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HomeMy WebLinkAbout7/19/2011 - RegularBradley E. Grose, Mayor Robert R. Altice, Councilmember Carolyn D. Fidler, Vice Mayor Matthew S- Hare, Councilmember William "Wes" Nance, Councilmember • Vinton Town Council Regular Meeting Tuesday, July 19, 2011 NEW 311 South Pollard Stre Vinton, VA 24179 (540) 983-0607 1 1. Request to Approve Minutes for Work Session and Regular Meeting of June 7, 2011, the Regular Meeting of June 21, 2011 and the Regular Meeting of July 5, 2011 1. Recognition of Town Clerk, Darleen Bailey, on her Retirement after 27 Years of Service 2. Recognition of Officer of the Month for June — James Testerman J. CITIZENS' COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda 7,1 W-011f ITIN" Update on Issuance of Permits and Inspections — Coordination of Services with Roanoke County ME 03-MEDMIMEMEMEMM NEXT TOWN COUNCIL MEETING: August 2, 2011 NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. 111 MINUTES OF A WORK SESSIONA AND REGULAR MEETING OF-TIbLT--aN-T-r-IWALr,-n-ItN-r-,IL. HELD AT 71-00 P.M� ON TUESDAY, JUNE 7, 2011, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRG-WiA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Consuella Caudill, Assistant Town Manager Elizabeth Dillon, Town Attorney Stephanie Dearing, Acting Clerk Barry Thompson, Finance Director/Treasurer Michael Kennedy, Public Works Director Anita McMillan, Planning Director Ben Cook, Police Captain Agenda A. 5:30 P.M. —Work Session 1. Presentation by Roanoke County Schools' William Byrd High -School for Community Electronic Message Board Sign in Town Right -of -Way 2. Access Easement Between Town of Vinton and Stafford Property — 605 Maywood Drive 3. Vinton Business Center Rezoning Update 4. Citizen Satisfaction Survey Discussion B. 7:00 P.M. - Roll Call and Establishment of a Quorum C. INVOCATION — Pastor Brian Geiser, First Christian Church of Vinton D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. CONSENT AGENDA 1. Request to Approve Minutes for Regular Meeting of May 3, 2011 and for a Budget Work Session on May 10, 2011 F. AWARDS, RECOGNITIONS, PRESENTATIONS G. CITIZENS' COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda H. PUBLIC HEARINGS 1. Proposed Budget for FY 2011-2012 I. TOWN ATTORNEY I. TOWN MANAGER 1. Adopt Resolution Allowing Town to Require VRS Plan 2 Employees to Pay Employee's share of Retirement — Resolution No. 1925 K. MAYOR L. COUNCIL M. ADJOURNMENT 5:30 P.M. WORK SESSION 1. Presentation by Roanoke County Schools' William Byrd Hij4h School — Community Electronic Message Sian in Town Rieht-of-Wav Mr. Lawrence introduced Mr. Mike Stovall, Roanoke County School Board Member, and Dr. Richard Turner, Principal of William Byrd High School, who presented Council with a proposal to place a community electronic message board in a Town right-of-way at the intersection of Washington Avenue and the By -Pass, Mr. Stovall advised that the sign would be paid for with surplus funds of $40,000 the High School had received. He stated that the sign would be used to advertise school functions as well as Town and Chamber functions and other events taking place in the surrounding area. He went on to say that after checking out the area to determine the best placement for the sign, it was decided that the Washington Avenue/By-Pass area would be the best location for the sign, Dr, Turner discussed the type of events to be advertised by the High School and advised that he felt the sign would benefit the school and the Town if it is placed at the Washington Avenue and By -Pass site. He stated that he did not want to see anyone upset over placement of the sign but fell it would greatly benefit the community and help generate revenue for the school and its programs at that site. Mr. Stovall discussed the height of the sign and the type of buffers that could be used to hide it from near -by residents. Ms. Fidler asked if any other sites had been considered and Mr. Stovall responded that they had looked at other locations but was unable to find an area that would be as visible to as many people as the Washington Avenue/ By -Pass location would be, Dr. Turner commented that the sign would have to be placed within the Town limits or on private property as VDOT would not allow the sign in their right -of' -way. The placement of the sign on the site was discussed. Mr. Nance asked about minimizing the amount of light put out by the sign that could impact the homes located near the proposed sign, Mr. Stovall replied that the sign would be designed and placed so there would be no impact from the light on residents, Mr. Stovall stated that the sign could be set to turn off at a certain time of night if necessary. Ms. Fidler asked if there had been any consideration on bow the sign would affect traffic safety. Mr. Stovall responded that they have not looked at safety but that other schools in the County have similar signs and to his knowledge, there have been no safety problems. Mr. Stovall and Dr. Turner assured that Mr. Lawrence or someone from the Town would have access to change the message on the sign in case of an emergency. Mayor Grose questioned whether Mr. Stovall and Dr. Turner would be willing to work with near -by residents regarding the type of buffer that would be used, Mr. Stovall replied that N he would be happy to do that. He recommended using red tipped bushes which would make a good buffer as they become very dense as they grow. Mr. Nance recommended a couple of sites that might be considered; 1, the bank at Linhaven Circle and secondly, the old William Byrd High School property. He also suggested placing it somewhere on the Library's site. Mr, Charlie Hartman whose son lives across the street from the proposed site, spoke in opposition to placing the sign at that location and was concerned about the safety of his grandchildren. Ile recommended the sign be placed at the old William Byrd High School property, Mr. Hat Mabe spoke on behalf of the Chamber of Commerce in favor of the proposed location. He felt this was the best location according to traffic counts. The Mayor reported that a petition had been submitted to Council that was signed by approximately 24 citizens in opposition to the proposed sign location. Mr. Robert Obenchain of 1041 Washington Avenue, whose property is directly adjacent to the proposed location, spoke in opposition to the sign placement. He expressed concerns regarding the light coming from the sign and the fact that the sign could be a safety hazard for those who would try to read it while driving, Ms. Peggy Fizer Harmon who lives at 644 Dillon Drive and owns a home on Washington Avenue, also spoke in opposition to the request. Stephanie Rawling of 1112 E. Washington Avenue expressed concerns about safiety as there had been several accidents in that area. Ms. Gail Obenchain asked if the sign going up at W. E. Cundiffwould be similar to William Byrd's sign. Mr. Stovall responded that it would be similar but would only be used for W. E. Cundiff events. Ms. Fizer questioned the total height for the sign and was advised that it would be eight feet high. Mr. Stovall offered to meet with every citizen who signed the petition to discuss the placement of the sign. Mayor Grose questioned whether there was enough Council interest to take the issue to a regular session for a vote. Ms. Fidler responded that she did not feel the Washington Avenue/By-Pass location was a good location. Mr. Altice was also opposed to the location. Mr. Hare expressed concern with the size of the sign, The Mayor felt that before he could vote to approve the location of the sign, he would have to know exactly what the size of the sign would be, Mr. Hare supported moving ahead with the request. Mr. Nance stated that he cannot support an eight foot sign but might be able to support it if it was smaller and they knew for certain how the lights would impact the surrounding neighborhood. Mayor Grose echoed Mr. Nance's comments. He stated that he felt the sign would be good for the Town and had heard enough positive information to warrant bringing the issue back to Council for a vote at a regular meeting, Mr. Stovall stated that he would try, to have a replica of the sign erected before the issue comes before Council for a vote. 2, Access Easement Between Town of Vinton and Stafford Propertv — 605 Maplewood Drive Mr, Lawrence reported that Ms. Kathy Stafford is attempting to sell a home that her mother, Ms. E'ula B. Ayers, owns at 605 Maplewood Drive, but an issue carne up during the sale of the property that needs to be cleared up before it can be sold. He explained further that the Town owns an old well site lot that is no longer being used located adjacent to Ms. Ayers' property. He stated that Ms. Ayers' driveway crosses over the Town's old well site properly and that without a formal easement, her property cannot be sold. lie noted that an easement would clear the Town's title as well. He also noted that another property owner's driveway crosses the Town's property as well and that would have to be dealt with sometime in the future. Mr. Lawrence stated that the issue would be considered by Council on June 2 1 " if all of the paperwork has been completed by that time. 3. Vinton Business Center Rezonina Update Mr. Lawrence reported that Roanoke County has proposed amendments for the Vinton Business Center's covenants which will require the property to be rezoned. This will put the Town and County into a better position to market lots in the Vinton Business Center. The 'Down Manager noted that it would be up to the County to make the legislative decision as to whether the property would be rezoned. Consuella Caudill reported that staff feels it is necessary at this time to clean up the covenants and make them and the Master Plan more cohesive and more like other County Industrial Parks. She noted that she and Anita McMillan had input along with County staff for the draft covenants. Ms. Caudill highlighted the major changes in the covenants for permitted uses and noted that the draft covenants had been presented at a public meeting for the residents of Montgomery Village whose properties adjoin the business center property. Ms. Caudill advised that the proposed draft covenants will be presented to the Roanoke County Planning Commission at a meeting later in the evening and to the Roanoke County Board of Supervisors next week. The work session was continued until after adjournment of the regular meeting, 7:00 P.M. Mayor Grose called the regular meeting to order and the Town Roll call, invocation ar Clerk called the roll. Pastor Brian Geiser, First Christian Church of Vinton, Pledge of Allegiance I gave the invocation and Councilman Altice led the Pledge of Allegiance to U.S. Flag, the U.S. Flag. The Consent Agenda was approved on motion by Councilman Hare and Approved Consem seconded by Mr, Altice. The motion passed with all in favor. Agenda I Pi Mayor Grose opened the public hearing at 715 p.m. to take comments and questions on the proposed budget for FY 2011/2012, The Town Manager reviewed some of the changes that had been made since the presentation of the proposed budget. He thanked the Finance DirectorfTreasurer for his leadership through the budget process as well as other members of the budget team. The following includes a few comments made by the Town Manager regarding the proposed budget: (a) there would be no new taxes nor any increases in taxes for the proposed budget (b) the only increase in fees would be in the cost of parking tickets (c) there would be an increased focus on economic development (d) a reduction in the subsidy from the Utility Fund to the General Fund by $56,000 which is 50% less than in the past, Mr. Lawrence reported that the budget total, as advertised, was $10. 4 million which was a reduction of $10,000 over the original proposed budget. He advised that the proposed General Fund Budget was reduced from $7.39 million to $7.38 million. He went on to say that the Utility Fund remains at $3.09 million which is a decrease of 1,39% from last year's budget, The Town Manager reported that revenues seem to be stabilizing. After reviewing some revenue accounts, he noted that budget revenues and expenses are balanced. He pointed out that the proposed budget increased 1.6% over last year or about $116,000. Mr, Lawrence advised that a position in the Utility Department that was approved a couple of years ago, remains unfunded. He discussed changes that would take place in the Finance Department. He noted that he had not proposed a pay for performance increase for Town employees or any pay plan adjustments. He further noted that the employee health insurance premium would not increase this year but recommended that employees pay $48.00 per month on their health insurance if they remain on the premium plan. He went on to say that if employees revert to a lower plan, they will not have to pay anything toward their premium. Following a brief discussion on VIRS Plan 2 for employees hired after July 1, 201 he reported on Utility Fund revenues and expenses. He noted that expenses for the Wastewater Treatment Plant has decreased by 12%. He noted that staff eliminated the purchase of a new tractor to allow for the installation of new pressure reducing valves. After reporting on outside agency budget requests, Mr. Lawrence advised that Council is scheduled to take action on the budget on June 21't. There were no public comments on the proposed budget, Mayor Grose closed the Public Hearing at 7:35 p.m. Public Hearing on proposed budget for FY 2011/2012 Mr. Lawrence reported on proposed Resolution No. 1925 that would authorize the Town to require VRS Plan 2 employees to pay the employee's share of VRS retirement now being paid by the Town. He explained that VRS Plan 2 employees are employees that have been hired since July 1, 2010 and were not previously part of the VRS Retirement system, He advised Council that if they approve this authorization, it would save the Town several hundred thousand dollars over the next 10 to 20 years, It was noted that Plan 2 employees would have to pay up to 5% of their VRS costs. He noted that this policy would affect two current employees that were hired after July 1, 2010. He asked that Council authorize a refund of their contribution payment since they were hired with the understanding that the Town would pay this amount. He advised that the refund would have a two-year limit and would be paid out on a twice yearly basis. In response from a question by Mr, Hare as to whether the pay -out had been included in the budget they had just adopted. Mr. Lawrence advised that the refund would be budget neutral. Mr. Altice moved to adopt proposed Resolution 11o, 1925 that would ♦ Plan 2 VRS employees to pay their share • VRS retirement and to authorize reimbursement of these costs to the two Town employees that are VRS Plan 2 employees on a twice yearly basis. The motion was seconded by Mr. Nance and passed with the following vote: Mr. Altice Yes Ms. Fidler Abstain Mr. Hare Yes Mr. Nance Yes Mayor Grose Yes Mayor Grose announced that the Regional Storm Water Summit would take place the following Thursday at 8:00 a.m. at the Green Ridge Recreational Center. He also announced the dedication of the Vinton/Roanoke County Veterans Monument on June 14'h. Mayor Grose adjourned the regular meeting at 7:45 p.m. WORK SESSION Citizen Survey Adopted Resolution No. 1925 authorizing VRS Plan 2 and reimburse- ment to 2 Plan 2 employees Mr. Lawrence reported that Anthony Lizan, the Town*s Summer Intern, is working in conjunction with Virginia Tech to conduct a Citizen Survey for the Town this summer. He asked Council if they had any issues or concerns they would like to see included in the survey and for their opinion regarding the survey questions that are being asked by Mr. Lizan on the draft survey. Mr. Lizan briefed Council on the three broadest categories of questions in his survey, satisfaction with general services; budget priorities; and overall perceptions of government performance. lie 0 noted that he planned to send out between 600 and 750 surveys by the middle of June and hoped to get a return of at least 300. Budty,et Work Session Council moved to the Conference Room where they discussed employee supplemental compensation. Following their discussion, Council came to a consensus that full-time employees would receive a supplemental payment of $500 and part-time employees would receive $250, The work session adjourned at 9:30 p.m. ATTEST: Darleen R. Bailey, "Town Clerk 0 Bradley E, Grose, Mayor W a a a 11 R614-40204=9 LIM M! MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Elizabeth Dillon, Town Attorney Darleen R. Bailey, Town Clerk Michael Kennedy, Public Works Director Anita McMillan, Planning Director Ben Cook, Police Captain Steve Doyle, Police Sergeant Agenda A7:00 P.M. - Roll Call and Establishment of a Quorum B. INVOCATION — BHai Faith C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA 1. Request to Approve Minutes for Regular Meeting of May 17, 2011 E. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Recognize Finance Department for GFOA Award 2. Police Chief Report 3. Officer of the Month for May, 2011 —Officer Christopher Hays FCITIZENS' COMMENTS AND PETITIONS - This section is reserved for commen! and questions for issues not listed on the agenda G. PUBLIC HEARINGS 1. Disposition of Recently Vacated Town of Vinton Right -of -Way Property Know as Bowman Street Located Between Madison and Washington Avenues to Bo Woods Union 76, Inc. — Ordinance No. 914 2. Conveyance of Access Easement Located on Well Tract 16 of Map # Lindenwood on Briarwood Drive in the County of Roanoke to Eula B. Ayers Ordinance No. 915 H, TOWN ATTORNEY 1. TOWN MANAGER I . Request to Adopt Budget for FY 2011/2012 — Ordinance No. 916 2. Consideration of Proposed Amendments to Vinton Business Center Covenant — Resolution No. 1926 3. Consideration of Agreement Between the Town of Vinton and Roanoke Count for Purchase of Property at 304 South Pollard Street for Future Roanoke Count Vinton Branch Library — Resolution No. 1927 4. Request to Allocated Funds for Summer Resolution No. 1928 J. MAYOR K. COUNCIL 1. Accept Financial Reports for April and May L. ADJOURNMENT lm�M rflayor Grose called the regular meeting to order at 7:00 p.m. Following roll Roll call, invocation ar7V call, Claudia Whitworth, The Baha'i Faith, gave the invocation and Ms. Pledge of Allegiance 4 Fidler led the Pledge of Allegiance to the U.S. Flag. U.S. Flag. The Consent Agenda was approved on motion by Vice Mayor Fidler and Approved Conse seconded by Councilman Aftice. The motion passed with all in favor. Agenda i Council recognized the Finance Department employees on obtainin GFOA award. I Under the Citizens Comments and Petitions section, Mr. Charles Hartman who lives at 1211 E. Washington Avenue, spoke in opposition of a request to allow William Byrd High School to place an automated sign in the Town's right-of-way at Washington Avenue and the By -Pass, Theresa Rawling of 1112 Washington Avenue also spoke in opposition to the sign placement. She asked if there had been any changes in the school's proposal since the last meeting and whether citizens would be informed if there are changes. The Mayor assured Ms. Ravding that any new information would be passed on to all interested parties. Ms Rawling brought up zoning issues that needed to be considered before the sign placement is approved. She asked that Council consider requiring the sign to be turned off at night if the proposed sign placement is approved. Mr. Nance asked if Ms. Rawling had any preference for the time it should be turned off. She recommended that it be turned off from 10:00 p.m. until 6:00 a,m. EM-1, Ei I A oil I 1i 0 and advised that VDOT traffic counts for both locations are higher than at the By -Pass. Mayor Grose reported that the proposed sign placement would be an item at a future Council meeting and advised that all interested parties would be notified of that meeting. He noted that they can also check Vinton Town Council's meeting agenda items on the Town's website, Mayor Grose pointed out that the sign would be paid for by the school an not by the Town. Mayor Grose opened a public hearing at 7:33 p.m. to take comments and questions regarding the disposition of recently vacated right-of-way property known as Bowman Street located between Madison and Washington Avenues, to Bob Woods Union 76, but did not convey the property to anyone. He went on to say that Council now needs to hold a second public hearing to deed the property to Bob Woods Union 76. He acknowledged that the second step conveying the property, was left out of the first ordinance, There were no public comments. Mayor Grose closed the public hearin(IM at 7:35 p.m. Mr. Hare moved to adopt Ordinance No. 914 approving th conveyance of the Bowman Street right-of-way to Bob Woods Union 76 The motion was seconded by Mr. Altice and passed unanimously on a rol nail vote. it - - - - - - - ---- rzro 0 crosses the Town's well tract. Mr. Lawrence pointed out that if the easement is not granted, Ms. Ayers' property cannot be sold. He also pointed out that Ms. Stafford, daughter of the property owner, paid for the survey that was done. Ms. Fidler asked the Town Manager to notify a second property owner whose driveway also crosses that same well lot. Mayor Grose closed the public hearing at 7:40 p.m. il - I #A - i i W *# 0 - ### It . # - - - * a - IM Adopted Ordinance No. 914 conveying the Bowman Street right-of- way to Bob Woods Union 76 Passed Ordinance 915 approving conveyance of an access easement on Briarwood Drive in Lindenwood WrTO-16- eMor r TRs- CIIATP" the 2011/2012 budget together. He noted that it accomplishes �ever�l 916' app 2 goals: 2012 Bud= 0 1. Alleviates reliance on water/sewer fund Z Accomplishes first step toward to show the real costs to run t War Memorial 3. Maintains all core services and many "value added" services 4. Shows a dedication to economic development by putting aw money for investment for a future project in the .• area I Mayor Grose expressed his deep gratitude to staff for putting together a very good budget in these difficult times. He commented that it is his intention to have intensive reviews of the budget each quarter because there are areas that need to be closely watched. Ms. Fidler noted it was very gratifying to be able to work out problem areal *f the budget and that she was very proud of the work they did to get a. tpod budget. Mr. Altice stated that he felt the budget would "work" but that it would need to be carefully reviewed on a quarterly basis with any needed changes made at that time. lipilill lrl�!111, li!!1�11111l; 7:77 on ine Dicigei ano nu�rleu MaY stan featizes friat Uouncil was 11slening to them. He went on to say he was not thrilled with the new budget but it is a good compromise from five Council members who have different priorities and concerns. He stated that in some ways, it is a maintenance budget but it has accomplished a number of priorities such as investments in the Town and in the Town's employees. Mr. Hare echoed everyone's statements and stated that he was excited to see what can be •• with $10.5 million in a year. He commented that Council made strategic decisions that will position the Town to be better off in the future. He mentioned the strategic planning meetings that will be held later in the year which will be a good time for staff to discuss what's important and where the Town's • lie. Ms, Fidler moved to adopt proposed Ordinance No. 916 approving the F 201112012 budget, The motion was seconded • Mr. Hare an unanimously approved on a roll call vote. I Mr. Lawrence reported that Council was briefed by Consuella Caudill at Adopted Resolution No, their last meeting on the proposed amendments to the Vinton Business 1926 approving amend - Center Covenants. He noted that the Business Center is located in the ed covenants for the County but Town Council needs to formally adopt and sign off on the Vinton Business Center covenants as half owner of the property. Mr. Lawrence noted that the proposed resolution authorizes him to sign the document. 0 amended covenants for the Vinton Business Center. The motion wa seconded by Ms. Fidler and passed with a unanimous roll call vote. I ### M". M.-MISISUM"T 1. Mr. Lawrence reported that Roanoke County would have a second readin of their Resolution on June 2e after they have had an opportunity to wol out a couple of concerns they have. Mr. Lawrence asked Council to delay taking action on the agreement until all the concerns have been considered. He advised that the matter will again be taken up at the Town's July 5 meeting, Mr. Rance noted that the Town's portion of the purchase is not — insubstantial and that he feels Council is making a very legitimate showing of how important this purchase is to the Town and hoped the Roanoke County Board of Supervisors will make a similar commitment, Mr. Lawrence asked Council to consider proposed Resolution No. 192,4Z designating funding from a Virginia Tech arranged scholarship to pay for a summer intern for the Town through private investment. He noted that this is an accounting function that will allow the Town to allocate funds to pay the Town's intern, Anthony Lizan. He pointed out that these funds were not included in the budget. Mr. Lawrence also pointed out that $1,600 of Mr. Lizan's salary would be paid by the Town, The Town Manager reported on damage that was done to pavement at the comer of Pollard and Cleveland due to a storm earlier in the day. Mr. Kennedy advised that he anticipated the road would be closed for up to a week and a half. I Mayor Grose announced that the Vinton -Roanoke Veterans Monument dedication took place on the previous Tuesday and was very successful. He complimented the committee that put it together. Adopted Resolution No. 1928 allocating funding to pay Town's summer intem R -At 8:40 p.m., Council came back in to regular session. Mr. Altice movV t approve the certification that the closed meeting was held in accord nc with the State Code. The motion was seconded by Ms. Fidler and .2pproved with all in favor. I NEUM! : �► (A M91 1410 1 OR WX MWAIA I a RNA413 a MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Elizabeth Dillon, Town Attorney Darleen R. Bailey, Town Clerk Michael Kennedy, Public Works Director Anita McMillan, Planning Director Ben Cook, Police Captain Chad Helms, Fire & EMS Lieutenant Agenda A. 5:30 P.M. - Roll Call and Establishment of a Quorum B. CLOSED MEETING 1. Request to Convene in Closed Meeting, Pursuant to § 22-3711 A (1) of the 1950 Code of Virginia, as Amended, for Discussion or Consideration of Personnel Matters to Interview Candidates for Executive Assistant[Town Clerk Position C. 7:00 P.M. — Reconvene and Adopt Certification of Closed Meeting D. INVOCATION E. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG F. CONSENT AGENDA 1. Request to Approve Minutes for June 1, 2011 Work Session and Special Called Meeting G. AWARDS, RECOGNITIONS, PRESENTATIONS 1, Final Report for Police Department 2. Recognize Chad Helms on Promotion to Fire EMS Lieutenant H. CITIZENS' COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda 1, TOWN ATTORNEY J. TOWN MANAGER K. MAYOR 1, Consider Appointment of Interim Police Chief L. COUNCIL M. ADJOURNMENT Mayor Grose called the regular meeting to order at 7:00 p.m. The Town Roll call, invocation and Clerk called the roll with all members present. Mayor Grose called for a Pledge of Allegiance to motion to go into closed meeting pursuant to § 2,2-3711 A (1) of the 1950 U.S. Flag. Code of Virginia, as amended, for discussion or consideration of personnel matters relating to interview of candidates for Executive Assistant/Town Clerk Position. The Vice Mayor moved to go into closed meeting Councilman Hare seconded the motion with all in favor, At 7:00 p,m., Council returned to regular session. Mr. Nance moved adopt the Certification that the closed meeting was held in accordance wit the Code of Virginia, The motion was seconded by Mr. Hare and passe with all in favor. I Mr. Nance gave the invocation and Mr. Altice led the Pledge of Allegiance to the U.S. Flag. The Consent Agenda was approved on motion by Mr. Hare and seconded Approved Consent by Mr, Nance. The motion passed with all in favor. Agenda Captain Cook reported on the status of the Vinton Police Department following Chief Herb Cooley's retirement. Following his report, the Mayor expressed his appreciation to the Police Department for their efforts in getting the reconstruction work completed in their department. Mr. Hare asked if Captain Cook had received any feedback from citizens on their new policy for wild animals. Captain Cook replied that the only comment he had received was from a Council member. Following a brief discussion on police vehicles, Mr. Hare advised Captain Cook that Council has not forgotten that work needs to be done on the evidence room and the break room. Captain Chris Linkous recognized Chad Helms who was recently promoted to Fire and EMS Lieutenant. Captain Linkous enlightened Council of the Fire and EMS promotion process, Lieutenant Helms was presented with his new fire hat and was congratulated on his promotion. Ms. Blanche Green of 865 E. Cleveland Avenue, requested that Council amend their Ordinance allowing citizens to keep chickens on their residential property. She asked that acreage requirements and setback requirements be reduced as she felt they were too strict. Ms. Green reported that she had spoken with neighbors surrounding her property and no one had objected to her keeping chickens on her property. Mr. Hare asked if there was a way to issue Ms, Green a waiver. The Town Attorney responded that the urban chicken ordinance did not allow for such a variance and that legally, there could not be just one exception to an ordinance, even for a trial period. Mayor Grose advised Ms. Green that he would have to consult with the Planning Commission and staff to see if they wish to amend the ordinance at this point. He expressed doubts that there would be any interest in changing the ordinance at this point since it has been only a couple Of N Mr. Lawrence advised that staff would look into it if Council has any interest in changing the ordinance. He stated that he could update Council on the ordinance at their next meeting. Mayor Grose assured Ms. Green that she will be kept informed on the issue. Mr. Lawrence pointed out an article on the Town of Vinton that was a part of the current issue of the Roanoker Magazine. The Town Manager announced a community meeting that would take place the following Thursday at 6:30 p.m. in Council Chambers regarding William Byrd High School's automated sign. He advise Council that he would have the Town Clerk call everyone that was listed on the petition that Council received in June. N Mr, Nance asked who would be responsible for mowing right-of-way that adjoins private property. Mr. Lawrence replied that there is currently no code provision requiring the property owner to mow right-of-way property. He went on to say that it is an unwritten partnership with property owners and that most do mow the strip of right-of-way adjoining their property. The Town Manager advised that he would have the Code Enforcement Officer take a look to see if there's anything the Town can do to help the situation. Mr. Nance thanked the Police Department for the Police Chiefs retirement dinner. He also commented that it was very apparent that Chief Cooley was a very well -respected man with integrity, Ms. Fidler asked about the door replacements at the Senior Building. M Lawrence replied that he would have an answer for her by the ne meeting. Ms. Fidler announced that there would be a blood drive in hono of Sam Cundiff at the War Memorial on Wednesday, Junefrom 12:01 until 6:00. ATTEs,r: I IL NOT IN III, IIIIII• A IN W A M MR-IM 11 Bradley E. Grose, Mayor AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JULY 5, 2011, AT 5:30 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILIDNG, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, theTown 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 1 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 Hare, and seconded by Vice Mayor Fidler, with all in favor. Clerk of Council Vinton Police Department 311 SOUTH POLLARD STREET VINTON, VIRGINIA 24179 ago N i 01- 11--= mZ�&MKHFX-ffJU# W411 WWMMW��. WARM I&EWT40 =ftm 7-47,S-e-5 month of June 2011. On June 18, 2011, you responded to the report of a house fire. Upon arrival, you found smoke coming from the residence and discovered that the they of ©e structure was on fire. You entered the home and assisted the residents to safety. You ®° re-entered the house and used your fire extinguisher to slow the progression of the fire until the fire department arrived. Your quick action, during a dangerous »wo© helped save the lives of the occupants of the home and reduced the damage caused by Ase fire. Your bravery, dedication, and service to the community make you well deserving of this r . ecognition. Benjamin L. Cook "iWid, CC: Chris Lawrence, Town Manager Stephanie Dearing, HR Director Darleen Bailey, Town Clerk Mayor and Council TO: TOWN MANAGER'S OFFICE FROM: Anita J. McMillan, Planning and Zoning Director DATE: July 15, 2011 SUBJECT: Town of Vinton and Roanoke County Permit Coordination ISSUE/PURPOSE: A partnership between the Town of Vinton and Roanoke County to improve customer service to citizens and contractors in the issuance of Over the Counter (OTC) permits by implementing a streamlined process. OTC permits are plumbing, mechanical, electrical service upgrade, tent, re -roofing, small additions, small garages, small pools, and similar type pen -nits that do not require approval of the building officials. Once this partnership is approved by Vinton Town Council and Roanoke County Board of Supervisors, Vinton Planning Department and Roanoke County Building Division personnel will be able to issue the OTC permits within one day of receiving a properly completed permit application. In some cases, the permit may be processed and issued while the applicant waits. Currently, applicants have to apply for the permit in the Vinton Planning and Zoning Department, and the applications have to be taxed to Roanoke County. Usually, it is at least four hours to next day before a permit can be issued to the applicant. In some cases, applicants will go to Roanoke County not knowing that the property is located in the Town. They are then sent to the Vinton Planning Office and have to wait before a permit can be issued. The most significant change will be for plumbing pen -nit requirements and inspections. Currently, some homeowners and contractors are not aware that a plumbing permit is required f'or private water and wastewater service laterals works. Additionally, if a permit is obtained, inspections are done by Vinton Public Works personnel and are done on the same day. Under the proposed coordination, plumbing contractors will be notified that a permit will be required and inspections are to be called in to Roanoke County and inspected by Roanoke County inspectors. Every effort will be made to perform same day inspections, if the inspection request is called in before 2:00 p.m.; otherwise, inspections will be performed on the next working day following the inspection request. At the present time, except for water and wastewater bill, the only payment methods accepted by the Vinton Finance/Treasurer Office are cash or check. The proposed permit coordination partnership will allow credit and debit payments to be accepted by the Vinton Planning Department, Each credit and debit payment will go directly to the Roanoke County Building Division for processing. Cash and check payment will continue to be handled by the Vinton Financef freasurer Department. BACKGROUND: Town personnel (Chris Lawrence, Consuella Caudill, Anita McMillan, and Michael Kennedy) and County personnel (Arnold Covey, Tarek Moneir, Joel Baker, and Brenda I larris) have had several meetings since May 2011 to discuss this permit coordination. Julie Tucei completed two and half days of training in issuing OTC permits at the County in early June 2011. Darla `Turman will be trained at the County by end of July 2011, The credit card machine has been purchased and will be installed in the Town Planning Department by end of July. ACTION REQUESTED: Town Council's approval on the partnership and for Staff to mail the attached Joint Notice by July 29, 2011, and to advertise the notice on website and other media outlets, DATE ACTION NEEDED: July 19,2011 Attachment: Draft Joint Notice I• EMMERM To improve services to citizens and contractors, the Town and County are partnering to expedite the process for issuing Over the Counter (OTC) permits. Beginning on Monday, August 15, 2011, the Town of Vinton Planning and Zoning office will begin issuing OTC permits (plumbing, mechanical, electrical service upgrade, tent, re -roofing, small additions, small garages, small pools, and similar type permits) that do not require approval of the building official. Permits will be issued for work within the Town of Vinton and East Roanoke County (plumbing, mechanical, electrical only). Payments will be accepted by the Town, including credit/debit card payments. Normally, these OTC permits will be issued by the Vinton Planning & Zoning office within one business day upon receipt of a properly completed permit application. Permit applicants will be notified when their permit is ready for pick-up, or in some cases may be able to wait for the permit to be processed. In conjunction with implementing this streamlined process for issuing OTC permits, there will also be a change in inspection responsibility for plumbing permits that involve private water service laterals, private wastewater service laterals & cleanouts, irrigation meters, and wastewater backwater valves. Vinton Public Works staffs presently perform these inspections. Effective Monday, August 15, 2011, Roanoke County inspectors will perform these inspections. The change in the plumbing inspection procedure is consistent with all other trade permit inspections within the County, when the work is performed on private property. The procedure for requesting a plumbing inspection will be provided when the permit is issued, but will be essentially the same as is done for any other county inspection. Every effort will be made to perform same day inspection, if inspection request is called in before 2:00 p.m.; otherwise, inspection will be performed on the next working day following the inspection request. Both the Town of Vinton and County of Roanoke are excited about offering this new and improved service to their citizens and contractors. Town staff will be fully trained and software and equipment installed and tested to begin this service on August 15, 2011 if you have questions, please contact the County Building Division at 540-772-2065 or the Town Planning and Zoning Department at 540-983-0601. Vinton Pool Report June2011 The Vinton Municipal Pool is doing well this year. The partnership with Thrasher Methodist Church, Vinton Baptist Church and Vinton Wesleyan Church is outstanding. The various organizations have taken ownership of their weeks and they truly share their willingness to provide for their community. I am very pleased with the staff and pool operation overall. M Adults - 1938 count $7752. Children- 1805 count $5415. Group- 389 count $973.50 Twilight Swim, Tues./Thurs. $103. Twilight Swim, Wed. $557. Total Admission Revenue $14800.50 Swim Lesson Participants Completing June Classes IMSHIMINTONVOWNWRIFIFIT i Mary Beth ayman