HomeMy WebLinkAbout6/3/2014 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, June 3, 2014
AGENDA
Consideration of:
A. 6:00 p.m. - WORK SESSION
1. Review of current Vinton Farmers’ Market Policies
B. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM
C. MOMENT OF SILENCE
D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
F. CONSENT AGENDA
1. Consider approval of minutes for the regular Council meeting of May 6, 2014.
2. Consider approval of minutes for the regular Council meeting of May 20, 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 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.
Bradley E. Grose, Mayor
William “Wes” Nance, Vice Mayor
I. Douglas Adams, Jr., Council Member
Robert R. Altice, Council Member
Matthew S. Hare, Council Member
Vinton Municipal Building
311 South Pollard Street
Vinton, VA 24179
(540) 983-0607
2
2. 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.
3. Consider adoption of a Resolution setting the employer contribution rate for the
Town effective July 1, 2014.
4. 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.
K. MAYOR
L. COUNCIL
M. ADJOURNMENT
NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable
efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in
order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to
the meeting date so that proper arrangements may be made.
NEXT TOWN COMMITTEE/COUNCIL MEETINGS:
June 17, 2014 – 5:30 p.m. – Regular Council Meeting followed by 6:30 p.m. Reception and 7:00
p.m. Recognition Ceremony honoring outgoing Council Member Robert R. Altice – Vinton War
Memorial, 814 Washington Avenue
July 1, 2014 - 7:00 p.m. – Investiture Ceremony followed by regular meeting - Council Chambers
1
Meeting Date
June 3, 2014
Department
Vinton Special Programs – Vinton Farmers' Market
Issues
Review of current Vinton Farmers’ Market Policies
Summary
A review of the current policy was requested. Currently the Vinton Famers' Market Guidelines
does not permit vendor products to be left at the market overnight. A request has been made to
reconsider the policy.
The Vinton Farmers’ Market provides a convenient location for local farmers to sell fresh
produce, home-made baked goods, meat, eggs, jam and jellies, greenery, handmade crafts and
original art, flowers and plants.
The Vinton Farmers’ Market features twenty-four covered stalls with tables for vendors and
forty-four free parking spaces for customers. The market area also features a permanent stage at
which concerts and special events are held throughout the year. Special events promote the
market, the vendors, the downtown, and the Vinton community.
Attached is a copy of the 2013 Vinton Farmers' Market guideline, a scanned copy of the Town of
Vinton Farmers' Market guideline from approximately 2003/2005, an article containing a list of
current farmers' markets in the area, and several other area market guidelines. Currently, none of
the local and regional markets permit vendor products to be left at temporary stalls overnight.
Leaving the product represents a liability for the Town of Vinton. The product could be stolen or
a food based item could be tampered with by a human or animal. The presence of products could
become "an attractive nuisance" or "crime of opportunity" after hours.
The guidelines should be fair and equitable for all vendors. If one vendor is permitted to leave
products the same should stand true for other vendors.
Town Council
Agenda Summary
2
The area would require extensive patrolling or the expense of constructing a shed or structure
with proper cooling on site for storage. An alternate consideration would be a truck or moveable
trailer with cooling to be parked on site and provided by the vendor. Again, there would need to
be equitable consideration for all vendors. A vehicle would need to be locked and wheels
secured. Electrical costs would need to be considered as part of the expense if the unit is not free
standing.
Permitting a vendor to leave product overnight is basically a low cost storefront.
The current guidelines require the payment of a daily, weekly or monthly fee.
The Vinton Farmers' Market has four Mingle at the Market events drawing 400-900 visitors per
event June through September. The market is also the site of extensive activities for the Vinton
Dogwood Festival, Vinton Fall Festival and benefit events. Vendor products would need to be
moved for all of the events listed previously.
The market has had several local vendors with local produce and plants over the past few years.
The Art Market/Food Tasting and Craft Shows have seen increase in vendors. An average of 12
to 25 vendors participate on the special event days.
The Vinton Farmers' Market received notification of a $2000 donation from Carilion on May 19,
2014 to provide funds to assist with staffing and matching purchase funds for the SNAP
program.
The Vinton Farmers' Market is promoted through flyers, two Facebook pages, multiple websites,
frequent Public Service Announcements through TV, newspaper and radio and 5000 postcards
circulated through east Roanoke County Schools and four Bedford Schools close to Vinton, and
an additional 5000 postcards to the general public. The SNAP program is promoted through
social media, media interviews, circulation of flyers to Social Services, Manna Ministries, Indian
Village Property Manager, Laundromats and anywhere people gather.
Staff does not recommend permitting product to be left overnight with the current canopy set-up.
A policy permitting attractive alternate storage provided by the vendor could be considered if
approved by the Town Manager and Town Council. Associated fees for storage and utilities
would also need to be considered by the Town of Vinton.
Attachments
2002 Vinton Farmers’ Market Guidelines
2013 Vinton Farmers’ Market Guidelines
Fridge Magnet Article listing all of the area Farmers' Markets
Grandin Road Market Guidelines
Roanoke Farmers' Market Guidelines
Salem Farmers' Market Guidelines
Recommendations
No action required
1
VINTON FARMERS’ MARKET
The Vinton Farmers’ Market is located on Lee Avenue in downtown Vinton.
Since 1988 the market has provided a convenient location for local farmers to sell fresh
produce, home-made baked goods, meat, eggs, jam and jellies, greenery, handmade
crafts, flowers and plants.
The Vinton Farmers’ Market features twenty-four covered stalls with tables for
vendors and forty-four free parking spaces for customers. The market area also features a
permanent stage at which concerts and special events are held throughout the year.
Special events promote the market, the vendors, the downtown, and the Vinton
community.
The market is owned and operated by the Town of Vinton. The market is
supervised by the Town of Vinton Special Programs Coordinator, Mary Beth Layman,
(540-983-0613), 814 E. Washington Ave., Vinton, Virginia 24179,
mblayman@vintonva.gov.
Merchandise That Can Be Sold
The following items may be sold at the Farmers’ Market.
- Locally grown produce.
-Prepared foods. Baked Goods such as cakes, fruit pies, breads, cookies,
brownies, vinegar dressings, dried herbs, rubs and seasonings for cooking are
acceptable. No cream filled pastries, custards, cream cheese filled items or other
items filled with dairy products are acceptable. All baked goods must be: labeled
with the name of the product; list of ingredients in order of predominance; an
accurate statement of the quantity in terms or weight, measure, or count as
appropriate; the name and address of the person preparing the item. *Vendors
which intend to sell foods which are processed in the home must be familiar with
Chapter 459 Code of Virginia. Copy of code is attached as Appendix A of the
Guidelines.
-Canned Goods including Jams, Jellies and honey. All canned goods must be
labeled with the name of the product; list of ingredients in order of predominance;
an accurate statement of the quantity in terms or weight, measure, or count as
appropriate; the name and address of the person preparing the item. Apple butter
and similar butters require a kitchen inspection by the Virginia Department of
Agriculture.
Highly acidified canned goods such as pickled cucumbers, pickled beets, chow-
chow and salsa can be sold can be sold if the vendor has an inspection report from
2
the Dept. of Agriculture (Bureau of Food Inspection 857-7344). Home canned
foods (low acid) products such as vegetables, meats, etc. may not be sold.
Eggs and Cheese may be permitted for sale, however, they must be kept on ice or
cooling at 40 degrees or below and meet all local, state, and federal regulations.
Meats- The market allows the following meats to be sold on the market with
proper approved application permit: grass finished beef, goat, lamb, and pork.
These are allowed with the following stipulations: Vendors certify that their meats
are from an animal raised solely by the vendor from start to finish. If animal is not
born on their farm, the vendor can vouch that their animal still meets the
requirements of being hormone and antibiotic free when purchased, and
throughout the remainder of its growth cycle, and vendor has raised the animal for
a minimum of at least 6 months. Products meet all local, state, and federal
governmental regulations for retail sale and are maintained at an approved
temperature until sold. Proper labeling and necessary processing inspection
reports are required for market sales and paperwork must be available for market
management if requested. In addition: Beef- must be pasture raised, finished on
grass, and receive no hormones, preventative antibiotics, or grain. Animals are
raised on pastures that are rotationally grazed, free of pesticides and herbicides.
Goat and Lamb- must be pasture raised, and receive no hormones or
preventative antibiotics. Animals are raised on pastures that are free of pesticides
and herbicides. Animals are not supplied with feed or supplements containing any
animal by-products, antibiotics, chemical wormers, or any other drugs. Pork- free
of preventative antibiotics, synthetic hormones, or pesticides in production. Feed
given should have contained no antibiotics, chemical wormers, or any other drugs.
Allowed to have regular access to the outdoors with plenty of room to move
around and express natural behaviors
-Live Plants, fresh greenery, homegrown cut flowers, balled and burlap or
container type Christmas trees, cut Christmas trees.
-Original Art and Handmade Crafts made by the vendor selling. No kits or
pre-manufactured items are permitted.
Craft items are defined as handcrafted decorative and/or functional items, such
as, but not limited to metal works, wooden items, glass, jewelry, leather, textiles,
baskets, fiber items (knit, crochet, woven), cards, soaps, lotions, mosaics, candles.
Fine Art items are defined as paintings, prints, pastels, pencil, photography
,hand-made jewelry, pottery, sculpture, mixed media, stained glass, fiber art
(weaving, spinning, painted silk).
3
The Special Programs Coordinator will have the authority to approve or
disapprove any items sold on the Market.
Hours of Operation
The Vinton Farmers’ Market will operate Friday and Saturday, from 8 a.m. until 3
p.m. The market is open April through November. The Town of Vinton reserves
the right to change or modify the operating hours and season.
Fees
Spaces/tables are on a paid reserved basis of :
$5.00 daily
$10.00 weekly
$40.00 monthly
$35.00 Three Consecutive Months
$30.00 Six Consecutive Months
1. Fees are payable at the Vinton Municipal Building Finance Office, Monday
through Friday, 8 a.m. - 5 p.m., 311 S. Pollard St., Vinton,(540)983-0608.
2. Information for space availability and a Stall Allocation Form may be
obtained through the Special Programs Office at (540)983-0613, Vinton War
Memorial, 814 E. Washington Ave., Vinton, Monday through Friday.
3. Reserved spaces are available on a first come first serve basis. The primary
vendor has the first option to occupy a stall for which he or she has paid. A
secondary renter is a vendor who has made an arrangement with the primary
renter and the Special Programs Coordinator to occupy a space during the
primary renter’s absence. The primary and secondary vendor both pay the
same fees, and scheduling stall space is worked out between the two vendors.
The primary vendor retains the first option for the space. The Town is not
responsible for working out the schedule or making sure of its adherence.
4. One table per parking space is provided.
5. Fees are payable in full before the first day of each month. Payment will be
accepted for a maximum of 6 months.
6. Failure to meet the terms of the rental agreement, to comply with
approved Market procedures, or to make payment of fees on time, will be
considered as just cause to immediately cancel any lease without prior
notification. A 10 day grace period will be strictly enforced for collection
of rental fees.
Lease Agreements and Assignment of Space
4
1. All vendors interested in reserved spaces must contact the Special Programs
Office to obtain information and a stall allocation form for available spaces.
2. No vendors will be allowed to sell except from designated stalls/spaces or
accompanying parking space unless otherwise authorized by the Special
Programs Coordinator. All products must be within the stall/space or parking
place.
3. The Special Programs Coordinator will have the authority to approve or
disapprove any items to be sold on the Market.
4. If a vendor has not occupied his or her reserved stall by 9 a.m. each day, the
stall will be available to another vendor for the day. Spaces will be held open
for vendors who contact the Special Programs Coordinator to let him or her
know that they will be late due to circumstances beyond their control.
5. Extenuating circumstance or safety and sanitation requirements may require
and authorize the Special Programs Coordinator to relocate Market vendors to
a location other than their leased space.
6. The Town of Vinton reserves the right to deny or revoke any stall lease, when
it is considered to be in the best interest of the Market. The Town of Vinton
shall give (30) days written notice prior to such cancellation or change.
7. All vendors shall be held responsible for the actions of their employees,
agents, or persons working with or for the vendor.
8. A vendor may rent up to six spaces at any one time.
Licenses, Taxes, and Permits
1. Any person using the Vinton Farmers’ Market for the purpose of selling or
offering for sale any items on the premises must comply with all federal, state,
and local ordinances.
2. The collection and filing of all related taxes will be the responsibility of the
individual vendor. Vendors selling on the market must obtain a sales tax ID
number.
3. If vendors sell prepared food, a Registration for Tax Collection Form must be
secured from the Finance Office for the Town of Vinton (983-0608). You will
be responsible for the Prepared Food and Beverage Tax which is 4%.
4. All weighing scales must have a current valid certification sticker signed by
the inspector from the Virginia Department of Weight and Measures.
Remember, you are responsible for making sure that you are operating legally.
Take the time to get the information that you need from the appropriate tax
offices.
Parking
1. Vendors may park in the space in the space in front of their stall. Vendors
may sell from the parking space as long as it does not preclude other farmers
5
access to their stalls. All product must be within the stall/space or parking
space.
2. Vendors are not allowed overnight parking in the market area in preparation
for next day’s sales.
Health, Sanitation, and Safety
1. The Town of Vinton will provide and empty all public litter containers for use
by vendors and customers in the Market area.
2. Vendors will be responsible for the collection and removal of all refuse
generated from sales at their stall. All refuse is to be disposed of in the
dumpster.
3. Vendors will be held responsible to see that their stall is left clean and orderly
at end of each selling day. Failure to clean up the assigned area will result in a
loss of lease.
4. The Town of Vinton will not be responsible for damage or loss of any
personal belongings left unattended.
5. Small children brought to the Market by vendors must be kept within the
vendors leased area and be under the supervision of a designated adult.
6. The Special Programs Coordinator or designee shall have the authority to
order from the Market any person gambling, under the influence of
intoxicants, exhibiting disorderly conduct, or otherwise violating Market
regulations. Persons refusing to leave the premises after being requested to do
so by the Special Programs Coordinator or his/her representative will be
considered to be trespassing and will be dealt with accordingly.
7. Lessee and his/her representatives agree to protect and hold the Town of
Vinton harmless and to indemnify the Lessor, its officers, and employees form
any and all claims, demands, suits, actions, judgments, and recoveries, for or
on account of damage , theft or injury (including death) to property or person
occurring as a result of lessee’s use of the leased property, including loss or
injury resulting to the Lessee, as the result of electrical or equipment failure,
or any other cause whatsoever.
Structural
1. Vendors must provide their own equipment and any additional set-up
materials for display of items. Vendors may not use nails or other set-up
materials which may permanently damage stall space or tables.
2. No signs of advertisements are to be attached to the buildings or tables by
staples, screws, nails, etc., any sign that vendor wishes to use in his own
selling area must first be approved by the Special Programs Coordinator.
3. No sign shall be used for commercial promotional activities of an advertising
nature designed to attract public attention or support for a product, commodity
or service which is not available for sale at such stall or the promotion for any
business, political, controversial, or commercial entity.
6
4. The Town of Vinton will issue a regulation sign for his/her assigned space.
5. Any needed repairs, hazardous conditions, or problems in the Market area
should be reported to the Special Programs Coordinator.
General
1. Proper dress will be required by all vendors and approved by the Market
supervisor. Proper language for a family atmosphere is also expected.
2. No person shall make a public outcry, do “hawking” or give any musical or
other entertainment for the purpose of drawing customers or attracting
attention without prior permission form the Special Programs Coordinator..
3. Vendors who violate any Vinton Farmers’ Market regulations will be first
given an oral warning by the Market Director or his/her designee. The second
time the violation occurs, the vendor will be given a written warning from the
Special Programs Coordinator. The third time this violation occurs, the
vendor will lose their lease with no refunds.
Special Events
The Vinton Farmers’ Market has several special events during the market season.
The goals of each event are the overall promotion of the Market, the downtown area, and
Vinton in general. The various events help encourage people to get acquainted with the
market and hopefully to return on a regular basis.
Special Events include but are not limited to: A Special Event is any event sponsored,
co-sponsored, hosted, or space provided by the Vinton Farmers’ Market/Town of Vinton
on the market grounds. These events include the Vinton Dogwood Festival, Art Market,
Craft Shows, Gospel Concert, Fiddle and Banjo Club Concerts, Vinton Fall Festival,
Mingle at the Market, special market days, or special request events approved through the
Town Manager’s Office and Special Programs Office.
Because of setup time required or safety considerations these events may require closing
of the market to the public during regular market hours. Vendors will be notified in
advance of any changes to the schedule. Vendors may be required to relocate or remove
product during these special events. Vendors would receive a refund based on a pro-rata
basis for vendor space not available. The Town of Vinton reserves the right to change the
market hours or availability.
Temporary food establishments (food vendors) or festival organizers for any special
events are responsible for obtaining and providing the appropriate information for
temporary food permits from the Roanoke County Health Department.
Street closing requests are to be submitted no less than 30 days in advance of the special
event to the Town Manager’s Office. This enables the Town to contact the appropriate
departments and property owners affected by a street closing.
7
Appendix A
Chapter 459
An Act to amend and reenact 3.1-398.1 of the Code of Virginia, relating to food
inspection {S 272} Approved March 7, 2008
3. Private homes where the resident processes and prepares candies, jams, and jellies not
considered to be low-acid or acidified low-acid food products and baked goods that do
not require time or temperature control after preparation if such products are: (i)sold to an
individual for his own consumption and not for resale; (ii)sold at the private home or at
farmers markets; and (iii)labeled “NOT FOR RESALE – PROCESSED AND
PREPARED WITHOUT STATE INSPECTION.” Nothing in this subdivision shall
create or diminish the authority of the Commissioner under 3.1-399;
Posted: Wednesday, May 14, 2014 12:15 am
Fridge Magnet: Looking for a farmers market? Here's your guideBy Christina Nifong | Special to The Roanoke Times
At the far end of Greenbrier Nurseries on Starkey Road, a banner hangs just beyond a black painted fence. Inside, amid tables of flowers and rows of hanging plants, unfolds a surprise:
Roanoke’s newest farmers market.
Vendor booths wind around in a loose circle, offering fruits and veggies, meat, eggs, baked goods, prepared food and … dinner, served from restaurant-quality chafing dishes. Birdsong drifts in
from the gardens. The whole experience feels like a farmers market gone upscale.
But the Roanoke County addition is hardly the only thing new under the summer sun. Locally and across the state, farmers markets continue to sprout like radishes. The Virginia Department of
Agriculture and Consumer Services counts 246 farmers markets statewide, a 207 percent increase since 2005.
Last summer saw the advent of a second market in Blacksburg; in Roanoke, the Lick Run Community Market and a farmer’s table sponsored by Carilion Clinic set up shop. This month,
Roanoke’s West End market, entering its fourth year, will celebrate the grand opening of a new permanent pavilion.
Even venerable markets are expanding and upgrading. Downtown Roanoke’s market just received a $1.1 million facelift.
Roanoke’s four markets supported by the nonprofit Local Environmental Agriculture Project will be taking debit and credit cards this year. Many markets have added Facebook pages as a way
to publicize events, vendors, last minute announcements and more.
All of the changes add up to exciting times for market shoppers: new vendors, new products, new experiences. Keep reading for a roundup of area markets. With so many markets in Virginia,
we unfortunately can’t list them all. If you’re hunting for a farmers market not listed, check out VirginiaGrown.com, where you can search for farmers markets by region.
Bedford Farmers Market
Centertownbedford.com
Corner of Washington and Center streets
Hours: Friday, 8 a.m. to 1 p.m., April through October
What else? Find produce, plants, baked goods, eggs, handmade soap, locally roasted coffee, local honey and more.
Supplemental Nutrition Assistance Plan accepted? No
Blacksburg Farmers Market
Blacksburgfarmersmarket.com
Corner of Roanoke Street and Draper Road
Hours: Wednesday, 2 to 7 p.m.; Saturday, 8 a.m. to 2 p.m., April through October
What else? The “Mingle at the Market” series will return this year, with local music, wine and beer available the second Wednesday of every month June through September. Also look for
monthly Saturday events with music, food tasting from the market’s mobile kitchen and more. Kickoff date: Customer Appreciation Day, May 31. And on the 2nd Sunday of every month, April to
December, a vintage and antique market will take place.
SNAP accepted? Yes, with matching dollars up to $10 per person, per market.
Botetourt Farmers Market
See Botetourt Farmers Market on Facebook
Daleville Town Center
Hours: Saturday, 8 a.m. to noon, May through October
What else? Organizers are planning local music, wellness checks, cooking demonstrations and more. As the season ripens, check out Dinner for Two, a promotion where market managers
create a menu and recipes guiding patrons to find everything they need to make dinner from the market.
SNAP accepted? No
Carilion Clinic Farmer’s Table
Leapforlocalfood.org/markets/carilion-clinic-farmers-table/
1906 Bellview Ave S.E., Roanoke (across the river from Carilion, by Riverwalk Parking Garage)
Hours: Thursday, 2 to 6 p.m., May through October
What else? This market is a joint effort between Carilion Clinic and Good Food–Good People, a consortium of 30 to 40 growers within a 100-mile radius.
SNAP accepted? Yes, with matching dollars up to $20 per person, per market.
Catawba Valley Farmers Market
See Catawba Valley Farmers Market on Facebook
4965 Catawba Creek Road (near The Homeplace Restaurant)
Hours: Thursday, 3:30 to 7 p.m., May through September
What else? Their Facebook page promises “Local fresh vegetables, meats, eggs, and artisan handicrafts, cooking demos, music and good ol’ fashioned mountain air.”
SNAP accepted? No
The Community Farmers Market of South Main, Blacksburg
thecommunityfarmersmarket.com
1411 South Main St. (in the Oasis World Market parking lot)
Hours: Tuesday, 9 a.m. to 2 p.m.; Saturday, 8 a.m. to 2 p.m., May through December
What else? This market started last July and is back this year. Up to 22 vendors sell produce, meat, eggs, prepared food and local crafts, such as blown glass and up-cycled wool products.
Events and programs focused on local food awareness are in the works.
SNAP accepted? No, but they hope to begin accepting tokens by July 1.
Farmers Market at Citizen Square
www.rockymountva.org (click on “Living here”)
392 Franklin Street, Rocky Mount
Hours: Monday through Saturday, 6 a.m. to 5 p.m. Open year-round.
What else? The market features produce, home-baked goods, crafts, plants, flowers and honey. Events include: a yard sale May 24; Fun Festival June 16 with flat-foot dancing, children’s
games and music; an auction June 24 and Farmer’s Day in the fall.
SNAP accepted? No
Farmers Market in Christiansburg
382-4790
100 Radford St.
Hours: Saturday, 8 a.m. to noon. Opening June 14 through October. Mid-summer, the market will also be open Wednesday, 8 a.m. to noon.
What else? This market includes six local produce vendors as well as flowers, eggs, jams, outdoor furniture and more. Local musicians, pony rides and food trucks will be a part of the market
as the season gets under way.
SNAP accepted? No
Farm to Table Farmers Market
See Farm to Table Roanoke at Greenbrier Nurseries on Facebook
Greenbrier Nurseries, 5881 Starkey Road, Roanoke County
Hours: Thursday, 2 to 7 p.m.; Saturday, 10 a.m. to 3 p.m. Open year-round.
What else? This new market pulls in vendors from across the region, selling produce, meat, eggs, bread and baked goods as well as prepared food. As summer continues watch their
Facebook page for news of possible farm animal visits, cooking demonstrations and local music.
SNAP accepted? No, but they hope to begin accepting tokens by mid-June.
Floyd Farmers Market
Sustainfloyd.org/farmers-market
Locust Ave. (across from Floyd Country Store)
Hours: Saturday, 9 a.m. to 1 p.m. Opens May 17 through October
What else? Featuring local produce, meat, herbs, flowers and music.
SNAP accepted? Yes, with matching dollars.
Grandin Village Community Market
Leapforlocalfood.org/markets/grandin-market
2080 Westover Ave. (raised terrace behind the Roanoke Natural Foods Co-op)
Hours: Saturday, 8 a.m. to noon, May through October
What else? Produce, plants, seafood, coffee, breads, meat and eggs are featured at this market. Expect local musicians this summer, but they are not scheduled yet.
SNAP accepted? Yes, with matching dollars, up to $20 per person, per market.
Lick Run Community Market
Leapforlocalfood.org/markets/lick-run-community-market
1626 10th St. N.W., Roanoke (in the Washington Park neighborhood)
Hours: Saturday, 2 to 5 p.m., May through October
What else? More like a farm stand, this market sells certified and non-certified organic veggies and fruit, herbs, and eggs mainly produced on the Lick Run Urban Farm.
SNAP accepted? Yes, with matching dollars, up to $20 per person, per market.
Radford Farmers Market
See Radford Farmers’ Market on Facebook, also Radford Chamber of Commerce on Facebook
1100 block of E. Main Street
Hours: Saturday, 8 a.m. to 1 p.m., May through October
What else? This market features a variety of vendors who carry items including handmade crafts, baked goods, homegrown produce and eggs.
SNAP accepted? Yes
Roanoke City Farmers Market
Downtownroanoke.org/city-market
Campbell Avenue and Market Street
Hours: Monday through Sunday, 8 a.m. to 4 p.m. Open year-round.
What else? Saturdays will feature a rotation of free entertainment, including cooking demonstrations, how-to workshops, street performers and more, 11 a.m. to 2:30 p.m. This market will again
sponsor a pop-up market, bringing vendors from the City Market to a new location on Thursdays in July and August.
SNAP accepted? Yes, matching dollars up to $50 per person, per day
Salem Farmers Market
market.salemva.gov
Corner of Main and Broad streets
Hours: Monday through Saturday, 7:30 a.m. to 2 p.m., April to December
What else? Chef’s Circle cooking demonstrations, where guest chefs cook in a mobile kitchen, will return this season, starting June 28 at 9:30 a.m. Free. Also check out Salem’s Alive After
Five series, with music and prepared food, on the last Friday of the month, May through August, 5 to 9 p.m. Bring your lawn chairs. Cost $5.
SNAP accepted? Yes, matching dollars up to $50 per person, per day, May through October, every Friday and Saturday.
Shawsville Farmers Market
shawsvillefarmersmarket.webs.com
267 Alleghany Spring Road (in front of the library)
Hours: Saturday, 9 a.m. to noon, May through September
What else? This market hosts two large festivals each summer. The Eastmont Tomato Festival will be Saturday, Aug. 16 and Meadowbrook Library’s Harvest Festival will be Saturday, Oct. 4.
Watch the website for more information.
SNAP accepted? No
Vinton Farmers Market
Vintonva.gov/index.aspx?NID=73
204 W. Lee Ave.
Hours: Friday and Saturday, 8 a.m. to dusk., April through October
What else? Saturdays throughout the summer feature a mix of events. Local art and food tasting: May 31, Aug. 16, Sept. 27. Hands-on children’s activities: June 14, July 12, Aug. 9. Craft
shows: June 28, July 19, Sept. 6.
SNAP accepted? Yes, on Saturdays starting in June. Matching dollars available.
West End Community Market
Leapforlocalfood.org/markets/west-end-market
1210 Patterson Ave. S.W., Roanoke (behind the new Freedom First Credit Union microbranch)
Hours: Tuesday, 3 to 6 p.m. Open year-round.
What else? West End will celebrate its new venue Thursday, May 29 from 3 to 6 p.m. The grand opening will feature free cooking demonstrations, games for kids and performances by the
Music Lab.
SNAP accepted? Yes, with matching dollars, up to $20 per person, per market.
• Print
•
Posted in Fridge magnet, Food, Home garden on Wednesday, May 14, 2014 12:15 am.
1
2014 LEAP Community Market
Vendor Information Packet and Application
About LEAP
LEAP is a 501(c)3 non-profit designed to develop and support an economically
viable, socially just, and environmentally sustainable local food system in the
greater Roanoke Valley.
Our Community Markets support local sustainable agriculture by connecting the
public with local farmers, artisans, and other producers in a vibrant and
economically viable marketplace.
Market Guiding Principles:
o Prioritize, in all decision-making, the interests of local, sustainable
agriculture.
o Provide an accessible, profitable venue for small-scale businesses that
produce and distribute their products locally.
o Present a diversity of the highest quality local vendors and handmade
products in a vibrant marketplace.
o Encourage environmentally, economically, and socially sustainable practices
in organizational and vendor operations.
o Foster member involvement in the organization.
o Create an environment for our community to gather and participate in local
culture and commerce.
Market Season/Hours/ Location
Grandin Village Community Market:
o Season: Saturday April 26th 2014 - Saturday October 25th 2014. Held every
Saturday, rain or shine.
o Hours: The market is open from 8:00 am - 12:00 noon. Vendors, if want, may
stay and sell their products until 1:00pm.
o Location: Held on the raised terrace parking lot behind and above the Valley
Bank Building (1327 Grandin Road SW Roanoke VA 24015) in Grandin
Village. The parking lot is accessed from Westover Ave.
The West End Community Market:
o Season: Operates year-round. Held every Tuesday, rain or shine.
o Hours: 3:00pm – 6:00pm
o Location: Held at the West End Center for Youth on the corner of Patterson
Avenue and 13th Street (1223 Patterson Avenue Roanoke VA 24016). Held
outside in the summer and inside in the winter.
Vendor Information
Eligible Vendors
Producers: A producer grows, raises, and/or makes all items sold. A producer
includes the family and any employees of the producer.
2
Producer Collaborative: An organization in which one or more local producers
combine resources to provide local goods (within 100-mile radius) to for sell at the
market.
Code of Conduct for all Vendors
1. All signage and product advertisements must be honest.
2. All vendors are expected to behave in a professional manner.
3. Resolve conflicts in an unobtrusive manner.
4. Notify the Market Manager immediately of any unsafe or unsanitary conditions.
5. All vendors must abide by the market rules and regulations, which are outlined
in this packet and become contractual by signing the application.
6. Immediately notify the Market Manager if you observe unethical practices or if
observe market rules being broken. Notify the Market Manager by fully
completing and submitting the market complaint form. The complaint form can
be obtained from the Market Manager or online at
www.leapforlocalfood.org/feedback-form.
Vendor Commitment
Vendors who have communicated with LEAP and confirmed their reserved space at
either community market are expected to be there as agreed upon.
Any vendor who will not be in attendance at the next market must contact the
Market Manager by no later than 5:00 pm on the Wednesday preceding the
expected absence.
Any vendor who does not notify the Market Manager by the preceding Wednesday
and does not show up to market is required to pay the $5.00 daily minimum.
If you are not able to make it to market due to an emergency situation, please notify
the Market Manager so the Manager does not waste time setting up tents and tables.
Market Requirements and Fees
1. All vendors must obtain (and have on-site at the market) either a Business License
or a Grower’s Permit:
Business License from the city of Roanoke. The fee for the license is $50.00.
Information about the Business License and the application can be found online
(click here). You can apply and pay in person at the Roanoke City Municipal
Building (215 Church Ave Roanoke, VA 24011). For more information, call the
revenue office at 540-853-2424.
Grower’s Permit from the Extension office to legally operate within the city of
Roanoke. A Grower’s Permit can be used if the vendor grows and/or raises the
products being sold. The Grower’s Permit is free and is valid for anyone growing
their own crops or raising their own livestock. Call the Extension Office to get a
Grower’s Permit (540-772-7524).
2. All products labeled “Organic” must meet all USDA Organic Standards and be part of
the USDA certified organic program.
3
3. All products labeled "Natural or Naturally Grown" must meet the Certified Naturally
Grown standards and be enrolled in the program.
4. All vendors must submit a list (part of the application at the end) of products they
plan to sell this season. If a vendor plans to sell items that are produced by someone
else, the vendor must submit the items and the name, address, and contact
information for the person producing these items. LEAP reserves the right to inspect
all vendors and their associated producers at any time. Having a good mix of
products for sale at the market is important to market’s success. Vendors may be
selected based on product offerings. Not all vendors may be able to sell all products
listed in the application.
5. 100 mile radius requirement
All items sold at the Grandin Village or West End markets must originate
from and/or be produced within a 100 mile radius from the intersection of
Grandin Rd and Memorial Ave in Roanoke City.
The intent of the markets is to provide a marketplace for local producers to
sell local, seasonal products. Preference will be given to products produced
closest to market locations.
LEAP has the right to make exceptions and allow goods to be sold from
outside of the 100 mile radius in order add direct benefit and viability to the
markets. However, vendors at the market cannot bring in goods that directly
compete with local producers.
Two examples of these possible exceptions are:
o Regional and/or sustainably raised or harvested seafood. Although the
products do not have to originate within the 100 mile radius, the vendor
must reside within this radius. One allowed per market.
o Coffee, grown elsewhere in the world, may be sold at the market.
However, the coffee must be roasted and packaged within the 100 mile
radius by a roaster who operates within this radius.
6. Vendor space assignments will be made based on the distribution and arrangement
of goods that benefits the overall success of the market. Vendor assignments and
booth layout will be determined by the Market Manager.
7. Fee structure
All vendors will be charged 10% of daily sales. The minimum payment is
$5.00 per day and the maximum is $15.00 per day.
Payments shall be made to the Market Manager at the end of each market
session. Payments can be made in the form of cash or check.
Payment process:
o At the beginning of each market, the Market Manager will give each
vendor a zip-loc bag with the vendor’s name written on the bag.
4
o At the end of the market, each vendor will put their daily fee (paid in
cash or check) and any collected SNAP-EBT and/or Gift Voucher
tokens in their zip-loc bag.
o Return the bag to the Market Manager at the end of each market.
Booth and Vendor Set-up at the Market
Vendor spaces
The markets will consist of two types of vendor spaces:
A parking space for one vehicle with a 10’ x 10’ vending space directly behind that
vehicle.
A 10’ x 10’ vending space with no adjoining parking space.
Vendors will be assigned one of these two types of spaces.
The market will provide vendors (at no extra charge) with:
Ice
One table
One pop up tent for use during market hours
Access to electricity (and extension cords)
Vendors can bring other tables and items to decorate their booth. All items must remain
inside of the allotted 10’ x 10’ space and cannot encroach on neighboring vendors.
Signage
Only products that are USDA Certified Organic can be labeled as “organic.” Only
products that are Certified Naturally Grown can be labeled as “naturally grown.”
Any product that was not produced by the seller must have an accurate and honest
sign attached that lists who produced the product, how the product was produced
and where the product was produced.
Vendor requirements
Vendors set their own prices and are responsible for accurately representing their
products.
All scales and weighing devices must have a current and valid certification sticker
signed by the Virginia Department of Weights and Measures.
Vendors must make appropriate adjustments of any customer’s claim of
unsatisfactory quality or condition.
Vendor set-up and clean-up
Vendors must be completely set up and ready to sell prior to the market’s
designated opening time of 8:00am for the GVCM or 3:00pm for the WECM.
Please call the Market Manager if you will be late due to unusual or emergency
circumstances.
Vendors are expected to have their respective spaces cleaned and vacated by 2:00
pm for the GVCM and 8:00pm for the WECM, two hours after the market closes.
Parking
5
Please park where the Market Manager requests and/or as far away from the
market as possible. In our car-oriented society, businesses are made and broken on
customer parking availability. If and when you choose to park in a prime space next
to the market, that immediately takes an option away from one of your potential
customers. In short, you’re shooting yourself in the foot.
Grandin Village Community Market: Fill up the spaces immediately behind and
below the market parking deck, “down in the hole,” then park in the large parking
lot behind the market, as far away from the market location as possible. Please do
not park on the street.
West End Community Market: Until the construction is complete, the market
manger will direct all parking efforts to maximize the use of the limited available
parking.
Lawful Compliance
Liability insurance
All vendors participating in the Community Market are responsible for their own product
liability insurance and for complying with all local, state, and federal regulations.
Sales tax
All vendors are responsible for collecting and remitting the appropriate sales tax to the
Virginia Department of Taxation. To register your business and get your sales tax
certificate: register online (click here), submit this paper form or call by phone (804-367-
8057).
Food safety
At the market:
All hot prepared foods made with any animal products must be kept at a constant
temperature of 135°F or higher.
All cold food items must be kept at a constant temperature of 41°F or lower and all
coolers must have a working thermometer in them, and be properly iced.
Vendors handling prepared and baked foods must have and use appropriate hand
washing stations with soap and free flowing water.
Ready to eat food (ex: pastries, breads, cooked foods) cannot be handled with bare
hands. Gloves, utensils, deli tissue or other barrier must be used.
VDACS related licenses and requirements:
Any vendor claiming the exemption for baked or prepared foods must have all of
their products individually packaged and labeled with the following information:
o Processing date
o Producer’s phone number
o Following statement: “NOT FOR RESALE – PROCESSED AND PREPARED
WITHOUT STATE INSPECTION”
All prepared foods made under inspection (have a food license to produce) must be
individually packaged with labels denoting the following info:
o Name of the product
6
o Name and address of the manufacturer, packer, or distributor
o An ingredients statement, including sub-ingredients, in descending order
o A net-weight statement (in both metric and U.S. customary system)
For a comprehensive list of regulations, visit the following websites or contact the local
VDACS office (540-562-3641).
VDACS: http://www.vdacs.virginia.gov/regulatory/index.shtml
VA Food Laws: http://www.vdacs.virginia.gov/fdsafety/pdf/foodlaws.pdf
VA Food Establishment Regulations:
http://www.vdacs.virginia.gov/fdsafety/pdf/retailfoodregs.pdf
Market Products
Produce
Produce includes vegetables, annual fruits, herbs, sprouts, mushrooms, and any
other food items grown by the vendor or the members of the vendor’s collaborative.
All produce must be grown within the 100 mile market radius.
Cut flowers and plants
This includes bedding plants, bouquets, seedlings, trees, and bulbs.
All cut flowers and plants must be grown within the 100 mile market radius.
Baked goods and other prepared foods
Baked goods and other prepared food include bread, cakes, cookies, jellies and jams,
sauces, candy, and beverages.
All items must be certified by VDACS or by the Virginia Department of Health. If the
prepared foods fall within the exemption of certification, the products must be
properly labeled to explain that the products are not f inspected (see section on food
safety above).
Animal products
This includes meat, cheese, honey, and eggs.
Vendors of these products must obtain all certifications and inspections required by
federal, state, or local laws and regulations.
Meat vendors are required to raise their product on a farm within the 100 mile
market radius.
All cheeses must be made within the 100 mile market radius.
Crafts
Art and craft vendors and items will be reviewed and selected on an individual
basis.
All art and craft items must be produced within the 100 mile market radius.
Sanitation and Safety
All public litter containers in the market area are for reasonable use by vendors and
customers. Excessive or improper use by the vendors is not permitted.
7
The use of tobacco, alcohol or illegal substances are not permitted at the market
location. If you need to smoke, please do so at least 100 feet from the market. The
one exception to this rule will be the allowance of wine or beer tastings provided by
local wineries or breweries.
Firearms are not allowed within the market location.
Any unsafe or unsanitary conditions should be brought to the immediate attention
of the Market Manager.
Behavior by vendors judged to be disruptive or detrimental to the peaceful
operation of the market will not be allowed. The Market Manager reserves the right
to ask a vendor to leave at any time.
SNAP and Market Money Programs
SNAP-EBT Program
LEAP accepts SNAP-EBT (formerly known as food stamps) benefits as payment at all
of our community markets.
We collect payment from SNAP-EBT recipients and provide them with “market
money” (wooden nickels) to use as payment for products at the market.
Wooden nickels for SNAP-EBT benefits say “For eligible items only, no change
given,” and have a $1 value posted on them. As denoted, no change can be given, so
please round up or down if a non-whole dollar amount is charged.
NO SALES TAX IS TO BE COLLECTED ON SNAP-EBT SALES.
Items NOT eligible for SNAP-EBT purchase:
o Non-food items such as pet food and cut flowers
o Soaps, crafts, art, and paper products
o Hot or ready to eat foods
Gift Vouchers
LEAP sells gift cards to our community markets. Offering gift cards is a great way to
promote your business, and we do it for you.
If someone wants to buy a gift card, they can purchase a gift card by contacting
Maureen Best.
Gift certificate process: the recipient will receive “market money” from the Market
Manager -- wooden nickels that are similar to the SNAP-EBT nickels. The recipient
can use the gift certificate nickels to purchase any item at the market.
The gift certificate nickels come in denominations of $5 each, are eligible for ALL
items at the markets, and change can be given.
Reimbursement for Market Money
LEAP will distribute a check to each vendor, via the vendor’s zip-loc bag, at the first
market of each month as payment for the total SNAP-EBT and gift certificate tokens
collected during the previous month.
PLEASE NOTE: Several other regional markets have programs that use similar-
looking wooden nickels. Look carefully at all wooden nickels offered as payment
and make sure that the nickels have the LEAP name. Vendors will not be reimbursed
for non-LEAP wooden nickels.
8
Market Management
The markets are co-managed by Maureen Best, LEAP’s Executive Director, and Tee
Reynolds, the Market Manager. Tee Reynolds is responsible for the daily operations
of the community markets.
Please contact Maureen Best with questions, suggestions, or complaints.
Disputes
Occasionally there will be disputes between vendors.
All complaints must be presented in writing to the Market Manager and LEAP
Executive Director, who will employ all possible means to resolve these disputes in
a timely manner and will in all cases make the final decision.
To make a complaint, comment, suggestion, dispute please complete the feedback
form on LEAP’s website (www.leapforlocalfood.org/feedback-form) or complete
and submit a paper version (available from Market Manager).
Market Manager:
Tee Reynolds
540.355.5404
LEAP Executive Director:
Maureen McNamara Best
maureen@leapforlocalfood.org
540.339.6266
LEAP Community Market Application Procedure:
1. Vendor application due: February 28, 2014
2. Read through Vendor Information Packet
3. Complete and sign application
4. Mail to LEAP Executive Director; PO Box 3249 Roanoke VA 24015 or e-mail to
info@leapforlocalfood.org. (If e-mail, please follow with mailed signed hard-copy of
application.)
5. Applications will be reviewed by committee and the selection will be communicated
to applicants within two weeks.
9
LEAP Community Market Vendor Application
2014
All vendors must complete the following application and sign this agreement prior to
vending at LEAP community markets.
Business / Farm Name
Applicants Name
Mailing Address:
City State Zip Code
Phone (Home) Phone (Cell)
Email Address Website
Name of person/s managing your booth at market
Applying to be a vendor at:
_____ 2014 Grandin Village Market
_____ 2014 Grandin Village Market flex booth (two times per month)
_____ 2014 West End Market
_____ 2014 West End Market flex booth (two times per month)
Anticipated start date (Grandin Market opens April 26): ________________________
Anticipated end date (Grandin Market ends October 26): _______________________
Products you plan to sell at the Market. Be specific. (Use additional sheet if necessary)
** If a vendor plans to sell items that are produced by someone else, the vendor must submit the
10
items and the name, address, and contact information for the person producing these items.
Have you sold products at a farmers market before? ___ Yes ___ No
Will all products sold originate at your farm or facility? ___Yes ___ No
Will you be selling organically or naturally grown certified products? ___ Yes ___ No
Copy of appropriate certifications (if applicable) ____ Attached ____ N/A
Copy of last VDACS kitchen inspection (if applicable) ____ Attached ____ N/A
Please submit a copy of Growers Permit or Business License by the Market opening date.
By signing this agreement, the undersigned hereby agrees that they have FULLY READ AND
UNDERSTAND the information presented in the LEAP Producer Information Packet as well
as any related local, state, or federal regulations. The undersigned also agrees that while
vending at LEAP community markets they are in compliance and will remain in compliance
with the rules and regulations set forth in this information packet and all those governing
their respective business. Failure to follow these guidelines can result in the vendor being
removed from the markets by the Market Manager or LEAP’s Executive Director.
Signature_______________________________________________________ Date________________________
Market Handbook
Historic Roanoke City Market 213 Market Street
Roanoke, Virginia 24011
540.342.2028
Revised (Effective July 1, 2010)
2
Table of Contents
Market Handbook - Historic Roanoke City Market
Revised (Effective July 1, 2010)
I Definitions
II Items that may be sold on the Market
III Hours of Operation
IV Requirements for Vendors V License and Permit Agreements
VI Parking
VII Fees VIII Health, Sanitation, and Safety
IX Structural
X General Information
Appendix A – Standards of Quality for Artisans
Appendix B – Fees
Appendix C – Vendor Space Layout
City of Roanoke Code Sections
I Public Markets
3
MARKET HANDBOOK (REVISED)
FOR THE
HISTORIC
ROANOKE CITY MARKET
“Where it all comes together”
The Historic Roanoke City Market, also called the Farmer’s Market, is the oldest continuously
operating City Market in the Commonwealth of Virginia. For over 125 years, Roanoke Valley
farmers have been bringing fresh fruits, vegetables, and flowers to the Market. In recent years,
the farmers have been joined by artisans offering handcrafted items, unique jewelry, and other art
objects.
The Market has been recognized nationally as a “Great American Public Place” by the Lyndhurst
Foundation along with other winners such as the Vietnam Memorial in Washington and Central
Park in New York City. Locally, the Market has received a number of “Best of Roanoke” awards
by the Roanoker magazine, based upon votes of its readership.
The mission of the Market is to provide Roanoke and the surrounding area with locally grown
foods in a direct farm-to-consumer venue and to increase awareness and support of regional
agriculture. The predominant emphasis is on farm products of the area, but the Market will also
host a variety of artisans and food vendors to further enhance the City’s diverse and dynamic
community.
4
MARKET HANDBOOK (REVISED)
Rules and Regulations for the operation and use of market spaces.
Effective July 1, 2010
To the extent reasonably possible, the overall goal for the use of the spaces on the Market is to
achieve at least 75% Farmers and Food Vendors and 25% for Artisans. However, such
percentages will vary day to day depending on circumstances. In order to maintain the history
and vision of the Historic Roanoke City Market, priority shall be given, in this order, to the
following Vendors:
1. FARMERS.
2. FOOD VENDORS.
3. ARTISANS.
I. DEFINITIONS
A. ARTISAN: Anyone who offers arts, crafts, or jewelry for sale on the Market or
who performs an artistic service on the Market.
B. ARTISAN ADVISORY COMMITTEE: The committee appointed by the City or
its agents and charged with the responsibility of assisting the Market Manager in
review of Artisan applications and making appropriate recommendations to the
Market Manager.
C. FARMER: Anyone who offers produce, including, but not limited to, fruits,
vegetables, and cut greenery, live plants, herbs, flowers, meat, poultry, eggs, and
dairy products, for sale on the Market.
D. FOOD VENDOR: Any Vendor selling packaged, prepared, baked or canned
goods.
E. HOME GROWN: Produce actually grown by the Farmer.
F. LOCALLY GROWN: Produce that is grown within a 100-mile radius of the
Roanoke City Market may be labeled as “locally grown” and sold on the Market.
G. MARKET: The body of land owned by, or under the control of, the City of
Roanoke and generally described as lying south of Salem Avenue, west of
Williamson Road, north of Church Avenue, and east of Jefferson Street.
H. MARKET CLERK AND MARKET MANAGER: The person(s) designated by
the City or its management contractor to supervise the daily operation (Market
Clerk) and the designated person to supervise the long-term management of the
Historic Roanoke City Market (Market Manager). The Market Clerk and the
Market Manager can be the same person or separate persons.
5
I. MARKET HANDBOOK: The body of rules and regulations authorized pursuant
to City of Roanoke Code Section 24-77 for the operation and use of market
spaces.
J. MARKET RULES COMMITTEE: The committee appointed by the City or its
agent, which will include Vendors and non-Vendors, and charged with the
responsibility for suggesting modifications to these Rules and Regulations as
may, from time to time, be required for the operation and use of the market
spaces. The Committee may be consulted by the Market Manager for advice and
recommendations on any matter concerning the Market. The Committee also
serves as a hearing committee as set forth in this Handbook.
K. PERMIT OR LICENSE: A permit or license is a contract between the City or its
agent and a person or entity granting such person or entity the right to use and
occupy the market space described in the contract upon the terms and conditions
set forth in the contract. The license or permit will be one of three types.
1. PRIMARY PERMIT: A Primary permit is a license or permit issued to a
person or entity granting to such person or entity the right to use and
occupy the market space identified in the contract whenever the Market is
open and upon the terms and conditions set forth in such license and
permit. A Primary permit may be issued for six months or for one year.
2. SHARED PERMIT: A Shared permit is a license or permit issued to a
person or entity granting such person or entity the right to use and occupy
the market space identified in the contract when the space is not occupied
by the Primary permit holder and in accordance with the terms and
conditions set forth in such license or permit. The Shared permit shall be
approved by the Market Manager. The Shared permit shall be issued for
the same length of time as may be remaining for the Primary permit for
such space.
3. DAILY PERMIT: A Daily permit is a license or permit issued to a
person or entity granting such person or entity the right to use and
occupy a designated market space for the day for which it is issued.
L. SENIORITY: Seniority will be determined based on the length of time a Vendor,
and Vendor’s related predecessor, if any, has been a continuous permit holder on
the Market without an absence of over 6 months, unless such time has been
extended in writing by the Market Manager.
M. SPREADING: Allowing a Vendor to use adjacent Market space(s) to the space
then being used by the Vendor.
N. VENDOR: Any person or entity in lawful possession of a license or permit to
offer items for sale or to perform services on the Market, whether on a daily basis
or for some other period of time.
6
II. ITEMS THAT MAY BE SOLD ON THE MARKET
A. PRODUCE:
1. When the Market is open, Farmers may offer fruits, vegetables, live
plants, flowers, herbs, meat, poultry, eggs, dairy products, and other such
produce for sale subject to the provisions set forth herein.
2. When a particular vegetable, herb, fruit, or other such produce is actually
being locally grown and available, a Farmer may offer for sale on the
Market only such grown produce.
3. A Farmer may purchase only fruits, vegetables, live plants, flowers,
herbs, meat, poultry, eggs, and dairy for resale on the Market. However,
during the growing season, a Farmer who sells such items shall ensure
that such items have been predominantly, as determined by the Market
Manager, home grown with the remainder to be locally grown.
Depending on extenuating circumstances, a Farmer may request a waiver
of this requirement from the Market Manager, who has authority to grant
such waiver. The Market Manager and/or Market Clerk, with Rules
Committee members and/or Virginia Tech Extension Agent(s), may
periodically visit Vendor farms to verify maintenance of this standard.
4. All produce shall be labeled identifying its name, price, and source, with
such labeling being subject to approval by the Market Manager.
B. PREPARED FOOD: When the Market is open, Food Vendors may offer for sale
homemade baked goods, honey, jams, jellies, highly acidic canned goods (with
an inspection report from the Virginia Department of Agriculture) and other
prepared foods as may be determined to be acceptable by the Market Manager.
Items must be actually prepared by the Vendor offering the item for sale or under
the Vendor’s direct supervision and must support the mission of the Market.
Only those applicants approved by the Market Manager may sell approved items
on the Market. All prepared food items need to be labeled with an identifying
name, price, ingredients, weight, and any other information that may be required
by any applicable local, state, or federal rules, regulations, or laws, with such
labeling being subject to approval by the Market Manager.
C. ARTS and CRAFTS: Before an Artisan Vendor is permitted to sell any item on
the Market, as set forth in Appendix A of the Handbook, such Vendor must
submit to the following process of review.
1. All applications shall be submitted to the Market Manager for review.
A representative example or photo of the item(s) to be sold at the
Market must accompany the application. Additional application
materials may be required at the discretion of the Market Manager.
7
2. Only those applicants approved by the Market Manager may sell
approved items on the Market. The Market Manager may consult with
the Artisan Advisory Committee prior to approval.
3. If a product is not approved, the reason shall be given in writing from
the Market Manager. Applicants may appeal in writing for review to
the Market Rules Committee. Should the aggrieved applicant wish to
appeal the Committee decision, such applicant shall follow the appeals
process as outlined in Section V (G).
4. The Market Manager may elect to utilize a third party jury system, or
the Artisan Advisory Committee alone in order to establish what items
may be offered for sale on the Market. Such jury system will be
established with careful guidance of the Artisan Advisory Committee
and in keeping with the standards outlined in Appendix A. Final
approval of all items for sale is reserved for the Market Manager.
5. As provided in the Code of the City of Roanoke, an approved Vendor
must file an affidavit with the Market Manager that the items for sale
have been created by the Vendor.
6. All arts and craft items shall be labeled with an identifying price and
source, and any other information that may be required by any applicable
local, state, or federal rules, regulations, or laws, with such labeling being
subject to approval by the Market Manager.
7. If a written complaint is filed with the Market Manager alleging a Vendor
is offering substandard crafts, or crafts not made by the Vendor, a hearing
will be scheduled before the Market Rules Committee and the Vendor
will be given an opportunity to respond in full to the complaint.
Following the hearing, a recommendation will be made to the Market
Manager for appropriate action.
D. No live animals are allowed to be offered for sale or sold on the Market under
the provisions of these Rules and Regulations.
E. The Market Manager shall have the authority to approve or to disapprove any
item offered for sale on the Market under this section.
III. HOURS OF OPERATION
A. Weather permitting; the Historic Roanoke City Market will normally be open
Monday through Saturday from 8:00 A.M. until 4:30 P.M., and on Sundays from
10:00 A.M. until 3:30 P.M., from January 2 through December 31. Vendors shall
have 30 minutes following the closure of the Market to vacate their stalls and
parking spaces in order to allow for other uses of the space by 5:00 P.M. Monday
through Saturday and by 4:00 P.M. on Sunday. The Market shall be closed on
8
December 25 and January 1 of each year. The Market Manager, with the consent
of the City Manager, may curtail and/or modify such days and/or hours of
operation for special events or for other reasons such as lack of activity during
inclement weather.
B. The Market may be opened at such other times as the Market Manager shall, from
time to time, designate.
C. Vendors who have applied for and received a permit to sell on the Market shall
make every effort to be open and ready to sell when the Market opens, and to
remain open until the Market closes or until the Vendor has sold out of items
being offered for sale. It is recognized that weather, travel-time, or other
circumstances may make it impractical or impossible for the Vendor to comply
with this requirement on occasion.
D. Should a later opening time be required for a Vendor, the Vendor shall notify the
Market Manager or Market Clerk by phone at Downtown Roanoke, Inc. (540-
342-2028) as far in advance of opening as is possible. Failure by Vendor to be
open to sell by 8:00 A.M. or to notify the Market Manager of the need for a later
opening time may result in the release of Vendor’s space to another entity for that
day.
IV. REQUIREMENTS FOR VENDORS
A. Every Vendor on the Roanoke City Market must comply with applicable federal,
state, and local laws, ordinances, and regulations.
B. Collection and filing of any applicable taxes and payment to the appropriate
taxing authority is the sole responsibility of the Vendor.
C. Farmers must secure a Grower’s Permit from the Virginia Cooperative Extension
Service and have the same properly notarized, whether selling on a daily,
monthly, or annual basis. A copy of the Grower’s Permit will be attached to, and
made a part of the Farmer’s permit to sell on the Market. Farmers must also
obtain a temporary sales tax ID number before being issued a permit, if required
by law.
D. All prospective Artisan Vendors wishing to sell items referred to in Appendix A
must submit to the review process as outlined in Section II (C) above.
E. Vendors selling prepared foods must secure a Registration for Tax Collection
Form from the Office of Billings and Collections of the City of Roanoke (540-
853-2880). Vendors are responsible for collecting and paying applicable City of
Roanoke and Commonwealth of Virginia Prepared Food and Beverage taxes, and
any other applicable fees and/or taxes. A copy of relevant forms will be provided
by the Vendor to the Market Manager and will be attached to and made a part of
the permit to sell.
9
F. All scales for weighing items sold on the Market must display a current, valid
certification sticker signed by an Inspector from the Virginia Department of
Weights and Measures.
G. Vendors are responsible for contacting the offices of the Commissioner of
Revenue (540-853-2521), the Virginia Department of Taxation (540-562-3510),
and the Billings and Collection Department of the City of Roanoke (540 -853-
2880) to ensure that they are operating within the law. Failure to do so could
result in civil or criminal penalties.
V. LICENSE AND PERMIT AGREEMENTS
A. Spaces are assigned upon the execution of a contract, also referred to as a license
or permit, whether daily or for another period of time. Only those persons to
whom a license or permit is given may use the assigned space. Transferring by
any instrument or allowing the assigned space to be used by any other person,
including a family member, in the absence of the person to whom the permit is
issued, without the Market Manager’s written permission, may be grounds for
immediate termination of the license or permit.
B. No Vendor shall be allowed to sell from any space in the Market, either
permanent spaces or temporary Market spaces, without having first obtained a
license or permit.
C. VENDOR PLACEMENT
1. The Market Manager, Market Clerk, or their designee, will be on the
Market no later than 8:00 A.M., Monday through Saturday, and 9:00
A.M. on Sunday, at a designated space each day the Market is open and
shall maintain a list of Vendors wishing to secure space for the day
ranked by Seniority and Vendor category. Except as set forth herein, no
space on the Market may be reserved, claimed, or occupied prior to 8:00
A.M. by anyone other than the person having a license or permit to do so.
Vendors must leave verbal notice with Downtown Roanoke, Inc., by
calling 540-342-2028, Ext. 15, one day prior to their sell day on the
market if such Vendor will not occupy its licensed or permitted space(s).
2. If a Vendor has a license or permit, either Primary or Shared, for a specific
space(s), then that Vendor must occupy such space(s) by 8:00 A.M.
Monday through Saturday, and by 9:00 A.M. Sunday. If a Vendor has not
occupied his/her space by the above time, such space is forfeited and may
be assigned to another Vendor for that day. Shared contract holders in
need of placement will be placed according to Seniority. Daily Vendors
will then be placed on a “first come, first served” basis, except as set forth
below.
10
3. Space allowing, the Market Manager may allow Vendors to relocate to
unoccupied spaces based on Seniority and Vendor category (as set forth
on page 2) after all Vendors have been placed.
4. To preserve their priority placement in the Market, Farmers with an
existing license or permit may be selected first regardless of Seniority of
other Vendors. After placement of other than daily Vendors as set forth in
the prior sentence, daily Farmers may be placed ahead of other daily
Vendors.
5. After all Vendors have been placed and at the discretion of the Market
Manager or Market Clerk, Vendors may spread to an approved adjacent
space(s) for a spreading fee of $5.00 per space for that day. Farmers will
have the option to spread first. Space permitting, Artisan’s may spread to a
maximum of one additional space and Farmers/Food Vendors may spread
to a maximum of two additional spaces.
D. Matters of safety or sanitation may require the Market Manager and/or the Market
Clerk to temporarily assign a Vendor a space different from that previously
assigned to the Vendor.
E. The City and its agent reserve the right to refuse to offer or renew a license or
permit to any Vendor, or to relocate or revoke any license or permit without cause
for a Market space previously issued, when it is considered to be in the best
interests of the Market. The City and its agent further reserve the right to revoke
at any time or not renew any license or permit without cause. If the Vendor’s
License is revoked, or not renewed, the Vendor is entitled to receive a written
notice of such action at least 30 days prior to the effective date of such action
unless such termination or non-renewal is for cause or for an emergency. The
following shall be grounds for immediate cancellation of any license or permit,
for cause, without prior notification: (a) failure to meet the terms of the
agreement; (b) failure to pay fees within 10 days of the due date; or (c) failure to
comply with Section 24-71 of the City of Roanoke Code.
F. Vendor relocation shall be at the discretion of the Market Manager and shall be
based on reasons regarding feasible and practical distribution of Vendors and/or
products.
G. Any Vendor aggrieved by the Market Manager’s decision may appeal in writing
for review to the Market Rules Committee. Should the aggrieved Vendor wish to
appeal the Committee decision, such Vendor shall then appeal in writing to the
President and CEO or officer of the City’s agent managing the Market, currently
Downtown Roanoke, Inc. Should the aggrieved Vendor wish to appeal that
decision, such Vendor shall then appeal in writing to the Executive Committee or
its equivalent of the City’s agent managing the Market, currently the Executive
Committee of Downtown Roanoke, Inc. The Market Rules Committee, the
President and CEO, and the Executive Committee may uphold, modify or vacate
the decision being appealed. The decision of the Executive Committee shall be
11
final. All such appeals must be received by the entity hearing the appeal within 14
calendar days after the Vendor receives notice of the decision or matter being
appealed.
H. Vendors shall be responsible for the actions of employees, agents, or other
persons working for, or with, the Vendor.
I. There are three types of licenses or permits, as defined in Section I (K) above,
issued for Market spaces, a daily license or permit, a primary license or permit,
and a shared license or permit. The permits issued shall be valid only for the time
period specified therein.
1. A Shared license or permit may be issued to two or more Vendors for the
same Market space, provided that each Vendor enters into a contract with
the City or its agent specifically establishing the days of the week and
months that each shall occupy the space.
2. To assure continued diversity in the products offered for sale on the
Market and to encourage the participation of new Vendors in the future,
no produce Vendor shall be allowed to obtain or hold licenses or permits
for more than two Market spaces, and no crafts Vendor or prepared food
Vendor shall be allowed to obtain or hold a license or permit for more
than one Market space; provided, however, produce Vendors holding
Primary Permits for more than two Market spaces and crafts and prepared
food Vendors holding Primary Permits for more than one Market space
on July 1, 2005, shall not be affected by this limitation as long as they
maintain those permits.
3. A Vendor holding a Shared Permit shall not have the first option to
succeed the holder of the Primary Permit upon its termination if such
Primary permit holder does not renew such space(s). Vacated primary
spaces shall be filled according to Seniority, attendance and successful
maintenance of the City mandated Farmer and Food Vendor to Artisan
ratio.
J. Licenses and permits are entity-or-person-specific. If a family is applying for a
permit, all members of the family who expect to sell on the Market must sign the
agreement. If the permit is being obtained by a business, an officer or a general
partner must sign the permit.
K. Vendors who have received a Primary license or permit or a Shared license or
permit will be required to be present to sell for a minimum of 70% of the
duration of their contract term, subject to the following conditions:
1. The 70% attendance requirement will be applied only during the months
of April through December and only on Wednesday through Saturday.
12
2. Vendors with contracts stating the specific days and months of attendance
will be required to attend at least 70% of those specified days and months.
3. The Market Manager may waive a specific portion of the attendance
requirements when a Vendor has experienced an emergency or an
extenuating circumstance. Such waivers must be documented in writing
and signed by the Market Manager.
4. Failure to comply with the aforementioned attendance requirements may
result in termination or non-renewal of the license or permit.
VI. PARKING
A. A Vendor having a Primary or Shared Permit for one (1) Market space may use
the parking space located behind such space for either parking a vehicle or for
displaying additional product for use by the Vendor only.
B. A Vendor having Primary or Shared Permits for two (2) adjacent Market spaces
may use one of the spaces located behind either such market space for either
parking a vehicle or for displaying additional product for use by the Vendor only.
The remaining space is to remain vacant and unobstructed so that it may be used
by the public, subject to any parking restrictions or signs applicable to such space,
unless otherwise designated for Vendor use in accordance with Section VI (E)
below.
C. A Vendor having Primary or Shared Permits for three (3) adjacent Market spaces
may use two of such spaces located behind the Vendor’s licensed or permitted
Market spaces for either parking one or two vehicles or for displaying additional
product or a combination thereof for use by the Vendor only. The remaining space
is to remain vacant and unobstructed so that it may be used by the public, subject
to any parking restrictions or signs applicable to such space, unless otherwise
designated for Vendor use in accordance with Section VI (E) below.
D. A Vendor having a Daily Permit is subject to the same conditions for using
parking spaces as a Primary and Shared permit holder.
E. A Vendor may request the Market Manager for permission to exceed the
restrictions on parking contained herein only for special occasions. The request
must be made in writing and it must state the reason for the request and the date
during which an additional parking space is needed.
F. The Market Manager may designate such parking spaces as may be required for
use by the public as loading zones.
G. Employees of the Vendor are not allowed to use the parking space. For purposes
of this Section VI, a parking space is defined as the marked space on the road
surface directly behind a licensed or permitted market space.
13
H. Every Vendor occupying or using a parking space must have and display a
parking permit on the dashboard or other prominent place within the ca b of the
vehicle in such parking space or, if the parking space is used for display purposes,
have the parking permit available for inspection. All parking permits are to be
signed by the Market Manager authorizing use of such space(s).
VII. FEES
Fees to be paid for spaces are in Appendix (B) attached hereto. Such fees are payable in
full by the designated due date. A 10 day grace period will be strictly enforced. Such
fees may be mailed to Downtown Roanoke Inc., 213 Market Street, Roanoke, Virginia
24011, or such other address as the City may direct. Any fee changes must be approved
by the DRI Board of Directors and City Council.
VIII. HEALTH, SANITATION, AND SAFETY
A. The City of Roanoke will provide and empty all public litter containers in the
Market.
B. Vendors are responsible for the collection and proper disposal of all refuse,
grease, and trash generated from their spaces.
C. Vendors are responsible to see that their areas are left clean and orderly when they
leave the Market for the day and must assure that the awnings are rolled up.
Failure to comply with this section will result in a $25.00 minimum charge or the
actual cost of any cleanup, whichever amount is greater, to be collected by the
Market Manager and/or Market Clerk. A second failure to comply with this
section or the failure to pay the fee or cost may result in a termination of the
license or permit to use the space. All monies collected under this section shall be
deposited in the Market promotional fund, except for any actual cost of cleanup,
which shall go to pay such costs.
D. Downtown Roanoke, Inc. and the City of Roanoke are not responsible for damage
to or loss of any personal or other items in any of the spaces.
E. Children under 14 years of age brought to the Market by Vendors must be kept
within the Vendor’s Market space and be under the supervision of a designated
adult.
F. The Market Manager and/or Market Clerk will visit all new vendors’ production
sites; first visits will be announced and arranged with the vendor at least one week
in advance. Additional visits prompted by the need to verify status may be
impromptu and unannounced. Failure to comply and/or cooperate will result in
termination of the Permit or License.
G. Vendors and their representatives agree to protect and hold Downtown Roanoke,
Inc. and the City of Roanoke, their employees, agents, and representatives
harmless and to indemnify such entities from any and all claims, demands, suits,
14
actions, judgments, and recoveries, for or on account of any damage, theft, or
injury (including death) to property or person occurring as a result of Vendor’s
use of Market space for which Vendor holds a license or permit, including loss or
injury resulting to Vendor from any cause whatsoever, including but not limited
to electrical or equipment failure.
IX. STRUCTURAL
A. Vendors must provide their own equipment and any additional materials for
display of items. Vendors may not use nails or other set up materials which
permanently damage the space.
B. No signs or advertisements may be attached to buildings or tables by staples,
screws, nails, etc. Any sign that a Vendor wishes to use in his or her Market space
must be approved by the Market Manager. Market Manager has the sole
discretion to disapprove any sign or signage considered by the Market Manager to
be inappropriate.
C. No signs of an advertising nature and designed to attract attention for support of
commercial activities which promote a product, commodity, service, or
entertainment which is not available for sale at such Market space are allowed on
the Market without the approval of the Market Manager. No other signs shall be
allowed on the Market unless allowed by the Market Manager or by law. The
Market Area is designated as an H-1 District and any permanent or semi-
permanent signage must be approved by the Roanoke Architectural Review
Board.
D. Any needed repairs, hazardous conditions, or problems rendering the Market
space unusable for the purpose for which it was designed shall be immediately
reported in writing to the Market Manager or Downtown Roanoke, Inc. (at 540-
342-2028).
X. GENERAL INFORMATION
A. The Historic Roanoke City Market promotes a family atmosphere. Vendors,
including Vendor’s employees and agents, shall conduct themselves at all times
in a courteous and professional manner and comply with the provisions of this
Handbook. Proper dress is required of all Vendors and their employees and
agents. Rude, abusive, or other disruptive or offensive conduct is not permitted.
Profanity or otherwise offensive language, including gestures, is strictly
prohibited. Furthermore, each Vendor hereby agrees not to, and shall not
verbally or physically abuse or publicly harass, or give the appearance of doing
so, any staff person of the City’s Management Company, including the Market
Manager and Market Clerk, or a member of the public. If a Vendor or a
Vendor’s employees or agents, in the opinion of the Market Manager or Market
Clerk, violates this provision, the Market Manager or Market Clerk may
immediately suspend the Vendor’s permit or license for the use of the Market
space(s) for the rest of the day and direct the Vendor to leave such Market
15
space(s). Furthermore, such Vendor will also receive either a verbal or written
warning, depending on the severity of the violation. A written warning will
have the same effect as a second violation under Section X (E) below. Each
Vendor hereby agrees to, and shall follow the directions of the Market Manager
and/or Market Clerk. If such Vendor disagrees with those directions, the
Vendor may proceed with the appeals process as outlined in Section V (G) of
this Handbook.
B. Drinking alcohol, being under the influence of alcohol, or the use of illegal
substances is strictly prohibited while occupying or using a Market space(s). If
a Vendor or a Vendor’s employees or agents, in the opinion of the Market
Manager or Market Clerk, violates this provision, the Market Manager or
Market Clerk may immediately suspend the Vendor’s permit or license for the
use of the Market space(s) for the rest of the day and direct the Vendor to leave
such Market space(s). Furthermore, such Vendor will also receive either a
verbal or written warning, depending on the severity of the violation. A written
warning will have the same effect as a second violation under Section X (E)
below. Each Vendor hereby agrees to, and shall follow the directions of the
Market Manager and/or Market Clerk. If such Vendor disagrees with those
directions, the Vendor may proceed with the appeals process as outlined in
Section V (G) of this Handbook.
C. Each Vendor, by requesting or receiving a permit or license for the use of a
Market space(s), hereby agrees that such Vendor, including Vendor’s employees
and agents, shall submit any complaints, grievances, or problems only to the
Market Manager and/or Market Clerk in writing or electronically setting forth the
details of the specific matter and that no such complaints, grievances, or problems
will be made verbally to the Market Manager or Market Clerk. If the Vendor
does not agree with the decision of the Market Manager and/or Market Clerk in
response to such matters, or does not receive a timely response, the Vendor may
proceed with the appeals process as outlined in Section V (G) of this Handbook.
D. No person shall make a public outcry, engage in “hawking,” play any musical
instrument (except for Vendors who are demonstrating a musical item that they
have crafted), or give other entertainment while selling on the Market, whether
for personal pleasure or for public enjoyment.
E. Except as otherwise provided in this Handbook, Vendors who violate any of the
regulations contained in this Market Handbook will be given a verbal warning. A
second violation for the same, or for a different violation, will result in a written
warning. A third violation will result in the termination of the license or permit
without refund of any monies paid therefore.
F. Any unresolved disputes with the Market Manager are to be resolved according
to the appeals process as outlined in Section V (G) of this Handbook.
G If you need further information or have any questions, you may contact the
Market Manager at 540-342-2028. The Historic Roanoke City Market is owned
16
and maintained by the City of Roanoke. The City of Roanoke has entered into a
contract with Downtown Roanoke, Inc. (DRI) to manage the Historic Roanoke
City Market. The daily operation of the Market is supervised by DRI through a
Market Clerk and Market Manager. Please advise the Market Manager or Market
Clerk, DRI, or members of the Market Rules Committee of any suggestions you
might have regarding the Historic Roanoke City Market. For any additional
information, suggestions, comments, or questions, please call or write: Market
Manager, Downtown Roanoke, Inc., 213 Market Street, Roanoke, Virginia 24011,
Phone 540-342-2028, Fax 540-344-1452.
By the authority granted to me by City of Roanoke Code Section 24-77, I hereby approve
and adopt these Rules and Regulations (July 1, 2010, Revision) for the operation and use
of market spaces on the Historic Roanoke City Market, which shall be effective July 1,
2010. As of the effective date, this Market Handbook, as revised, replaces the prior
Market Handbook.
This _____ day of _____________, 2010.
_____________________________
Christopher P. Morrill
City Manager
City of Roanoke
17
APPENDIX A
Standards of Quality for Artisans
The Artisan Advisory Committee assists the Market Manager in the process of review of
Artisans for the Historic Roanoke City Market, as outlined in Section II (C) of the Market
Handbook. The following are general guidelines to be followed when considering submission
and/or approval of any craft for review.
An Artisan’s craftsmanship should be reflective of the Artisan’s considerable skill, time,
and effort to produce a high quality, finished product. Each item should be original and unique,
but may be assembled from patterns created by the Artisan. Assembly of a copyrighted item is
not allowed unless the Artisan is the holder of the copyright. Assembly from kits is not
acceptable nor is it acceptable to add to or improve pre-manufactured items.
The design of the item should reflect shape, form, color, and texture. The materials
should be of high quality, at least 80% of which should be from natural or collected materials. Of
the total value of the item, at least 75% must be attributable to the Artisan’s handiwork.
Additionally, products must, in the opinion of the Market Manager, exhibit legitimate
craftsmanship and support the mission of the Market to enhance the community.
Items to be sold on the market by an Artisan may not include kits, cut bottles, unfinished
work, bread dough sculptures, tie-dyed or screen printed garments, tee-shirts, ball caps, plastic
items, acrylic items, or silk or artificial flowers.
In addition to the foregoing, the following standards shall be observed by the Artisan:
Jewelry: All jewelry offered for sale must be hand made by the Artisan. Jewelry must be
assembled from quality components as determined by the Artisan Advisory Committee, but the
final decision shall be reserved for the Market Manager. Assembly from kits or pre-strung beads
or other factory work is not acceptable. Gold or silver chains will be allowed only as a minor part
of the total work (i.e., a support of a piece that the Artisan has created and made.)
Pottery: All pottery shall be hand-built or wheel –thrown by the Artisan, kiln-fired or
other heat process by the Artisan, and finished by the Artisan.
Wooden items: All wooden items shall be designed and/or interpreted b y the Artisan. The
Artisan shall craft all items, finish all items (including sanding, oiling, varnishing, or other
finishing process), and assemble all such items.
Clothing and Accessories: An Artisan may offer clothing or accessories for sale on the
market, but such clothing or accessories must be designed, or interpreted by, and sewn, knitted,
or woven by the Artisan personally. Clothing and accessories, including items woven and
knitted, made from commercially available patterns is acceptable only if t he item is reflective of
the Artisan’s considerable time, skill, and effort. Pre-made fabric may be hand-dyed or decorated
by the Artisan, as in Batik or painting, but tie-dyed and screen-printed items are not acceptable.
18
Photography: An Artisan may offer original and reproduced photographs for sale on the
Market. All such photographs and reproductions shall have been created by the Artisan. While it
is desirable that the Artisan signs all photographs and reproductions, that is not a requirement.
However, on the back of each reproduction the Artisan shall affix a label that either specifies that
the item is an original or, if a reproduction, shall specify the method of reproduction.
Stained Glass and Mosaic: All stained glass and mosaics shall be the original design of
the Artisan and shall be assembled by the Artisan from component parts and pieces that the
Artisan has personally cut or gathered.
Paintings and Sculptures: All paintings and sculptures shall be the original work of the
Artisan and reflective of significant energy and time on the piece and may be created with any
medium. Paintings shall be upon canvas, wood, or any other solid. The Artisan shall control
reproduction and shall indicate the number of reproductions created from an original. Sculptures
must each be an original and may be from any material except bread dough.
Wreaths: Wreaths shall be the original design and work of the Artisan and shall not
incorporate artificial elements except ribbons or bows.
Metalwork: All metalwork, including sculpture, boxes, and candleholders must be totally
designed by, assembled by, and finished by the Artisan.
Miscellaneous Arts and Crafts: Creativity cannot be limited or controlled by rules and
regulations. Therefore, an Artisan may present a new idea, a new concept, or a new design not
covered by this Appendix. Each new artistic creation will be judged, initially, by the Market
Manager on its merits with due consideration being given to ensuring that the spirit and intent of
this Appendix is followed.
The Market Manager may submit any item or items to the Artisan Advisory Committee
for a recommendation. However, the final decision of whether an item or items meet the above
guidelines is within the discretion of the Market Manager.
Remainder of the page is intentionally left blank.
19
APPENDIX B
FEES for Use of Market Spaces
Effective July 1, 2010.
The Market Manager (or Market Clerk) will be responsible for collecting the fees set forth
below. The amount in parentheses next to each fee amount represents the portion of such fee
that is hereby designated by the City Manager to be used for promotions of the Market.
DAILY PERMIT (excluding holiday greens):
Sunday through Thursday - $10.00 per space per day ($5.00 to promotions).
Friday and Saturday - $20.00 per space per day ($10.00 to promotions).
PRIMARY/SHARED PERMIT:
SIX MONTH PERMIT: Six month permits at $45.00 per space per month ($12.00 to
promotions per month).
ARKET SQUARE PERMIT: Monthly permits (six month minimum) at
$35.00/space/month ($9.00 to promotions per month) only in parking spaces
designated as vendor spaces in East & West Market Square.
SATURDAY ONLY PERMIT: Six month minimum at $55.00 per space per
month ($20.00 to promotions per month).
HOLIDAY SEASON PERMIT: (November 1 through December 31). Two month
minimum for holiday greens at $135.00 per space per month. ($34 to promotions
per month).
SPREADING FEE: $5.00 per space per day. ($5.00 to promotions).
CLEANUP FEE: $25.00 minimum charge or the actual cost of any cleanup, whichever
amount is greater, with all monies collected deposited into the general market fund.
Remainder of the page is intentionally left blank
- 1 -
SALEM FARMERS MARKET RULES - 2014
The Salem Farmer’s Market is owned and operated by the City of Salem as a service to area
farmers and residents. Built in 1993, the Salem Farmer’s Market is under the direction of the
City Market Director. A market manager is available to answer questions and help vendors
during most morning market hours. Special events are handled through the market and the
City’s Special Events Coordinator.
The success of our Market is dependent on our customers having a positive experience while
shopping with us. We expect our vendors to follow not only the rules in this handbook, but also
the basic rules of respect and compassion listed below:
• Direct, respectful and honest communication with each other & market management
• Integrity of products, advertising and pricing
• Respect of personal and cultural differences
• Basic kindness and consideration to customers and fellow vendors
• A spirit of teamwork and cooperation
The Salem Farmers Market participates in the federal SNAP (Supplemental Nutrition Assistance
Program) acceptance program. When funding is available, SNAP participants may be eligible
for additional monies to use at the Salem Farmers Market. Through this program, SFM has also
been able to accept credit cards. Since its inception at the market in 2011, this program has had
over $55,000 distributed to the vendors. For more information see the enclosed flyer.
As an extension of the SNAP acceptance program, vendors are encouraged to give back to the
community by making donations of excess / blemished produce that is still edible. Each week
these donations are collected, documented, and delivered to local food charities, including the
Salem Food Pantry, the Roanoke Rescue Mission, and Hopetree Family Services of Salem.
The Salem Farmers Market is inspected regularly by the Virginia Department of Agriculture and
Consumer Services (VDACS). ALL vendors at the market must adhere to the state requirements
for selling food for public consumption. The local VDACS office is located at:
VDACS
2943 – E. Peters Creek Road
Roanoke, VA 24019
540-562-3641
Thank you for your interest in the Salem Farmers Market.
Sincerely,
Laura P. Reilly, Market Director
- 2 -
Please read the following handbook carefully and feel free to contact the Market Director with any questions.
The attached application will serve as a binding contract that vendors have read and understand all regulations
in the following handbook and agree to comply with all requirements.
TABLE OF CONTENTS
I. Types of Vendors
II. Types of Merchandise
III. Hours of Operation
IV. Fees
V. Lease agreements and assignments of space
VI. Licenses, Taxes, and Permits
VII. Parking and Traffic
VIII. Health, Sanitation, and Safety
IX. Structural
X. Special Events
XI. Termination
I. TYPES OF VENDORS
Vendor- Anyone who is permitted to sell at the Salem Farmer’s Market.
• Full Season Vendor - A vendor who has signed a contract with the City of Salem to sell for the entire
market season from April 1 to Dec. 31. Consistent attendance is expected.
• 6-Month Vendor - A vendor who has signed a contract with the City of Salem to sell for any six
consecutive months during the market season. Consistent attendance is expected.
• 3-Month Vendor - A vendor who has signed a contract with the City of Salem to sell for any three
consecutive months during the market season. Consistent attendance is expected.
• Daily Vendor - A vendor who rents a space on a daily basis depending upon availability. Once a stall is
reserved for a daily vendor, attendance is expected.
• Farmer - A vendor who primarily sells produce/plants raised by him/her.
• Food Vendor - A vendor who sells home-baked or home-canned goods.
• Primary Renter - A vendor who has the first option to occupy a stall for which he or she has paid.
• Secondary Renter - A vendor who has made an arrangement with the Primary renter and the Market
Director to occupy a space during the Primary renter’s absence. The Primary and secondary vendors
both pay the same fees, and scheduling stall space is worked out between the two vendors. The primary
vendor retains the first option for the space. The City is not responsible for working out the schedule or
making sure of its adherence.
A 48 hour notice is required for all absences other than *emergencies – less notice will
result in an absence being treated a no-show. Any vendor with more than 2 no-shows
during the Market season will lose their right to a covered stall space.
* Only last minute circumstances completely out of your control will qualify as emergencies. In the case of extreme weather vendor
discretion will be honored one hour prior to any Market. You still need to call to let us know you are not attending.
- 3 -
II. TYPES OF MERCHANDISE
All vendors must sell only what they personally grow/produce on their own property or leased property. Growing is
defined as “the complete care-feeding, tending, harvesting, cleaning, and hauling—of that product in the season
that it is sold.” Only locally produced products will be permitted to be sold on the market.
Only the market director may approve any exceptions to this rule. Local is defined as made within a 100 mile (as
the crow flies) radius of the City of Salem, or from the adjacent counties (interior cities and towns included) of
Roanoke, Franklin County, Botetourt County, Bedford County, Craig County, Montgomery County, and Floyd.
1. Vendors must sign an agreement which allows the Salem Farmers Market staff to visit their farms or leased
properties to verify to the best of their ability that products on the market are being grown on site. (Baked
goods are exempt from this.) Every farm will be visited by management a minimum of once during Market
season. Permission to Visit form must be submitted with application.
2. To maintain diversity vendors may purchase up to 25% of what is on their table. However, those products
must still meet the “locally grown by a local farmer” requirements. (Example: no out of season tomatoes
unless they are grown in a local greenhouse facility.) Resale products should be labeled for the public
with a card designating the farm/facility of origin and/or general location of production. This is to
maintain integrity with our customers. Purchases may not be made from a commercial produce
wholesaler and must be made directly from the local grower/producer/pick your own establishment.
Any resale items must be accompanied with a receipt of purchase from the grower for our market manager
to inspect. Receipts should have the name of the farm/facility, a contact name, and a telephone number.
NOTE: Dishonesty about the source of produce being sold at the Market is grounds for immediate
dismissal. Even if it is purchased locally, being dishonest to customers or management about where
an item is produced will NOT be tolerated. Complaints by a producer of known or suspected
violations of this rule must be submitted in written form, signed by the complainant, to the Market
Director.
3. The main function of the Farmers Market is to sell homegrown produce, which will take priority over all
other items. The Salem Market Director and Manager will have the authority to approve or disapprove
any food or craft items to be sold on the Market in order to maintain desirable product ratios. Focus on
locally grown and produced items is strongly encouraged for all vendors.
The following merchandise may be sold at the Salem Farmers Market:
Food Items –Locally grown produce, honey, cheeses, and eggs are acceptable provided that they meet
all local, state, and federal governmental regulations for retail sale and are maintained at an approved
temperature until sold. Each of the above items has state-regulated labeling requirements. All VDACS
requirements must be met in order to sell these items at the Farmers Market. For more information
please speak to the market manager, or contact the Roanoke VDACS office directly.
Baked Goods- Cakes, breads, brownies, fruit pies, breads, etc. are acceptable. No cream filled pastries,
custards or items filled with dairy products (cream puffs, etc. filled with non-dairy filling are
acceptable). Unless approved by market management, all baked goods must be wrapped and properly
labeled (see details below).
NOTE: Baked goods are strictly regulated by VDACS – this is a major focus of the Market Inspection
Process. Improperly labeled baked goods are NOT ALLOWED and will be removed from the table.
- 4 -
Canned Goods- Most jellies and jams are acceptable as long as they are labeled properly. Home canned
foods (low acid) products such as vegetables, meats, etc. may not be sold. Certain home canned (highly
acidified) vegetable products such as pickled cucumbers, pickled beets, chow-chow, salsa, pepper
jellies, etc. are allowed by VDACS as of July 1, 2013 as long as an equilibrium pH of 4.6 or lower is
achieved and proper records are maintained. Additional restrictions still apply. Please speak to
management before attempting to sell canned items.
All Baked and Canned Goods must be labeled with: name of product, net weight (or count),
ingredients in order of predominance, manufacturer’s name, and address, and the date the item
was produced. If being prepared without a VDACS kitchen inspection, then the label must also
include “NOT FOR RESALE – PROCESSED AND PREPARED WITHOUT STATE
INSPECTION”.
Meats- The market allows the following meats to be sold on the market with proper approved
application permit: grass finished beef, goat, lamb, buffalo, and pork. These are allowed with the
following stipulations: Vendors certify that their meats are from an animal raised solely by the vendor
from start to finish. If animal is not born on their farm, the vendor can vouch that their animal still meets
the requirements of being hormone and antibiotic free when purchased, and throughout the remainder of
its growth cycle, and vendor has raised the animal for a minimum of at least 6 months. Products meet all
local, state, and federal governmental regulations for retail sale and are maintained at an approved
temperature until sold. Proper labeling and necessary processing inspection reports are required for
market sales and paperwork must be available for market management if requested.
Beef- must be pasture raised, finished on grass, and receive no hormones, preventative
antibiotics, or grain. Animals are raised on pastures that are rotationally grazed, free of pesticides
and herbicides.
Goat and Lamb- must be pasture raised, and receive no hormones or preventative antibiotics.
Animals are raised on pastures that are free of pesticides and herbicides. Animals are not
supplied with feed or supplements containing any animal by-products, antibiotics, chemical
wormers, or any other drugs.
Pork- must be free of preventative antibiotics, synthetic hormones, or pesticides in production.
Feed given should have contained no antibiotics, chemical wormers, or any other drugs.
Allowed to have regular access to the outdoors with plenty of room to move around and express
natural behaviors.
Other- any non-amenable species (buffalo, rabbit, elk, etc.) will be handled on an individual
basis. Contact market director for more information.
Non-food Items - Products not sold for consumption. Examples: New handmade items made by the
vendor from homegrown products or collected natural local materials. For example: herb wreaths,
grapevine wreaths, fresh or dried flower arrangements, fresh greenery, live plants, balled and burlapped
or containerized trees, beeswax candles, and handmade soaps, lotions, or fragranced items made from
locally grown or collected materials (prior approval required from the Market Director). *Artificial
plants and flowers are not allowed, nor are items made of synthetic materials.
* Exceptions to the local / artificial / synthetic rule may be allowed during the holiday season, November -
December. This is at the discretion of the Farmers Market Director and will vary seasonally depending on
availability.
- 5 -
III. HOURS OF OPERATION
1. The Market allows vendors Monday through Saturday from 6 a.m. until dark. The Market is open 9
months of the year from April 1 through December 31. Evening hours may vary by necessity to allow
setup for certain special events. Any changes in schedule will be posted in a prominent location at the
Market and will be advertised in the media as appropriate.
2. The Market Director can usually be reached from 7:30 a.m. until 3:30 p.m. Monday through Friday at
375-3028.
3. The Market Manager can be reached during most mornings at (540) 375-4098 Tuesday thru Saturday.
IV. FEES
• First-Time Application Fee: For all potential vendors who have not submitted an application in 3 years
(Since March 2011), a one-time processing fee of $35 is required with the application.
• Daily fee: $5.00 per day. Vendors must pay prior to setting up in their designated stall space.
• Short Season: $40.00 per month for any three consecutive months.
To be made in one (1) $120.00 payment due on the first of the first month.
• Long Season: $35.00 per month for any six consecutive months.
Two payments allowed - $105.00 due on the first of the first month and also the first of
the fourth month.
• Full Season: $30.00 per month for the full season from April l December 31.
Two payments allowed--$135.00 due by April 1 and September 1.
• Stall 9: Half price. No parking available. See Market Manager.
The Salem Farmer’s Market is not responsible for lost or late payments sent through the mail or through a third
party. We encourage you to hand deliver your rent and get a dated receipt.
V. LEASE AGREEMENTS AND ASSIGNMENT OF SPACE
All vendors must contact the Market Director or Market Manager before occupying a space at the
Market. Only those vendors with assigned daily, or seasonal spaces will be allowed to sell on the
Market. No vendors will be allowed to sell on the Market without submitting a signed application.
Stall assignments will be made based upon the following criteria:
• Type of Vendor: Full Season, Daily, etc.
• The Vendor history at the Salem Farmers Market (length of time, consistency, quality of
merchandise, complaints, etc.)
• Type of goods being sold (produce, baked goods, etc.)
• The focus & promotion of LOCAL AGRICULTURE that is promoted by the vendor (ie. Local
produce in baked goods, etc.)
• Neighboring stalls – to maintain diversity and spread out competition
• Availability
No Vendors will be allowed to sell except from the constructed stalls, unless determined necessary due to
market overflow by the market manager. Due to safety precautions, set-up in the parking lot is avoided if at all
possible.
- 6 -
1. If a vendor has not occupied his or her assigned stall by 8:00 a.m. each day, the stall will be rented to
another vendor for the day. If the assignee reports to the Market Supervisor that his/her stall will be empty
the following market day, the Supervisor can rent the stall in advance of 8 am to the first renter requesting
the space. Spaces will be held open for vendors who notify management they are running late.
2. Salem Market Vendors are not allowed to buy and resell items from non-market vendors on the Market
property at any time.
3. Extenuating circumstances, safety and sanitation requirements, or approved special events may require and
authorize the Market Manager to relocate Market vendors.
4. Sharing of stall space must be approved by the Market Manager prior to set up. Due to potential issues,
sharing tables is strongly discouraged and will only be allowed in special circumstances. Otherwise, only
one business is allowed to sell from a stall in the same day.
5. Proper dress will be required by all vendors and approved by the Market Supervisor. Proper language for a
family atmosphere is also expected.
6. No person shall make a public outcry or give any musical or other entertainment for the purpose of drawing
customers or attracting attention without prior permission from the Market Director.
7. All vendors (lessees) shall be held responsible for the actions of their employees, agents or persons working
in concert with the vendor.
8. A daily stall opening will be rented on a “first-come, first-serve” basis. Any monthly or seasonal openings
will be offered to current vendors according to their use of the market the previous year.
9. Compliance with requests made by city staff while performing their duties during city maintenance
operations, market repairs, set ups for special events, market promotions, or daily market operations is
expected from Vendors.
VI. LICENSES, TAXES, AND PERMITS
1. Any person using the Salem Farmer’s Market for the purposes of selling or offering for sale any items
on the premises must comply with all federal, state, and local tax ordinances.
2. The collection and filing of all related taxes will be the responsibility of the individual vendor.
3. Regular produce vendors must have secured a current Growers Permit from the Virginia Cooperative
Extension service and have it notarized by a Notary Public before their application will be approved.
The local VCE office is located at 3738 Brambleton Avenue SW Roanoke, VA 24018, (540) 772-7524.
4. All weighing scales must have a current valid certification sticker signed by the Inspector from the
Virginia Department of Weights and Measures. The Salem Farmers Market will typically have a
representative from this office come by the market in the spring, prior to the market season.
5. Vendors selling for not more than 1 day during the season must submit an application, but do not need to
set up a collection account with the Virginia Dept. of Taxation. However, vendors selling more than
once during the season must obtain a temporary sales license (Form ST50) from their local state sales
tax district office 804-367-8037.
6. If vendors are re-selling produce (25% supplemental locally grown amount allowed per farmer on total
merchandise during regular season), an Itinerant Merchants license must be secured from the
Commissioner of the Revenue’s office.
7. If vendors are selling prepared foods, a Prepared Food and Beverage tax application must be secured
from the office of the Commissioner of the Revenue.
- 7 -
FOR YOUR INFORMATION: Vendors who sell on a regular basis need to contact the Salem Commissioner of
Revenues Office at (540) 375-3019, the Virginia Department of Taxation at (804) 440-2541 or (804) 367-8037,
and the Salem Finance Department (540) 375-3061 for information that will be pertinent to them.
Remember, you the merchant are responsible to make sure that you are operating legally. Take the time
to get the information that you need from the appropriate tax offices.
VII. PARKING AND TRAFFIC
1. No vendor will be allowed overnight parking in the Market area in preparation for the next day’s sales.
2. Stall 9 has parking and fee restrictions. See Market Manager.
3. Vendors may back their vehicles into their assigned stall space, any second vehicles must be parked in
the regular parking spaces at the back of the lot.
4. Drivers of vehicles must, at all times, comply with all traffic signs, either marked on the pavement,
erected on standards, or placed on buildings. They must also comply with the directions and orders of
the Market Director or his/her authorized representative or any Law Officer.
5. Any person found in violation of the above traffic regulations and provisions shall be subject to citation
or vehicle towing.
VIII. HEALTH, SANITATION, AND SAFETY
1. All public litter containers in the Market area are for REASONABLE use by vendors and customers.
Excessive or improper use by the vendors is not permitted.
2. The Market will provide & designate the location of and empty all public litter containers for use by vendors
and customers.
3. Vendors will be held responsible to see that their stall is left reasonably clean and orderly at the end of each
selling day. Failure to clean up the assigned area will result in a $10.00 fine.
4. Use of chewing tobacco, alcohol, and snuff products will not be allowed on the Farmer’s Market.
5. No vendor shall permit seepage or leakage of water or fluids from any part of their stall into the aisles or
into other stalls.
6. The Salem Farmer’s Market/City of Salem will not be responsible for damage or loss of any personal
belongings.
7. Small children brought to the Market by vendors must be kept within the vendors’ leased area or under the
supervision of a designated adult. Due to the dense pedestrian and automobile traffic throughout the market
area, we want to maintain a safe environment.
8. Although the Salem Farmers Market is a Dog-Friendly market, we want to avoid any issues or complaints
associated with vendors with dogs. All dogs MUST be kept on a leash. Any sign of aggressiveness,
barking, sanitation issues, etc. will NOT be tolerated. Please be mindful of those who are NOT dog lovers
who are attending our market, both vendors and customers, especially your neighbors.
9. Lessee and his/her representatives agree to protect and hold the Lessor (City of Salem) harmless and to
indemnify the Lessor, its officers, and employees from any and all claims demands, suits, actions,
judgments, and recoveries for or on account of damage, theft, or injury (including death) to property or
person occurring as a result of lessee’s use of the leased property, including loss or injury resulting in the
Lessee as the result of electrical or equipment failure, or any other cause whatsoever.
- 8 -
IX. STRUCTURAL
1. Vendors must provide their own equipment and any additional set-up materials for display of items.
Vendors may not use nails or other set-up materials which may permanently damage stall space.
2. No signs or advertisements are to be attached to the buildings or tables by staples, screws, nails, etc.
Any sign that a vendor wishes to use in his own selling area must first be approved by the Market
Manager.
3. No signs shall be used for commercial promotional activities of an advertising nature designed to attract
public attention or support for a product, commodity or service which is not available for sale at such
stall or the promotion for any business, political, controversial, or commercial entity.
4. Tables are not to be removed from the stall area.
5. Any needed repairs, hazardous conditions, or problems in the Market area should be reported to the
Market Manager.
X. SPECIAL EVENTS
The Salem Market has several special events during the market season. Some of the events such as the “Salem
After 5” concerts that are held on the Market are not sponsored by the Salem Market. Because of setup time
required or safety considerations, these events may require closing of the market at 2 pm, or in closing off of the
Market’s parking area to the public during regular vendor hours. Anytime either of these is required, changes in
schedule will be posted in a prominent location for vendors at the Market and customers will be notified through
the media as appropriate. A schedule of events is available to all vendors upon request.
CHEF’S CIRCLE
During the 2014 Market Season, the Salem Farmers Market will present the 6th Annual Chef’s Circle Cooking
Demonstration Series. While vendors will be reimbursed for any items used by the Chef, any donated items will
be recognized as coming from the specific vendor, creating an advertising opportunity for the vendor. A complete
schedule for this event is available upon request. This event will begin mid-June and run through mid-August.
EBT / SNAP TOKEN PROGRAM
The Salem Farmers Market is able to accept SNAP cards, as well as debit and credit cards. During the 2013
season the market vendors saw tremendous success with this program, with over $22,000 being spent in tokens.
For more information about this program, please speak with the Market Director. This is a very simple process
and beneficial to everyone involved. All vendors are STRONGLY ENCOURAGED to participate in the program.
XI. TERMINATION
1. The Market Director shall have the authority to terminate the lease of any vendor who fails to comply with all
rules and regulations of the Salem Farmers Market. Each situation will be handled on an individual basis to best
determine the necessary action that is in the best interest of the Salem Farmers Market.
2. The Market Supervisor shall have the authority to order from the Market any person involved with or displaying
any of the following acts: Public drunkenness, inciting a riot, disturbance of the peace, loitering in certain areas,
fighting / physical altercations, obstructing traffic, use of extremely obscene or abusive language, or loud or
unreasonable noise. Persons refusing to leave the premises after being requested to do so by the Market Director
or his/her representative will be considered to be trespassing and will be dealt with accordingly. The City reserves
the right to immediately deny or revoke any stall lease of vendors exhibiting /participating in the above mentioned
acts, when it is considered to be in the best interest of the Market operation.
The City of Salem Farmers Market is open to all eligible vendors regardless of race, color, national
origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family status.
- 9 -
Farm Visit Permission Sheet
I understand and give permission for City staff or a representative of the Salem Farmers Market to visit my farm or
production facility to verify my Growers certificate status. I understand that the staff or representative may visit
whenever deemed necessary by the City of Salem.
Vendors signature _________________________________ Date______________
Producer Information:
Provide location / address information for all locations where products you intend to sell are produced. And
whether the property is owned or leased. A notarized copy of a signed lease agreement must be included in this
packet if property is leased/co-farmed/or any other contractual agreement with the actual property owner.
Attach additional pages as needed.
Farm Name:________________________________
Farmers Name: _____________________________
Location 1: Physical location and street address of primary land in production. Use back of sheet if a map is
necessary. PLEASE BE SPECIFIC IN YOUR DIRECTIONS.
Number of acres at this location:______________________
This location is _______ owned _______leased
Do the farmers live at this location as well? _________yes ________no
_________________________________________________________________
Additional Location- Physical location and street address of additional land in production and map:
Number of acres at this location:______
This location is ______owned _______leased
Farm /
Vendor Name
- 10 -
SFM Management: ASSIGNED STALL NUMBER: ________
SALEM FARMERS MARKET
Vendor Application
DATE: ________________________
NAME: ________________________________________________________________
ADDRESS: ________________________________________________________________
________________________________________________________________
TELEPHONE: ________________________________________________________________
E-MAIL ADDRESS: ____________________________________________________________
VEHICLE LICENSE #: ____________________VEHICLE MAKE & MODEL: ______________________________
TYPE OF RENTAL DESIRED: Daily ________ Call week prior to attending
3-Months ________ Months __________________
6-Months ________ Months __________________
Full Season ________
STATE SALES TAX I.D. #: _____________________________
PRODUCT(S) TO BE SOLD AT THE FARMERS MARKET (PLEASE BE SPECIFIC):
1._____________________________________ 6._________________________________
2._____________________________________ 7._________________________________
3._____________________________________ 8._________________________________
4._____________________________________ 9._________________________________
5._____________________________________ 10._________________________________
DO YOU PRODUCE YOUR OWN PRODUCT(S)? Yes___________ No____________
WAIVER: I (we) hereby relieve the City of Salem, Virginia, its agents and employees, from any and all liability for any damage, loss,
injury or costs associated with or arising from the Applicant’s use and presence at the Salem Farmers Market; and furthermore, I (we)
agree to indemnify and hold the City of Salem, Virginia, harmless from all claims, costs and actions occasioned by me for the use and
presence at the Salem Farmers Market.
I (we) have read and understand all the regulations of the Salem Farmers Market Vendors Handbook and agree to comply
with all such requirements therein, as now constituted, and as may be amended in the future.
_______________________________________ ________________________________________
Applicant Applicant
Approved ____________________________
Denied ____________________________ ________________________________________
Market Manager
The City of Salem Farmers Market is open to all eligible vendors regardless of race, color, national origin, sex, religion,
age, disability, political beliefs, sexual orientation, or marital or family status.
Meeting Date
June 3, 2014
Department
Town Clerk
Issue
Consider approval of minutes for the regular Council meeting of May 6, 2014.
Consider approval of minutes for the regular Council meeting of May 20, 2014.
Summary
None
Attachments
May 6, 2014 minutes
May 20, 2014 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
1
MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M.
ON TUESDAY, MAY 6, 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
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
Gary Woodson, Public Works Director
Joey Hiner, Assistant Public Works Director
Ben Cook, Police Chief
The Mayor called the regular meeting to order at 7:00
p.m. The Town Clerk called the roll with Council Member
Adams, Council Member Altice, Council Member Hare,
Vice Mayor Nance, and Mayor Grose present.
After a Moment of Silence, Mr. Altice led the Pledge of
Allegiance to the U.S. Flag.
Roll Call
Under upcoming community events/announcements,
Mr. Adams reminded everyone that on May 10th the
Roanoke County Explore Park is having an open house.
On May 11th, for Mother’s Day, the War Memorial will
have a brunch and May 17th is the Vinton Wine Festival at
the War Memorial. Also, on May 17th, the Transportation
Museum in Downtown Roanoke is having EMS Day.
Vice Mayor Nance made a motion that the consent
agenda be approved as presented; the motion was
seconded by Mr. Hare and carried by the following vote,
with all members voting: Vote 5-0; Yeas (5) – Adams,
Altice, Hare, Nance, Grose; Nays (0) – None.
Approved minutes of the regular
Council meeting of April 1, 2014
The next item on the agenda was a proclamation for
National Police Week. Vice Mayor Nance read the
Proclamation and then presented it to Chief Cook. Chief
Cook announced that the Police Officer’s Memorial
Service will be May 13th at 7:00 p.m. at Melrose Baptist
Church.
The next item was a proclamation for Public Works
Week. Mr. Adams read the Proclamation and then
presented it to Gary Woodson, Public Works Director.
2
Under citizens’ comments and petitions, Steve Muncy
of Vinton and President of the Southampton
Homeowners’ Association, commented regarding the
infrastructure of the water and sewer in the Southampton
area. Currently there are three streets within the
neighborhood and they have a three to five year plan for
improving the neighborhood. Part of that plan is to
repave the streets and the parking lots, but they have not
proceeded with the repaving because of the frequent
water line breaks in the area. He and Lynn Knight, who
was present and also a member of the HOA Board,
requested Council to see what steps could be taken to
improve or enhance the infrastructure there.
Vice Mayor Nance commented that staff is aware of the
paving plans of the Southampton area and have made
plans to replace the waterlines. The Town Manager
further commented that a project scope has been put into
the proposed budget for FY2014-2015 to fund all new
waterlines for Southampton. Mr. Woodson commented
that he would hope that they could start work on the
project this Fall, weather depending, and once the
Jefferson project is underway.
The Mayor commented that he would like for the
Town Attorney to keep Council informed of any new
developments relating to the recent Supreme Court
decision on prayer at public meetings.
The next item for consideration was a Resolution
approving the 2014-2015 operating budget for the
Roanoke Valley Regional Cable Television. Elaine Bays-
Murphy, Director of Cable Access, after brief background
information, commented on the productions that were
done for the Town—Arbor Day Celebration, Army
Birthday/Flag Day Celebration, PSA for the Vinton
Christmas Parade, Vinton Library Construction Launch,
State of the Town Address, PSA for the Vinton Dogwood
Festival, Vinton Branding, Vinton Library Groundbreaking
and Vinton Historical Society Anniversary.
For the FY2014-2015, the total operating budget request
was $398,028. The Town of Vinton’s share is four
percent for a total of $15,921. The budget was approved
by Roanoke County on April 22nd and by Roanoke City on
May 5th. The Town Manager commented that all of
RVTV’s programming is available for viewing on the web.
Mr. Adams 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 5-0; Yeas (5) – Adams, Altice, Hare, Nance,
Grose; Nays (0).
Adopted Resolution No. 2061
approving the 2014-2015
operating budget for the Roanoke
Valley Regional Cable Television
3
The next item was to consider adoption of a
Resolution authorizing the Town Manager to execute
current and future agreements and any modifications with
the Virginia Department of Transportation for road system
enhancements. Ryan Spitzer commented that since the
Town will be receiving RSTP funds from the Federal
Highway Administration, that agency requires a
Resolution authorizing the Town Manager to execute all
agreements and modifications relating to any current or
future FHA funding. Mr. Hare 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 5-0; Yeas (5) –
Adams, Altice, Hare, Nance, Grose; Nays (0).
Adopted Resolution No. 2062
authorizing the Town Manager to
execute current and future
agreements and any modifications
with the Virginia Department of
Transportation for road system
enhancements
The next item was a review of proposed updates to
the Town of Vinton Emergency Operations Plan. Chief
Cook commented that the Virginia Department of
Emergency Services (VDEM) requires that every locality
that elects to have an emergency services program
update their Emergency Operations Plan. The basic
plan was included with the agenda package for Council’s
review. It will be brought back to Council for
consideration and approval at the May 20, 2014 meeting.
Chief Cook further commented that Roanoke County also
has an EOP and in the event of any large emergencies,
we can reach out to Roanoke County to incorporate their
plan into ours.
The Mayor commented that a resident of Gladetown
has asked about the timing of the traffic light at 3rd Street.
The Town Manager commented that at this time the light
is working off of a timer rather than a loop in the road.
When the eastbound lane was repaved last year, the loop
was removed in anticipation of paving the westbound
lane. The paving is being completed now and the loops
will be re-installed within the next month.
The Mayor next commented that he had received a
request to consider an additional street light on Giles
Avenue. The Town Manager commented on the Town’s
policy regarding street lights and that he will take a look
and follow up with the residents in that area.
The Mayor next commented regarding the animal control
policy and a request from a citizen that the Town make a
comparison to surrounding cities, towns and counties and
see if our policy is in line with those. He directed staff
gather this information and make a report back to
Council. The Town Manager commented that this relates
to our Town Code limiting the number of animals to two
per household.
4
The Mayor closed by commenting that today was election
day and that he still supports the Town elections being in
May instead of November. He appreciates all of the
citizens that took advantage of the opportunity to vote
today.
Comments from Council: Mr. Adams asked about
the update on the Farmers’ Market and the Town
Manager commented that staff would be bringing a
presentation soon on policies of other localities and how
they compare to our current policy. Mr. Altice
commented that the changing of the election time is not a
new topic, but he does not know how to get more citizens
to vote. Vice Mayor Nance commented on the
announcement of Clay Goodman’s retirement from
Roanoke County and he suggested that Council
recognize Mr. Goodman at a future meeting for his
services to the County as well as the Town.
Mr. Hare made comments regarding the election and the
sense of community during the entire process. Mr. Hare
also commented that he had heard of some issues with
the permitting for the new library and suggested that
Council send a letter to our legislators. The Mayor
directed staff to check into the matter and advise Council
if such a letter needs to be sent. The Town Manager
commented that he would check with the Assistant
County Administrator who is the manager for the project
and report back to Council.
Vice Mayor Nance 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 5-0; Yeas (5) – Adams, Altice, Hare, Nance,
Grose; Nays (0) – None. The meeting was adjourned at
7:55 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 6:00 P.M.
ON TUESDAY, MAY 20, 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
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
Gary Woodson, Public Works Director
Ben Cook, Police Chief
Mark Vaught, Police Lieutenant - Services
Chris Linkous, Fire/EMS Captain
The Mayor called the work session to order at 6:00 p.m.
for a final review and discussion of the proposed FY2014-
2015 budget. The Town Manager began by commenting on
the items that Council has given direction on at prior
meetings. The $10,000 has been added back to the
proposed budget to continue the dumpster service on 3rd
Street. There is also the request for staff to collect more
information to assess the service further and give Council
more perspective. He will also take the matter up with the
Resource Authority at their next Board meeting concerning
the hours of use on Saturday.
Barry Thompson commented that under the contributions to
organizations, the Mountain View Spay and Neuter has been
changed to the RCACP Coupon Program and he removed
the contribution to the Bank-On Program. The Bank-On item
was $1,500 and the RCACP is $500. Having the coupon
program will give our Animal Control Officer a tool to use out
in the field and we can designate part of the $500 to
Mountain View and the rest to RCACP coupons. The
coupons will have Mountain View, Vinton Veterinarian and
Angels of Assisi on them.
The Town Manager further commented that since we now
have a plan for the 24-hour fire service which includes
staffing the second medic truck, the transport fees could be
increased by approximately $20,000. We took $30,000 out of
the proposed budget. Also, on the expense side, we will now
use $40,000 of the $60,000 in the budget to fund the part-
time employees. He recommended leaving the $20,000 in
the budget because in the FY2016 budget, the 24-hour fire
service will require an additional $80,000.
2
Vice Mayor Nance commented that the projected
expectations can safely be lowered for both the pari-mutuel
and cigarette tax. Mr. Thompson commented that he can
bring the pari-mutuel item down to zero and he can also
reduce the admissions tax by $2,000. Mr. Thompson further
commented that he feels it would be safe to restore the full
$30,000 on the fee for transport instead of just the $20,000.
Mr. Hare commented that we should ask the War Memorial to
start marking up the pass-through items by five percent or so,
which could potentially be an extra $4,500. The Town
Manager stated his concern is that the rental rate for next
year is already more than the current rate and his forecast
already has a rental increase taken into consideration.
Mr. Nance asked about the $5,000 in the Council travel and
training item and the Town Manager responded that he
recommended just keeping that amount the same from year
to year whether the annual VML Conference is local or out-
of-town. Also paid out of this line item is the Newly Elected
Officials Conference which is available for Ms. Weeks to
attend either this summer or early in 2015. Mr. Nance
suggested that we reduce this amount to $4,000.
Mr. Thompson commented that there is the possibility of a
$10,000 savings within the general liability, property and
automobile insurance coverage cost due to only a slight
increase this year.
Mr. Hare asked about the impact of the new downtown lights
on the current electric bill and the response was that the cost
will go up since the number of lights will increase from two to
four in the designated blocks of the downtown CDBG project.
Mr. Hare next commented about the news that the State will
not have a budget and the need to find $300 million. He
asked how this could affect our budget on July 1st and our
ability to operate. Mr. Thompson responded that we are
dependent on the State for highway maintenance funds, 599
funds and grant programs that are passed through the State.
The distribution of the highway maintenance funds is the end
of June in the approximate amount of $250,000 and the 599
funds come in the first of June. We would not get another
distribution of the highway maintenance funds until the end of
the next quarter, so hopefully the issues with the State will be
resolved before it would affect us.
Mr. Hare asked if there are other pass-through items and Mr.
Thompson responded the utility and sales taxes. Mr. Hare
felt that we should have a plan and he suggested that the
matter be discussed at the next Finance Committee meeting.
The Town Manager asked if Council desired to take $1,000
out of their travel and training line item or should they try to
3
balance the budget with the $10,000 savings on the
insurance. He further asked if Council desired that we not
use any more fund balance than originally proposed and
work to balance the budget with the items discussed. Mr.
Nance responded that he thought that was the best way to
proceed.
Mr. Nance further commented that Council needs to get
together in late summer or early fall and set their priorities.
He expressed concern about continuing to study the
dumpster service and spending more money to figure out
what the service is when we know it is a nice service. It is
duplicative to what the Town and certainly the region already
provides. The Mayor agreed that Council needs to have this
discussion and encounter the public to get their input in
establishing priorities very early on in the budget process for
the next fiscal year.
The Mayor asked Mr. Thompson to summarize what the
Town’s revenues have been for the past couple of months.
Mr. Thompson responded that certain areas have performed
on target. The business license area is very healthy this year
and at budget levels. The utility tax is performing well, fee for
transport is on target as well as sales tax. The cigarette tax
is not showing a significant improvement even with the
change in the tax rate and as mentioned earlier, the pari-
mutuel tax.
The gain sharing amount we received was also down from
the projection. One item that had a significant impact on the
amount we received was the Fire and EMS component. Mr.
Spitzer contacted the County and for what we can determine,
this was a one-time capital outlay in this last year that related
to fire equipment and overtime pay throughout the entire
County. Mr. Spitzer commented that our gain sharing is
based on a percentage of our sales tax based on the Town’s
population. They take what is budgeted for Fire and EMS for
the entire town and divide that by our population and our
sales tax and we have to pay that portion. The Town
Manager further commented that Roanoke County’s audit
showed that they spent about $3 million more than they
normally do on Fire and EMS last year and the formula does
not account for capital expenditures. The more they spend
has an adverse impact on what we receive. So as costs go
up in the County, as some point our revenue sharing bubble
starts inversely relating to their increase and we have gotten
to that point. Also, our population is not growing, but the
County has more room to grow. The more population costs
the County incurs per capita inversely relates to us. Mr.
Thompson further stated that not knowing that the County
had this huge capital outlay, we projected our gain sharing
amount based on historical data and were counting on an
increase instead of a decrease.
4
Council took a five-minute recess.
The Mayor called the regular meeting to order at 7:00
p.m. The Town Clerk called the roll with Council Member
Adams, Council Member Altice, Council Member Hare, Vice
Mayor Nance, and Mayor Grose present.
After a Moment of Silence, Mr. Altice led the Pledge of
Allegiance to the U.S. Flag.
Roll call
Under upcoming community events/announcements, the
Mayor reminded everyone that the Vinton pool will be
opening the first of June. The Vinton Farmer’s Market also
has some special events going on this time of year such as
Shake, Bake & Sprout, an Art Market and several craft
shows.
Mr. Adams 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 5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays
(0) – None.
Approved minutes for the
Special Budget Work Session
of April 10, 2014; minutes for
the regular Council meeting of
April 15, 2014 and minutes for
the Special Budget Work
Session of April 29, 2014
Vice Mayor Nance read a letter from Chief Cook naming
Master Police Officer Scott Hurt as Officer for the Month of
April 2014.
The next item on the agenda was a proclamation for Click
It or Ticket. Mr. Hare read the proclamation and presented to
Chief Ben Cook.
The next item was a proclamation for National Emergency
Medical Services Week. Mr. Adams read the proclamation
and presented to Chief Tom Philpott.
The next item on the agenda was a Public Hearing to
receive public comments on a request 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 Mayor opened the Public Hearing at 7:13 p.m. The
Town Manager commented that the proposal is an 8.9%
increase for FY2014-2015 and an 8.9% increase for FY2015-
2016. In summary, in FY2012 Davenport & Company
completed a study evaluating the town’s water and
wastewater system to create a five-year plan for operations
and capital investment. The major projects proposed to be
Public hearing opened
5
funded in the upcoming fiscal year are meter reading wireless
radio technology implementation, Cityworks Asset
Management software, Phase 2 of the Jefferson & Cleveland
Avenue water line, the design and replacement of the sewer
main on Blandford Avenue and replacement of waterlines on
Southampton Drive. Another major item is our cost to the
Western Virginia Water Authority for the Wastewater
Treatment Plant improvement costs that increased by
$90,000.
Last year’s increase of 8.7% funded the Water Authority plant
improvements previously mentioned, the Glade/Tinker
Wastewater Interceptor Line improvements, Phase 1 of the
Cleveland/Jefferson/Jackson Avenue project and
replacement of four pick-up trucks and one backhoe.
The Town Manager further commented that this year’s
increase will be about $2.50 more a month for the average
homeowner.
Cheryl Daniels of Vinton spoke against the rate increase and
then commented that her water is not drinkable because of
the amount of chlorine.
Mr. Hare commented that Council does not take the
increases lightly because they all live and some work in the
service area. Some of the increases are due to no fault of
the Town’s and we have to pass the costs on to the citizens
because there are no funds to cover those costs. He
remembered the first increase and it was a difficult decision
at that time. However, the reality is that we have a system
that is aging to the point where some areas are borderline
dangerous and incredibly expensive to fix. He knows that
the increases are painful for a lot of our citizens, but it would
be even more painful if we do not have water because of
collapsed lines. Fire suppression is also impacted by the
ability to improve the water lines that feed the fire hydrants in
certain areas of the town. Mr. Hare further commented that
he supports the increase. The Town is blessed to have the
well systems that our leaders in the past were wise enough to
dig and set up the system that we have and it is our duty to
keep it up so that the next generation inherits what we
inherited.
Vice Mayor Nance next commented that he too realizes that
the increase will hurt individuals, but the same costs that the
citizens are seeing in other areas, the Town is also seeing.
The infrastructure of the water and wastewater system is
getting more expensive. Citizens may ask why the rate
increase is funding such items as wireless radio technology
and the software program and the answer is that the increase
will not pay for new employees and the current employees
are not getting raises. These items will allow our employees
to do their jobs quicker so they can keep some of the
6
infrastructure work in-house to make it less expensive for the
Town and thus for the citizens, businesses and stakeholders.
The only other option that we have is to ignore the problems
and let the lines get older and older. There are already many
water line breaks each year and we are hoping to stop those
before they get larger or more frequent and to provide for not
only the citizens now, but citizens in the future with reliable
access to water. It is necessary and there is no other way to
pay for this. It has to be a self-sustaining project.
Mr. Nance further commented regarding the chlorine content
in the water and urged the citizen that spoke earlier to
contact Public Works to see if some adjustments can be
made. In closing, Mr. Nance said that we have the
responsibility to pay for those improvements now which are
not cheap and they will not get any cheaper later.
Mr. Adams commented that he hears the citizen’s complaint
about the rate increase being a burden. He has been in
EMS for 40 years and he knows that the cost of medical care
has gone up along with everything else we do. However,
when he drives around the town and sees fire hydrants that
are painted black which means if there is a fire in that
particular area, there may not be any water to flow from that
hydrant, it bothers him. We have an obligation to make sure
that we have the fire protection that we need for our citizens.
He fully supports the increase because we have to maintain
our water and wastewater system for now and the future.
Mr. Altice commented that when he first served on Council,
the Town did not have a water system. Now we have a
system and the rates that our citizens are paying now are
less than any other surrounding locality. By putting in new
pipes and upgrading the current system, we hope to improve
even more the quality of the water.
The Mayor commented that Council does listen to the
citizens. Concerning the chlorine in the water, there has
been some discussion about the possibility of looking at other
methods to treat the water to hopefully improve the taste.
However, if those methods are cost prohibitive, unfortunately
we will have to live with the chlorine because we do not want
to raise rates unless we absolutely have to. This is just the
cost of doing business and he will support the rate increase
for both this upcoming fiscal year and next year.
Hearing no further comments, the Public Hearing was closed
at 7:40 p.m. Action on this item will be taken at the June 3,
2014 Council meeting.
Public Hearing closed
7
The next item on the agenda was a Public Hearing to
receive public comments concerning the proposed FY2014-
2015 Town of Vinton Budget.
The Mayor opened the Public Hearing at 7:41 pm.
The Town Manager commented that this is the FY2014-2015
annual budget in the amount of approximately $12 million
with a General Fund of $8.6 million and the Utility Fund which
is just over $3 million. The recommendation is to use
approximately $128,144 of our fund balance rather than raise
taxes this fiscal year. Of that $128,144, $38,400 would be for
capital projects and $89,744 for operating expenses. Over
the past five years, positions have been eliminated through
attrition and restructuring and once someone retires or
leaves, we always re-evaluate those positions. The facilities
and equipment are aging and are not only needing to be
maintained, but will require significant investment over the
next five to ten years. Additionally major equipment such as
dump trucks, fire trucks and similar items need to be replaced
in the next five years.
Almost $3 million have been identified in a five-year capital
improvement plan. However, we are recommending to only
fund $38,400 in this upcoming fiscal year. Those include the
Walnut Avenue corridor, replacement of a dump truck with a
hook lift and dump body and the painting of the pool interior.
The capital improvements projects funded in the Utility Fund
were mentioned in the prior Public Hearing concerning the
water and wastewater rate increases.
There was a recommendation to eliminate the dumpster
service on 3rd Street, but Council has agreed to maintain this
service and that amount will be placed back into the budget.
We have worked with Roanoke County to create 24-hour fire
coverage. The proposed budget includes a 24-hour fire truck
with career staff that will supplement the volunteers, a
second medic truck that will be paid for jointly by the Town
and Roanoke County with part-time employees for the
upcoming fiscal year and renovations to the Fire building
which is under design now.
The Town Manager further commented that there are no new
taxes proposed, but it is acknowledged that the revenue
needed to hire two additional Fire and EMS employees in the
FY2015-2015 at a cost of $120,000 is not projected to be
available other than again using the fund balance.
Mr. Hare commented that this next year will have its
challenges, but we have approximately $12 million to make
8,000 people’s lives better along with all the investments that
are being made this year. This year’s budget is more of a
maintenance budget and he hopes that we get a lot of citizen
input when we begin the process for the FY2015-2016
Public Hearing
8
budget because this is not Council’s budget, it is the citizens’
budget. It is their priorities and what they want to do with
their Town and where they want to go in the future.
Mr. Nance commented that a lot of great things are going on
in the Town such as the new library and revitalization of the
downtown area. The next thing we need is for private money
to come into Vinton and make the economy work.
Government can only do so much and we have set the stage.
He never likes going into fund balance, but over the past two
years in very closely monitoring the budget and an excellent
staff watching where every dollar goes, we have been able to
add substantially to that fund balance. The amount we are
talking about using this year for normal operations does not
come close to impacting what was added those two prior
years.
One of the priorities that was set for this budget was the 24-
hour fire coverage. An initial proposal brought about that
coverage, but had the potential to hurt our EMS services
during the day. After Council voiced their concerns about the
EMS services, staff worked further with Roanoke County and
brought back another option that fills that gap.
The using of fund balance this year to balance the budget is
not something we can do year to year. The Town Manager
referred in his comments to revenue needs and that means
bringing more money into the government which would be in
the form of tax increases. We have two separate funds and
we already know that the Utility Fund needs more money and
even though we are increasing the costs to keep that
business run, but we are increasing the costs to our citizens.
It is going to be difficult for him in FY2015-2016 to address
the other side of the equation with more revenue needs.
When you see that we are using over $100,000 from the fund
balance this year, we need to realize this is a transitional year
and it not just for Council to be figuring out what the priorities
are. Shortly after this budget is completed, Council will be
discussing what everyone’s priorities are for the Town for
FY2015-2016. If it means keeping things the exact same,
that is when you start talking about the revenue having to
increase. W e also need to look at the services we provide
which keep getting more expensive or look at providing not
quite as many services and try to lower or keep the expenses
in line.
Mr. Adams commented on the way that the 24-hour fire
coverage plan came about and agreed that Council will have
to continue to look at the budget. He does not want a tax
increase, but he feels that he gets a good return on his
investment for what he pays to the Town. Mr. Altice
commented that it is going to be a tight budget and when you
start pulling from fund balance, it is often hard to put that
money back.
9
The Mayor commented that staff and Council have spent a
lot of time on this budget. It is a tough year and no one likes
to have to dip into savings, but the savings are there because
of some really good budget work that has been done over the
past few years. We have built up the reserve fund to the
point that we can use some of it to balance this budget. The
encouraging part is that there are a lot of good things
happening in Town, a lot of good investments that have
already been mentioned. Despite all of these investments,
he feels that one of the biggest accomplishments over the
past three or four years is the way Council has handled the
budget along with the help of staff.
Robert Obenchain of Vinton asked if the Town receives any
revenue from the tickets written by the Police Department.
Chief Cook responded that the Town does get a percentage.
After comments relating to the noise of motorcycles on By-
Pass Road, he asked about the rumors that a Wendy’s was
coming to Vinton on By-Pass Road. The Mayor responded
that there are those rumors.
Hearing no further comments, the Public Hearing was closed
at 8:10 p.m. Action will be taken on this item at the June 3,
2014 Council meeting.
Public Hearing was closed
Under citizens’ comments and petitions, Bud Atkinson of
Tinker Avenue in Vinton addressed Council concerning
issues that he is having with a neighbor and wanted to know
what he could do about it. He will be going to Court on
Thursday regarding some of the issues. Vice Mayor Nance
expressed to Mr. Atkinson that he is doing the right thing by
using the criminal justice system and that he should continue
to do so. The Town Attorney commented also that the
criminal process is the best way to go because from the
Town’s standpoint there are not a lot of remedies for him.
Chief Cook commented that they have relayed information to
the Commonwealth’s Attorney that this is not an isolated
event. Glenn Marshall, also of Tinker Avenue, also
addressed Council regarding the same issue and Mr. Nance
and the Town Attorney made similar comments to him
regarding the criminal justice system.
The next item for consideration was a Resolution
approving the updated Emergency Operations Plan for the
Town of Vinton. Chief Cook made brief comments regarding
the updated Plan and the need for Council to appoint a
Director of Emergency Services and a Coordinator of
Emergency Services. The Town Manager commented that
if Council is ready to approve the Plan they can make a
separate motion appointing the Town Manager, by the Town
Code, as the Director of Emergency Services and that the
Town Manager has appointed Chief Cook as the Coordinator
of Emergency Services.
10
Mr. Hare asked in the case of an emergency, how this
process flows through the chain of command. Chief Cook
responded that the Director of Emergency Services has the
overall operational administrative decision making and the
Coordinator can act on his behalf or in his absence.
Council’s consent is to approve the Plan and see that the
Plan is used during an incident or if we need to declare an
emergency, Council would have to make that declaration. A
declaration can be made on a very emergency basis, but
Council would have to act on that declaration within 14 days.
After additional comments, Mr. Hare made a motion to adopt
the Plan as presented; the motion was seconded by Mr.
Adams and carried by the following roll call vote, with all
members voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare,
Nance, Grose; Nays (0).
Mr. Hare made a motion to approve appointment of the Town
Manager as the Director of Emergency Services and the Ben
Cook, Police Chief as the Coordinator of Emergency
Services; the motion was seconded by Vice Mayor Nance
and carried by the following roll call vote, with all members
voting: Vote 5-0; Yeas (5) – Adams, Altice, Hare, Nance,
Grose; Nays (0).
Adopted Resolution No. 2063
approving the updated
Emergency Operations Plan
for the Town of Vinton
Approved appointment of the
Town Manager as the Director
of Emergency Services and
Ben Cook the Police Chief as
the Coordinator of Emergency
Services
The next item was to consider adoption of an Ordinance
repealing the Vinton Town Code Chapter 15, Stormwater
Management, Chapter 15.1, Erosion and Sediment Control and
Steep Slope Development and Chapter 15.3, Storm Sewer
System Illicit Discharge and adopting a new Chapter 79,
Stormwater Management.
The Town Manager commented that by July 1, 2014 because
we are an MS4 locality, we will have to enforce the new
Stormwater Management regulations and will also become
the VSMP authority. As a result of this, we are required to
amend our Town Code regarding our Stormwater
Management, Storm Sewer System Illicit Discharge and
Erosion and Sediment Control and Steep Slope
Development. We are proposing to repeal Chapter 15, 15.1
and 15.3 and create a new Chapter 79, Stormwater
Management. All of these Stormwater Management Codes
have been reviewed by the DEQ and are in compliance with
DEQ standards.
Our ordinances mirror Roanoke County’s ordinances and we
have contracted with them to be our plan reviewer for site
plans and our field conditions inspector. However, ultimately
Town staff is the enforcement agent.
The Town Manager further commented that we have
participated in the County’s Stormwater Advisory Committee,
which is a citizen-driven Committee. The Committee’s
recommendation is to proceed with discussion on how to pay
11
for the maintenance of the program through a stormwater
utility fee. This is not being proposed for consideration by
Council at this time, but it will require further discussion in the
future. Mr. Hare asked if Council would get the same
presentation by the consultant that was given to Roanoke
County. The Town Manager indicated that we can get a copy
of the presentation that relates to the Town and give to
Council.
Mr. Hare asked if the Town Manager could summarize what
the impact will be for the average citizen in the Town once we
enact this Ordinance. The Town Manager responded that
there will be very little impact from a homeowner’s
standpoint, but homeowners’ associations that have ponds in
the neighbors will be responsible for maintaining those
ponds.
Vice Mayor Nance asked if staff found any sections in the
Ordinance where they felt appropriate to make stricter than
required. The Town Manager responded no and in essence
we have actually made some of the requirements not as
strict. Mr. Nance then asked about Section 79-3,
Applicability, Subsection C, 3 that refers to single-family
residences not part of a larger common plan of development
or sale. The Town Manager responded that a small
subdivision or development has a definition of a site plan and
as that plan gets larger (whether it is the number of lots or the
size of your development, like a commercial building),
eventually you will get to a common plan. The Town Attorney
commented that the stormwater is part of that whole plan, not
just each place.
Mr. Nance also commented on Section 79-9, Town Right of
Entry, Subsection B relating to the standard of proof being
cause to believe. The Town Attorney responded that almost
all of the new regulations are directed by the State and they
have determined that is the standard. You have to have a
right to go in and inspect. The Town Manager further
commented that we will have a standard operating procedure
of how we want to implement this and that we will not go on
anyone’s property without some level of acknowledgement
that we are there for a stormwater issue. The Town Attorney
further commented that this use to be administered by the
State and now the localities are required to do it. There are
not a lot of changes from what the State was empowered to
do, they are just funneling it down to the localities. She
further commented that by getting the permit required or
entering into a maintenance agreement, the property owner
would be agreeing to these conditions.
The Town Attorney commented that she and the Town Clerk
have discussed reserving a few sections at the end of each
Article in the new Ordinance to allow for possible changes in
the future. This will not change anything of substance, but
12
some of the numbering would change.
Mr. Adams made a motion to adopt the Ordinance with the
recommended re-numbering by the Town Attorney; the
motion was seconded by Mr. Altice, and carried by the
following roll call vote, with all members voting: Vote 3-2;
Yeas (3) – Adams, Altice, Grose; Nays (2) – Hare, Nance.
Adopted Ordinance No. 952
repealing the Vinton Town
Code Chapter 15, Stormwater
Management, Chapter 15.1,
Erosion and Sediment Control
and Steep Slope Development
and Chapter 15.3, Storm
Sewer System Illicit Discharge
and adopting a new Chapter
79, Stormwater Management
Under old business, the Town Manager commented that
the request for a street light in Gladetown which is on Giles
Road definitely meets the requirements and we will be
pursuing that with AEP. The traffic light loops at PFG, 3rd
Street, Pollard and Vinyard on Virginia Avenue will be put
back in this week. Also, contact has been made with Mr.
Stovall regarding the school sign. Mr. Hare asked about the
barriers at the Virginia/Glade intersection to not allow left
turns and Mr. Woodson responded that they have bulbs
ready to be placed in that area.
The next item on the agenda was the presentation of the
Financial Reports for March and April 2014. Mr. Hare
commented that the Finance Committee met yesterday and
one point of interest is that the cigarette tax revenue
continues to go down. We are about $17,000 behind where
we were at the same time last year and about $25,000
behind from March to April. The original projection was going
to be missed by $100,000 and now it is probably going to be
$150,000 plus. The gap is much larger than when we
reviewed the previous reports. All the departments are
running really close, but there is not enough to cover that
large of a revenue loss. The Police Department had a pretty
big gap several months ago that they have closed
substantially. Fire and Rescue is about $60,000 favorable,
but we will be spending that toward renovations to the
building.
Mr. Hare further commented that Mr. Thompson furnished
the Committee some policies from various localities, some
local and some in other states regarding setting up a reserve
account and we will be bringing a report to Council in that
regard, possibly as part of our strategic planning retreat.
Mr. Hare made a motion to accept the Financial reports for
March and April 2014 as presented; the motion was
seconded by Vice Mayor Nance, and carried by the following
vote, with all members voting: Vote 5-0; Yeas (5) – Adams,
Altice, Hare, Nance, Grose; Nays (0).
Accepted Financial Reports for
March 2014 and April 2014
The Mayor expressed thanks to the Historical Society for
the lunch today and that is good to see activity on the
construction site for the new library branch.
13
Comments from Council: Vice Mayor Nance commented
on the great attendance at the Wine Festival at the War
Memorial.
The Town Manager commented that this week we are
celebrating Public Works, Police and EMS Week. Public
Works is having Homestead Creamery Ice Cream on for all
employees and the Police Department is having Vito’s Pizza
Mobile Kitchen for all employees and Council is invited to
participate as their schedules will allow.
Vice Mayor Nance made a motion to adjourn the
meeting; the motion was seconded by Mr. Adams and
carried by the following vote, with all members voting: Vote
5-0; Yeas (5) – Adams, Altice, Hare, Nance, Grose; Nays (0)
– None. The meeting was adjourned at 9:24 p.m.
Meeting adjourned
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, Town Clerk
1
Meeting Date
June 3, 2014
Department
Administration
Issue
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.
Summary
In 2012-2013, the town hired Davenport & Co. to complete a study evaluating our water and
wastewater system. The study aimed to create a five-year plan for operations and capital
investment. The capital investment plan was developed through engineering studies, financial
advisors, and staff evaluation of priorities based on age, failure incidents, fire suppression
supply, and economic development opportunities. The plan also identifies major systems that
are identified for replacement or major repairs in years 6-10, but does not go into any detail this
far out.
The major projects funded as proposed are as follows:
1. Meter Reading wireless radio technology implementation - $14,000
2. Cityworks Asset Management software - $40,000
3. Design and Construction Jefferson & Cleveland Ave water line Phase 2 - $100,000
4. Design and Replacement of Sewer Main on Blandford Ave - $50,000
5. Replacement of Waterlines – Southampton Drive – 20,000
Additionally, to support the efforts to transition to a wireless meter program, all new meters
installed for new construction or replacement will include the wireless technology. As proposed
the new fee for purchase of this type of meter is $310.00 for 5/8-inch. Larger sizes above 1-inch
are priced at time of request due to market price changes.
Town Council
Agenda Summary
2
The major projects funded previously are as follows:
1. Western Virginia Water Authority – Wastewater Treatment Plant improvements
related to the disinfection capacity of the plant.
2. Glade/Tinker Wastewater Interceptor Line Improvements
3. Design and Replacement of water lines in the Cleveland/Jefferson/Jackson Ave.
neighborhood east of downtown.
4. Equipment Replacement – a 5-year lease proposal is recommended to replace four
pick-up truck service vehicles and one backhoe.
These projects were funded through a 20-year term for projects 1-3 and a 5-year lease structure
for project 4. A bond in the amount of $2,000,000 was secured in June 2013 and funded through
an 8.7% rate increase.
Attachments
Ordinance
Water and Wastewater Fees and Charges Schedule for FY2015
Water and Wastewater Fees and Charges Schedule for FY2016
Recommendations
Motion to adopt Ordinance
1
ORDINANCE NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON
TUESDAY, JUNE 3, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA.
AN ORDINANCE to adopt water and wastewater rates and charges for residential/
commercial/institutional/industrial users pursuant to the Vinton Town Code, Chapter 94, Utilities,
Section 94-46, Water rates and charges and Section 94-91, Wastewater rates and charges and
establishing an effective date.
WHEREAS, establishing rates and charges for service is the responsibility of Town Council; and
WHEREAS, the Utility Fund is an enterprise fund and expected to generate revenues to cover all
associated costs of providing public water and wastewater services; and
WHEREAS, the Town proposes capital equipment purchases and other capital improvements for
the Town; and
WHEREAS, a water and wastewater rate increase of 8.9% effective July 1, 2014 and a water and
wastewater rate increase of 8.9% effective July 1, 2015 is needed to fund these
capital purchases, capital improvements and support the annual debt service for
existing general obligation bonds or future general obligation bonds as Council may
deem necessary to accomplish these projects; and
WHEREAS, the Town Council supports the principle that utility fund costs should be shared in a
fair and equitable manner amongst all customer classes; and
WHEREAS, a public hearing was advertised and held on May 20, 2014, and all public
comments have been considered by Council; and
WHEREAS, the recommended, water and wastewater rate increases for residential, commercial,
institutional, and industrial customers will result in fair and equitable water and
wastewater rates and charges amongst customer classes.
NOW, THEREFORE, BE IT ORDAINED by the Vinton Town Council that the increased
residential/commercial/institutional/industrial water and wastewater rates and charges shown on
the attached Rates & Charges Schedule for Water and Wastewater Service are effective on July
1, 2014 and July 1, 2015 for any water and wastewater billed on or after those dates. Said
Schedules are hereby incorporated by reference, enacted, approved and established.
2
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
Effective Date: July 1, 2014 8.9% INCREASE EFFECTIVE JULY 1, 2014 Town Council Ordinance No. _____ dated June 3, 2014
TOWN OF VINTON
RATES & CHARGES SCHEDULE FOR WATER AND WASTEWATER SERVICE
Water Rates & Charges
Minimum Charge for Residential Service Gallons
First 3,000 gallons or less thru 5/8" meter First 1,500 or less $9.43
Residential Volumetric Consumption Rate
Next 30,000 gallons or less (per 1,000 gallons )Next 15,000 or less $1.74
All over 33,000 gallons (per 1,000 gallons )All over 16,500 $2.18
Minimum Charge for Commercial/Institutional/Industrial Service
First 1,500 gallons or less thru 5/8" meter
First 1,500 gallons or less thru 3/4" meter
First 1,500 gallons or less thru 1" meter
First 1,500 gallons or less thru 1-1/4" meter
First 1,500 gallons or less thru 1-1/2" meter
First 1,500 gallons or less thru 2" meter
First 1,500 gallons or less thru 3" meter
First 1,500 gallons or less thru 4" meter
First 1,500 gallons or less thru 6" meter
First 1,500 gallons or less thru 8" meter
Commercial/Institutional/Industrial Volumetric Consumption Rate
All over 1,500 gals. (per 1,000 gals.)
Purchased Water Sales
Service Charge.
Volumetric Consumption Rate (Residential/Commercial/Institutional ).
(Per 1,000 gallons )
Volumetric Consumption Rate (Industrial ).
(Per 1,000 gallons )
Bulk Water Sales
Hydrant Meter
Service Charge.
Volumetric Consumption Rate (per 1,000 gallons).
Unmetered
Service Charge.
Volumetric Consumption Rate (per 1,000 gallons).
Note. The Town shall determine when the hydrant meter will be used.
Miscellaneous Water Service Charges and Fees
Initial Service Application.$25.00
Temporary Water or Sewer Account administrative fee $50.00
Tenant Deposit for Residential Unit $100.00
Deposit Required After Disconnection $100.00
Re-check reading of meter (See Note 1).$25.00
Meter Accuracy Test - Residential (See Note 2).$50.00
Meter Accuracy Test - Comml./Inst./Ind. (See Note 2).$200.00
Reconnect fee.$40.00
Additional Overtime Charge (See Note 3)$25.00
Return check fee.$50.00
Note 1. No charge for first re-read request. No charge for misread meter. Charge applies to any
additional requests within a 12-month period.
Note 2. No charge if meter fails accuracy test.
Note 3. Applies for work other than 8:00 AM to 5:00 PM, Monday thru Friday.
Monthly
$195.32
$17.97
$130.21
$17.97
Monthly
$9.43
$4.44
$3.81
$21.13
$27.75
$34.70
$38.83
$4.44
Bimonthly Monthly
$18.85
$3.48
$4.36
Monthly
$9.43
$10.29
$10.99
$11.43
$12.36
$15.81
Effective Date: July 1, 2014 8.9% INCREASE EFFECTIVE JULY 1, 2014 Town Council Ordinance No. _____ dated June 3, 2014
TOWN OF VINTON
RATES & CHARGES SCHEDULE FOR WATER AND WASTEWATER SERVICE
Wastewater Rates & Charges
Gallons
Minimum Charge for Residential Service - Metered $13.84
First 3,000 gallons or less First 1,500 or less
Residential Volumetric Disposal Rate
All over 3,000 gallons (per 1,000 gallons )All over 1,500 $2.04
Minimum Charge for Commercial/Institutional/Industrial - Metered Service $13.84
First 1,500 gallons or less.
Commercial/Institutional/Industrial Volumetric Disposal Rate
All over 1,500 gallons (per 1,000 gallons )$4.06
Residential Unmetered Service $28.84
Fixed Charge (See Note 1)
Note 1. Applies where no individual residential water meter is installed.
$4.06
$57.66
$27.68
Bimonthly Monthly
Bimonthly Monthly
Effective Date: July 1, 2015 8.9 % RATE INCREASE EFFECTIVE
JULY 1, 2015
Town Council Ordinance No __ Dated June 3, 2014
TOWN OF VINTON
RATES & CHARGES SCHEDULE FOR WATER AND WASTEWATER SERVICE
Water Rates & Charges
Minimum Charge for Residential Service Gallons
First 3,000 gallons or less thru 5/8" meter First 1,500 or less $10.27
Residential Volumetric Consumption Rate
Next 30,000 gallons or less (per 1,000 gallons )Next 15,000 or less $1.89
All over 33,000 gallons (per 1,000 gallons )All over 16,500 $2.37
Minimum Charge for Commercial/Institutional/Industrial Service
First 1,500 gallons or less thru 5/8" meter
First 1,500 gallons or less thru 3/4" meter
First 1,500 gallons or less thru 1" meter
First 1,500 gallons or less thru 1-1/4" meter
First 1,500 gallons or less thru 1-1/2" meter
First 1,500 gallons or less thru 2" meter
First 1,500 gallons or less thru 3" meter
First 1,500 gallons or less thru 4" meter
First 1,500 gallons or less thru 6" meter
First 1,500 gallons or less thru 8" meter
Commercial/Institutional/Industrial Volumetric Consumption Rate
All over 1,500 gals. (per 1,000 gals.)
Purchased Water Sales
Service Charge.
Volumetric Consumption Rate (Residential/Commercial/Institutional ).
(Per 1,000 gallons )
Volumetric Consumption Rate (Industrial ).
(Per 1,000 gallons )
Bulk Water Sales
Hydrant Meter
Service Charge.
Volumetric Consumption Rate (per 1,000 gallons).
Unmetered
Service Charge.
Volumetric Consumption Rate (per 1,000 gallons).
Note. The Town shall determine when the hydrant meter will be used.
Miscellaneous Water Service Charges and Fees
Initial Service Application.$25.00
Temporary Water or Sewer account administravive fee $50.00
Tenant Deposit for Residential Unit $100.00
Deposit Required After Disconnection $100.00
Re-check reading of meter (See Note 1).$25.00
Meter Accuracy Test - Residential (See Note 2).$50.00
Meter Accuracy Test - Comml./Inst./Ind. (See Note 2).$200.00
Reconnect fee.$40.00
Additional Overtime Charge (See Note 3)$25.00
Return check fee.$50.00
Note 1. No charge for first re-read request. No charge for misread meter. Charge applies to any
additional requests within a 12-month period.
Note 2. No charge if meter fails accuracy test.
Note 3. Applies for work other than 8:00 AM to 5:00 PM, Monday thru Friday.
$141.80
$19.57
$19.57
$23.01
$30.22
$37.79
$42.29
$4.84
Monthly
$10.27
$4.84
$3.81
Monthly
$212.70
$17.22
Bimonthly Monthly
$20.53
$3.79
$4.75
Monthly
$10.27
$11.21
$11.97
$12.45
$13.46
Effective Date: July 1, 2015 8.9 % RATE INCREASE EFFECTIVE
JULY 1, 2015
Town Council Ordinance No __ Dated June 3, 2014
TOWN OF VINTON
RATES & CHARGES SCHEDULE FOR WATER AND WASTEWATER SERVICE
Wastewater Rates & Charges
Gallons
Minimum Charge for Residential Service - Metered $15.07
First 3,000 gallons or less First 1,500 or less
Residential Volumetric Disposal Rate
All over 3,000 gallons (per 1,000 gallons )All over 1,500 $2.22
Minimum Charge for Commercial/Institutional/Industrial - Metered Service $15.07
First 1,500 gallons or less.
Commercial/Institutional/Industrial Volumetric Disposal Rate
All over 1,500 gallons (per 1,000 gallons )$4.42
Residential Unmetered Service $31.41
Fixed Charge (See Note 1)
Note 1. Applies where no individual residential water meter is installed.
Bimonthly Monthly
$62.79
Bimonthly Monthly
$30.14
$4.42
1
Meeting Date
June 3, 2014
Department
Administration
Issue
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.
Summary
Revisions as discussed in Council Work Session have been made to the Budget Document and
the new budget is as follows:
General Fund
Manager’s Request Council Approved
Revenue $8,429,807 $8,443,307
Use of Unappropriated Fund Bal 128,144 122,913
Total $8,557,951 $8,566,220
Expenditure $8,557,951 $8,566,220
Utility Fund
Revenue $3,449,935 $3,449,935
Expenditure $3,449,935 $3,449,935
The FY 2014-15 annual budget is the culmination of months’ worth of staff work developing and
managing our services and revenues to provide the expected and needed services for the
community. The budget document is one of the most important policies established by Council
to convey to staff and the community priorities, levels of services, and investment in the
community.
The budget document includes a great deal of information which is intended to explain what and
why of government services provided by the Town of Vinton.
Town Council
Agenda Summary
2
The budget sets forth operating expenditures and capital expenditures. Over the past six years,
through the economic downturn, our budget has been appropriately reduced without any major
impacts to the delivery of service and minimal service elimination. However, one of the major
reductions has been to our capital investment funding. This reduction can be accommodated in
the short term by delaying purchases and equipment replacement. In the long term, we have a
back log and pent up demand for capital investment and replacement of equipment. These needs
are outlined in detail in the capital improvement plan within the budget which amounted to
$1,421,000 requested for FY2015. In this budget we were able to fund a total of $262,400 of
capital needs of which $38,400 is in the General Fund and $224,000 is in the Utility Fund.
During our recent budget work sessions, Council has reviewed the Manager’s Recommended
Budget and has made the following changes:
Revenues:
200.1207.001 Pari-Mutuel Tax $(15,000) Decrease
200.1209.001 Admissions Tax $ (1,500) Decrease
200.1613.011 Fee For Transport $ 30,000 Increase
200.1899.008 Re-Appropriated Fund Bal $ (5,231) Decrease
$ 8,269
Expenditures:
200.1100.571 Community Contributions $ (1,500) Decrease Removed Bank-ON
200.1221.532 Property Insurance $ 51 Increase
200.1221.535 Motor Vehicle Insurance $ (196) Decrease
200.1221.538 Liability Insurance $ 12 Increase
200.3101.532 Property Insurance $ 176 Increase
200.3101.535 Motor Vehicle Insurance $ (5,481) Decrease
200.3101.538 Liability Insurance $ 42 Increase
200.3101.539 LOD Ins Coverage $ (1,678) Decrease
200.3205.532 Property Insurance $ 277 Increase
200.3205.535 Motor Vehicle Insurance $ (1,730) Decrease
200.3205.538 Liability Insurance $ 67 Increase
200.3205.539 LOD Ins Coverage $ 2,079 Increase
200.3501.535 Motor Vehicle Insurance $ (196) Decrease
200.4101.103 Salaries & Wages Part-Time $ 9,000 Increase Seasonal Help for Mowing
200.4101.201 SS/Medicare $ 679 Increase Seasonal Help for Mowing
200.4101.532 Property Insurance $ 126 Increase
200.4101.535 Motor Vehicle Insurance $ (2,936) Decrease
200.4101.538 Liability Insurance $ 30 Increase
200.4108.535 Motor Vehicle Insurance $ (196) Decrease
200.4202.535 Motor Vehicle Insurance $ (196) Decrease
200.4203.103 Salaries & Wages-Overtime $ 4,000 Increase Restoration of Dumpster
200.4203.201 SS/Medicare $ 307 Increase Restoration of Dumpster
200.4203.601 Regional Landfill Charges $ 6,000 Increase Restoration of Dumpster
200.4203.535 Motor Vehicle Insurance $ (587) Decrease
200.4206.535 Motor Vehicle Insurance $ (392) Decrease
200.4304.532 Property Insurance $ 252 Increase
3
200.4304.538 Liability Insurance $ 60 Increase
200.7101.532 Property Insurance $ 100 Increase
200.7101.538 Liability Insurance $ 24 Increase
200.7103.532 Property Insurance $ 202 Increase
200.7103.538 Liability Insurance $ 48 Increase
200.7105.532 Property Insurance $ 100 Increase
200.7105.538 Liability Insurance $ 24 Increase
200.7107.532 Property Insurance $ 75 Increase
200.7107.535 Motor Vehicle Insurance $ (196) Decrease
200.7107.538 Liability Insurance $ 18 Increase
200.8101.535 Motor Vehicle Insurance $ (196) Decrease
$ 8,269
These changes will result in a balanced budget; however the budget reflects no new revenue
sources and there is a use of the fund balance in the amount of $122,913.
Attachments
Ordinance
Budget Detail
Recommendations
Motion to adopt Ordinance
ORDINANCE NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 3, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA.
WHEREAS, the Town Charter requires that a budget be adopted by July 1st for the new fiscal
year; and
WHEREAS, the Council has reviewed the proposed budget and is of the opinion that the Town
government can operate for the twelve month period beginning July 1, 2014 to June
30, 2015, with the revenues and expenditures contained in the attached budget; and
WHEREAS, any funds appropriated in this budget to any Town department may be used as
participating funds in any Federal Aid Programs for like purposes, with the prior
approval of the Town Council.
NOW, THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia, that
the budget for the fiscal year beginning July 1, 2014 and ending June 30, 2015 be set forth herein.
Fund Revenue and Expenses Adopted Budget
General Fund $ 8,566,220
Utility Fund 3,449,935
$12,016,155
BE IT FURTHER ORDAINED that this ordinance provides for the daily operation of the
department of law and the department of finance, and in an emergency.
BE IT FURTHER ORDAINED that this Ordinance takes effect July 1, 2014.
This Ordinance adopted on motion made by Council Member ______________, and seconded by
Council Member __________________.
AYES:
NAYS:
APPROVED:
_____________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________
Susan N. Johnson, Town Clerk
Revenues Total All Funds
General Fund 8,566,220$
Utility Fund 3,449,935
Capital Improvements Fund -
Total Revenues 12,016,155$
Expenditures
General Fund:
Town Council 113,773$
Town Manager's Office 128,855
Human Resources 62,223
Legal Services 30,000
Finance Department 243,182
Police Department 1,825,836
Communications Services 472,026
Emergency Services 7,500
Police Grants 42,856
Fire & EMS 942,039
Animal Control 124,714
Public Works Administration 130,763
Street Maintenance 970,966
Snow and Ice Removal 80,481
Traffic Signs and Street Lighting 140,527
Street and Road Cleaning 84,953
Refuse Collection 533,792
Recycling 78,718
Municipal Building & Grounds 149,044
Special Programs 140,696
WM Interdepartmental Functions 4,000
War Memorial 351,611
Vinton Veteran's Monument 4,615
Swimming Pool/Parks 79,764
Senior Citizens Program 88,987
Planning Department 275,570
Economic Development 884,049
Public Transportation 100,000
Vinton Business Center 11,200
Debt Service - General Fund 463,480
Contingency -
Transfers -
Total General Fund 8,566,220$
Utility Fund:
Utilities Administration 611,653$
Water Distribution System 995,919
Purchased Water 125,000
Wastewater Collection System 997,105
Debt Service - Utility Fund 720,258
Contingency -
Transfers -
Total Utility Fund 3,449,935$
Total Combined Expenditures 12,016,155$
Meeting Date
June 3, 2014
Department
Town Clerk
Issue
Consider adoption of a Resolution setting the employer contribution rate for the Town effective
July 1, 2014.
Summary
The Virginia Retirement System (VRS) Board of Trustees adopted new Contribution rates for
FY2015 and FY2016. These rates reflect changes made to the funding policy by the Board and
the Group Life Insurance rates included in the Governor’s budget. The Group Life rates were
not modified by the General Assembly in their recent budget amendment. The following
contribution rates are effective for the fiscal year beginning July 1, 2014.
Retirement - The employer contribution rate will be 12.40% for FY2015 and FY2016. This rate
does not include the 5.00% member contribution that is paid by the employee of the Town of
Vinton.
Group Life Insurance – The Total Contribution rate will be 1.32%. This rate is composed of a
0.79% employee share and a 0.53% employer share. This action does not affect the Optional
Life Insurance premiums.
Attachments
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 3, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL
BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, the Town of Vinton, Virginia, Employer Code No. 55318, does hereby acknowledge that
its contribution rates effective July 1, 2014 shall be based on the higher of a) the
contribution rate in effect for FY 2012, or b) eighty percent of the results of the June 30,
2013 actuarial valuation of assets and liabilities as approved by the Virginia Retirement
System Board of Trustees for the 2014-16 biennium (the “Alternate Rate”) provided that,
at its option, the contribution rate may be based on the employer contribution rates
certified by the Virginia Retirement System Board of Trustees pursuant to Virginia Code §
51.1-145(I) resulting from the June 30, 2013 actuarial value of assets and liabilities (the
“Certified Rate”); and
WHEREAS, the Town of Vinton, Virginia, Employer Code No. 55318, does hereby certify to the
Virginia Retirement System Board of Trustees that it elects to pay the following
contribution rate effective July 1, 2014:
The Certified Rate of 12.40%; and
WHEREAS, the Town of Vinton, Virginia, Employer Code No. 55318, does hereby certify to the
Virginia Retirement System Board of Trustees that it has reviewed and understands the
information provided by the Virginia Retirement System outlining the potential future
fiscal implications of any election made under the provisions of this resolution.
NOW, THEREFORE, BE IT RESOLVED that the officers of the Town of Vinton, Virginia, Employer
Code No. 55318, are hereby authorized and directed in the name of the Town of Vinton, Virginia to carry
out the provisions of this resolution, and said officers of the Town of Vinton, Virginia are authorized and
directed to pay over to the Treasurer of Virginia from time to time such sums as are due to be paid by the
Town of Vinton, Virginia for this purpose.
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
1
Meeting Date
June 3, 2014
Department
Administration
Issues
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.
Summary
The Town has been working with Roanoke County IT for over a year to purchase a new phone
system. When the Town initially began looking Roanoke County’s VoIP System was one of
three systems looked at; at the time it costs $28,350 for the materials and to install. The current
price of the system for installation and materials is $15,178 because of build-out for the various
Roanoke County Departments. The phone system will be on the Ethernet Ring maintained by
Roanoke County and be hosted at their facility. This will allow them to provide technical
support faster and also allow for multiple backup sites in case of an emergency.
The Town has picked the VoIP option for many reasons. The first is because it is supported by
Roanoke County IT and the Town has a good relationship with their staff. The second is the
cost. The Town will only have to have phone lines from Verizon for elevator, fax, alarm and
credit card purposes. This will provide an average savings of $1,100 per month. The monthly
cost for the system, including technical support and hosting, is estimated at $550 per month.
This means, that along with the initial fixed costs, the payback period will be 26 months.
The need for a new phone system is imminent. The current functionality of the phone system to
receive calls, transfer calls and voicemail has failed numerous times in the past six months.
When the system fails, Roanoke County is called for technical support and they piece together a
fix knowing that parts for the phone system are no longer available due to its age and technology.
Roanoke County IT says that it is only a matter of time before they will no longer be able to
rehabilitate the current phone system and the Town will have to purchase a new system.
Town Council
Agenda Summary
2
The Town will pay for the phone system through the proceeds from an audit done on the Verizon
phone bill done by a third party company. The audit that was done netted the Town $21,000.
Attachments
Payback Worksheet
Resolution
Recommendations
Motion to adopt Resolution
Payback Calculation for VoIP Phone System
Month Costs Cumulative Benefits Cumulative
Costs Benefits
0 15,162.00 15,162.00 1,100.00 1,100.00
1 550.00 15,712.00 1,100.00 2,200.00
2 550.00 16,262.00 1,100.00 3,300.00
3 550.00 16,812.00 1,100.00 4,400.00
4 550.00 17,362.00 1,100.00 5,500.00
5 550.00 17,912.00 1,100.00 6,600.00
6 550.00 18,462.00 1,100.00 7,700.00
7 550.00 19,012.00 1,100.00 8,800.00
8 550.00 19,562.00 1,100.00 9,900.00
9 550.00 20,112.00 1,100.00 11,000.00
10 550.00 20,662.00 1,100.00 12,100.00
11 550.00 21,212.00 1,100.00 13,200.00
12 550.00 21,762.00 1,100.00 14,300.00
13 550.00 22,312.00 1,100.00 15,400.00
14 550.00 22,862.00 1,100.00 16,500.00
15 550.00 23,412.00 1,100.00 17,600.00
16 550.00 23,962.00 1,100.00 18,700.00
17 550.00 24,512.00 1,100.00 19,800.00
18 550.00 25,062.00 1,100.00 20,900.00
19 550.00 25,612.00 1,100.00 22,000.00
20 550.00 26,162.00 1,100.00 23,100.00
21 550.00 26,712.00 1,100.00 24,200.00
22 550.00 27,262.00 1,100.00 25,300.00
23 550.00 27,812.00 1,100.00 26,400.00
24 550.00 28,362.00 1,100.00 27,500.00
25 550.00 28,912.00 1,100.00 28,600.00
26 550.00 29,462.00 1,100.00 29,700.00
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
JUNE 3, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, the Phone System that serves the Municipal Building and Fire/EMS Building was
installed in December 2001; and
WHEREAS, the phone system has failed on numerous occasions causing voicemail and other
necessary phone functions to cease working; and
WHEREAS, Roanoke County technical support has stated that replacement parts cannot be relied
upon in the future to fix any failures due to the age of the phone system; and
WHEREAS, the Municipal Building and the Fire/EMS Building need a reliable phone system to
carry out daily operational functions and was quoted by Roanoke County for a
SyCom Voice over Internet Protocol (VoIP) system for the amount of $15,178; and
WHEREAS, the Town of Vinton received a refund from Verizon for the overpayment of phone
bill costs in the amount of $21,000; and
WHEREAS, funds need to be transferred from the Miscellaneous Income – Re – Appropriated
Fund Balance Account to the Buildings and Grounds – Capital Outlay Expenditure
Account.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the following:
FROM: 200.1899.008 Re-appropriated Fund Balance $15,178
TO: 200.4304.799 Capital Outlay $15,178
This Resolution adopted on motion made by Council Member _____________ and seconded by
Council Member __________________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
____________________________________
Susan N. Johnson, Town Clerk