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HomeMy WebLinkAbout7/1/2014 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, July 1, 2014 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. INVESTITURE SERVICE 1. Town Clerk administers Oath of Office to: a. Newly-elected Council Member – Sabrina M. Weeks b. Re-elected Council Member – Matthew S. Hare 2. Mayor calls for nominations for Vice Mayor a. Town Clerk administers Oath of Office to Vice Mayor 3. Consider establishing a regular meeting schedule. E. APPOINTMENTS: 1. Council-appointed Officers a. Christopher S. Lawrence, Town Manager b. Susan N. Johnson, Town Clerk c. Barry W. Thompson, Finance Director/Treasurer d. Benjamin L. Cook, Chief of Police e. Elizabeth K. Dillon, Town Attorney 2. Council-appointed Committees a. Finance Committee b. Public Safety Committee c. Public Works Committee 2 3. VML Policy Committee a. Transportation UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider approval of minutes for the regular Council meeting of June 3, 2014. 2. Consider approval of minutes for the regular Council meeting of June 17, 2014. G. AWARDS, RECOGNITIONS, PRESENTATIONS H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY J. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of an Ordinance to enact Article V, Spot Blight Abatement, of Chapter 14, Buildings and Building Regulations, of the Vinton Town Code. 2. Consider adoption of a Resolution adopting the Virginia Stormwater Permit Application Fee Schedule. 3. Consider adoption of a Resolution adopting County of Roanoke Stormwater Management Design Manual by reference and having the design manual to be effective July 1, 2014. 4. Consider adoption of a Resolution appropriating $6,341.00 received from the Department of Criminal Justice Services and the Town’s required $705.00 match for licenses to the Laserfiche document imaging system currently used by other Town departments. BRIEFING 1. Update on proposed improvements to the existing 3rd Street-Tinker Creek boat/canoe ramp. UPDATE ON OLD BUSINESS FINANCIAL REPORT FOR MAY 2014 K. MAYOR L. COUNCIL M. CLOSED MEETING 3 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. N. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING O. APPOINTMENTS TO BOARDS/COMMISSIONS P. ADJOURNMENT NEXT TOWN COUNCIL MEETINGS AND COMMITTEE MEETINGS: NEXT COMMITTEE/TOWN COUNCIL MEETINGS: July 15, 2014 – 6:00 p.m. – Work Session followed by regular meeting – Council Chambers 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. Meeting Date July 1, 2014 Department Town Clerk Issue 1. Town Clerk administers Oath of Office to: a. Newly-elected Council Member – Sabrina M. Weeks b. Re-elected Council Member – Matthew S. Hare 2. Mayor calls for nominations for Vice Mayor a. Town Clerk administers Oath of Office to Vice Mayor 3. Consider establishing a regular meeting schedule for July 1, 2014 to June 30, 2015. Summary None Attachments 2014-2015 Regular Meeting Schedule Recommendations Nominations and motion to elect Vice Mayor Motion to adopt 2014-2015 regular meeting schedule Town Council Agenda Summary VINTON TOWN COUNCIL MEETING SCHEDULE FOR 2014-2015 July 1, 2014 July 15, 2014 August 5, 2014 (National Night Out) August 19, 2014 September 2, 2014 September 16, 2014 October 7, 2014 October 21, 2014 November 4, 2014 November 18, 2014 December 2, 2014 December 16, 2014 January 6, 2015 January 20, 2015 February 3, 2015 February 17, 2015 March 3, 2015 March 17, 2015 April 7, 2015 April 21, 2015 May 5, 2015 May 19, 2015 June 2, 2015 June 16, 2015 Meeting Date July 1, 2014 Department Council Issue 1. Council-appointed Officers a. Christopher S. Lawrence, Town Manager b. Susan N. Johnson, Town Clerk c. Barry W. Thompson, Finance Director/Treasurer d. Benjamin L. Cook, Chief of Police e. Elizabeth K. Dillon, Town Attorney 2. Council-appointed Committees a. Finance Committee b. Public Safety Committee c. Public Works 3. VML Policy Committee a. Transportation Summary None Attachments None Recommendations Motion to appoint Council-appointed Officers Nominations and motion to approve appointments to Council-appointed Committees Nominations and motion to approve appointment to VML Transportation Policy Committee Town Council Agenda Summary Meeting Date July 1, 2014 Department Town Clerk Issue Consider approval of minutes for the regular Council meeting of June 3, 2014. Consider approval of minutes for the regular Council meeting of June 17, 2014. Summary None Attachments June 3, 2014 minutes June 17, 2014 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JUNE 3, 2014, 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 MEMBER ABSENT: Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Elizabeth Dillon, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant to the Town Manager Barry Thompson, Finance Director/Treasurer Mary Beth Layman, Special Programs Director Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director The Mayor called the work session to order at 6:00 p.m. to hear a review of the current Vinton Farmers’ Market Policy. The Town Manager began by commenting that this item is being brought back for a review of the current policy. This was prompted by a request of Mr. Barton, a former vendor, who has an interest in coming back to the Market and would like to leave his products overnight. Mary Beth Layman next reviewed the staff report that was a part of the agenda package. She commented that the current guidelines do not permit vendor products to be left at the market overnight and a request has been made to reconsider this policy. Currently none of the local and regional markets permit vendor products to be left at temporary stalls overnight. If a vendor is allowed to leave their products it can create a liability for the Town because they could be stolen or tampered with by a human or animal. Any new guidelines should be fair and equitable for all vendors. Another item for consideration are the four Mingle at the Market events, one each month from June through September along with the Dogwood Festival, Fall Festival and benefit events during which time vendor products would need to be moved. The Town Manager next commented that with our current policy, staff would not recommend allowing overnight accommodations and we would need to revise the policy to address some of these concerns. He met with Mr. Barton, Ryan Spitzer and Ms. Layman last week and Mr. 2 Barton understood there were issues in the past and why they became issues. He is committed to resolving those issues and working with Ms. Layman. Since we are trying to make the Market better, this may be a new and different kind of approach that is worth a try. The Policy was formally adopted by Council in 2002 and some adjustments were made between 2003 and 2005 based on some discussions with Council. However, we cannot find in the record that the current Policy was formally adopted by Council. Vice Mayor Nance asked when would the work begin on the Market and what is the anticipated completion date. Mr. Spitzer responded that the work will be between the Fall Festival and the Dogwood Festival. The Town Manager commented that a question was asked as to why we only have a Market on Friday and Saturday. He responded that the vendors we currently have are committed to a certain time frame and they need to close up by 3:30 p.m. In Blacksburg, they switched their Market hours to a Wednesday evening and a Saturday morning to try and capture some evening traffic. However, they had to bring in some other venues during that time such as music to make it work. The Mayor commented that if we receive other requests along those same lines, we want to treat all the vendors equally. He then asked if a special event is going on and those vendors must be cleared out does it mean they have to remove their products from the premises completely or store it in the back of the area. The Town Manager commented that will be another item to address in any new policy. Mr. Altice commented that we need to talk with the vendors and see what they want and what we can offer. Ms. Layman further commented that Mr. Barton has indicated interest in reserving eight to ten tables. The current guideline permits up to six for any one vendor. Eight tables would be two sections since there are four tables in each section. Mr. Adams asked about the restrooms being available on the days the Market is opened and Ms. Layman responded that one of the vendors last year had a key and opened the restrooms when he was there. However, they could be overlooked, but as a general rule they are open. The vendors have keys to the restrooms and to the covers for the electrical outlets. Mr. Adams also commented that on the afternoons after work there is a lot of traffic on Walnut Avenue and individuals have commented that they would stop on their way home if the Market was open. 3 Ms. Layman responded that the Market is opened based on the vendors we have and the hours they have indicated they can be there. It would be nice to have an evening Market, but we would have to have the vendor base to support it. Ms. Layman further commented that Friday evening would be a good night to promote because other markets in the area are not open on Friday evenings. The Town Manager further commented that if we want the Market to be open one evening during the week, we will have to solicit vendors and see if there is any interest. The Mayor asked if there would be any problem if a vendor wanted to stay later and the response was as long as there is not an event going on. Mr. Nance asked if we have vendors who want to stay later, how that would affect Town resources. Ms. Layman commented that it would depend on the expectation of how much Council, the Town Manager and Assistant to the Town Manager wanted her to be at the Market. Mr. Nance commented that perhaps we would want to limit the amount of permanent space that one vendor can have because it might keep other vendors away as opposed to showing customers that we are open for business. The Mayor commented that he too would like to see the Market used more. We have a great facility and the Town has made an investment in the Market and he would like for us to at least try to work something out this year. At the end of the trial period, we may find that we have to make some adjustments. He did express concern about the idea of adding any more responsibility to Ms. Layman, but felt that staff could work that out. Ms. Layman commented that the current season is May through October and it has been extended into the first week of November if vendors had products available. She asked if we would be keeping the season the same or looking at a different season. Mr. Altice asked Ms. Layman if she has talked with the vendors to see what they wanted to do and she indicated she had talked with them. The Town Manager commented that we have annual meetings with our vendors, but we have not had a meeting on this specific topic. Ms. Layman also stated that at the end of the season she has one-on-one conversations with them at the Market. Mr. Adams commented that we are into the season now and he does not want to see it go until August to get it settled. If we are going to get someone at the Market, we need to proceed. Mr. Nance then added even if it is on a temporary basis to see how it will work. 4 The Town Manager commented that we can put together a policy fairly quickly. There are some liability issues that we want to make sure about especially for an overnight vendor versus a regular Saturday vendor. Ms. Layman commented that she has some concerns about the security issue with people or animals having access to the products and the products being tampered with. She would strongly recommend that there be some consideration of some type of security. The Town Manager commented that there should be some type of coverage for the products and Ms. Layman stated that it needs to be attractive since we are in the process of making improvements to the Market Ms. Layman further stated that she goes to training for Farmers’ Market regulations and guidelines and she does not want to take the risk that someone gets a product that has been tampered with. The Town Manager further commented that the policy in 2002 was very traditional in stating that the Market was a local market type of driven product. It did not allow vendors to get peaches from Georgia and resell them at the Market. However, there is recognition at most all of the Markets, for instance, that peaches may not be in season in June in our area, but there may be a market for them during that time. There is some flexibility there, but all try to have some level of consumer confidence in marketing that the products sold are either Virginia based or within 100 miles. Ms. Layman commented that the Salem Market permits 25% to be non-local. They still encourage within 100 miles and a lot of customers are requesting local grown products. Another way it is often handled is by signage on the vendors’ spaces that indicate if the products are home grown or from another area. The Mayor closed by commenting that staff would prepare and bring back to Council a new set of guidelines. The Town Manager said those new guidelines would specifically address overnight accommodations, lease rates and liability and security issues. We will discuss the issues with Mr. Barton, the Chamber and other vendors to make sure we are getting comments from everyone. We realize that we could easily spend two months getting input, but Mr. Barton is ready to proceed tomorrow. This can be on a trial basis and we will probably have to make adjustments anyway based on the improvements we will be making to the Market and the stage in the upcoming months. The Town Manager then commented that we should be able get the policy updated and back to Council by our July 1st meeting. 5 Ms. Layman asked about the number of spaces that a vendor would be able to lease and would like to have the top four or five points that should be worked on. Mr. Nance said we need to encourage more vendors to be open for business more days of the week or longer hours. If the vendors think that keeping their products at the Market overnight would make them more successful, we need to figure out the best way to guarantee the products are as safe as possible while also realizing that the vendor needs to take most of the responsibility since they are the one leaving the products. We need to encourage them to have diverse products, but also not so much that one person runs all the other vendors away by taking up all of the space. That would depend on how much interest you have from other vendors. The Mayor commented that the policy needs to state what is expected of the vendors on the days that we have scheduled special events at the Market. Mr. Altice said we need to move on the matter as soon as we can if someone is interested now. Mr. Adams agreed if we can work something out now rather than waiting for another month of the selling season. The Town Manager further commented that Council’s next meeting is in two weeks and something will be brought back then for Council to consider. Mr. Nance commented in closing that he feels Council is giving Mary Beth Layman and the Town Manager discretion to make temporary agreements with vendors until such time that Council can adopt a new policy. If staff is satisfied, they know Council’s preferences and can bring the policy back in final form at a future meeting. The Work Session ended at 7:00: p.m. 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, Vice Mayor Nance, and Mayor Grose present. Council Member Hare was absent. After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag. Roll Call Under upcoming community events/announcements, Liz Lively from the Chamber expressed thanks to Council and to the Town for their support and involvement with the Wine Festival which was well-attended. The first Mingle in the Market for this year will be on June 14th. She then gave Council each a t-shirt and other items that the Chamber are using to promote the “In Vinton” branding. 6 Mary Beth Layman announced that the Vinton pool opens tomorrow, June 4th, for the season. She solicited help from Council and staff for July 16th to help serve the meal. There are several more events at the Farmers’ Market in June such as the Craft Show and another Shake, Bake and Sprout. Rockingham Mutual contacted her yesterday and they have furnished Market bags which she presented to Council. On May 19th, Carilion donated $2,000 towards the SNAP Program which can be used for matching money and for staffing. The Mayor asked Ms. Layman to comment on the donation of funds made to the Senior Center. Ms. Layman commented that the Roanoke County Jail provided seven inmates who painted the interior of the building over a weekend. The Town purchased the paint and Roanoke County was able to cover the costs for the Officer through a grant. The Big House Dancers that meet at the building twice a month donated $605 towards decorative painting for the building. Tonya Weaver-Kirk did some faux painting, some color technics on the walls, stenciled designs on the curtains and up-cycled planter containers. We have some other recommendations from her that we are going to do through the summer. The Mayor announced that the next Council meeting, June 17th, will be moved to the War Memorial. The business section of the meeting will be at 5:30 p.m. and then we will have a reception at 6:30 p.m. and presentations at 7:00 p.m. to honor Mr. Altice. Vice Mayor Nance made a motion that the consent agenda be approved as presented; the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Approved minutes of the regular Council meetings of May 6, 2014 and May 20, 2014 Under citizens’ comments and petitions, Mr. Booth mentioned that today is Vice Mayor Nance’s birthday and wished him a Happy Birthday. The next item on the agenda was to consider adoption of an Ordinance to revise Water and Wastewater Fees and Charges Schedule by an increase of 8.9 percent for FY2014-2015 and an increase of 8.9 percent for FY2015- 2016, pursuant to authority granted by Virginia Code §§ 15.2-2111, 15.2-2119 and 15.2-2122, according to the Vinton Town Code, Chapter 24, Utilities, Section 94-22 Fees and charges for water service and Section 94-74, Fees and charges for wastewater service. The Town Manager commented that through the Public Hearing and through Council input, the cover sheet included with the agenda package sets forth the items in 7 the budget that have been changed. He commented on the $9,000 increase for seasonal help for mowing. This item was inadvertently left out of the proposed budget. The budget is a balanced budget with the use of fund balance and the 8.9 percent increase of the water and wastewater rates. Vice Mayor Nance then commented on the water and wastewater rates increases. He indicated all of Council realizes this is an integral product that must be provided to our citizens, our business owners and our stakeholders not only today, but for future generations. We must continue to invest in the product and by doing that we have to have income to balance out the expenses. We do not take it lightly and we would prefer that this action not be necessary, but unfortunately it is and he supports it. Mr. Adams and the Mayor also agreed with Mr. Nance and indicated they will support it. Vice Mayor Nance made a motion to adopt the Ordinance as presented; 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, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Ordinance No. 953 to revise Water and Wastewater Fees and Charges Schedule by an increase of 8.9 percent for FY2014-2015 and an increase of 8.9 percent for FY2015-2016, pursuant to authority granted by Virginia Code §§ 15.2-2111, 15.2-2119 and 15.2-2122, according to the Vinton Town Code, Chapter 24, Utilities, Section 94-22 Fees and charges for water service and Section 94- 74, Fees and charges for wastewater service The next item on the agenda was to consider adoption of an Ordinance approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2014 and ending June 30, 2015. Mr. Adams made a motion to adopt the Ordinance as presented; the motion was seconded by Vice Mayor Nance, and carried by the following roll call vote, with all members voting: Vote 4-0- 1; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. The Town Manager commented that Mr. Hare is out of the country and not able to be present for the meeting to vote. Adopted Ordinance No. 954 approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2014 and ending June 30, 2015 The next item for consideration was a Resolution setting the employer contribution rate for the Virginia Retirement System (VRS) for the Town effective July 1, 2014. Barry Thompson commented that the Virginia Retirement System has asked us to certify our contribution rates for the 2015 and 2016 fiscal years. The rate reflects changes made to the funding policy by the Board of the VRS and the Group Life Insurance rates included in the Governor’s budget. For retirement, the employer contribution rate will be 12.40%. Last year we chose an alternative rate which underfunded our contribution rate at 8.34% and this year, staff has recommended that we fully fund it. This rate does not include the five percent member contribution that is paid by the employees. The Group Life Insurance total contribution rate will be 1.32%, which is composed of a 0.79% employee share and a 8 0.53% employer share and is the same rate we have been paying for several years. Mr. Altice made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor Nance and carried by the following roll call vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 2064 setting the employer contribution rate for the Virginia Retirement System (VRS) for the Town effective July 1, 2014 The Town Manager commented regarding the State budget and the fact that VML has asked all their member jurisdictions to respond to a couple of questions very similar to those that Mr. Hare asked staff to bring to the Finance Committee. We have a Finance Committee tentatively scheduled for June 23rd. The specific question that VML has asked is what if the State budget is not approved, how long can our jurisdiction survive without receiving any dollars from the State. Vice Mayor Nance commented he is concerned that the budget that Council just passed is based upon assumptions of the State fulfilling its responsibilities and that any shortfalls are going to be passed along to the localities. This Council needs to be ready to pivot at a moment’s notice when we hear from the State about how they are going to make up the shortfalls. He also again encouraged citizens to also reach out to Council through whatever medium is available to indicate what is important to them. The next item was to consider adoption of a Resolution transferring funds within the General Fund in the amount of $15,178 to pay Roanoke County IT for a new VoIP phone system for the Municipal Building and Fire/EMS Building. Ryan Spitzer commented that several years ago the Town had an audit conducted of the phone system and the result of the audit was that the Town received reimbursement from Verizon in an amount slightly over $20,000. About a year ago, the Town started looking for other telephone options to replace the current system in the Municipal Building and the Fire/EMS building. The current system has failed several times in the past six months and the parts for the system are no longer available. We contacted Roanoke County IT and two other providers for proposals to replace our system. Based on these proposals, we have chosen Roanoke County IT due to the excellent working relationship and service they provide for our current telephone system along with our other IT needs. Also, the costs for their system was less expensive than the other providers and we are already paying an access fee for their services and the new 9 system would be an additional $240.00 per month for an estimated total of $550 per month for maintenance and technical support. Mr. Spitzer continued by referring Council to a pay-back schedule that was provided with the agenda package. This includes the fixed cost of the hardware installation. If you remove that portion, which is $15,000 and pay that with the $20,000 we have, each month we will actually come out about $400 ahead in our telephone bill for both the Municipal Building and the Fire/EMS building. We are only able to upgrade these two facilities at this time because they are connected by Ethernet and are connected to the ring that goes back to Roanoke County. This system is hosted by Roanoke and in three other locations which will make the system still functional even in time of a natural disaster. This new phone system can also be taken to other locations in the County that have the same system and operate just like we were here in Town. Mr. Spitzer further commented that we will purchase our block of telephone numbers and they will remain the same. Vice Mayor Nance asked if this system has a phone tree or when someone calls will they get a real person. Mr. Spitzer responded that it will be the same as our phone system now and we can configure it any way that we want to. Mr. Nance next asked if that would include the Police Department as well and the response was yes. The Town Manager commented that he has talked with the Police Chief about the current phone set-up in his department. This new system will give us a lot of options that will help us address some of the concerns with our current system. Mr. Spitzer commented that when he first started talking with Roanoke County IT about the phone system, the costs was $28,000. Now the price is $15,000. In response to a question, the Town Manager commented that the funds to cover the phone system are a part of the fund balance and we need to do a budget transfer. Mr. Altice made a motion to adopt the Resolution as presented; 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, Nance, Grose; Nays (0) - None; Absent (1) - Hare. Adopted Resolution No. 2065 transferring funds within the General Fund in the amount of $15,178 to pay Roanoke County IT for a new VoIP phone system for the Municipal Building and Fire/EMS Building The Mayor commented that the regional VML dinners are coming up and wanted to know if everyone has checked their schedules. The available dates are June 11th at Lexington, June 12th at Lynchburg and one in 10 Blacksburg. It was the consensus that they would attend the one on June 12th in Lynchburg and the Town Manager indicated he would coordinate. The Mayor commented again on the next Council meeting on June 17th and the recognition of Mr. Altice. He also reflected on the new and exciting projects that are starting in the Town and he feels that we will be able to handle any challenges that may come our way. He further commented that this Town Council has earned a reputation of getting along with each other. Not that we agree all of the time, but we have learned how to treat each other with respect and these days that seems to be noteworthy. We also have a great staff and Council respects them as well and appreciates them. He hopes that our citizens appreciate the staff and that they feel comfortable with approaching Council in meetings or other places and expressing their concerns. Comments from Council: Vice Mayor Nance commented that unfortunately a previous commitment will keep him from being at the next meeting on June 17th and since he will be unable to express his thanks to Mr. Altice for his years of service at that time, he would like to make his comments now. He began by expressing appreciation to Mr. Altice for his lifetime of service both to the community’s public safety and on Town Council. That proud legacy is one he has passed on to others including his immediate family. Mr. Nance stated that it is easy to say that Mr. Altice has forgotten more about Vinton then he will ever know. However, the problem with that statement is that Mr. Altice never forgets anything. There have been many times that he or Mr. Hare has come up with an idea that they thought was unique and special and Mr. Altice would say we have already tried that and it did not work. Mr. Altice is a man of few words but everyone listens to what he says. Either because he is absolutely 100% right or he is saying something that all of us are thinking, but did not have the courage to say. He gets to the heart of the matter and it has been an honor to learn from him and work beside him. Congratulations to Mr. Altice. Mr. Adams asked about the progress on the renovations to the Fire Department building. The Town Manager commented that the designers are evaluating the building very carefully. We have the right vision and the right plan for where everything needs to be. However, there has been some delay due to electrical, HVAC, plumbing, ADA and suppression hood codes that are being evaluated to make sure every item is correct. There are decisions that 11 need to be made regarding these issues to allow the renovations to meet the Code requirements, but also stay within the budget. Also, we have broken down the key components into smaller projects so we can get quotes rather than having to go through a lengthy sealed-bid process. Mr. Adams next asked about meeting with the Lions Club again regarding the park plan. The Town Manager responded that he still needs to coordinate a date. Mr. Adams further commented that these past two years have gone by so fast. It has been an honor to serve on this Council. He then commented that he will miss Mr. Altice sitting beside him. He has known him since he started with the First Aid Crew in 1972. The Mayor commented that he too appreciates all that Mr. Altice has done and he will reserve most of his comments for the next meeting. He recalled serving with Mr. Altice on the Planning Commission and how valuable he was on that Commission. Mr. Adams made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Nance and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. The meeting was adjourned at 7:57 p.m. Meeting adjourned APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 5:30 P.M. ON TUESDAY, JUNE 17, 2014, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor I. Douglas Adams, Jr. Robert R. Altice Matthew S. Hare MEMBER ABSENT: William W. Nance, Vice Mayor STAFF PRESENT: Christopher S. Lawrence, Town Manager Elizabeth Dillon, Town Attorney Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant to the Town Manager Anita McMillan, Planning and Zoning Director Barry Thompson, Finance Director/Treasurer Mary Beth Layman, Special Programs Director Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director The Mayor called the regular meeting to order at 5:30 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Altice, Council Member Hare and Mayor Grose present. Vice Mayor Nance was absent. After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag. Roll Call The next item on the agenda was to consider adoption of a Resolution to appropriate funds from the Capital Improvement Bond Series 2013 to Utility Fund Expenditure Accounts to properly record the expenditures for the June 30, 2014 ending budget. Barry Thompson commented that last year on June 27, 2014, a bond issue was closed for the Capital Improvement Bond Series 2013 and there was not an appropriation of those funds for expenditures. During the course of this fiscal year, we have expended $928,105.82 in four different categories which are reflected in the Resolution. Mr. Hare made a motion to adopt the Resolution as presented; the motion was seconded by Mr. Altice, 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; Absent (1) - Nance. Mr. Thompson further commented that there is approximately $963,000 remaining in the 2013 Bond issue that will also need to be appropriated toward the end of the next fiscal year. Adopted Resolution No. 2066 to appropriate funds from the Capital Improvement Bond Series 2013 to Utility Fund Expenditure Accounts to properly record the expenditures for the June 30, 2014 ending budget 2 The next item on the agenda was to consider adoption of a Resolution to appropriate funds from the War Memorial Item for Resale Revenue Account to the War Memorial Item for Resale Expense Account. Barry Thompson commented that after the budget was established for FY2013-2014, the line item for Contracted Resale Items was created as a pass through for catered services at the War Memorial. In order to balance these items, revenue has been received which covered the expenses. This Resolution is to appropriate that revenue to the expense side in the amount of $47,871.60. That revenue was not included in the original budget. Mr. Adams made a motion to adopt the Resolution as presented; the motion was seconded by Mr. Hare 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; Absent (1) - Nance. Adopted Resolution No. 2067 to appropriate funds from the War Memorial Item for Resale Revenue Account to the War Memorial Item for Resale Expense Account The next item for consideration was a Resolution approving a new Vinton Farmers’ Market Policy. The Town Manager began by commenting that staff has talked with Mr. Barton and have made amendments to the current Policy. Mary Beth Layman commented that staff had also talked with another vendor at the Market and the Chamber of Commerce to get their input and review the guidelines. Ms. Layman next commented on the changes to the Policy and indicated one additional revision based on a recommendation by the Town Attorney. This revision would change the definition of “local” on Page 1 to read “Local is defined as a 100 mile radius of Vinton/Roanoke County.” This change will delete the reminder of that sentence shown on the draft that was a part of the agenda package. Further changes to the Policy included hours and mode of operation, an addition of an overnight vendor rate for table/vendor space, new rules and regulations of the Market, the Virginia Department of Agriculture and Consumer Services and federal requirements. Expectations of the vendor and the Town relating to working with other organizations and scheduled events, security and alteration to the Market canopy and area, information about the SNAP-EBT program and vendor resource information are also additional changes. The Town Manager commented that Mr. Barton asked if he could start a week ago and take everything down each day. He was told that he would need to follow the current policy and clean up every day and he agreed and has been down there for about a week. Ms. Layman indicated that he did move his products for the Mingle at the Market this past Saturday. 3 We are working with him to put up some kind of enclosure that is attractive, but not overly expensive. Ms. Layman has done some research and there is an item that is a sun screen that looks like curtains and is put up with wire. During the day they separate them and pull them at night to indicate that the Market is closed. Mr. Barton wants eight tables and we set the rate at $40 a month per table which is $320 a month. That seems like a lot, but at the same time he has a store front downtown at the Market. During this trial period, we will work with Mr. Barton for the rest of the year and work with any upfront costs that he may have to get things set up. Mr. Adams asked if this screening would come down during Mingle at the Market. Ms. Layman responded that it would be pulled back and secured and will not distract during the Mingle event. It is called shade cloth and we will be meeting with Mr. Barton to see what we can work out. She indicated that they could also leave the lights on at night if they need to. The Mayor expressed his appreciation to staff for getting this done in a short amount of time. We should approach this as a trial period and we may need to make adjustments later. Mr. Hare made a motion to adopt the Resolution as presented; 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; Absent (1) - Nance. Adopted Resolution No. 2068 approving a new Vinton Farmers’ Market Policy The Mayor asked Sabrina Weeks, who was in the audience, how the Mingle at the Market went this past Saturday night. Ms. Weeks responded that there were a lot of new faces and the band had not performed at Mingle since the very first season. The attendance was probably 500-700 which is good for the first Mingle. She would like to make July 12th a volunteer night for the Town of Vinton and she is soliciting additional volunteers for that night. It was thought that if different groups would volunteer that it would take the strain off of the ones that work every time. This is the fifth year of the event. Comments from Council: Mr. Adams commented that he, Ryan Spitzer and Vice Mayor Nance had the opportunity to go to Lynchburg to the VML Dinner. They received an education on the dangerous items that come down the railroad track right through that Town and met the new Director of the Virginia Municipal League. 4 Mr. Adams made a motion to adjourn the meeting; the motion was seconded by Mr. Hare and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – Adams, Altice, Hare, Grose; Nays (0) – None; Absent (1) - Nance. The meeting was adjourned at 6:02 p.m. Meeting adjourned APPROVED: _______________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date July 1, 2014 Department Administration Issue Consider adoption of an Ordinance to enact Article V, Spot Blight Abatement, of Chapter 14, Buildings and Building Regulations, of the Vinton Town Code. Summary During a joint meeting of the Town Council, Planning Commission, and Board of Zoning Appeals on October 29, 2013, staff briefed members on steps that the Town could take to combat blighted properties. Council indicated their interest in staff moving forward with drafting an ordinance to present to Council for consideration. Attachments Ordinance Spot Blight Abatement Policy Spot Blight Abatement Flow Chart Spot Blight Abatement Assessment Form Recommendations Motion to adopt Ordinance Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JULY 1, 2014 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE TO ENACT ARTICLE V, SPOT BLIGHT ABATEMENT, OF CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS, OF THE VINTON TOWN CODE. W HEREAS, the Vinton Town Council has previously determined blighted or deteriorated areas and properties are developing in the Town of Vinton, and, W HEREAS, these blighted or deteriorated areas are defined as areas with building or improvements which, by reason of dilapidation, obsolescence, overcrowding, faulty arrangement of design, lack of ventilation, light, and sanitary facilities, excessive land coverage, deleterious land use or obsolete layout, or any combination of these and other factors, are detrimental to the safety, health, morals or welfare of the community; and, W HEREAS, that certain blighted, deteriorated or deteriorating areas are continuing to be susceptible of conservation through appropriate public action and the elimination or prevention of the spread or increase of blight o r deterioration in such areas continues to be necessary for the public welfare and continues to be a public purpose for which public money may be spent and private property may be acquired by purchase or by the power of eminent domain; and WHEREAS, the Town’s Planning and Zoning Department prepared a spot blight abatement program in accordance with Section 36-49.1:1 of the Code of Virginia, as amended, and briefed the Planning Commission and Town Council during a joint meeting on October 29, 2013 concerning same; and WHEREAS, the Planning Commission held a work session on March 25, 2014, and unanimously voted to recommend the adoption of the Spot Blight Abatement Program to Vinton Town Council. NOW THEREFORE, BE IT ORDAINED that the Vinton Town Council does hereby enact Article V, Spot Blight Abatement, of Chapter 14, Buildings and Building Regulations, of the Town Code, as follows: VINTON TOWN CODE *** 2 CHAPTER 14. BUILDINGS AND BUILDING REGULATIONS *** ARTICLE V. SPOT BLIGHT ABATEMENT State law reference - Spot blight abatement, Code of Virginia, § 36-49.1:1 Sec. 14-140. Purpose. The town council finds that deteriorating properties, including the improvements and the land on which they are built, have a deleterious effect on property values and the quality of life in the area surrounding them. This article is enacted to provide for the abatement of blight which threatens the health, safety, morals and welfare of the community. Sec. 14-141. Blight abatement authorized. The town may clear or repair any blighted property as defined in this article in order to abate blight. In addition, the town may recover the cost of any clearing or repair of such property from the owner of the property. Sec. 14-142. Blighted property defined. (a) The term “blighted property” means any individual commercial, industrial, or residential structure or improvement that endangers the public’s health, safety, or welfare because the structure or improvement upon the property is dilapidated, deteriorated, or violates minimum health and safety standards, or any structure or improvement previously designated as blighted under the process of determination of “spot blight.” (b) A property can be considered blighted if it meets the standards set forth in Virginia Code §36-49.1:1, as amended, and if it meets any of the following criteria: (1) It has been vacant and/or boarded for at least one year; (2) It has been the subject of documented complaints; (3) It is no longer being maintained for useful occupancy; (4) It is dilapidated or lacks normal maintenance and upkeep; (5) It has been the subject of nuisance abatement actions undertaken by the town or county of Roanoke; (6) Any buildings or improvements which, by reason of dilapidation, obsolescence, overcrowding, faulty arrangement of design, lack of ventilation, light and sanitary 3 facilities, excessive land coverage, deleterious land use or obsolete layout, or any combination of these or other factors, are detrimental to the safety, health, morals or welfare of the community. (c) The following is a list of potential conditions that may cause a property to be considered blighted under the terms of this article: (1) Condemned structure – A structure on the property has been continuously vacant for at least one year, has been condemned as unfit for human occupancy by the Roanoke County building office in accordance with the Virginia Uniform Statewide Building Code, but has neither been demolished nor repaired by the owner as directed by the building official; (2) Rat and rodent infestation – There is evidence of rat or rodent infestation or harborages caused by conditions on the property; (3) Previous citations – The property has been used or maintained in a condition which as result in the following actions: (i) The owner has been cited on at least three (3) separate occasions because activities or conditions on the property violate state or town laws or ordinances governing the use or maintenance of property, and those activities or conditions threaten the public health, safety and welfare of the community; or (ii) The owner has refused to abate one or more violations as ordered by the court or has repeated conduct involving the use or maintenance of property for which the owner has been convicted of violating state law, town/county or local ordinances in the past. (4) Inadequate facilities – The property has inadequate sewage, septic, plumbing, well or heating facilities; (5) Potential trespass – If the property is vacant, the owner has failed to take adequate precautions to prevent the use of or access to the property by trespassers; (6) Nuisance to children – A potential attractive nuisance to children exists on the property, including, but not limited to, abandoned wells, basements, excavations or broken fences; (7) Fire hazard – Any condition exists on the property that has been specifically identified as a fire hazard by the fire department or the building official; and (8) Substantial dilapidation of buildings or structures as evidenced by either: 4 (i) Collapse of either interior or exterior structural elements such as floors, walls, roofs, porches, decks and similar appendages which pose a danger to the public; or (ii) Removal or rotting of exterior siding, roofing or sheathing exposing structural members to the weather. Sec. 14-143. Procedures for declaring blight; notification of owner; public hearing. (a) The town manager or his designee shall make a preliminary determination that a property has non-structural blight in accordance with section 14-142. The building commissioner or his designee shall make the preliminary determination that a property has structural blight in accordance with section 14-142. The town manager or his designee shall notify the owner by regular and certified mail sent to the last address shown in the real estate tax assessment records, specifying the reasons why the property is blighted. The owner shall have thirty (30) days within which to respond in writing with a plan to cure the blight within a reasonable time. Such plan shall include a site plan delineating blighted condition(s) and specifying measures to be taken for the removal of each. (b) Upon the building commissioner’s approval of the plan to cure structural blight, and/or the town’s approval of the plan to cure non-structural blight, the owner shall have ninety (90) days to complete all work approved in the spot blight abatement plan. The town, upon acceptance of a performance bond in the amount of the estimated cost of the work, may grant an extension of an additional ninety (90) days to complete work where it is determined that the owner has completed substantial portions of the work in compliance with the plan and is diligently pursuing completion of all work. (c) If the owner fails to respond within the thirty (30) day period with a spot blight abatement plan that is acceptable to the building commissioner and/or the town, or fails to complete the work approved in the spot blight abatement plan to cure the blight within the allotted time, including any extensions, the town manager or his designee (1) may request the town council to conduct a public hearing concerning the repair or other disposition of the property in question, and if a public hearing is scheduled, (2) shall prepare a spot blight abatement plan for the repair or other disposition of the property. The town shall send written notice and the proposed plan to the owner before the town council acts on the ordinance and proposed plan. (d) Notice of public hearing will be mailed by regular mail to (1) the property owner(s), (2) abutting property owner(s), and (3) civic leagues or associations, at least three (3) weeks prior to the date of the public hearing. Notice must also be published twice in a newspaper with local circulation, and shall also be posted on the property. (e) If the town council declares the property is blighted by ordinance and approves the proposed plan, the town may carry out the approved plan to clear or repair the property in accordance 5 with the approved plan, the provisions of this section, and applicable law. The town shall have a lien on all property so cleared or repaired under an approved plan to recover the cost of demolition or improvements made by the town or its designee to bring the blighted property into compliance with applicable building codes. The lien on such property shall bear interest at the legal rate of interest established in Code of Virginia, § 6.2-301, as amended, beginning on the date the repairs are completed through the date on which the lien is paid. The lien shall be filed in the County of Roanoke Circuit Court and shall be treated in all respects as a tax lien and enforceable in the same manner as provide by law. The town may recover its costs of clearing or repair from the owner of record of the property when the clearing or repairs were made at such time as the property is sold or disposed of by such owner. The costs of clearing or repair shall be recovered from the proceeds of any such sale. Sec. 14-144. Declaration of nuisance. In lieu of the exercise of powers granted in sections 14-140 through 14-143, the town council, by ordinance, may declare any blighted property to constitute a nuisance, and thereupon abate the nuisance as authorized by law. Such ordinance shall be adopted only after written notice by certified mail to the owner of the property at the last known address of such owner as shown on the current real estate tax assessment books or current real estate tax assessment records. If the owner does not abate or remove the nuisance and the town abates or removes the nuisance at its expense, the costs of abatement or removal shall be a lien on the property and the lien shall bear interest at the legal rate of interest established in Code of Virginia, § 6.2-301, as amended, beginning on the date the abatement or removal is completed through the date on which the lien is paid. Sec. 14-145. Provisions cumulative. The provisions of this article shall be cumulative and shall be in addition to any remedies for spot blight abatement that may be authorized by law. Sec. 14-146. Definitions, per § 36-3 of the Code of Virginia. Blighted area: any area that endangers the public health, safety or welfare; or any area that is detrimental to the public health, safety, or welfare because commercial, industrial, or residential structures or improvements are dilapidated, or deteriorated or because such structures or improvements violate minimum health and safety standards. This definition includes, without limitation, areas previously designated as blighted areas pursuant to the provisions of § 36-1 et seq. Blighted property: any individual commercial, industrial, or residential structure or improvement that endangers the public's health, safety, or welfare because the structure or improvement upon the property is dilapidated, deteriorated, or violates minimum health and safety standards, or any structure or improvement previously designated as blighted pursuant to § 36-49.1:1, under the process for determination of "spot blight. Spot blight: a structure or improvement that is a blighted property as defined in this section. 6 Spot blight abatement plan (referred to as “plan”): means the written plan prepared by the owner or owners of record of the real property to address spot blight. If the owner or owners of record of the real property fail to respond as provided in § 36-49.1:1, the locality or the authority can prepare a spot blight abatement plan to address the spot blight with respect to an individual commercial, industrial, or residential structure or improvement, but may only implement such plan in accordance with the provisions of § 36-49.1:1. BE IT FURTHER ORDAINED, that this Ordinance shall become effective upon its adoption. This Ordinance 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 TOWN OF VINTON SPOT BLIGHT ABATEMENT PROCESS ---------------- VINTON TOWN CODE CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS ARTICLE V, SPOT BLIGHT ABATEMENT Page 1 of 5 1. The Planning & Zoning Department receives blighted property referrals from Council member(s), community group(s), other Town agencies, citizen(s), or staff. 2. All referred properties are entered into a blight database. The Planning & Zoning Department investigates, opens a file on referred property, and makes a preliminary blight assessment. Town records are reviewed for a history of violations and complaints. Other departments such as Finance, Public Works, Police, Fire, Health, Roanoke County Real Estate Valuation, Roanoke County Community Development, and Town Attorney may be consulted as necessary to aid in the determination of a blighted condition. 3. A property can be considered blighted if it meets the standards set forth in Virginia Code § 36-49.1:1 and if it meets any of the following criteria: A. It has been vacant and/or boarded for at least one year; B. It has been the subject of documented complaints; C. It is no longer being maintained for useful occupancy; D. It is dilapidated or lacks normal maintenance and upkeep; E. It has been the subject of nuisance abatement actions undertaken by the Town or County of Roanoke; F. Any buildings or improvements which, by reason of dilapidation, obsolescence, overcrowding, faulty arrangement of design, lack of ventilation, light and sanitary facilities, excessive land coverage, deleterious land use or obsolete layout, or any combination of these or other factors, are detrimental to the safety, health, morals or welfare of the community. 4. The following is a list of potential conditions that may cause a property to be considered blighted under the terms of this policy: A. Condemned structure – A structure on the property has been continuously vacant for at least one year, has been condemned as unfit for human occupancy by the Roanoke County building office in accordance with the Virginia Uniform Statewide Building Code, but has neither been demolished nor repaired by the owner as directed by the building official; B. Rat and rodent infestation – There is evidence of rat or rodent infestation or harborages caused by conditions on the property; TOWN OF VINTON SPOT BLIGHT ABATEMENT PROCESS ---------------- VINTON TOWN CODE CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS ARTICLE V, SPOT BLIGHT ABATEMENT Page 2 of 5 C. Previous citations – The property has been used or maintained in a condition which as result in the following actions: a. The owner has been cited on at least three (3) separate occasions because activities or conditions on the property violate state or town laws or ordinances governing the use or maintenance of property, and those activities or conditions threaten the public health, safety and welfare of the community; or b. The owner has refused to abate one or more violations as ordered by the court or has repeated conduct involving the use or maintenance of property for which the owner has been convicted of violating state law or local ordinances in the past. D. Inadequate facilities – The property has inadequate sewage, septic, plumbing, well or heating facilities; E. Potential trespass –The property is vacant and the owner has failed to take adequate precautions to prevent the use of or access to the property by trespassers; F. Nuisance to children – A potential attractive nuisance to children exists on the property, including, but not limited to, abandoned wells, basements, excavations, or broken fences; G. Fire hazard – Any condition exists on the property that has been specifically identified as a fire hazard by the fire department or the building official; and H. Substantial dilapidation of buildings or structures as evidenced by either: a. Collapse of either interior or exterior structural elements such as floors, walls, roofs, porches, decks, and similar appendages which pose a danger to the public; or b. Removal or rotting of exterior siding, roofing or sheathing exposing structural members to the weather. 5. Town staff shall make a preliminary determination that a property is blighted with respect to non-structural issues. The Building Commissioner shall make a preliminary determination with respect to structural issues, and shall provide findings to the Planning & Zoning Department. The Planning & Zoning Department shall notify the owner by regular and certified mail, specifying the reasons why the property is considered blighted. The notice mailed to the owner shall also be posted on the property. The owner shall have thirty (30) days within which to respond with a spot blight abatement plan that would cure the blight within a reasonable time. Such plan shall include a site plan delineating blighted condition(s) and specifying measures to be taken for the removal of each. TOWN OF VINTON SPOT BLIGHT ABATEMENT PROCESS ---------------- VINTON TOWN CODE CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS ARTICLE V, SPOT BLIGHT ABATEMENT Page 3 of 5 6. Upon the Building Commissioner’s approval of the plan to cure structural blight, and/or the Town’s approval of the plan to cure non-structural blight, the owner shall have ninety (90) days to complete all work approved in the spot blight abatement plan. The Town, upon acceptance of a performance bond in the amount of the estimated cost of the work, may grant an extension of an additional ninety (90) days to complete work where it is determined that the owner has completed substantial portions of the work in compliance with the plan and is diligently pursuing completion of all work. 7. If the owner fails to respond within the thirty (30) day period with a spot blight abatement plan that is acceptable to the Building Commissioner and/or the Town, or fails to complete the work approved in the spot blight abatement plan to cure the blight within the allotted time, including any extensions, the Town Manager (1) may request the Town Council to conduct a public hearing concerning the repair or other disposition of the property in question, and if a public hearing is scheduled, (2) shall prepare a spot blight abatement plan for the repair or other disposition of the property. 8. The Town Council directs the Planning Commission to schedule the matter for public hearing. Notice of the hearing must be sent 3 weeks prior by regular mail to: A. Owner(s) B. Abutting owner(s) C. Civic league or association, if any for the immediate area. Notice must include plan for dealing with blight (i.e., teardown, repair, etc.). Notice must also be published twice (with not less than 6 days elapsing between first and second publication). Notice shall also be posted on the property. Hearing must occur with 21 days of the second publication. 9. Once the Planning Commission has held a public hearing and has made a recommendation to Town Council on the matter, the Town Council holds a public hearing and determines whether (1) to declare the property as blighted; (2) whether owner has failed to cure blight or develop a reasonable spot blight abatement plan; (3) whether spot blight abatement plan is in accordance with applicable law and (4) whether property is listed as historic. 10. No spot blight abatement plan shall be effective until notice has been sent to the property owner or owners of records and an ordinance has been adopted by the Town Council. 11. If the Town Council approves repair or demolition, the Planning & Zoning department will solicit bids for a contract to abate the blight and carry out the approved plan to repair or acquire and dispose of the property in accordance with the approved spot blight abatement plan. TOWN OF VINTON SPOT BLIGHT ABATEMENT PROCESS ---------------- VINTON TOWN CODE CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS ARTICLE V, SPOT BLIGHT ABATEMENT Page 4 of 5 12. The owner of record is billed for the cost of blight abatement, including advertising and administrative costs. If the owner fails to pay for the abatement, the costs will be collected by any manner provided by law for collection of state or local taxes. A lien shall be recorded to recover the Town’s costs and expenses. The lien authorized by this subsection may be recorded as a lien among the land records of the County of Roanoke Circuit Court and shall be treated in all respects as a tax lien and enforceable in the same manner as provided in articles 3 (§ 58.1- 3940 et seq.) and 4 (§ 58.1-3965 et seq.) of chapter 39 of title 58.1 of the Code of Virginia (1950), as amended. The Town may recover its costs of repair from the owner or owners of record of the property when the repairs were made at such time as the property is sold or disposed of by such owner or owners. If the property is acquired by the governing body through eminent domain, the cost of repair may be recovered when the governing body sells or disposes of the property. In either case, the costs of repair shall be recovered from the proceeds of any such sale. 13. If Town Council determines that it is necessary to acquire property by eminent domain in order to cure the blight, the matter is referred to the Town Attorney’s Office for acquiring the property through eminent domain. 14. Throughout the entire process, the Planning & Zoning Department continues to work with the owner to gain voluntary compliance to eliminate blight. 15. Unless otherwise provided for in Title 36 of the Code of Virginia, as amended, if the blighted property is occupied for personal residential purposes, the Town, in approving the spot blight abatement plan, shall not allow for an acquisition of such property if it would result in a displacement of the person or persons living in the premises. The provisions of this subsection shall not apply to acquisitions, under an approved spot blight abatement plan, by the Town of property which has been condemned for human habitation by the local building code official for more than one year. In addition, the Town, in exercising the powers of eminent domain in accordance with Title 25 of the Code of Virginia, as amended, may provide for temporary relocation of any person living in the blighted property provided the relocation is within the financial means of such person. 16. In lieu of the acquisition of blighted property by the exercise of the powers of eminent domain as herein provided, and in lieu of the exercise of other powers granted by the Code of Virginia, the Town Council, by ordinance, may declare any blighted property to constitute a nuisance and thereupon abate the nuisance pursuant to state law. Such ordinance shall be adopted only after written notice by certified mail to the owner or owners at the last known address of such owner as shown on the current real estate tax assessment books or current real estate tax assessment records. If the owner does not abate or remove the nuisance and the locality abates or removes the nuisance at its expense, the costs of the removal or abatement of the nuisance shall be a lien on the property and such lien shall bear interest at the legal rate of interest established in § 6.2- TOWN OF VINTON SPOT BLIGHT ABATEMENT PROCESS ---------------- VINTON TOWN CODE CHAPTER 14, BUILDINGS AND BUILDING REGULATIONS ARTICLE V, SPOT BLIGHT ABATEMENT Page 5 of 5 301, beginning on the date the removal or abatement is completed through the date on which the lien is paid. 17. Definitions, per § 36-3 of the Code of Virginia: Blighted area means any area that endangers the public health, safety or welfare; or any area that is detrimental to the public health, safety, or welfare because commercial, industrial, or residential structures or improvements are dilapidated, or deteriorated or because such structures or improvements violate minimum health and safety standards. This definition includes, without limitation, areas previously designated as blighted areas pursuant to the provisions of § 36-1 et seq., as amended. Blighted property means any individual commercial, industrial, or residential structure or improvement that endangers the public's health, safety, or welfare because the structure or improvement upon the property is dilapidated, deteriorated, or violates minimum health and safety standards, or any structure or improvement previously designated as blighted pursuant to § 36-49.1:1, under the process for determination of "spot blight. Spot blight means a structure or improvement that is a blighted property as defined in this section. Spot blight abatement plan (referred to as “plan”) means the written plan prepared by the owner or owners of record of the real property to address spot blight. If the owner or owners of record of the real property fail to respond as provided in § 36-49.1:1, the locality or the authority can prepare a spot blight abatement plan to address the spot blight with respect to an individual commercial, industrial, or residential structure or improvement, but may only implement such plan in accordance with the provisions of § 36-49.1:1, as amended. Adopted by Ordinance No. _____ on July 1, 2014. Town of Vinton Structural Blight Substantial structural dilapidation Inadequate facilities Potential for trespass No Notification Complaint Received “COM-BAT” Community Blight Abatement Team Preliminary Blight Assessment Performed Refer to Building Official Condemn? Yes Non-Structural Blight Nuisance to children Fire Hazard Harborage/ infestation due to condition of property Yes Review under Non-Structural Blight Notification 30 days No response Respond with abatement plan Public Hearing(s) scheduled Town Team or Building Official approves plan Planning Commission Town Council Extension – performance bond required Work completed by Town contractor Approves repair/demo Lien placed on property Work performed by contractor Does not approve repair/demo Legal Action Target = Violation Abatement Work completed by owner 90 days to complete Lien placed on property Town of Vinton - Spot Blight Abatement Assessment Form CASE #: ADDRESS: INSPECTOR:DATE: CONDITION Check if applies POINTS Property has been vacant for at least a year 20 Property has been subject of documented complaints 20 Property has been subject of at least three (3) code- or law-enforcement actions 20 Property is no longer maintained for useful occupancy 20 Property is dilapidated or lacks normal maintenance and upkeep 20 Any condition on the property that has been identified as a fire hazard by the fire department or the building official 10 Evidence of fire damage to the property, which has not been repaired or restored 10 Collapse of either interior or exterior structural elements such as floors, walls, roofs, porches, decks and similar appendages 10 Boarded windows, doors, entryways or exits 10 Broken or unsecured windows 10 Broken or unsecured doors, entryways or exists 10 Broken, unsecured or in disrepair: Roof 10 Broken, exposed or hazardously utilized electrical wires, electrical equipment of extension cords 10 Unfinished construction 10 Open or unsecured wells, cesspools, or cisterns 10 Removal or rotting of exterior siding, roofing, or sheathing exposing structural members to the weather 10 Presence of vermin, rodent harborage and infestation 10 Inadequate facilities: inadequate sewage, septic, plumbing, well or heating facilities 10 Broken, unsecured or in disrepair: Accessory structure(s) including but not limited to: deck, shed, porch, pool, poolhouse or cabana, garage, carport, storage unit, outside statuary, fish pond, other 10 Escessive litter or debris 10 Overgrown grass at least twelve (12) inches or higher or other overgrown vegetation or shrubbery 10 Broken, unsecured or in disrepair: Gutters 10 Broken, unsecured or in disrepair: Siding/shingles 10 Broken, unsecured or in disrepair: Chimney 10 Page 1 of 2 CONDITION Check if applies POINTS Broken, unsecured or in disrepair: Shutters 10 Broken, unsecured or in disrepair: Fencing 10 Broken, unsecured or in disrepair: Outdoor lighting fixtures 10 One (1) or more inoperable/junk vehicles on the property 10 Damaged, unsightly, unsecured or unpermitted signage or awnings 10 Presence of graffiti 10 Damaged, dead or fallen trees or limbs 10 Peeling or deteriorated paint 10 Presence of stagnant water 10 Presence within/upon an outdoor area of the improper storage of: refrigerator, washing machines, sink, stove, heater, boiler, tank, other household or commercial appliances, boxes, or indoor fureniture for a period in an excess of three (3) days 10 Presence within/upon an outdoor area of the improper storage of: lumber, construction materials, dirt, debris, trash, garbage or uncovered refuse cans, accumulated refuse or garbage in covered refuse cans which is not timely or property disposed of 10 COMMENTS: EVALUATION RECOMMENDATION: 400TOTAL POINTS POSSIBLE: TOTAL POINTS THIS PROPERTY: Page 2 of 2 1 Meeting Date July 1, 2014 Department Planning and Zoning Issue Consider a resolution adopting the Virginia Stormwater Management Program (VSMP) Permit Application Fee Schedule. Summary Effective July 1, 2014, the Commonwealth of Virginia will delegate the administration of the VSMP to the Town of Vinton. The Town is not permitted to delegate this responsibility to the County of Roanoke because the Town of Vinton is a Municipal Separate Storm Sewer (MS4) Authority. Like the rest of the MS4s localities, the Town will have to enforce the new SWM regulations and will also become the VSMP Authority. This program requires the Town to collect permit fees and remit the State’s portion of the fee to the State; review stormwater plan submittals; submit project information and coordinate with the Department of Environmental Quality (DEQ) on issuance of permit coverage; perform periodic inspections of construction sites; perform enforcement activities when required; and maintain records and report to DEQ annually. The VSMP regulations (9VAC25-870-820, 9VAC25-870-825, and 9VAC25-870-830; revised by Chapter 303 and effective 3/24/14) allow permit fees to be collected to support the administration of the local VSMP. The VSMP Permit Fee Schedule proposed for the Town of Vinton complies with the fee schedule provided by the state. Localities have the discretion of using the fee schedule provided by the state or lowering or raising the permit fees. Please note that the permit fee for coverage under the General Permit for Discharges of Stormwater from Construction Sites is split between the Town/locality (72%) and the State (28%), except that the State does not require their portion of the permit fee for single-family structures. If the Town chooses to deviate from the State provided permit fee schedule, the dollar amount of the State’s permit fee will remain unchanged. Town Council Agenda Summary 2 The Cities of Roanoke and Salem; Counties of Bedford, Botetourt, Franklin, and Roanoke, and Towns of Blacksburg and Christiansburg have adopted or intend to adopt the permit fee schedule provided by the State. Also attached is list of several typical project types with the proposed permit fees, effective July 1, 2014, as compared with existing fees due to the implementation of the VSMP. Per the Memoranda of Understanding between the Town of Vinton and the County of Roanoke for the County of Roanoke to provide stormwater plan review services, the County will be paid 50 percent of the Town’s portion of the VSMP fee collected. Alternatives 1. Staff recommends that the Vinton Town Council adopt the Resolution approving the VSMP Permit Application Fee Schedule. 2. Vinton Town Council could revise the proposed permit fee schedule. A locality is required to provide justification to the state if the permit fee schedule is to be lowered or raised. The dollar amount of the state’s portion of the permit schedule would remain unchanged. Attachments Resolution Project List Recommendations Motion to adopt Resolution 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 1, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA RESOLUTION ADOPTING THE VIRGINIA STORMWATER MANAGEMENT PROGRAM (VSMP) FEE SCHEDULE WHEREAS, Section 62.1-44.15:28 of the Code of Virginia, as amended, provides that the State Water Control Board shall establish by regulation a statewide permit fee schedule to cover costs associated with the implementation of a Virginia Stormwater Management Program (VSMP); and WHEREAS, the following regulations: 9VAC25-870-820, 9VAC25-870-825, and 9VAC25- 870-830 adopted by the State Water Control Board establish the fees set out in Table 1, Table 2, and Table 3; and WHEREAS, Section 79-24 of the Stormwater Management Ordinance, as amended, provides that a fee schedule for implementation of the VSMP land disturbing activities and the issuance of general permits for discharges of stormwater from construction activities shall be established and imposed from time to time by the Vinton Town Council by resolution. NOW, THEREFORE, BE IT RESOLVED by the Vinton Town Council, as follows: 1. That the Town of Vinton Department of Planning and Zoning “Virginia Stormwater Management Program (VSMP) Schedule of Fees”, as set out below, is hereby adopted in order to implement the requirements of Chapter 79. Stormwater Management Ordinance, as provided in Section 79-24. 2. That this Resolution shall be effective on and after July 1, 2014. Town of Vinton Department of Planning and Zoning Virginia Stormwater Management Program (VSMP) Fee Schedule Table 1 – Fees for Coverage under the General Permit for Discharges of Stormwater from Construction Activities (VSMP) 1. Fifty percent (50%) of the total fee is due with the original submittal. The remaining fee is due prior to issuance of coverage under the General Permit for Discharges of Stormwater from Construction Activities. 2 2. When a site or sites are purchased for development within a previously permitted common plan of development or sale, the Applicant shall be subject to fees (“total fee to be paid by Applicant” column) in accordance with the disturbed acreage of their site or sites. 3. The Applicant pays the total fee to the Town of Vinton. The Town will transfer the State’s portion of the fee to the VA DEQ. 4. A single-family detached residential structure, within or outside of a common plan of development or sale, is not required to pay the state’s portion of the total fee. Fee Type Total Fee Town’s Portion of Fee (72%) State’s Portion of Fee (28%) A. General/Stormwater Management - Small Construction Activity/Land Clearing (Single-family detached residential structure, sites, or areas located within common plans of development or sale with land-disturbance acreage less than one acre) $209 $209 $0 B. General/Stormwater Management - Small Construction Activity/Land Clearing (Areas within common plans of development or sale with land-disturbance acreage less than one acre that do not meet the criteria of A above.) $290 $209 $81 C. General/Stormwater Management – Small Construction Activity/Land Clearing (Single-family detached residential structure, sites, or areas within or outside a common plan of development or sale; with land-disturbance acreage that is equal to or greater than 1 acre but less than 5 acres) $209 $209 $0 D. General/Stormwater Management - Small Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land-disturbance acreage equal to or greater than one acre and less than five acres that do not meet the criteria of C above.) $2,700 $1,944 $756 E. General/Stormwater Management - Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land-disturbance acreage equal to or greater than five acres and less than 10 acres) $3,400 (See Note 4 above) $2,448 $952 (See Note 4 above) F. General/Stormwater Management - Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land-disturbance acreage equal to or greater than 10 acres and less than 50 acres) $4,500 (See Note 4 above) $3,240 $1,260 (See Note 4 above) 3 Fee Type Total Fee Town’s Portion of Fee State’s Portion of Fee G. General/Stormwater Management - Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land-disturbance acreage equal to or greater than 50 acres and less than 100 acres) $6,100 (See Note 4 above) $4,392 $1,708 (See Note 4 above) .H. General/Stormwater Management - Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land-disturbance acreage equal to or greater than 100 acres) $9,600 (See Note 4 above) $6,912 $2,688 (See Note 4 above) Table 2 – Fees for the Modification or Transfer of Registration Statements for the General Permit for Discharges of Stormwater from Construction Activities (VSMP) 1. Applies to modification or transfer of registration statements. 2. If modifications result in changes to stormwater management plans that require additional review by the Town of Vinton/County of Roanoke, reviews shall be subject to the fees set out in this section. The fee shall be based on the total disturbed acreage of the permitted site. In addition to the modification fee, modifications resulting in an increase in total disturbed acreage shall pay the difference in the initial state permit fee paid and the permit fee that would have applied for the total disturbed acreage, see Table 1. Fee Type Fee A. General/Stormwater Management – Small Construction Activity/Land Clearing (Areas within common plans of development or sale with land disturbance acreage less than one acre) $20 B. General/Stormwater Management – Small Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than one and less than five acres) $200 C. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than five acres and less than 10 acres) $250 D. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than 10 acres and less than 50 acres) $300 E. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than 50 acres and less than 100 acres) $450 4 Fee Type Fee F. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than 100 acres) $700 Table 3 – Annual Maintenance Fees for Coverage under the General Permit for Discharges of Stormwater from Construction Activities (VSMP) 1. The following annual permit maintenance fees apply to each permit identified below. These fees shall apply until the permit coverage is terminated. 2. Annual maintenance fees are due to the Town of Vinton by April 1st of each calendar year, for permits issued in a previous calendar year, to maintain coverage under the General Permit for Discharges of Stormwater from Construction Activities. 3. Permit coverage will lapse if the annual maintenance fee is not paid by the time stated in note 2 above. Fee Type Fee A. General/Stormwater Management – Small Construction Activity/Land Clearing (Areas within common plans of development or sale with land-disturbance acreage less than one acre) $50 B. General/Stormwater Management – Small Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance equal to or greater than one acre and less than five acres) $400 C. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than five acres and less than 10 acres) $500 D. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than 10 acres and less than 50 acres) $650 E. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater than 50 acres and less than 100 acres) $900 F. General/Stormwater Management – Large Construction Activity/Land Clearing (Sites, or areas within common plans of development or sale, with land- disturbance acreage equal to or greater 100 acres) $1,400 5 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 Town of Vinton Department of Planning and Zoning Estimated Fees for Commercial vs. Residential Projects Local State Total Disturbed area less than 1 acre, within a common plan of development Site Plan/Erosion and Sediment Control Review, and SWM Recordation Fees (site plan review and permitting) $590 $590 VSMP Fee (Town)$209 $209 VSMP Fee (State)$0 $81 Total $590 $880 $209 $81 $290 Local State TotalDisturbed area 3 acres (10 LOTS) Site Plan/Erosion and Sediment Control Review, and SWM Recordation Fees (site plan review and permitting) $1,210 $1,210 VSMP Fee (Town)$1,944 VSMP Fee (State)$450 $756 Total $1,660 $3,910 $1,944 $306 $2,250 Local State Total Disturbed area 5,000 square feet, not within a common plan of development Site Plan/Erosion and Sediment Control Review Fees $25 $25 2,000 Square Feet Building Permit Fee $688 $688 VSMP Fee (Town)$0 VSMP Fee (State)$0 $0 Total $713 $713 $0 $0 $0 Disturbed area 5,000 square feet, within a common plan of development Site Plan/Erosion and Sediment Control Review Fees $25 $25 2,000 Square Feet Building Permit Fee $688 $688 VSMP Fee (Town)$209 VSMP Fee (State)$0 $0 Total $713 $922 $209 $0 $209 Disturbed area 11,000 square feet,within a common plan of development Site Plan/Erosion and Sediment Control Review Fees $200 $200 2,000 Square Feet Building Permit Fee $688 $688 VSMP Fee (Town)$209 VSMP Fee (State)$0 $0 Total $888 $1,097 $209 $0 $209 NOTE: VA STATE FEES IN RED SINGLE-FAMILY RESIDENTIAL PROJECTS Existing As of July 1, 2014 Difference COMMERCIAL PROJECTS Existing As of July 1, 2014 Difference SUBDIVISION PROJECTS Existing As of July 1, 2014 Difference 1 Meeting Date July 1, 2014 Department Planning and Zoning Issue Consider a resolution adopting County of Roanoke Stormwater Management Design Manual by reference and having the design manual to be effective July 1, 2014. Summary Effective July 1, 2014, the Commonwealth of Virginia will delegate the administration of the VSMP to the Town of Vinton. The Town, as a Municipal Separate Storm Sewer (MS4) Authority and like the rest of the MS4s localities, will have to enforce the new stormwater management regulations and will also become the VSMP Authority. With the changes in stormwater management requirements that will occur on July 1, 2014, it is necessary for the Town to adopt by reference the revised County of Roanoke Stormwater Management Design Manual. The County Board of Supervisors adopted by resolution the County’s revised design manual on May 13, 2014. The revised design manual revisions include: 1. Deletion of Best Management Practices (BMPs) in the current design manual. The state’s BMP information is now included in the state’s BMP Clearinghouse website, http://vwrrc.vt.edu/swc/; 2. Editorial revisions to align the design manual with the new state stormwater management requirements; 3. Addition of Appendix 1A, Policy on Common Plan of Development or Sale to provide guidance on the meaning of “common plan of development or sale” and typical examples of the application of the stormwater management requirements for various project types; Town Council Agenda Summary 2 4. Replacement of Appendix 14A to provide a written sample of a BMP Maintenance Agreement; and 5. Minor revisions to provide clarification and to correct topographical errors. A copy of the County of Roanoke Stormwater Management Design Manual is available in the Planning and Zoning Department. Additionally, after July 1, 2014, the design manual can also be accessed on the Town’s and County’s website. Alternative: 1. Staff recommends that the Vinton Town Council approve the Resolution adopting by reference the revised Roanoke County Stormwater Management Design Manual, dated July 1, 2014. 2. Take no action at this time. Attachments Resolution Roanoke County Design Manual Cover Page and Table of Contents Recommendation Motion to adopt Resolution RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 1, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA RESOLUTION ADOPTING BY REFERENCE THE COUNTY OF ROANOKE STORMWATER MANAGEMENT DESIGN MANUAL WHEREAS, Section 79-8, Stormwater Management, of the Town of Vinton Code, provides for the adoption by reference of the County of Roanoke Stormwater Management Design Manual; and WHEREAS, the Town of Vinton will utilize the policies, criteria and information contained in the County of Roanoke Stormwater Management Design Manual for the proper implementation of the Town’s stormwater management ordinance; and WHEREAS, the Vinton Town Council desires to authorize and approve the County of Roanoke Stormwater Management Design Manual, as amended, by a resolution. NOW, THEREFORE, BE IT RESOLVED by the Vinton Town Council, as follows: 1. That the 2007 County of Roanoke Stormwater Management Ordinance and Design Manual approved and adopted by reference is hereby repealed. 2. That the 2014 County of Roanoke Stormwater Management Design Manual, as amended, is hereby adopted by reference in order to implement the requirements of Chapter 79. “Stormwater Management” of the Town Code, as provided in Section 79-8. 3. That this resolution shall be effective on and after July 1, 2014. 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 July 1, 2014 Department Police Issue Consider adoption of a Resolution appropriating $6,341.00 received from the Department of Criminal Justice Services and the Town’s required $705.00 match for licenses to the Laserfiche document imaging system currently used by other Town departments. Summary The Department of Criminal Justice Services has approved a grant for the Police Department in the amount of $7,046.00 to include a match of $705.00, to be paid by the Vinton Police Department. This funding, if approved by Council, will be used to purchase licenses to become a part of the Laserfiche document management system already in place for other Town departments. This system will replace our current system Invize. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, JULY 1, 2014 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Police Department recognizes the need to keep all equipment in good working order and up to date; and WHEREAS, the Department of Criminal Justice Services (DCJS) has approved a grant for the Police Department in the amount of $7,046.00, to include a match in the amount of $705.00, to be paid out of the Police Department’s budget; and WHEREAS, the Police Department would use these grant funds to replace our current scan/file system with the Laserfiche document imaging system currently used by other Town departments. This system is user friendly and will save the Town of Vinton $1,554.00 in yearly maintenance fees; and WHEREAS, the matching funds will be paid out of the current operating budget using account 200.3105.585 Miscellaneous Expense. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby approve the following. APPROPRIATE FROM: 200.2404.047 BJAG Laserfiche Grant Revenue $6,341.00 TO: 200.3105.347 BJAG Laserfiche Grant Expense $6,341.00 TRANSFER FROM: 200.3101.585 Miscellaneous Expense $ 705.00 TO: 200.3105.347 BJAG Laserfiche Grant Expense $ 705.00 TOTAL $7,046.00 This Resolution adopted on motion made by Council Member ______________, seconded by Council Member ________________, with the following votes recorded: AYES: NAYS: 2 APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________ Susan N. Johnson, Town Clerk 1 Meeting Date July 1, 2014 Department Planning and Zoning Issue Update on proposed improvements to the existing 3rd Street-Tinker Creek boat/canoe ramp. Summary This related to proposed improvements to the existing 3rd Street-Tinker Creek boat/canoe ramp for a blueway connection to the existing Roanoke River and Tinker Creek Greenways, both part of the Roanoke Valley greenways and trails system. Currently, the site is not open to the public and a portion of the site adjacent to the boat/canoe ramp has been used for parking of Public Works Department employees. The improvement project will be an Eagle Scout service project undertaken by Mr. Jack Cranwell in order to earn Eagle Scout rank. The project will enable the 3rd Street-Tinker Creek boat/canoe ramp site to be opened to the public to access Tinker Creek and the Roanoke River. For at least the last ten years, staff has been asked if the public could be allowed to use the Town’s existing boat/canoe launch site located off 3rd Street at Tinker Creek, to access Tinker Creek and the Roanoke River. The requests for public access by the general public to the site have increased tremendously in recent years due to increased development of greenways and trails in the Roanoke Valley and the increased popularity of all forms of outdoor activities in the Valley. Additionally, with the recent publicity regarding the need for blueway connections to the existing Roanoke River Greenway and Tinker Creek Greenway, a Roanoke Valley Blueways stakeholder committee was formed. The committee completed a blueway map showing all the existing access connections to the Roanoke River. Please note that the brochure has indicated that the 3rd Street boat/canoe site is “Under Development/No Public Access”. The brochure and map can be accessed on this website: www.rvarc.org/blueway. The proposed work by Mr. Cranwell would improve the location for public access including designated gravel public parking areas, signage, canoe racks for storage during shuttle time, a kiosk with safety information, picnic table and benches. This boat/canoe ramp will provide Town Council Agenda Summary 2 access for canoes, kayaks, and jon boats to the most remote and undeveloped section of the Roanoke River. Additionally, Tinker Creek is also a popular fishing location with a stocked trout reach just upstream from the Tinker Creek boat/canoe ramp access. The annual canoe trip on the Roanoke River with Representative Bob Goodlatte, Superintendent Mark Wood of the Blue Ridge Parkway, and Roanoke Valley elected officials has been scheduled for Friday, September 12, 2014. The canoe trip will originate from the 3rd Street-Tinker Creek boat/canoe ramp site. Alternatives Town Council has the following alternatives: 1. Approve the proposed improvements to the existing 3rd Street-Tinker Creek boat/canoe ramp site. The improvements will allow for the existing boat/canoe ramp site to be opened to the public and will provide a trailhead to the greenway and blueway system; or 2. Do not approve the proposed improvements. Staff Recommendation Approve Alternative # 1. Attachments 1. Site plan showing the location of the boat/canoe launch and proposed improvements. 2. List of proposed boat/canoe ramp improvements with approximate costs. Mr. Cranwell will undertake some of the listed improvements. 3. Roanoke Valley Alleghany Regional Commission’s (RVARC) May news release on the Roanoke River Blueway, brochure, and map. Meeting Date July 1, 2014 Department Finance/Treasurer Issue Financial Report for period ending May 31, 2014 Summary The Financial Report for the period ending May 31, 2014 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee met on Monday, June 23, 2014 at 5:30 pm to discuss this report and will make a presentation to Council. Attachments May 31, 2014 Financial Report Summary Recommendations Motion to approve the May 31, 2014 Financial Report Town Council Agenda Summary Meeting Date July 1, 2014 Department Council Issue Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 (A) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions as authorized by subsection 1. Summary Council will discuss the following: Highway Safety Commission Robert R. Altice whose term expired June 30, 2014 Comprehensive Economic Development Strategy (CEDS) Hal Mabe whose term expired June 30, 2014 William W. Nance whose term expired June 30, 2014 Chris McCarty whose term expired June 30, 2014 Roanoke Valley Metropolitan Planning Organization (MPO) Thomas A. Rotenberry whose term expired June 30, 2014 Doug Adams whose term expired June 30, 2014 Roanoke Valley Regional Cable TV Committee Robert R. Altice whose term expired June 30, 2014 Attachments Board and Commissions Booklet Summary Certification of Closed Meeting Recommendations Reconvene and adopt Certification of Closed Meeting Make appointments to boards/commissions Town Council Agenda Summary 1 BOARDS/COMMISSIONS/ COMMITTEES As of July 1, 2014 311 South Pollard Street, Vinton, VA 24179 (540) 983-0607 Fax: (540) 983-0626 Email – vwww.vintonva.gov 2 TABLE OF CONTENTS TOWN OF VINTON BOARDS/COMMISSIONS PAGE Board of Zoning Appeals…………………………………………………………………………………………………… 3 Fair Housing Board (DISSOLVED BY ORDINANCE NO. 928 ON 11/6/2012)………………………………………. 4 Highway Safety Commission……………………………………………………………………………………………… 5 Planning Commission……………………………………………………………………………………………………… 6 TOWN OF VINTON COMMITTEES Finance Committee…………………………………………………………………………………………………………. 7 Public Safety Committee…………………………………………………………………………………………………… 8 Public Works Committee…………………………………………………………………………………………………… 9 Stormwater Citizens Advisory Committee………………………………………………………………………………… 10 REGIONAL BOARDS/COMMISSIONS Clean Valley Council………………………………………………………………………………………………………… 11 Comprehensive Economic Development Strategy (CEDS) …………………………………………………………….. 12 Greater Roanoke Transit Company Board………………………………………………………………………………... 14 Roanoke Regional Partnership…………………………………………………………………………………………….. 15 Roanoke Valley Alleghany Regional Commission Executive Committee……………………………………………… 16 Roanoke Valley Greenway Commission………………………………………………………………………………….. 17 Roanoke Valley Metropolitan Planning Organization (MPO) …………………………………………………………… 18 Roanoke Valley Regional Cable TV Committee (RVTV) ………………………………………………………………… 20 Roanoke Valley Resource Authority……………………………………………………………………………………….. 21 Western Virginia Regional Industrial Facility Authority…………………………………………………………………… 23 3 BOARD OF ZONING APPEALS Board of Zoning Appeals – made up of five citizens who are appointed by Town Council. The main role of the BZA is to hear variance applications relative to the Town of Vinton’s Zoning Ordinance. A variance request is typically made when a property owner feels that the strict application of the Zoning Ordinance will create a unique and undue hardship on how he or she intends to use the property. The BZA also has the authority to hear and decide appeals from any order, requirement, decision, or determination made by the zoning administrator or any other administrative officer in the administration or enforcement of the Vinton Zoning Ordinance. Additionally, the BZA has the authority to grant special exceptions from the Vinton Zoning Ordinance. Meeting schedule - The Board of Zoning Appeals meets on an as-needed basis. When an application is received, a meeting is scheduled with the board members as soon possible. Terms - Members serve five (5) year terms. MEMBERS MUST BE CERTIFIED WITHIN TWO (2) YEARS OF APPOINTMENT. Contact – Anita McMillan, Planning and Zoning Director, (540) 983-0601 NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Frederick J. “Mick Michelsen 225 North Maple Street 01/17/10 01/16/15 1848 Allen S. Kasey 105 Giles Avenue 01/17/06 01/16/16 1895 Sabrina Weeks (Alternate) 1012 Blakemore Circle 10/02/12 02/20/16 CM-10/02/12 VACANT (Alternate) 02/20/16 Robert W. Benninger 1206 Jeanette Avenue 01/17/07 01/16/17 1947 Donald R. Altice 627 South Maple Street 09/07/10 01/16/18 CM-12/18/12 Debra P. Hagins 505 Jefferson Avenue 01/17/09 01/16/19 CM-12/17/13 4 FAIR HOUSING BOARD DISSOLVED BY ORDINANCE NO. 928 ON 11/6/2012 5 HIGHWAY SAFETY COMMISSION Highway Safety Commission - The Commission consists of at least nine regular members. One of the regular members is a member of the Town Council. The Town Manager, and others are ex-officio members of the Commission. Regular members must be property owners in the Town of Vinton. All members shall be qualified by knowledge and experience to make decisions on questions of highway safety. Commission is charged with preparing and submitting to the Town Council a work program for highway safety within the Town. Such program shall include, in addition to such matters as the need for and means to provide driver education, driver improvement courses for adult and out-of-school youths and identification of accident prone locations within the Town. Meeting Schedule - As needed/requested. Terms - Members serve three (3) year terms. Contact – Benjamin Cook, Police Chief, (540) 983-06177 NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Robert R. Altice 616 Maple Street 07/01/10 06/30/14 1883 James Warren Childress, II 223 Craig Avenue 02/05/09 02/04/15 1949 Fred L. Swisher 422 Chestnut Mtn. Drive 02/05/09 02/04/15 1950 VACANT 02/04/15 Robert A. Patterson 1056 Blandford Avenue 11/01/07 12/31/16 CM–12/17/13 Carolyn Fidler 428 Cedar Avenue 03/04/08 02/04/17 CM-2/4/14 Roy G. McCarty, Jr. 450 Jackson Avenue 02/05/08 02/04/17 CM-2/4/14 Doug Adams 1632 Meadows Road 09/15/09 02/04/17 CM-2/4/14 Benjamin Cook (ex-officio member) 311 South Pollard Street n/a n/a n/a (ex-officio member) 311 South Pollard Street n/a n/a n/a 6 PLANNING COMMISSION Planning Commission - made up of five citizens who are appointed by the Town Council. The Planning Commission serves as an advisory board to the Town Council. Commissioners make recommendations on a variety of land use issues, including rezonings, special use permits, greenways, special development ordinances, and changes / updates to the Vinton Zoning Ordinance. The Planning Commission is also in charge of preparing and maintaining the Town's Comprehensive Plan, and recommending changes to reflect new land use policies. Additionally, commissioners undertake special projects and develop programs designed to ensure the implementation of policies and programs contained in the Comprehensive Plan. Meeting Schedule - as-needed basis. Meetings are scheduled after an application is submitted to the Planning and Zoning Department, usually within 4-6 weeks of the application date. This is required for the Town to adequately review applications and to meet the public notification requirements of the Code of Virginia. Terms - Members serve four (4) year terms with staggered terms. MEMBERS MUST BE CERTIFIED WITHIN TWO (2) YEARS OF APPOINTMENT. Contact - Anita McMillan, Planning and Zoning Director, (540) 983-0601 NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. David R. Jones 806 Olney Road 03/01/07 02/28/15 1897 Robert A. Patterson 1056 Blandford Avenue 01/01/07 12/31/15 1894 Paul R. Mason 731 Ramada Road 09/07/10 06/06/16 1963 William E. Booth 1007 Blandford Avenue 07/20/10 10/31/16 CM-10/16/12 Dawn M. Michelsen 225 North Maple Street 11/06/07 12/31/16 CM-12/18/12 7 FINANCE COMMITTEE Finance Committee - one of three standing Council committees. The purpose is to review and provide guidance to staff related to all financial policies, financial statements, and audit reviews. Monthly meetings are held to track and analyze expenditures, revenues, cash flow, budget forecasts, and capital projects. These meetings provide an opportunity for the elected officials to stay abreast of financial management decisions and trends. The committee provides written or oral reports back to the entire Council at subsequent meetings, where financial reports are accepted monthly by the entire Town Council. Meeting Schedule – monthly. Terms – Council members are reappointed each election year. Contact - Barry Thompson, Finance Director/Treasurer, (540) 983-0608. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Matthew S. Hare 621 Aragona Drive 07/06/10 06/30/14 n/a William W. Nance 1514 Bush Farm Drive 07/06/10 06/30/14 n/a Barry Thompson 311 South Pollard Street n/a n/a n/a Christopher S. Lawrence 311 South Pollard Street n/a n/a n/a 8 PUBLIC SAFETY COMMITTEE Public Safety Committee - one of three standing Council committees. The purpose is to review and provide guidance to staff related to major public safety policies, services, and projects. These meetings provide an opportunity for the elected officials to stay abreast of public safety (Police, Fire, Rescue, and Emergency Services) activities. The committee provides written or oral reports back to the entire Council at subsequent meetings. Meeting Schedule – as needed. Terms – Council members are reappointed each election year. Contact – Ben Cook, Police Chief, (540) 983-0617. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Irvin Douglas Adams, Jr. 1632 Meadows Road 07/03/12 06/30/14 n/a Matthew S. Hare 621 Aragona Drive 07/06/10 06/30/14 n/a Ben Cook 311 South Pollard Street n/a n/a n/a Christopher S. Lawrence 311 South Pollard Street n/a n/a n/a 9 PUBLIC WORKS COMMITTEE Public Works Committee - one of three standing Council committees. The purpose is to review and provide guidance to staff related to major public works policies, services, and projects. These meetings provide an opportunity for the elected officials to stay abreast of public works (water, sewer, roads, refuse, stormwater, buildings, etc.) activities. The committee provides written or oral reports back to the entire Council at subsequent meetings. Meeting Schedule – Monthly. Terms – Council Members are reappointed each election year. Contact – Gary W. Woodson, Public Works Director, (540) 983-0646. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Robert R. Altice 616 Maple Street 07/06/10 06/30/14 n/a Bradley E. Grose 404 Cedar Avenue 07/03/12 06/30/14 n/a Gary W. Woodson 311 South Pollard Street n/a n/a n/a 10 STORMWATER CITIZENS ADVISORY COMMITTEE Stormwater Citizens Advisory Committee – to provide timely relevant feedback on stormwater issues presented to them and share stormwater information with community organizations of which they are members. There are four citizens on this Committee for each locality. Meeting Schedule – four meetings per year held quarterly with government representatives and locations rotated among the localities. Terms – Not applicable. Contact - Anita McMillan, Planning and Zoning Director, (540) 983-0601. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. W. Ray Sandifer 912 Colbourne Avenue 09/04 n/a n/a David R. Jones 806 Olney Road 11/03 n/a n/a VACANT n/a 11 CLEAN VALLEY COUNCIL Clean Valley Council - provides educational programming and citizen participation events to spread the word about litter prevention, recycling, wastestream reduction, stormwater pollution prevention, and protecting our natural resources. CVC also provides educational resources and programming for school systems, the public, and municipalities in the cities of Roanoke and Salem, the counties of Botetourt and Roanoke, and the Town of Vinton. This mandate is based on the Commonwealth of Virginia's policy to protect its atmosphere, lands, and waters from pollution, impairment, or destruction for the benefit, enjoyment, and general welfare of the people of the commonwealth. The Board of Directors shall have a maximum of twenty-one (21) members. Meeting Schedule – monthly on the fourth Tuesday of each month. Terms - Members shall serve two (2) year terms. Contact - Anita McMillan, Planning and Zoning Director, (540) 983-0601. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Anita McMillan 311 South Pollard Street 02/28/95 n/a n/a 12 COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY (CEDS) Comprehensive Economic Development Strategy (CEDS) - is designed to bring together the public and private sectors in the creation of an economic roadmap to diversify and strengthen regional economies. CEDS documents analyze regional economies and serve as guides for establishing regional goals and objectives, developing and implementing regional action plans, and identifying investment priorities and funding sources. A CEDS integrates a region's human and physical capital planning in the service of economic development. Integrated economic development planning provides the flexibility to adapt to global economic conditions and fully utilize the region's unique advantages to maximize economic opportunity for its residents. A CEDS is the result of a continuing economic development planning process developed with broad-based and diverse public and private sector participation. A CEDS must set forth goals and objectives necessary to solve economic development problems of the region and must clearly define metrics of success. Finally, a CEDS provides a useful benchmark by which a regional economy can evaluate opportunities with other regions in the national economy. A CEDS is a precondition for funding under most of the Economic Development Administration's (EDA) grant funding programs. CEDS documents provide regions with an additional funding avenue for public infrastructure improvements that support regional economic development and alleviate economic development problems in a region. This project is funded in part by the US Economic Development Administration, an agency of the US Department of Commerce. The Roanoke Valley-Alleghany Regional Comprehensive Economic Development Strategy Committee shall support the ongoing economic development planning process in the Roanoke Valley - Alleghany Region, a region consisting of the Counties of Alleghany, Botetourt, Craig and Roanoke; the Cities of Covington, Roanoke and Salem and the Towns of Clifton Forge and Vinton. The Committee is comprised of the following members: the number of voting members shall not exceed 35. A simple majority (51%) of the members must be private sector representatives. The voting membership shall consist of (a) one elected official representative each from the Counties of Alleghany, Botetourt, Craig, Roanoke, The Cities of Covington, Roanoke and Salem; and the Towns of Clifton Forge and Vinton (b) one representative from the Western Virginia 13 Workforce Development Board (c) one representative from the Roanoke Regional Chamber of Commerce (d) one representative from the Alleghany Highlands Chamber of Commerce (e) one representative from the Roanoke Valley Economic Development Partnership (f) one representative from a chapter of the National Association for the Advancement of Colored People (g) one representative from a labor union in the region (h) one representative from either community college in the region (i) one representative from either four-year higher education institution in the region. (j) a total of eighteen (18) private sector representatives; each locality shall nominate two private sector representatives to represent that locality and must be a member of senior management or an executive holding a key decision-making position or that person's designee. The chief administrative official from each locality shall also serve as a technical advisor. Committee Organizing Agency - Roanoke Valley-Alleghany Regional Commission. Meeting Schedule - Once a quarter on scheduled dates until notification of CEDS award or otherwise amended. Terms – Members serve three (3) year terms. Contact – Christopher S. Lawrence, Town Manager (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Hal Mabe 6010 Windcrest Lane, Roanoke, VA 24012 06/08 06/30/14 CM-12/17/13 William W. Nance 1514 Bush Farm Drive 12/17/13 06/30/14 CM-12/17/13 Chris McCarty 177 Knollwood Drive, Troutville, VA 24175 12/17/13 06/30/14 CM-12/17/13 Christopher S. Lawrence 311 South Pollard Street n/a n/a 14 GREATER ROANOKE TRANSIT COMPANY Greater Roanoke Transit Company - doing business as Valley Metro, is a private, non-profit, public service organization wholly owned by the City of Roanoke. Operations began in 1975 when what had been a privately owned transit system, the Roanoke City Lines, went public. The GRTC Board of Directors governs the policies and operational procedures. Today, Valley Metro provides a comprehensive range of transportation services to the residents of the greater Roanoke Valley area. Offering bus service along fixed routes (Valley Metro), the Star Line trolley (a free service) running from the Market Center to Carilion Memorial Hospital, special services for the disabled (STAR), commuter service to the New River Valley (Smart Way), and special event shuttle buses, Valley Metro is committed to meeting the needs of area commuters. Effective January 20, 2010, GRTC entered into a transit management contract with First Transit, Inc. for the management of GRTC operational facilities. The contract has a term of five (5) years, with five (5) one (1) year renewal terms. The General Manager and Assistant General Manger are employees of First Transit, Inc. and the remainder of the staff are employees of Southwestern Virginia Transit Management Company, Inc., a sub corporation of First Transit. Funding sources include operating and capital grants from federal, state, and local agencies including the Federal Transit Administration (FTA), the Virginia Department of Rail and Public Transportation, and the City of Roanoke. Additional sources of funding include fare box revenues, advertising revenues, and the sale of passes. Meeting Schedule - normally the third Monday of every other month at 1 p.m. Terms – Members serve one (1) year terms, beginning on July 1 and ending on June 30. Contact – Christopher S. Lawrence, Town Manager, (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Ryan Spitzer Vinton, Virginia 12/17/13 06/30/16 CM-12/17/13 15 ROANOKE REGIONAL PARTNERSHIP Roanoke Regional Partnership - founded in August 1983. It was an opportunity for public and private sectors -- multiple governments -- to come together to help advance the greater region. Ours would be one of the first regional economic development partnerships in the Commonwealth of Virginia. We would speak with one voice for the region and serve as a one-stop shop for companies seeking to locate or expand in the region. Our five founding governments were the counties of Botetourt and Roanoke; the cities of Roanoke and Salem, and the Town of Vinton. Since then, the counties of Alleghany and Franklin have joined the effort to bring business and jobs to the Roanoke Region. Meeting Schedule – Board of Directors meet bi-annually. Executive Committee meets every other month. Terms – Not applicable. Contact - Christopher S. Lawrence, Town Manager, (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Bradley E. Grose 311 South Pollard Street 07/06/04 n/a n/a Christopher S. Lawrence 311 South Pollard Street 10/07/08 n/a 1793 16 ROANOKE VALLEY – ALLEGHANY REGIONAL COMMISSION EXECUTIVE COMMITTEE Roanoke Valley – Alleghany Regional Commission Executive Committee - represents participating local governments included in the geographic area delineated by the Commonwealth of Virginia. The purpose of the Commission is to promote orderly and efficient development of the physical, social, and economic elements of the district by planning, encouraging, and assisting governmental subdivisions to plan for the future. The Committee is comprised of the following members: twenty-one (21) elected and citizen representatives of the participating jurisdictions. The membership shall be composed of representatives of the member governmental subdivisions, on the basis of one member from the governing body of each governmental subdivision, and also, one representative who holds no office elected by the people in that government. In addition, each governmental subdivision with a population in excess of 10,000 shall appoint one representative for each 25,000-member portion of the population or fraction thereof. The representative for the first 25,000-increment shall be a member of the governing body. The representative of the second 25,000-increment shall be a person who does not hold an office elected by the people. In determining the population of counties, the numerical total shall be exclusive of participating towns that have a population of 3,500; said towns are eligible to have at least two representatives. Meeting Schedule – Monthly. Terms – Members serve three (3) year terms. Contact – Christopher S. Lawrence, Town Manager, (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Bradley E. Grose (Council member) 311 South Pollard Street 07/01/09 06/30/15 1972 Christopher S. Lawrence (Non-elected member) 311 South Pollard Street 07/01/10 06/30/16 CM-6/4/13 17 ROANOKE VALLEY GREENWAY COMMISSION Roanoke Valley Greenway Commission - purpose is to promote and facilitate coordinated direction and guidance in the planning, development, and maintenance of a system of greenways through the Roanoke Valley. The Commission is comprised of the following members: three members from each of the participating political subdivisions who are appointed by the governing bodies for a term of three years, except for the initial appointments which are staggered for each representative as a one-, two-, and three-year term as determined by the governing body. One member is appointed by the Metropolitan Planning Organization of the Fifth Planning District Commission for a term of three years. In addition, the following individuals or their designated representatives serve as ex-officio, non-voting members: chief planning official of each jurisdiction, official responsible for parks and recreation from each jurisdiction, one representative of the non-profit group heretofore established to support greenways in the Roanoke Valley, and one representative of the Western Virginia Land Trust . Meeting Schedule – monthly on the fourth Wednesday of each month. Terms – Members serve three (3) year terms, which are staggered. Contact - Anita McMillan, Planning and Zoning Director, (540) 983-0601. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Janet Scheid 1453 Wolf Creek Drive 07/01/09 06/30/15 1973 Karla Turman 311 South Pollard Street n/a n/a n/a Anita J. McMillan 311 South Pollard Street n/a n/a n/a Matthew S. Hare 621 Aragona Drive 07/10/10 06/30/16 CM-6/4/13 Arthur LaRoche, III 1453 Wolf Creek Drive 10/02/12 06/30/16 CM-6/4/13 18 ROANOKE VALLEY METROPOLITAN PLANNING ORGANIZATION (MPO) Roanoke Valley Metropolitan Planning Organization - Federal law requires the formation of an “MPO” for any urbanized area with a population of more than 50,000. The Roanoke Valley Area Metropolitan Planning Organization was created in 1979 to plan and budget the use of federal transportation dollars in the Roanoke region. There are currently 14 MPOs in Virginia. The U.S. Department of Transportation recognizes the Roanoke Valley Area MPO as the entity responsible for transportation-related planning within the Roanoke urbanized area boundary. The population of the Roanoke Valley Area MPO Study Area is approximately 223,000, and covers the Cities of Roanoke and Salem, the Town of Vinton, and the urbanized portions of the Counties of Bedford, Botetourt and Roanoke. Financial support comes primarily from federal transportation funding, with matching funds provided by the six member localities and the Virginia Department of Transportation. Planning and administrative staff is provided by the Roanoke Valley- Alleghany Regional Commission, which also serves as the fiscal agent. The Organization is comprised of the following members: a fifteen (15) member Policy Board that establishes regional transportation policy, approves the Long-Range Transportation Plan and the Transportation Improvement Program, defines committee duties, and adopts an annual planning work program. The voting members of the Policy Board include representatives from the six member localities, as well as the Greater Roanoke Transit Company, the Roanoke Regional Airport Commission, the Roanoke Valley-Alleghany Regional Commission, and the Virginia Department of Transportation. In addition, ex-officio (non-voting) members include the Virginia Department of Rail and Public Transportation, the Federal Highway Administration, and the Federal Transit Administration. Two standing committees assist the Roanoke Valley Area MPO Policy Board: The Transportation Technical Committee (TTC) is responsible for making recommendations to the MPO Policy Board on all transportation plans and programs in the region. The TTC also develops and reviews documents, amendments, and reports. The Community Advisory Committee (CAC) provides a citizen’s perspective on the impact of transportation plans in the region and advises the MPO Policy Board on the public participation plan. Meeting Schedule – The fourth Thursday of the following months at 1:30 p.m.: January, March, April, June, September, and November. 19 Terms – Members serve three (3) year terms. Contact – Wayne Strickland, Executive Director, RVARC, (540) 343-4417 NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Thomas A. Rotenberry 314 Preston Road 12/17/13 06/30/14 CM-12/17/13 Doug Adams 1632 Meadows Road 07/08/08 06/30/14 1918 20 ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE Roanoke Valley Regional Cable TV Committee – the governing body for Roanoke Valley Television, RVTV-3 and Cox Cable. The Committee is comprised of the following members: One member from the Roanoke County Board of Supervisors, one member from the Roanoke City Council, one member from the Vinton Town Council, the Vinton Town Manager or his designee, the Roanoke County Administrator or his designee, the Roanoke City Manager or his designee, one member each from the Roanoke City and Roanoke County School Systems appointed by the respective school boards, and one member at large from each of the three jurisdictions (Vinton, Roanoke, Roanoke County) appointed by the respective governing body Meeting Schedule – first Wednesday of every other month at 3:00 p.m. Terms – Members serve three (3) year terms. Contact – Mary Beth Layman, Special Programs Director, (540) 983-0613. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Mary Beth Layman (Member) 1028 Almond Drive 09/01/09 8/31/15 1979 Robert R. Altice (Council Member) 616 Maple Street 07/15/94 n/a n/a Christopher S. Lawrence (Executive Member) 311 South Pollard Street 10/07/08 n/a 1795 21 ROANOKE VALLEY RESOURCE AUTHORITY Roanoke Valley Resource Authority - residents and businesses in the County of Roanoke, City of Roanoke, and the Town of Vinton generate 700 tons of waste every day. These valley localities created the Roanoke Valley Resource Authority in 1992 and joined forces with Norfolk Southern in an innovative public-private partnership to take out the trash. The Authority owns the Tinker Creek Transfer Station, the Smith Gap Landfill, and the Waste Line Express train. This regional public-private partnership is the first project in the United States that uses rail as the sole transportation link between a solid waste transfer station and a landfill. A seven member Board of Directors oversees the operation of the Roanoke Valley Resource Authority. Meeting Schedule – Monthly. Terms – Members serve four (4) year terms. Contact – Christopher S. Lawrence, Town Manager, (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Christopher S. Lawrence 311 South Pollard Street 12/20/11 12/31/15 1948 22 WESTERN VIRGINIA REGIONAL INDUSTRIAL FACILITY AUTHORITY Western Virginia Regional Industrial Facility Authority - this Authority has been established for the following purpose and function: 1. The Member localities agree that the economy of the Western Virginia Regional Industrial Facility Authority area has not kept pace with those of the rest of the Commonwealth. The respective individual Member localities may lack the financial resources to assist in the development of economic development projects and the creation of the Authority provides a mechanism for the Partners to cooperate in the development of facilities which will assist the region in overcoming this barrier to economic growth. 2. The exercise of the powers granted by the Act shall be in all aspects for the benefit of the inhabitants of the region for the increase of their commerce, and for the promotion of their safety, health, welfare, convenience and prosperity. 3. The Act provides the six Member localities with many powers by which the Member localities may interact as one body or as individual participating groups consisting of one or more Member localities of the Authority which the members believe will give each local government an opportunity to establish successful partnerships for the development of economic projects which will serve the region. The initial members of the Authority are: Botetourt County, Virginia; Franklin County, Virginia; Roanoke County, Virginia; Roanoke City, Virginia; Salem City, Virginia and the Town of Vinton, Virginia and are authorized by the Act to participate in this Authority and shall each be called a “Member locality” and collectively, the “Member localities". The governing body of each Member locality shall appoint two board members to the Board. Any person who is a resident of the appointing Member locality may be appointed to the Board. Except for the provision for staggered terms for the initial board members as provided hereinafter, each board member of the Board shall serve for a term of four years and may be reappointed for as many terms as the governing body desires. During the establishment of the Authority, the Member localities agree to stagger terms. Each governing body shall appoint their initial board members to serve and designate one of its board members to serve for two years and the other board member to serve for four year terms. After the initial appointment of these board members, each succeeding director shall serve four year terms. If a vacancy occurs 23 by reason of death, disqualification or resignation, the governing body of the Member locality that appointed the Authority board member shall appoint a successor to fill the unexpired term. The governing body may appoint up to two alternate board members. Alternates shall be selected in the same manner as board members, and may serve as an alternate for either board member from the Member locality that appoints the alternate. Alternates shall be appointed for terms that coincide with one or more of the board members from the member locality that appoints the alternate. If a board member is not present at a meeting of the Authority, the alternate shall have all the voting and other rights of the board member not present and shall be counted for purpose of determining a quorum. Each board member of the Authority before entering upon the discharge of the duties of his office shall take and subscribe to the oath prescribed in Section 49-1, Code of Virginia, 1950, as amended. Meeting Schedule – To Be Determined Terms – Initial board members shall serve staggered terms of two (2) years and four (4) years with each succeeding member serving four (4) year terms. Alternate members shall also serve staggered terms of two (2) years and four (4) years with each succeeding alternate member serving four (4) year terms. Contact – Christopher S. Lawrence, Town Manager, (540) 983-0607. NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Gary W. Woodson 311 S. Pollard Street 02/18/14 02/03/16 CM-02/18/14 William W. Nance (Alternate) 311 S. Pollard Street 02/18/14 02/03/16 CM-02/18/14 Christopher S. Lawrence 311 S. Pollard Street 02/18/14 02/03/18 CM-02/18/14 Bradley E. Grose (Alternate) 311 S. Pollard Street 02/18/14 02/03/18 CM-02/18/14 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 1, 2014, AT 7:00 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: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Council Member _____________, and seconded by Council Member _______________, with all in favor. ___________________________________ Clerk of Council