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HomeMy WebLinkAbout6/7/2011 - Regular T Bradley E. Grose, Mayor p lot Vinton Municipal Building Robert R.Altice, Councilmember 311 South Pollard Street Carolyn D, Fidler,Vice Mayor Z Vinton,VA 24179 Matthew S. Hare, Councilmember (540)9 -0607 William"Wes"Nance, Councilmember C? 188 Vinton Town Council Regular Meeting Tuesday, June 7,'2011 AGENDA Consideration of: A. 5.30 P.M. —Work Session 1. Presentation by Roanoke County Schools' William Byrd High School for Community Electronic Message Board Sign in Town Right-of-Way . Access Easement Between Town of Vinton and Stafford Property -- 605 Maywood Drive Vinton Business Center Rezoning Update 4.: Citizen Satisfaction Survey Discussion B. 7:00 P.M. - Roll Call and Establishment of ai Quorum C. INVOCATION Paster Brun Geiser, First Christian Church of Vinton D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. CONSENT AGENDA 1. Request to Approve Minutes for Regular Meeting of May 3, 2011 and for a Budget Work Session on May 10, 2011 F. AWARDS, RECOGNITIONS, PRESENTATIONS G. CITIZENS' COMMENTS AND PETITIONS -This section is reserved for comments and questions for issues not listed on the agenda H. PUBLIC HEARINGS 1. Proposed Budget for FY 2011-2012 1. TOWN ATTORNEY 1. TOWN MANAGER 1. Adopt Resolution Allowing Town to Require VRS Plan 2 Employees to Pay Employee's share of Retirement— Resolution No. 1925 K. MAYOR L. COUNCIL M. ADJOURNMENT NEXT TOWN COUNCIL MEETING: June 21, 2011 NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings, Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. 2 (5/31/2011) Darleen Bailey-Town Council Invocation next Tuesday :Page From: <Brian,Geiser@roanokeva.g ov> To: <dbailey@vintonva.gov> Date: 5/31/2011 10:17 AM Subject: Town Council Invocation next Tuesday Darleene, I am scheduled to lead the invocation for Council on Tuesday, June 7th at 7 p.m, In the letter it asked for a short biography so I am including that with this email: *Brian Matthew Geiser is a Roanoke native graduating from William Fleming High School and Virginia Western Community College, He also graduated from the Cardinal Criminal Justice Academy in Salem. He has served as a Minister I Music Minister/Organist in the area for over 27 years and recently celebrated his 10 year anniversary at First Christian Church (Disciples of Christ) here in Vinton. Brian is also a Lieutenant with the Roanoke City Sheriffs Office serving there since 1998. In his free time, Brian enjoys singing, playing the piano and organ, camping, hiking, biking and spending time with his family,* Feel free to edit that as you see fit and dont' hesitate to contact me should you have any questions, Thanks again! Sincerely, Lieutenant Brian M. Geiser Roanoke City Sheriffs Office 340 West Campbell Avenue* Roanoke, Virginia 24016 Office:(640) 853-6360*Fax: (540) 853-5833 Cell:(540) 537-6692 * DC: 187*17237*12 Web: www.roanokeva,gov/sheriff Email: bgeiser@roanokeva.gov MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MAY 3, 2011; IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT. Chris Lawrence,Town Manager Ccnsuella Caudill, Assistant Town Manager Theresa;Fontana,Acting Town Attorney Stephanie Dearing,Acting Clerk Barry Thompson, Finance Director/Treasurer Michael Kennedy, Public forks Director Anita McMillan; Planning Director Lauren Hodges, Facilities Manager Ben Cook, Police Captain Agenda A. 7:00 P.M. - Roll Call and Establishment of a Quorum B: INVOCATION — Rev. Thomas Harper, Altha Grove Baptist Church in Forest, Virginia C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D, CONSENT AGENDA 1. Request to Approve Minutes for April 5, 2011 Regular Meeting I: AWARDS, RECOGNITIONS, PRESENTATIONS 1. Presentation to Town Council by Blue Ridge Bicycle Club— Governors Bike Month Proclamation 2. Proclamation - Pudic Works Awareness Leek J. CITIZENS' COMMENTS AND PETITIONS-This section is reserved for comments and questions for issues not listed on the agenda K TOWN ATTORNEY L. TOWN MANAGER 1. Consideration of Roanoke Valley Television FY 2011/2112 Budget Resolution No. 1916 K MAYOR 1. Recognition of Virginia Business Appreciation Week—May 2- , 2001 COUNCIL O, ADJOURNMENT WORK SESSION 1. FEMA Storm Water Infrastructure Grant Application 2. Budget Discussion — Revenues 3. Discussion of Residency Expectations for new Town Employees 1 Mayor Grose called the regular meeting to order at TOO p.m. Following roll Roll call, invocation and call, Mr, Billy Booth gave the invocation and Councilman Altice led the Pledge of Allegiance to Pledge of Allegiance to the U.S. Flag. U.S. Flag. The Consent Agenda was approved on motion by Councilman Hare and Approved Consent seconded by Mr. Altice. The motion passed with all in favor, Agenda Ms. Barbara Norris Duerk and Ms. Jennie Duddy, members of the Blue Ridge Bicycle Club and Virginia's Bicycle Federation, presented the Town of Vinton a Certificate of Recognition from the Governor of the Commonwealth of Virginia recognizing May as Bicycle Month. Ms. Duerk noted that Vinton was the first locality in the Roanoke Valley to develop bike lanes, After reading a proclamation recognizing Public Works Awareness Week, Councilman Nance presented it to the Town's Public Works Director, Mike Kennedy, A citizen complained that he felt his recent water and sewer bill was higher than it should have been and after calculating it out, he found his bill reflected an increase of 28%, not 15% as it should have been. Mr. Nance pointed out that meters had been read several days later than usual this billing period due to bad weather which made the billing period a little longer. He pointed out that it would work out in the end because the next service period should be a few days shorter. Mayor Grose asked the Town Treasurer to look into the matter. Mr. Lawrence reported that the agreement regarding use of the Town's boat ramp would be brought back to Council sometime within the next two or three meetings. Mr, Lawrence asked Council to consider approving the Roanoke Valley Adopted Resolution No. Television (RVTV) Budget for FY 2011/2012. He reported that the 1916 approving RVTV proposed RVRA budget is $318,000 which shows an increase of $6,000 Budget over last year. He advised that the increase is due to health insurance increases and lease expenses as well as Cox Communications charges. He further advised that the Town's share of the RVTV budget is based on the number of subscribers in the Town of Vinton. It was reported that even though the number of subscribers decreased this year, the Town's share of the budget increased as a result of how the percentages worked out for the three supporting localities. He noted that Vinton's share of the total proposed RVTV budget for FY 2011/2012 is $15,921 or $3,000 more than the current year's share. Mr. Lawrence also noted that RVTV uses approximately $47,000 of their fund balance to supplement the budget which keeps the localities' membership costs down. He noted that there will be no fund balance to supplement the budget after next year. Mr. Hare asked about the future of RVTV and whether the Town will be looking at additional increases in the future and if RVTV is looking at other revenue sources. Ms. Bays-Murphy replied that they are not now in a position to generate other revenue. She went on to say that at the last 2 RVTV Meeting the Board did approve a request to allow RVTV to charge $5.00 each for any DVDs over the number of five that are produced for a participating government . She noted that previously RVTV did not charge for additional DVDs that were requested. Ms. Bays-Murphy noted that in the past the RVTV Committee has been very'hesitant to open the doors to the public to make money, She advised that she did not see costs going up but did have concerns with having to use the fund balance during the past three years to help fund the budget. Ms. Bays stated that she does not anticipate increased operational costs with the exception of rent which would increase by % each year through the year 2020 per an agreement with the,Jefferson Center. Ms. Fidler inquired as to whether it would be possible to include more of the overhead costs in the cost of additional CDs that are sold. Ms. Bays- Murphy replied that under FtIA, she is allowed to charge only what is considered to be reasonable. Mr Hare asked If the Board has the option to entertain any other' members. Ms. Bays-Murphy replied that at the beginning, Salem was asked to join RVTV but their franchise is with another cable provider. She went on to say that she was not aware of any other local government on the Cox Communications network. Ms. Bays-Murphy briefly discussed RVTV's planned new website. Mayor Grose advised that he did not have a problem with RVTV°s budget and was very pleased with the video productions they have done for the Town. Mr, Nance stated that he supported the proposed Resolution but that if costs go up drastically over the next year, he felt Council would have to take a serious look at this line item. Mr. Hare commented that he felt that RVTV provides a good service but felt they need to be aware of what could happen next year. Ms. Bays-Murphy replied that the formula for funding RVTV needs to be discussed during the upcoming year; Ms. Fidler moved to adopt proposed Resolution No. 1916 approving the RVTV Operating Budget for FY 2011/2012. The motion was seconded b Mr. Altice and passed unanimously on a roll call vote. Mr. Lawrence reported that a question came up at a budget work session regarding the current budget for paving. He further reported that the low bid for the annual paving is 600feet short of completing the list of streets to be paved in the Bali Hai neighborhood. Mr.. Lawrence advised that it would cost approximately$26;000 more to complete paving in that neighborhood. it was noted that after careful review of the Public Works budget, staff was able to come up funding to pave the final 600 to 700 feet of paving if Council agrees with transferring the funds. 3 Mr. Lawrence advised that no formal action was needed immediately but needed a consensus from Council to go ahead with completing paving in Bali Hai. He noted that the request would be brought back to Council for a formal vote at their May t 7th meeting. Following further discussion, Council came to a consensus allowing the transfer of funds in the amount of 28,000 to cover the cast of the additional paving. Mayor Grose recognized Virginia Business Appreciation Week that took place from May 2nd to May 6th and thanked the businesses that are located in the Town of Vinton; Ms. Caudill noted that Vinton businesses will soon receive a business retention and expansion survey: Ms. Caudill commented that the survey will also be on the Town's website. She felt that the survey will give staff feedback on business needs. Council complimented the Public Works Department on their clean up efforts after the Dogwood Festival the previous week. Mr. Nance congratulated the Dogwood Festival Committee on their very successful festival. Mr. Hare reported that March financials were discussed at a Finance Committee Meeting that took place earlier in the day, He noted that the Town is in good shape as far as the General Fund is concerned, but the Utility Fund is not as encouraging, Mr. Hare moved to accept the January, February and March Financial Statements as reviewed. Ms. Fidler seconded the motion with all in favor: The Town Manager reminded Council of all upcoming Committee meetings. Mayor Croce adjourned the regular meeting at 3:15 p.m. WORK SESSION A brief report was given by Karla Turman, Associate Planner, regarding the proposed FMA Storm Water Grant Application, Barry Thompson, Finance Director/Treasurer reviewed revenue projections for the upcoming budget. He discussed various taxes paid to the Town each year and whether they had increased; decreased or remained flat. Mr. Thompson noted that the prepared meals tax is projected to increase a little this year and reported that Tobacco Tax collections have been very successful this year and recommended leaving the Tobacco Tax projections at $325,000, Mr. Thompson noted that the animal license tax increased this year and that more licenses were sold than for the last two years. He advised that permits and other fines were reduced this year as there was little construction done this year. He pointed out that a new line item was added for sign permits this year so they can be tracked. Mr. Thompson reported that after doing a survey with other localities, staff considered proposing an increase in the cost of parking tickets this year from 10.00 to $20.00,but decided not to request an increase for this year. A new line item added this year to enable tracking of fare alarms. Mr. Thompson reported that the total for all categories listed under Permits and Fines is $11,1 g. He further reported that this is a decrease from last year. Under Use of Money, Mr, Thompson reported that the Town is not"receiving much on invested money, He noted that he removed the line item for Use of Town Property and for Material and Supplies,, Mr. Hare asked to discuss the status of the Health Department Building. During their discussion Mr. Lawrence noted that Ms. Caudill had suggested putting out a request for proposal that would give free rent for a year, one-half resit for year two, three-quarter resit for year three to assist with attracting a business. He advised that staff needs feedback from Council on the future of the Health Department building, Following Mr, Thompson's accounting of projected increases and decreases for the general Fund's revenue accounts, Mr. Lawrence reported on an EMS Grant to purchase a new ambulance. He advised that the Town's share of the grant is $37,500, Roanoke Count 's share is $ 7 500 He went on to say that the grant itself will pay$67,000. Mr. Thompson reported that business percentage of revenue this year is $3,283,851, He commented that this amount is attributed entirely to the business community. He pointed out that this equates to approximately 44.39% of the total revenue.. After breaking off budget discussions due to the late hour; Mayor Grose asked that Council consider making it a point to adjourn their meetings by 9.30 p.m. APPROVED: Bradley F. Grose, Mayor ATTEST: Darleen 1 . Bailey, Town Clerk 5 MINUTES OF A BUDGET WORK SESSION HELD ON MAY 10, 2011, AT 4:30 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,VA MEMBERS PRESENT: Bradley E.Grose,Mayor Robert R.Altice Carolyn D. Fidler,Vice Mayor Matthew S. Hare W.Wesley Nance PLANNING AND ZONING Anita McMillan reported on her department's accomplishments for 2010/2011: 1: Received and administered DHCD Planning Grant for$35,000 2. Completed Downtown Vinton Master Plan 1 Submitted VDHCD CDBG Downtown Revitalization Project Grant Application 4 Processed three Downtown Facade Improvements grants 5. Handled rezoning on Hardy Road 6. The Planning and Zoning Coordinator assisted with launching the new website 7 Processed permits(valued at more than$1.4 million. Fees collected amounted to$13,589) & Administered the Town VPDES Stormwater Permit BMPs(Fall Waterways Cleanup, Annual Clean Valley Day,Arbor Day event and tree plantings at Herman L. Horn) She then reviewed her goals and objectives for 2011/2012: 1, Continue administration of land use planning, subdivision and site plan review, stormwater, floodplain, code enforcement 2. Review and update Comprehensive Plan, Zoning and Subdivision Ordinances to reflect needs and desires of community 1 Continue to administer the VPDES stormwater permit requirements 4. Continue to assist and be involved in the Downtown Facade Grant Program and implementation of the Vinton Area Corridors Plan strategies 5. Will continue to hold Clean Valley Day, Fall Waterways Clean-up, Arbor Day celebration and other environmental events 6 Organize plans and maps in the storage room 7. Continue to maintain and update Town website and provide technical assistance Ms. McMillan reported on Planning and Zoning budget highlights for the next fiscal year, She advised that Contractual Services funding would be needed to maintain vacant buildings/lots or those buildings with absentee landlords that are located on main thoroughfares due to multiple complaints received in her office. Ms. McMillan pointed out that funds will be requested for line item 8101-323 if the Town receives the VA DHCD CDBG grant, She reported that she would also need funding underline item 8101-332 for matching funds if the Town applies for the VA DCR Trail grant for a trail connection or if the Town receives funding from FEMA/VDEM for the stormwater improvement project, 1 Mr. Nance questioned why the Contractual Services line item had been increased in the proposed budget when only$6,500 out of$10,000 allocated this year had been spent. Ms. McMillan replied that gas was getting more expensive and there are more instances of property owners walking away from their property and not taking care of it. She went on to say that when property owners do not take care of their property,the Town has to do it: Mr. Nance also asked about the printing and binding account and was advised by Ms, McMillan that her department will need to print additional copies of the Downtown Revitalization Master Plan when and if it is adopted. She also noted that she had just received a request for additional copies of the Comprehensive Plan and the Zoning Ordinance. Mr. Lawrence felt the budget item could probably be cut a little, ECONOMIC DEVELOPMENT Consuella Caudill reported on her department's accomplishments for the current budget year: 1, New Industry recruitment, She discussed the types of businesses and industries being recruited. 2. Continued to analyze and improve formal marketing plan for prospect recruitment 3. implemented existing industry retention and expansion program 4, Conducted First Quarter (10 visits) Existing Industry Database Program for existing industry tracking and data management 5, Maintained and enhanced cooperative relationships with existing industry 6. Attended Roanoke Regional Partnership Developer meetings with industrial quality professionals 7. Attended CEDS meetings—Focused on EDA designation through RVARC 8. Promoted success of local existing industry through local media and planned events 9; Vinton 20/20 newsletter 10. Inside Vinton newsletter on web 11. Actively identified and promoted state and federal grants for existing business and assisted with application process as needed 12. Continued to refine and implement aggressive small business program through the Chamber's Small Business Council to tailor specific message to issues affecting small business. 13, Successfully completed IEDC Basic Economic Development Course in August 2010 Ms, Caudill reported on her goals for 2012: 1: Utilize media relations to generate a "buzz" about Vinton's business development opportunities 2 Develop and implement an entrepreneurial initiative to grow businesses in Vinton 1 Evaluate what's work/what's not working and be accountable. Monitor and track business development marketing-sales activities including tracking business development prospect leads/referrals, visits and locations/expansions. Based on results, refine the plan to achieve greater effectiveness. Promote and celebrate progress and successes. Ms. Caudill made the following points: 1. The Town has implemented business-friendly policies and practices 2. Commercial square footage renovated is on the rise 2 3. The Town is fully committed to an action plan with specific deliverables geared toward improving the business climate and community at large. 4. As the Town's Business Advocate,she is fully focused on assisting businesses in Vinton Ms. Caudill reviewed the budget highlights for her department: 1. Change of Use Grant was not used last year and will not be funded this year, the Facacle Program would be funded instead, 2. Her department is requesting additional training/travel/membership funds for new focus on economic development. 3. Additional funds are being requested for continuing marketing and promotion of downtown and Vinton Business Center, Mr. Lawrence called Council's attention to Ms. Caudill's salary allocation which reflects a change from a 40% allocation to a 10% allocation from the water/sewer fund, He noted that the rest of her salary allocation had been moved to Economic Development. He also noted that $50,000 listed in the Contributions/Transfers to Other Local Governments account is for downtown investment. He noted that Council would have more information in a week for that project. During a short discussion;that took place regarding the boundaries of the Fagade Grant area, Mr. Nance questioned whether a business owner who met all the requirements for the grant except for his business location,would be eligible for a Fagade Grant. Ms. Caudill replied that he would not be eligible under grant boundary requirements. PUBLIC TRANSPORTATION Ms. Caudill advised that she was not asking for increased funding for the Public Transportation account and noted that STAR had been utilized less this year than in the past. Staff and Council briefly discussed the STAR system (Specialized Transit Arranged Rides). Ms. Caudill reported that she did not anticipate any increases in the cost for regular bus service or for STAR, Mr. Nance commented that he felt bus service was a service that could be cut if the budget gets any tighter. Mr. Hare disagreed and commented that if everyone who rides the bus drove their own vehicles, Vinton would be "crushed". He questioned whether the budget numbers for Public Transportation were final numbers and Ms. Caudill replied that the tracking of costs this year was going well and felt the numbers were on target. She noted an anticipated decrease for STAR, VINTON BUSINESS CENTER Ms. Caudill reported that she had not requested an increase for the Vinton Business Center. She advised that if Roanoke County goes forward with their plans to rezone the Vinton Business Center property, a community meeting would be held at the end of May and the issue would go before the Board of Supervisors on June 28. She noted that the new covenants, if adopted, will take out the original proffer of a trail. At 6:15 p.m;;the work session temporarily adjourned for dinner and reconvened at 6:15 p.m. Vinton Police Department 3 Captain Ben Cook reported that the Police Department's budget had been reduced from $2.1 million in 2007 to $1.8 million in 2011, He noted that his department surveyed other local governments with a population in the same range as Vinton's with a similar police force and found that,Bedford's annual budget for their police department is slightly over $1.8 million; Galax's annual police budget is $ 3 million; and Abington's annual police department budget is slightly over$1.8 million. He further noted that Bedford's police department is receiving a 3%salary increase in 2012; Galax will receive a 1%to l salary increase and Abington is getting a 3%increase. Captain Cook reported that the Police Department generated$78,861 in Court Pines and Forfeitures and $1,355 for parking fines from April 2010 to April 2011. He also reported that the Police Department brought in $1,864,498 in grants over the last ten years, He went on to say that they brought in $27,344 in asset forfeitures from 2003 to 2011. The Captain reviewed Police Department accomplishments for 2011: 1: Began work to achieve"Certified Crime Prevention Community"status through the Department of Criminal Justice Services Achieved 4 5%increase in seatbelt usage through education and enforcement Achieved a 5%increase in DUI efforts and reduced the number of alcohol related crashes 4 Increased neighborhood patrols through utilization of DMV grants increased use of LIDAR(laser radar)for more effective traffic enforcement 6. Gathered required documentation to participate in the 2011 statewide LE challenge in traffic safety 7: Maintained and utilized Police Department website which allows citizens to view current police events or community alerts and receive public concerns and comments Using Bob-Cop Police Website 9 Expanded neighborhood watch groups from four to six groups 10 Organized a very successful National Might Out celebration Police Department goals and Objectives were reported: 1, Continue to gather required documentation to achieve re-accreditation in 2014 2. Continue to provide outstanding community awareness/customer service 3. Will seek alternate funding through grants and asset;.seizures Ms. Fidler questioned how the Police Department disposed of used technology equipment: Captain Cook replied that they either loan or give computers to other departments when requested or remove and destroy the hard drives and sell therm through e-surplus. He went on to say that some of the used equipment is donated to agencies such as domestic violence shelters. Mr. Lawrence noted that hard drives are taken out of all technology equipment and destroyed before it is sold or donated. Captain Cooly advised that;the Police Department had requested$35,000 for the Part-Time Employee line item which was cut try-$15,000. He notedthat this decrease would cut one part-time person who is responsible for equipment maintenance, internal affairs, delivering legal documents to the court, and supplementing patrol officers: Captain Cook reported that Account No. 3101.302 -Contractual Services, was reduced from $7,150 to $1,000. He noted that this account includes funds to cover the cost of washing Police vehicles. He went 4 1. Organized and conducted 12 Farmers Market events Z Facilitated nine non-town events at the Farmers Market 1 Increased promotion of the Farmers Market through posters,City Magazine ads and postcards 4. Conducted a new Veterans Day ceremony at the Veterans Monument S. Served as 2010 Dogwood Festival president 6. Conducted in-depth research confirming the killed-in-action names for monument 7. Chaired an employee committee that produced the Town Calendar 8. Served as project manager for Veterans Monument 9; Developed new Farmers Market children's series called "Shake, Bake and Sprout" Ms. Layman listed goals for her department: 1. First and foremost, provide excellent customer service 2, Organize and conduct 10 special events at the Farmers Market 3, Continue to develop the on-line social networking and promotion of the Town and upcoming events 4< Seek sponsors and partnerships for events and activities 5. Assist the Town of Vinton staff and the Vinton Chamber of Commerce with research and implementation for economic development 6 Support economic development and downtown revitalization efforts 7 Promote the "High Ground" monument as an attraction 8. Conduct "Shake, Bake and Sprout" Children's series Ms. Layman reported that Account No.7101,103—Part-time Salaries and Wages had been reduced from $4445 to $2000, Mr. Nance questioned how the $2,000 reduction in part-time staff would affect her department and Ms. Layman replied that there will be days when her office will not be covered when she is on vacation or has activities and meetings that take her out of the office. Mr. Lawrence noted that Ms. Layman salary allocations were taken out of the War Memorial account and placed fully in Special Programs accounts, Account No. 7101.307—Advertising, was reduced from$10,035 to$7,500. SWIMMING POOL Accomplishments for 2011 were listed by Ms. Layman: 1. Conducted safe and successful pool operation during the 2010 season 2, Assisted in facilitating a partnership between the Town and Thrasher Memorial United Methodist Church 3, Received a $2,000 grant from Foundation for Roanoke Valley for an intern for 2011 4. Increased revenues from $26,976 to$42,054 and attendance from 6,563 to 11,012 Ms. Layman pointed out her goals for swimming pool during the upcoming year: 1, Conduct a safe pool operation and enjoyable recreation experience 2. Facilitate the partnership with Thrasher Memorial United Methodist Church to enhance programming 6 3, Continue to increase participation at the pool through programming and promotion Mr. Lawrence advised Council that staff is planning to apply for a VML Achievement award due to this unique partnership. Ms. Layman reported a reduction in her Materials and Supplies Account, 7105.553 for the Pool from $7,350 to$6,000. She also reported a reduction from$5,628 to$4,200 for Electrical Services,7105.510. Ms. Layman advised Council of a federal law that requires the Town to have an ADA Lift at the Pool by March 15, 2012. She noted that the lift will cost approximately $5,000. Following discussion on the issue, Mr. Nance felt that they should just go ahead and set the pool budget at$82,500 and to proceed with purchasing the lift. Mr. Lawrence advised that staff will try to work this out. SENIOR CENTER The Special Programs Coordintor listed her goals for 2012: 1, Continue to offer accessible, reasonable or free social and recreational activities to overcome social isolation of the senior adult 2. Continue to increase participation in the Senior Program by promoting activities through various activities and media 3. Continue to research the needs of the senior adult population 4. Continue to research funding opportunities such as grants or partnerships 5. Develop cooperative programming with other departments or efforts 6. Promote activities for a healthy body and mind Ms. Layman reported on accomplishments for the Senior Center during 2011: 1, The Senior recreational program was successful with a variety of activities 2. Facilitated continuation of Tai Chi and line dance classes 3, Facilitated presentations by LOA on Medicare procedures and Council of Community Services about 211 Information system 4. Conducted cooperative programming with the Vinton History Museum for four history tours 5, Participated in the Vinton Senior Expo Ms. Layman reported that she had reduced part-time salaries for the Senior Citizen Department from $39,950 to$36,000, She also reported that she had reduced Maintenance and Repairs to Buildings from $4,000 to$2,000 and Operating Supplies from$1,000 to$600 Mr. Hare questioned whether the repairs to the Senior Building would be completed and paid for by June 301h. Ms, Layman assured him that the repairs would be completed by then, Ms. Layman reviewed budget totals for the Senior Citizens budget and reported that her revenues are running ahead of her expenses due to funds gained from rental of the building. She presented Council with a list of participants who had taken part in Senior activities over the past year. Ms. Fidler asked if Ms. Layman knew how many of Senior participants were from the Town and how many from other localities, Ms. Layman replied that there were 254 participants, 95 are Vinton 2 residents and the rest are from other areas. The Mayor asked if zip codes were used to determine residency or actual addresses. Ms. Layman replied that zip codes were used. WAR MEMORIAL Lauren Hodges reviewed her department's accomplishments for 2011: 1. Placed Gold in the category of "Best Event Venue" in Roanoker Magazine's Best of Roanoke Awards 2011 2. Placed 2 nd in the category of"Best Wedding/Commitment Ceremony Venue" in City Magazines's Best of City Awards 2011 3. Nominated for the 2010 Roanoke Regional Chamber of Commerce Small Business Awards 4. Continued relationships with both large and small businesses 5. Hosted multiple community and fund-raising events & On track to exceed expected revenue goal for the fiscal year She then listed her goals for the year: 1. Significantly increase weekday business events through target advertising, networking and building business relationships 2. Increase revenue by 10% by pursuing both new and previous clientele, increasing linen package fees and offering event planning services 3. Further educate staff on successful sale methods and hospitality training 4. Seek opportunities to save in the operational budget, specifically as various contractual services end 5. Continue to drive for increased environmental awareness through digital operations, recycling initiatives and encouraging less waste from events In reviewing budget highlights, Ms. Hodges pointed out that because the Special Programs Coordinator's salary was removed from the War Memorial's budget(7103.101.Salaries Full Time) and the fact that the salary for the former Facilities Manager and Assistant Manager was higher than it is for the current positions, she was able to request a reduction in the Full-time Salaries account, She reported that the budget for part-time positions has also been reduced for 2012 Ms. Hodges advised that Account 7103.302, Contractual Services, was cut considerably due to the fact that staff was able to cut some janitorial services by having staff take care of clean-up for smaller events and decreased mat/mop cleaning services, For Maintenance and Repairs to Equipment—7102-304, Ms. Hodges noted that this account was up last year due to a light fixture that was damaged last year. She stated that the damage was covered by insurance so the Town was reimbursed for the repairs. She anticipated an increase in this account for FY 2012 due to the aging of facility equipment, Ms. Hodges reported that Account 7103, Maintenance Service Contracts was reduced by$2,410 due to a reduction in HVAC maintenance contract costs. She commented that as each of the current service contracts come up for renewal,she hoped to be able to get costs down for most of them, 8 For Account No. 7103,306, Printing and Binding, she reported that this account was not used last year due to an overstock of printed material from the year before. She went on to say that she had to request funding this year to replenish her supply. Ms. Hodges noted that staff cancelled WEBJ Television advertising and has increased online presence: She stated that this resulted in a decrease of$3,000 for 7103.307. She reported an increase in Account No. 7103.35— Maintenance and Repairs to Building by $1,800 due to aging of the War Memorial. She also reported a small decrease In electrical and heating services. Ms. Hodges concluded by stating that she decreased her materials and supplies account by$1, 61, Mr. mare advised that he feels Council need's to be involved in efforts to bring down War Memorial costs. Mr. Lawrence asked Council if they were interested in forming a War Memorial Committee that would involve two members of Council: He added that this committee would receive a report from the War Memorial team put together to try to reduce costs further. The Mayor stated that he felt that the idea is worth thinking about. The work session adjourned at 9 40 p.m. APPROVED: Bradley E. Grose, Mayor ATTEST; Darleen R. Bailey,Town Clerk 9 PUBLIC NOTICE A Budget Hearing will be held on Tuesday, June 7, 2011 at 7:00 p.m. in the Vinton Municipal Building for the purpose of discussing the proposed FY2011-2012 Town of Vinton Budget. The following budget is proposed. Revenues Total All Funds General Fund 7,398,452 Utility Fund 3,098,305 Capital improvements Fund - Total Revenues 10,496,767 Expenditures General Fund: Town Council $ 112,163 Town Managers Office 141,224 Human Resources 74,295 Finance Department 266,535 Police Department 1,823,480 Communications Services 408,980 Emergency Services 5,000 Police Grants 26,769 Fire & EMS 889,581 Animal Control 91,270 Town Garage 6 , 41 Street Maintenance 1,043,470 Snow and Ice removal 30,048 Traffic Signs and Street Lighting 130,070: Street and Road Cleaning 66,199 Refuse Collection 467,715 Recycling 62, 45 Municipal Building & Grounds 154,690 Special Programs 12 ,36 War Memorial 261,525 Swimming Pool/Parrs 79,551 Senior Citizens Program 88,961 Planning Department 245,670 Economic Development 125,790 Public Transportation 89,000 Vinton Business Center 9,850 Debt Service-General Fund 454,359 Contingency 59,406 Transfers-CIP Fund Total General Fund $ 7,398,452 Utility Fund: Utilities Administration $ 503,927 Water Distribution System 929,560 Purchased Water 140,625 Wastewater Collection System 836,515 Debt Service-Utility Fund 662,814 Contingency 24,864 Transfers-CIP Fund - Total utility Fund $ 3,098,305 Capital Improvement Fund: General Fund Transfer 0' Utility Fund Transfer 8 Total Capital Improvement Fund $ Combined Total Expenditures $ 10,496,757 DATE: June 7, 2011 SUBJECT: VRS—Plan Two Employees ISSUE/PURPOSE: To officially commit the Town to participation in the General Assembly approved plan of having Plan Two employees (those employed on or after July 1, 2010) contribute the 5% employee share to their VRS retirement funds. ACTION REQUESTED: Approval of the 5% employee contribution by all Plan Two employees. JUSTIFICATION/ SUMMARY: Over the long-term, the Town will enjoy significant savings, (5% of each Plan Two employee's salary) and will do so on a continuing basis. BUDGETARY IMPACT: Small in the short run — cumulative in nature and will increase as new employees are hired who will replace Plan One employees. STAFF COMMENTS/ RECOMMENDATION: Approval. DATE ACTION NEEDED: RESOLUTION NO. 1925 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, .TUNE 7, 2011 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET,VINTON,VIRGINIA WHEREAS, the Virginia General Assembly, in its 2010 session passed legislation creating a separate retirement plan for employees hired on or after July 1, 2010 (hereafter referred to as "Plan 2 Employees"). The legislation stipulates that Plan 2 Employees will pay their 5 percent member contribution and that, absent other action by the employer, such contribution will be paid through salary reduction according to Internal Revenue Code Section 414(h) on a pre-tax basis; and WHEREAS, the Town of Vinton desires to participate in the General Assembly approved Plan 2 Employee plan as stipulated, NOW, THEREFORE, IT IS HEREBY RESOLVED that effective the first day of July, 2011, the Town of Vinton shall deduct the 5 percent member contribution of its Plan 2 Employees from each Plan Two Employee's pay and forward it to VRS. IT IS FURTHER RESOLVED that such deductions are designated as member contributions, made by the employee. This Resolution adopted on motion made by seconded by with the following votes recorded: APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk