETITIONS - This Section is reserved for comments and questions for issues not listed on the agenda G. TOWN ATTORNEY H. TOWN MANAGER 1. Request to Accept Greenway Trail Property I. MAYOR J. COUNCIL K. ADJOURNMENT WORK SESSION 1. Discussion — Urban Chicken Ordinance 1 Mayer Grose called the regular meeting to order at 7.00 p.m. Roll call, invocation Following roll call, Councilman Hare gave the invocation and Vice and fledge of Able Mayer Fidler led the fledge of Allegiance to the U.S. Flag. giance to U.S. Flag, The Consent Agenda was approved on motion by Mr. Hare and seconded by M . Fidler. The motion passed with all in favor. Mayor Grose introduced Stephanie bearing, the Town's new Human Resources Manager, and welcomed her to Vinton. The Town Attorney, Elizabeth Dillon, reported on a request for the Town to accept a portion of greenway loop tail property that is owned by Tommy and Karen Woods. She explained that Mr. and Ms. Wood have agreed to donate this 0.217 acre portion of the greenway trail loop that adjoins Town property as described in proposed Resolution No. 1899. Ms. Dillon asked Council to adopt proposed Resolution No. 1899 authorizing the Town Manager and the Town Clerk to execute any documents related to the donation of the property, including the deed. At the conclusion of Ms. McMillan report and comments, Mr. Lawrence advised that that a survey of the property in question had been completed and had been appraised at approximately$4,300. Ms. Fidler moved to adopt proposed Resolution No. 1899 accepting Mr. and Mrs. Woods' property into the Town to be a part of the greenway loop trail. The motion was seconded by Mr. Altice and unanimously approved on a roll call vote. Mr. Lawrence asked the Police Chief to report on what could be done to improve safety at Council meetings.. Chief Cooley replied that he had discussed the issue with Captain Cook and they were working to determine what safety measures need to be put in place to assure everyone's safety. Mayor Cruse and all Council members wished everyone a Merry Christmas and thanked staff for their efforts this year to mare the Town a great place to live and work, Mr: Nance thanked Anita McMillan for her efforts in sorting out the greenway trail property ownership issue and Tommy and Karen Woods for donating their property to the Town. Council members expressed their appreciation to Public Works for keeping the Town streets clear during and after the recent snow fall; Mr. Hare offered condolences to Mary Beth Layman and her family on the loss of her brother and her aunt. As there was no further business, Mayor Grose adjourned the meeting at 7:25 p.m. WORK SESSION 1. Discussion—Urban Chicken Ordinance Ms. McMillan reviewed a proposed ordinance that would allow Town residents to Deep chickens on property that is zoned Residential. She reported on a collaboration of comments and recommendations from the Town Manager's Office, the Police Department, the Public Works Department, other localities and Dan Miles from the Resource Authority with regard to the disposal of chicken lifter wastes, dead chickens and other issues. She briefly reviewed regulations from other localities that allow the keeping of chickens in residential areas. Ms. McMillan pointed out recommended conditions to be included in an urban chicken ordinance if adopted by Town Council. She responded to questions from Council on what the approval process would be for anyone applying for a permit to keep chickens in a residential district. Mayor Grose asked how the ordinance would be enforced and was advised by the Town Attorney that anyone found guilty of violating the ordinance can be prosecuted as a Class 3 misdemeanor for the first violation and as a Class 2 misdemeanor for any subsequent violations. She added that the Town could also hold a hearing to revoke a permit to keep chickens if conditions are not met. In response to a question from Mr. Hare, Ms. Dillon explained the consequences of being convicted of a class 3 misdemeanor. Mr. Nance pointed out that a class 2 misdemeanor conviction could mean six months of jail time. There was considerable discussion regarding the disposal of chicken litter. Mr. Hare noted that Item 10 of the proposed ordinance would be appropriate and questioned whether it should apply to other animals as well. Mayor Grose questioned whether a 100 foot setback would be enough to protect other near-by residents from odors that would arise from the keeping of chickens. Ms. McMillan replied that Roanoke City requirements provide for a setback of 50 feet on a 20,000 square foot lot and allows residents to keep up to 10 chickens on their property. The amount of the permit fee was discussed. It was noted by the Town Manager that the fee would be the same as for a zoning permit which is $25.00, because the permit process for keeping chickens would be similar to that for a zoning permit. 3 Following further discussion, Ms. McMillan advised that the issue would be referred to the Planning Commission's January work session for their comments and recommendation. The work session adjourned at 8:05 p.m. APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk 4 Vinton Police Department 311 SOUTH POLLARD STREET its .� VINTON, VIRGINIA 24179 7� HERBERT G.COOLE Z 0 CHIEF OF POLICE PHONE (540)083-0617 p FAX (540)083-0624 1884 A ,state Accredited Agency January T, 2011 To: Lt,_Andrew L, Corbin From: Herbert G. Cooley, Chief of Police Re:: Officer of the Month Congratulations! You have been"nominated and selected as "Officer of the Month" for the month of December 2010, You have been actively involved in training personnel in RADAR and LIDAR at various locations for a variety of law enforcement personnel. In a letter received from Cardinal Criminal Justice Academy dated December 27, 2010, you were praised for running a RADAR 1 LIDAR Instructor school; the first one of it's kind to be dune since 2003. When tasked with this project, you designed the course schedule, developed test questions, produced a power-point presentation and taught a majority of the class:. In addition, the academy was appreciative that you took the initiative to make the program result in new instructors having dual certification: Because of your continued dedication and professionalism to the department and citizens of the community, you are well deserving of this recognition. O"J&f� a. &09(41— Herbert G. Cooley Chief of Police CC: Chris Lawrence, Town Manager Stephanie Dearing, HR Director Darleen Bailey, Town Clerk Mayor and Council ACTION NO, Reso. 1900 ITEM NO. H, - 1 DATE: January 14, 2011 ISSUE/PURPOSE: Request approval/authorization to extend As-Needed Architectural and Engineering services contracts to Spectrum Design and Wiley I Wilson, JUSTIFICATION/ SUMMARY: In April 2009, the Town Manager's office awarded contracts for General Architectural and Engineering Services for the several projects in the Town. In accordance with the request for proposals the contracts were awarded for one year with the option to extend the contracts for three one-year periods. The staff recommends Council authorize the extension of the contracts for one year with the option to extend the contracts for an additional two one-year periods. ACTION REQUIRED: Adopt the resolution accepting the proposal, authorizing the Town Manager to execute the contracts. RESOLUTION NO. 1900 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL ON TUESDAY, JANC:IARY 18, 2011, AT 7.00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL B C.TIULING, 311 SQ1[..l`TH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Town Council previously authorized Town staff, by Resolution No, 1820 dated April 21, 2009, to award engineering general services; contracts to Spectrum Design, PC and Wiley I Wilson; and WHEREAS, in accordance with the request for proposals the contracts were awarded for one year with the option to extend the contracts for three one-year periods; and; WHEREAS, these firms have provided engineering services on an "as-needed" basis for the past year;and WHEREAS, staff recommends Council authorize the extension of the contracts for one year with the option to extend the contracts for an additional two one-:year periods. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby authorizes the Town Manager to extend engineering general service contracts for to the following firms Spectrum Design, PC and Wiley I Wilson fora one-year period: Motion made by , and seconded by, With the fallowing votes recorded: AYES NAYS: APPROVED Bradley E. Grose, Mayor ATTEST: Darleen Bailey, Town Clerk ACTION NO. Reso. 1901 ITEM NO. H. -2 TO: Christopher Lawrence,Town Manager FROM: Benjamin L. Cook, Police Captain DATE: January 18,2011 SUBJECT: Special projects for Police Department ISSUE/PURPOSE: Utilizing available building space to better suit the needs of the department, upgrading multi-jurisdictional data sharing software, and reserving funds that may be needed to pay for Wireless 911 trunk fees that are currently pending. ACTION REQUESTED: Approval at the January 18, 2011 meeting to allow the Police Department to move forward in renovating and establishing new areas in the building for the records office, an interview room, and a conference room / Emergency Operations Center. In addition, the upgraded datasharing cost and Wireless 911 trunk fee costs would be included in this request. The total cost for all projects/requests is 30,000. JUSTIFICATION/ SUMMARY: With the merger of the Vinton and Roanoke County dispatch centers, the old dispatch center is available for use. The department has been in need of an interview room, which is best suited in the location that currently houses the records office. The records office will be moved into a more suitable location in the old dispatch center, providing necessary safety for the records clerk, and security for police records and VCIN access. A conference room is another need that has been identified for some time to conduct training, briefings, meetings, etc. This will be located in the main portion of the old dispatch center, as well as an area for a local Emergency Operations Center. Individual estimated project costs are as follows; Records Office: $5,000 EOC/conference/training room: $12,772 Interview Room: $3,000 Data sharing: $4,228 Verizon: $5,000 Total: $30,000 BUDGETARY IMPACT: None; these requests can be fully funded with money contained within the police departments Wireless 911 fund. STAFF COMMENTS/ COMMENDATION: Approval of projects DATE ACTION NEEDED: January 18,2011 RESOLUTION NO. 1901 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 18, 2011 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 requesting approval of special projects,and WHEREAS, these special projects 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 fund balance, and WHEREAS, the total cost for this request is $30,000, detailed as follows: Records Office: $ 5,000 EOC/conference/training room: $12,772 Interview Room: $3,000 Data sharing system upgrade: $4,228 Verizon 911 Trunk Fee: $5,000 NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby approves the Police Department's request for special projects, which include renovation of the old dispatch center to be utilized as a records office, conference/training area/EOC, and establishing an interview room in the old records office. Approval is also granted to fund an upgrade to the current Data Sharing software and reserving funds for a pending Verizon Wireless 911 trunk fee. To : Special Projects line item 200.3101,722 $30,000.00 From: Wireless 911 Funds 2003105.324 $30,000.00 Total : $30,000.00 This Resolution adopted on motion made by and seconded by Council with the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E, Grose ATTEST: Town Clerk ACTION NO.: Reso. 1902 ITEM NO.: H. -3 TO: Chris Lawrence,Town Manager FROM: Barry W. Thompson,Treasurer DATE: January 7, 2011 SUBJECT: Encumbered Fund Balance ISSUE/PURPOSE: To re-appropriate budget money for encumbrances to cover completion of outstanding projects from June 30, 2010 ACTION REQUESTED: For Council to re-appropriate money from last year's fund balance for encumbrances held open at the end of the 2010 fiscal year. JUSTIFICATION/: SUMMARY: All budgets lapse at the end of the fiscal year. The Town policy, however, is to allow for encumbrances at year end to be spent from year end fund balance. BUDGET IMPACT: The following budget entry needs to be made for the encumbered accounts and project accounts: General Fund Expenditures: Account Number Account Title Amount 200.3101.304 Police Mnt& Repair 499.00 Equipment 200.3101.553 Police Materials& Supplies 1,746.00 200.3105.324 Police Wireless E-911 8,423.37 200.3105.3)41 Police Criminal Justice Sys 550.00 Imp 200,3105,349 Police Recorder Grant 31,792.70 200.3105.365 Police Webcad continuation 19,246.63 Grant 200.7101.302 Special Programs 300.00 Contractual Services 200.7101.304 Special Programs 6,0K00 Mnt& Repair Equip 200,7101.545 Special Programs 4,5K00 Greenway, Material, Supply 200.7101.716 Special Programs 2,207.75 1 Other Equipment 200.7107.350 SR Citizens:Program 9,951.00 lnt& Repair Bldg 200.8150.722 Eco Dev Special Proj 6,000.00 200.8170,302 Vinton Business Center 5,285.00 Contract Services Total General Fund 96,501.A5 The source of funds for the foregoing appropriations is from the General Fund'un- appropriated fund balance for encumbrances as of June 30 2010: General Find Revenue: Account Number .Account Title Amount 200.18 9.008 Re-appropriated 96,501.45 Fund Balance BE IT FURTHER RESOLVED, that the Vinton Town Council sloes Hereby grant to the Utility Fund an additional appropriation in addition to the annual budgetary appropriation for the fiscal year ending June 30, 2010 for the function and in the amount as follows Utility Fund'Expenditures: Account Number Account Title Amount 300 9410.302 eater System Mnt 7,441.62 Contractual Services Total Utili Fund 7,441.62 The source of funds for the foregoing appropriation is from the Utility Fund un-appropriated fund balance. Utili_q Fund Revenues: Account Number Account Tine .Amount 300,1899-00 Re-appropriated 7,441.62 Fund Balance BE IT FURTHER RESOLVED, that the Vinton Town Council does hereby grant to the Capital Improvement Fund an additional appropriation in addition to the annual budgetary appropriation for the fiscal year ending June 30, 2010 for the function and in the amount as follows: Capital Improvement Fund: Acco nt Number :Account Title Amount 400.2404,782 CIP-VDOT Rev Sharing 13,100,00 Bridge 400.9104.755 CIP-Revenue Sharing-08 4,108.43 400.9104.774 CIP-Building,F t 11,08U0 Assessment-09 400.9104.785 IP-VBC Sign 09 1 ,152.72 400.9105.703 CIP-Water System Imp— 5,85847 Communication Equip Total CIP Fund 47,308.72 The source of funds for the foregoing appropriation is from the Capital Improvement Fund un-appropriated fund balance: Ca ital Im rovement Fund Revenue. Account Number Account Title Amount 400.1899,010 Re-appropriated Balance 47,308.72 TvtaI All Funds $151,251.79 DATE ACTION DEEDED: January 18,2011 TOWN MANAGER'S COMMENTS: RESOLUTION NO. 1902 AT -A REGULAR ,MEETING OF THE VINTON TOWN COUNCIL HELD O TUESDA"Y, JANUARY 18, 2011 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 adopted an encumbrance purchase system to more properly reflect the Town's budget expenses,and WHEREAS, the Town Departments posted purchase orders in the amount of$96,501.45 in the General Fund, $7 441.62 in the Utility Fund, and $47,3 8.72 in the Capital Improvement Fund for items ordered, but not received by June 30, 2010, and WHEREAS, the encumbered expenses were posted as paid in the current budget and it is necessary to re-appropriate the funds in the current budget to properly reflect the source of funds for these purchases. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby grant an additional appropriation in addition to the annual budgetary appropriations for the fiscal year ending June 30,2011,for the function and the amounts as follows: General Fund Expenditures: Account comber Account Title Amount 2003101. 04 Police Mnt&Repair 499.00 Equipment 2003101.353 Police Materials & Supplies 1,746.00 2003105.324 Police Wireless E-911 8,42 . 7 200,3105.341 Police Criminal Justice Sys 550.00 Imp 200.3105349 Police Reorder Grant 31,792.70 2003105,365 Police Webcad continuation 19,246.63 Grant 200.7101.302 Special Programs 300.0 Contractual Services 200,7101.304 Special Programs 6,OK00 Mt&Repair Equip 200.7101.545 Special Programs 4,500.00 Grenway, Material, Supply 200.7101.716 Special Programs 2,207.75 Other Equipment 200.7107.350 SR Citizens Program 9,951.00 Mnt& Repair Bldg 2K 150.722 Eco Dev Special Prof 6,000.00 200.8170.302 Vinton Business Center 5,2 .00 Contract Services Total General Fund 96,501.45 1 The sourceof funds for the foregoing appropriations is from the General Fund un-appropriated fund balance for encumbrances as of June 30, 2010: General Fund Revenue Account Number Account Title Amount 200.1899M8 Re-appropriated 96,501.45 Fund Balance BE IT FURTHER RESOLVED,that the Vinton Town Council does hereby grant to the Utility ty Fund an additional appropriation in addition to the annual budgetary appropriation for the fiscal year ending June 30, 2010 for the function and in the amount as follows: Utili!j Fund Expenditures: Account Number Account Title Amount 300,9410.302 Water System Iv nt 7,441.62 Contractual Services Total Utility Find 7,441.6 The source of funds for the foregoing appropriation is from the Utility Fund un-appropriated fund.balance. Utility Fund Revenues; Account umber Account Title Amount 30M 899-00 Re-appropriated 7,441.62 Fund Balance BE IT FURTHER RESOLVED,that the Vinton Town Council does hereby grant to the Capital Improvement Fund an additional appropriation in addition to the annual budgetary appropriation for the fiscal year ending June 3 0, 2010 for the function and in the amount as follows: -Capital Im` rovement Fund: Account.Number Account Title Amount 400.2404.782 CIP-VI OT Rev Sharing 13,100.00 Bridge 400.9104.755 CIP-Revenue Sharing-08 4,108.43 400.9104.774 CIP-Building Fct 11,09.10 Assessment-09 400-9104,7 5 CIP-VBC Sign 09 13,15232 2 400,91 530 CIP-Water System Imp— 5,858.47 Communication Equip Total CIP Fund 47,308.7 The source of funds for the foregoing appropriation is from the Capital Improvement Fund un- appropriated fund balance. Caj2ital,Improvement Fund Revenue: Account Number Account Title Amount 400.1899,010 Re-appropriated Balance 47,308.72 Total A// Funds $151,251.79 Motion made by , and seconded by , with, the following votes recorded: AYES. NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen I . Bailey, Town Clerk Town of Vinton, Virginia BANK DRAFT AUTHORIZATION Automatic bank drafting from your checking or savings account assures that your bill is paid in full and on-time every billing period, every if you are out of town. This convenient recurring process is free. How Do l Begin the Process? To became a bank draft customer, we need two things: the completed bank draft authorization form on the next page and a "voided" check from your checking account or a withdrawal slip from your: savings account. We will work with your bank to draft your checking or savings account each billing period which is currently monthly for commercial customers and bi- monthly for residential customers. When Will Rey Account Be Drafted? The initial set-up for the bank draft will take approximately two weeks. You will receive a message on your bill when participation in the program has been confirmed. After enrollment in the program, your account will be drafted for the exact amount of your bill on the due date of your account. You will receive a statement by mail on which your bank draft conformation message appears monthly for commercial customers and bi-monthly for residential customers. What Happens if I Have Questions About My Bill? If you have a question about your water ,and sewer bill, call the Town of Vinton's Treasurers Office for Utility Customer Service at 540-983- 60 . What Happens if There is Not Enough Money in My Account? The automatic bank draft will be presented to your bank once for processing. If your financial institution does not pay the draft because of insufficient funds and returns it to the Authority, your account will be charged a return check fee and processed in the same manner as an insufficient funds check. How Go I Cancel My Participation? If you decide to discontinue participation in the bank draft program, you may cancel by notifying the Town of Vinton's Treasurers Office in writing, by fax or by phone at least ten (10) business clays prior to the due date on your bill. By flail, P.O. Box 1140 Roanoke, VA 24006-1 14 By Phone: S40- 8 --0608 By Fax: 540-9 -31 gS By Email; bthom° sonC ntonv .go To get started,complete the Bank Draft Authorization Form on the following page. For Of Use Only Customer Account Number-------------------_-_---_Service Address--------------------------------- BANIK' DRAFT AUTHORIZATION FORM Please Complete the Following Information Customer Name --------------—---------—-----------------...__-----_--- Social Security Number--—------—--------------------------------------------- Street Address ---------------------—----------—---------------------- City, State, Zip--—-----------—----------—----------—---------------- Home Telephone Number---------------------------------------—----—---—---- Work Telephone Number„-------------------._._.. ------—-------------------------- Place of Employment---------------------------------------—-------------—- The Town of Vinton, Virginia (Town) is authorized to debit my (check one) 0 Checking Account or 0 Savings Account for my water/sewer charges on the due date of my account. I understand that this authorization is in effect until the Town and my financial institution are notified that I no longer desire this service, allowing them reasonable time to act upon my notification (at least ten (10) business days prior to the due date on your bill). I also understand that if corrections to my account are necessary, they will be reflected on the next billing. I understand that non-payment due to insufficient funds in my account will be processed by my financial institution and the Town in the same manner as an insufficient funds check, and that I may be charged an Insufficient funds check by both.I understand that this authorization is non-negotiable and non-transferable. Authorized Signature ----------------------------—----------- Date------—-------------- Authorized Signature----------------------------—------------Date----------------------- Please return a "voided"check from your checking account or a savings withdrawal slip from your savings account and this authorization form to: Town of Vinton,Virginia Treasurer's Office 311 S. Pollard Street Vinton,VA 24179 ACTION NO.: Reso, 1903 ITEM NO.: H. -5 TO; TOWN MANAGER'S OFFICE FROM: Barry W. Thompson, Finance Director/Treasurer DATE: January 13,2011 SUBJECT: Delinquent Tax Write-Off ISSUE/PURPOSE: To notify Council of 2005 Personal Property Tax Write off performed in the Roanoke County Personal Property Tax System, 2005 Personal Property Taxes in the amount of$4,052.46 were written off according to State Code. The Delinquent listings are available in the Treasurer's office ACTION REQUESTED: None JUSTIFICATION/: SUMMARY: According to State Code Section 58.1-3940, property taxes over five years old are not collectible. Also, according to State Code, these taxes may not be written off until after December 3 I't of the year for which such taxes were assessed. All efforts were made to collect the taxes including reporting them to the State Debt Set-Off Program. DATE ACTION NEEDED: January 18, 2011 TOWN MANAGER'S COMMENTS: RESOLUTION NO. 1903 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 18, 2011 AT 7 00 PM IN THE COUNCIL CHAMBERS S OF THE VINTON MUNICIPAL BUILDING,311 SOUTH POLLARD STREET,VI ON,VIRGINIA WHEREAS, the Town of Vinton is maintaining records of outstanding Personal Property delinquent taxes for 2005 in theamount of 4,05 .4 . WHEREAS, the personal property takes are over five years old and not collectible as prescribed by Section 5 .1-3 40 of the 1950 Code ofVirginia as amended; and, WHEREAS, the Finance Department has made all efforts to collect on these balances and has turned them over to collections and the State of Virginia Debt Set-Off Program, NOW, THEREFORE BE IT RESOLVED that the Vinton Town Council does hereby direct the Town Treasurer/Finance Director to have the outstanding accounts removed from the active records and placed in a permanent file where,if the opportunity arises,the accounts may be collected. Adopted on motion made by Councilman ,seconded by Councilman._ with the following votes recorded; AYES. NAYS. APPROVED. Bradley E. Grose, Mayer ATTEST: Darleen R.,Bailey, Town Clergy AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JANUARY 18, 2011, AT 5:30 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILIDNG,311 SOUTH POLLARD STREET,VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: I. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2, Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Council Member and seconded by Council Member with the following votes recorded: AYES: NAYS: Clerk of Council