HomeMy WebLinkAbout5/6/2014 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, May 6, 2014
AGENDA
Consideration of:
A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM
B. MOMENT OF SILENCE
C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
D. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS
E. CONSENT AGENDA
1. Consider approval of minutes for the regular Council meeting of April 1, 2014.
F. AWARDS, RECOGNITIONS, PRESENTATIONS
1. Proclamation for National Police Week
2. Proclamation for Public Works Week
G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and
questions for issues not listed on the agenda.
H. TOWN ATTORNEY
I. TOWN MANAGER
ITEMS REQUIRING ACTION
1. Consider adoption of a Resolution approving the 2014-2015 operating budget for
the Roanoke Valley Regional Cable Television Committee.
2. 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.
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
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BRIEFING
1. Review of proposed updates to the Town of Vinton Emergency Operations Plan.
UPDATE ON OLD BUSINESS
J. MAYOR
K. COUNCIL
L. 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/EVENTS:
May 20, 2014 – 6:00 p.m. – Work Session followed by Regular Meeting at 7:00 p.m. – Council
Chambers
Meeting Date
May 6, 2014
Department
Town Clerk
Issues
Consider approval of minutes for the regular Council meeting of April 1, 2014.
Summary
None
Attachments
April 1, 2014 minutes
Recommendations
Motion to approve minutes
Town Council
Agenda Summary
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MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M.
ON TUESDAY, APRIL 1, 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
Susan N. Johnson, Town Clerk
Elizabeth Dillon, Town Attorney
Ryan Spitzer, Assistant to the Town Manager
Barry Thompson, Finance Director/Treasurer
Gary Woodson, Public Works Director
Anita McMillan, Planning & Zoning Director
Joey Hiner, Assistant Public Works Director
The Mayor called the joint work session to order at 6:20 to
hear a review of the Town of Vinton Stormwater Management
(SWM) and Storm Sewer System Illicit Discharge Ordinance as
required under the Virginia Stormwater Management Program
(SAMP) Permit Regulations and the Virginia Stormwater
Management Act, Section 62.1-44.15:27 of the Code of Virginia
(1950) as amended.
Anita McMillan began by commenting that on January 15th a
draft of the stormwater ordinance was submitted to DEQ.
Localities that are not an MS-4 locality can opt out and use the
State or the Regional Planning District Commission to handle
their interpretation of the stormwater. Because the Town is an
MS-4 locality, we cannot opt out and are required to adopt the
stormwater management program and administer certain
components of it. Some of the components we can contract
out like the review and inspections of the stormwater
management facilities. The draft of the Roanoke County
stormwater ordinance that has been provided with the agenda
is 38 pages. Ours will be only two pages and will identify who
is the Town’s administrator for the program, which will be the
Town Manager, and the fact that we cannot transfer the
enforcement or any request for a variance. Roanoke County
will review the plan, but the final decision will be made by the
Town Manager. Ms. McMillan gave an example of a recent
variance that was given to the Vinton Laundry Mat.
Mr. Hare commented on the process of approving a variance.
According to the draft Ordinance, Roanoke County is
overseeing the program and the Town Manager is the
administrator. However, if the County denies a variance an
appeal can be made to the Town Manager, but then looking at
Section 15.1-4.1, it appears that Town Council gets involved in
the process. Mr. Hare asked if Council can override all those
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levels, even the County who is technically over us. The Town
Manager responded that the ordinance states that an appeal
above the Town Manager goes to the Roanoke County Circuit
Court. Ms. McMillan responded that the Town Manager can
make a decision and if Town Council agrees with his decision,
then the applicant can appeal it to the Circuit Court. Vice
Mayor Nance commented that item C of the same section
states that only a record of the proceedings will be filed with
Town Council, but does not state a right of appeal to Council.
The only right of appeal is to the Circuit Court.
Vice Mayor Nance asked what would keep the Town Manager
from granting variances to everyone and the Town Manager
responded that Council would know of those because the
record of the hearing before the Town Manager would be filed
with Town Council. Ms. McMillan stated that she would get
clarification on this part of the Ordinance from the Roanoke
County attorney prior to its adoption. Ms. McMillan commented
that she asked the State if the enforcement of the program
could be transferred to the County and they response was no.
The Town Manager next commented that the discussion and
the study have included two parts. The ordinance which is the
State Code for the stormwater which we are mandated to do
and have completed by June 15th. The other part relates to
stormwater utility fees and is a separate item. Our
recommendation is to proceed with the adoption of the
ordinance and the idea of any type of stormwater fee, if
required or needed to fund our compliance requires more
deliberation and study. This is in concert with the County at
this point.
Ms. McMillan then commented that we are required to adopt
the stormwater ordinance and the illicit discharge ordinance by
June 15th. The County will have their first public hearing on
April 8th and the second reading on April 22nd. In May they will
be presented the stormwater citizen advisory committee
recommendation as far as how to fund the TMDL requirement
and the MS-4 requirement. Currently she understands that
whatever needs to be completed by July will be handled by the
County under the General Fund. If they do decide to
implement a utility fee, it would become effective July 1st of
2015 and it needs to be fair to everyone. Roanoke City has
implemented a fee of $0.90 per 500 square feet, but they have
staff that has digitized every property in the City so they have
an accurate amount of how much pavement and square feet
each property has. The County does not have GIS at that level
nor the staff. The Mayor asked if what Roanoke City is doing,
is that what other larger localities are doing and the response
was yes.
The Mayor commented that he understood that we have to
adopt the ordinance by June 15th, but not necessarily any
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funding. So, are we saying that we are going to have this
ordinance in place, but we will not be doing any major projects
for a while. The Town Manager responded that was correct
because we do not have money in our General Fund to shift
over to start on any type of capital project related to
stormwater. The Mayor then commented that we will have the
regulations in place so that any type of construction that takes
place will have to meet the new requirements.
Ms. McMillan referred to the items that were with the agenda
including a Schedule of Fees. These fees are exactly what the
State allows for the services with no increase or decrease.
One way a locality can recoup some costs is for the County
and the Town to consider increasing the site plan review fee.
The Mayor asked about the burden on our staff and is it mainly
when new construction occurs and will Roanoke County also
be involved. Ms. McMillan responded that they are trying to
streamline and make the process easier and the County has
been providing training because everything has to be done
electronically. The State does not have the program on-line
yet, but it is supposed to be completed by April 30th.
Vice Mayor Nance commented that when individuals develop
or redevelop property, they are now going to have to account
for the lack of drainage and controlling that. It is also about the
management of the retention ponds. Ms. McMillan responded
that he was correct. Mr. Nance then asked about the existing
homes and businesses and how would they be affected by this.
Ms. McMillan responded that existing property owners under
the MS-4 have to submit inspections verifying they are
maintaining their stormwater facility and the locality has to
inspect every five years. This applies to any property that is an
acre or more.
Mr. Nance then commented on the estimated yearly cost for
the Town at $379,000 in the Committee’s report. Ms. McMillan
responded that figure was based on one of the MS-4
requirements of addressing all the stream bank erosion to
reduce the amount of sedimentation that is going into the
creek. That figure also includes the equipment costs and
personnel. We are supposed to inspect our own facilities once
a year and also screening of our drainage and to maintain it.
One of the MS-4 requirements also is that we have a nutrient
management plan for the War Memorial which costs around
$22-30,000. You have to have a certified nutrient management
planner to prepare that plan. This relates to how we apply our
fertilizer and pesticide to be sure they do not pollute our
downstream.
Ms. McMillan continued by commenting that we have to have
standard operating procedures in place and we have been
working with the Public Works Department to put together a 40
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page manual. Also for each facility of the Town we are
required to have a Stormwater Pollution Permit Plan and to
provide training for employees. Once trained, employees will
have a checklist to go by if they see any violations of the
stormwater program while out in the town performing their jobs.
The Work Session ended at 6:55 p.m. and Council took a
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 announced that the Dogwood Festival will be April 23-
27. This Thursday at 10:00 a.m. will be the ground breaking
ceremony for the new library and other upcoming projects in
Town. On Saturday, April 12th, the Vinton Museum will be
having an open house and a special celebration for its 25th
anniversary at 10:00 a.m. The Arbor Day Celebration will be at
the Craig Center on April 17th at 4:00 p.m.
Anita McMillan announced that Saturday is the annual Clean
Valley Day and so far five groups that will be working in the
Vinton area. The event will be from 9:00 a.m. to 12 Noon.
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
March 18, 2014
The Mayor next recognized the GFWC Woman’s Club of
Vinton. Katherine Sowers, on behalf of the Club and Sue
Basham and Jane Banton, first thanked the Town for allowing
them to plant the pinwheel garden in the front of the
Municipal Building again this year. She also thanked the
Vinton Police Department for partnering with them for the
planting of the pinwheels prior to the Council meeting. Ms.
Sowers then commented briefly regarding the pinwheel
garden and its purpose to promote Child Abuse Awareness
Prevention Month.
The next item was a Proclamation declaring April 1, 2014
as Mayor’s Day of Recognition for National Service. The
Mayor first recognized individuals in the audience who were
from AmeriCorps as part of the local Advancement
Foundation. Samantha Lukasiewicz, who works for the
Advancement Foundation, Martin Kester, from Springfield
Virginia, serving at Freedom First Credit Union; Owen
Larson, from Oklahoma, serving with the Advancement
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Foundation and working with information technology; and
Karen D’Angelo, from Norfolk, also serving with the
Advancement Foundation. The Mayor commented that he
and Mayor Bowers of Roanoke City attended an event today
at Rebuilding America and then read the Proclamation.
The next item on the agenda was a request for funding
presentation by Brain Injury Services of SWVA. Mae
Johnson, Development & Marketing Director, began with first
making comments regarding what life is like for individuals
with a brain injury and how the organization helps those
individuals at no cost to them. Last year the organization
served four families in the Town of Vinton and this year they
are requesting $500 which is five percent of what it costs to
serve a client each year.
At this time, Chief Cook introduced Wayne Guffey as the
new Police Services Assistant coming from the Roanoke
County Communications Center.
The next item on the agenda was a request for funding
presentation by the Vinton Dogwood Festival. Billy Tyree
began by thanking the Town of Vinton, Town Council, Public
Works, Police and all of the first responders for their support
of the Dogwood Festival over the last 58 years. The funding
is also appreciated and would appreciate consideration again
this year. Last year the Festival cost $39,000 and the
Committee started with a balance of just over $4,000. This
year they are starting with $4,200 to put on a $40,000
festival. He then presented a schedule for this year’s festival,
the 59th and commented that this year there will be all local
talent performing during the festival.
The Dogwood Festival began as a fundraising event for
uniforms for the William Byrd High School Band. This year
presented a challenge in that Spring Break fell during the
same time as the Festival. The Committee tried to change
the schedule, but it did not work. So, this will be the first year
that the actual WBHS Band will not be in the parade.
However, the WBHS Band Alumni has organized a group
and will be a part of the parade. Vice Mayor Nance and the
Mayor both expressed appreciation for the Committee’s hard
work on the Festival every year.
Under citizen comments and petitions, Larry Mattox of
Lee Avenue, commented on the Farmer’s Market. He has
an office across the street and would like for Council to
reconsider the restrictive guidelines of the vendors who can
set up at the Market. He introduced Mr. Barton and a
gentleman named “Gabbie” who formerly set up at the
Market from April until October selling hanging baskets and
other items. On behalf of Mr. Barton, he would like for
Council to reconsider these guidelines.
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Mr. Hare asked what we do not allow. Mr. Mattox responded
that Mr. Barton would bring his products consisting of
produce, hanging baskets and would use half of the market
space. A couple years ago a decision was made that
vendors could set up at 7:00 a.m., but the products had to be
removed from the Market at 3:30 p.m. With the amount of
produce and hanging baskets that Mr. Barton would bring
with him, by the time he unloaded, it would almost be time to
load them back up again and leave. He is willing to come
and bring his merchandise, but he needs the availability to
leave it there overnight. Mr. Mattox also commented on the
intersection at the Farmer’s Market being the third busiest in
the Town and that if the Market were open more, people
would stop there.
The Mayor then commented that he understands that Mr.
Barton would like to leave his produce overnight and also
over the weekend and Mr. Mattox responded that is correct.
The Mayor then asked about weekends where there are
special events such as the Chamber’s Mingle at the Market
on Saturdays and would it work to have the produce removed
on those occasions. Mr. Mattox responded that for six years
it did not pose a problem and people that attended the Mingle
at the Market actually bought produce when they left the
event. Mr. Adams commented that five years ago, they did
not have Mingle at the Market and Mr. Mattox corrected
himself by saying that whatever functions were there at the
time. After further comments regarding the Mingle at the
Market events, Mr. Mattox stated that he did not feel like Mr.
Barton would have any problem with the one weekend out of
the month. The Mayor referred the matter to staff for review
of the current regulations and to report back to Council.
The next item on the agenda was to consider adoption of
Resolution appropriating funds in the amount of $4,822.55 for
the receipt of an insurance claim made on a Town vehicle
involved in the snow storm of February 2014. The Town
Manager commented this relates to an accident with one of
our snow plows and our insurance reimbursement. The
vehicle has been repaired and is back in operation. Mr.
Altice made a motion that the Resolution be adopted 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) – None.
Adopted Resolution No. 2058
appropriating funds in the
amount of $4,822.55 for the
receipt of an insurance claim
made on a Town vehicle
involved in the snow storm of
February 2014
The next item was to consider the financial report for
February 2014. Mr. Hare began by commenting that the
Finance Committee met yesterday regarding the report. The
General Fund is pretty much on target, but we do expect to
miss our projected revenues due to the shortfall in the gain
sharing and cigarette tax by approximately $200,000. We do
expect to recover some of this in higher revenues in other
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areas such as sales tax, meals tax and in our investments.
Also, the actions that our staff have taken to basically stop
any CIP projects as well as putting a hold on all non-essential
spending has helped to shorten the gap. The Utility Fund is
doing okay.
We did review the financial report for the War Memorial and
as of February, it has exceeded its revenue goals. There
was a target of $147,000 in the budget and it is at $151,000.
This figure does include a lot of pass-through costs, so
overall the subsidy to the War Memorial is down about
$10,000 at this point.
Mr. Hare next commented that the Committee discussed
some of the audit comments that we have had the past
several years. There were five that we wanted to try to get
removed, most relating to processes and controls. Four of
those have been addressed with an action plan and this
information has been sent to our auditors for their review.
Mr. Hare made a motion that the Financial Report for
February 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 Financial Report for
February 2014
The Mayor commented that Council will face some
challenges with the upcoming budget. He mentioned that he
would like for Council to have a retreat in the Fall and asked
each of them to be considering some topics for discussion.
He also expressed condolences to the family of Lynn Hale.
Comments from Council: Mr. Adams asked for an
update on the issue of the 24-hour fire coverage. He also
wanted to clear up a misconception about this issue in a
recent newspaper article. He wanted to make it perfectly
clear that at no time was he or any member of Council not
respecting the paid Fire and EMS and volunteers with our
comments. We need to make sure we have the protection
we need in the Town and East Roanoke County, but we
cannot give up one program for the other.
The Town Manager commented that he, the Mayor, Clay
Goodman and Jason Peters met and came up with three
ideas to help alleviate the second medic truck concern.
Those ideas were brought back to County staff with Chief
Burch and they have evaluated them and we are setting up a
meeting for next week with the Mayor, Mr. Adams,
representatives from the County Board of Supervisors as well
as myself and Mr. Goodman to make sure that the two
elected official bodies can come to some agreement of what
level is within our resources to try and best address that
concern. He expects to be able to make a presentation at
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the next Council meeting of that proposal. Renovations are
also part of the whole package. We had a proposal and were
asked to consider another idea to try and find a solution that
allows us to have a longer-term ability to house all of our staff
together if we had to add more staff in the future. We met
again and had an architect meet with us. The architect will
present us with some schematics this Friday to have for our
meeting next week.
Mr. Adams commented that he attended the Junior ROTC
competitions at William Byrd of which his grandson was a
part. They came in second overall and he congratulated
them. Mr. Altice commented that he feels that we will be able
to work out the issue regarding the EMS service and the
service will not be penalized at all.
Vice Mayor Nance commented that he and Mr. Hare went by
the After Prom Party at William Byrd before the event
happened and they were amazed. He expressed thanks to
all that put the time and effort in the event.
Mr. Nance also commented that the current financial report is
not as bad as some reports we had three or four years ago.
One revenue stream did not work so well and then our
projection on what we were to receive on gain sharing was
not where we expected it to be. However, the revenue
streams from our businesses are positive in the Town. We
have had to step back on some CIP items and staff has done
a great job in managing the budget. Council is committed to
provide 24-hour paid fire and we realize that for public safety
reasons we have to provide it. We have some tough
decisions, but we will be able to meet those challenges with
the outstanding staff that we have and the will of this Council
to do the right thing for this Town,
The Mayor in closing commented that he is proud to live in
Vinton and that we have a staff and Council that works hard
and cares as much about the Town as they do.
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 8:15 p.m.
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, Town Clerk
Meeting Date
May 6, 2014
Department
Police Department
Issue
Proclamation for National Police Week
Summary
In 1962, President John F. Kennedy declared May 15 as Peace Officers Memorial Day, and the week in which it falls as National Police Week. We would like to recognize our law enforcement officers that serve the Town with a proclamation which recognizes National Police Week.
Attachments
Proclamation
Recommendations
Read Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, the Congress and President of the United States have designated May 15 as Peace Officers Memorial Day, and the week in which it falls as Police Week; and
WHEREAS, the members of the Vinton Police Department play an essential role in safeguarding the rights and freedoms of the citizens of the Town of Vinton; and
WHEREAS, it is important that all citizens know and understand the problems, duties and responsibilities of their police department, and that members of our police department recognize their duty to serve the people by safeguarding life and property, by protecting them against violence or disorder, and by protecting the innocent against deception and the weak against oppression or intimidation; and
WHEREAS, the Vinton Police Department has grown to be a modern and scientific law enforcement agency and provides a vital public service.
NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim May 11, 2014 to May 17, 2014 as “NATIONAL
POLICE WEEK” in the Town of Vinton and call upon all citizens of the Town of Vinton and surrounding areas that are served by the Vinton Police Department to observe this week and to join Town Council in recognizing officers for their faithful and loyal devotion to duty and dedicated service to their community.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 6th day of May, 2014.
____________________________________
Bradley E. Grose, Mayor
Meeting Date
May 6, 2014
Department
Public Works
Issue
Proclamation – Public Works Week
Summary
The American Public Works Association advocates the recognition and celebration of Public
Works Week in all cities, counties, and towns across the U.S.
This year marks the fifty-fourth year of celebration. The Week calls attention to the importance
of public works in community life. Well maintained infrastructure, streets, stormwater
collection, water distribution, wastewater collection, traffic signals & signage; and effective
services such as administration, snow removal, refuse collection, recycling, automotive &
construction equipment maintenance are all vital to neighborhood quality of life and to the
economic well being of the Town.
The Week seeks to enhance the prestige of the often-unsung heroes of our society-the
professionals, who serve the public good every day, and often at night and on weekends, under
all weather conditions with quiet dedication.
The theme of this year’s celebration is, “Building for Today, Planning for Tomorrow”. This
theme recognizes that what we do today is vital to a sustainable and vibrant tomorrow. Public
works plays a key role in the planning, building and maintenance of infrastructure projects in the
Town. Public Works services touch thousands of lives every day, 8,000 in the Town and another
5,000 in our East Roanoke County utility service area.
Traditionally, the week is recognized by proclamations from the U. S. Senate, U.S. House, and
Governor of Virginia. This will be the ninth year of celebration in the Town of Vinton.
Attachments
Proclamation
Recommendations
Read Proclamation
Town Council
Agenda Summary
PROCLAMATION
WHEREAS, public works services provided in the Town are an integral part of our citizens,
institutions, businesses, and industries everyday lives and well-being; and
WHEREAS, public support of the importance of effective and efficient public works services
such as street maintenance, sidewalk repair, solid waste collection, recycling,
traffic signal & sign maintenance, snow & ice removal, stormwater collection,
water production & distribution, and wastewater collection improves morale and
performance of public works staff; and
WHEREAS, the health, safety, economic growth, and quality of life in our Town greatly
depend on these vital Public Works services; and
WHEREAS, public works staff also provide critical response capabilities, experience, and
support in times of emergency; and
WHEREAS, the efficiency of the qualified and dedicated people who staff public works is
positively influenced by the citizens’ attitude and understanding of the important
services the staff provides.
NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton, and on behalf of Town Council and all our citizens, do hereby proclaim May 18, 2014 to May 24, 2014 as “PubLIC
WORkS WEEk” in the Town of Vinton.
IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 6th day of May, 2014.
____________________________________
Bradley E. Grose, Mayor
Meeting Date
May 6, 2014
Department
Administration
Issue
Consider adoption of a Resolution approving the 2014-2015 operating budget for the Roanoke
Valley Regional Cable Television Committee.
Summary
The annual operating budget of the Roanoke Valley Regional Cable Television must be
submitted for approval by each of the governing bodies after approval by the RVTV Committee.
Elaine Bays-Murphy will be present at the meeting to make comments and answer any questions.
Attachments
RVTV Operating Budget-FY2015
Resolution
Recommendations
Motion to adopt Resolution
Town Council
Agenda Summary
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To: Roanoke Regional Cable Television Committee
From: Elaine Bays-Murphy, Director of Cable Access
Date: April 2, 2014
Re: FY 2014-2015 Operating Budget Proposal
BACKGROUND INFORMATION:
Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access Station, serving the
City of Roanoke, Roanoke County, the Town of Vinton and their respective school systems. RVTV-3 was
created in 1992 as an agreement between the three localities to form a Government & Educational Access
Station.
The operational budget for RVTV is provided by the three local governments, and it is funded through the
Virginia Communications Sales and Use Tax Revenue paid by Cox Communications (Attachment Page 5).
The RVTV budget amount paid by each locality is based on the proportion of Cox Customers located in each
jurisdiction.
For calendar year 2013, Cox Communications paid to the Commonwealth a total of $2,350,891. The
Commonwealth paid the three localities their appropriate share. Amounts do not represent the adjusted
amount paid by the Commonwealth to the localities.
City of Roanoke: $1,180,539
County of Roanoke: $1,067,229
Town of Vinton: $103,123
Total: $2,350,891 VA Communications Sales & Use Tax Revenue
RVTV has five full-time staff members. RVTV-3 produces Original Videos, Monthly Television Shows, and
covers LIVE Government Meetings.
Roanoke Valley Television produced the following in 2013:
• 98 Original Television Shows
(12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City Schools, (12) Accent
Excellence, (4) Roanoke County Business Partners, (4) Recreation Television, (6) PLAYVision
(12) Libraries Happenings
Total Production Minutes: 1,820 minutes
• 58 Regular Government Meetings
(24) Regular Roanoke City Council, (22) Regular Roanoke County Board of Supervisors, (12) City
Council Briefings
• 46 Original Video Productions
( List of Video Productions on Attachment Pages 6 & 7)
Total Production Minutes: 706 minutes
Additionally, Roanoke Valley Television covered numerous Special Events including Ground Breakings,
Dedication Ceremonies and News Conferences.
The approximate rate for video production work in the private sector is $1,500 per finished minute. The
approximate RVTV Production Value for TV Shows & Video Productions is $3,789,000.
(Total value does not include Government Meetings).
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BACKGROUND INFORMATION:
RVTV-3 Programming is uploaded to the RVTV Website www.rvtv.org
RVTV-3 YouTube Channel http://bit.ly/1dO2KIS
RVTV-3 Facebook Page http://on.fb.me/1lIOEvb
.
RVTV-3 Awards
Silver PRSA Summit Award
“Choose Right! The Dangers of
Synthetic Drugs” Video
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FISCAL IMPACT:
The proposed FY2014/2015 Operating Budget request is $398,028.
The proposed budget includes a 2% salary increase if approved by the Board of Supervisors.
The budget includes an 8% Health Insurance increase, and a 5% Dental Insurance increase. The proposed
increase amount was recommended by the County Director of Finance for budgeting purposes.
The proposed $398,028 is approximately 16% of the $2,350,891 paid by Cox Communications
for the VA Communications Sales & Use Tax. Amounts do not represent the adjusted amount paid
by the Commonwealth to the localities.
City of Roanoke: $1,180,539
Roanoke County: $1,067,229
Town of Vinton: $103,123
Total: $2,350,891
The Operational Budget for RVTV is provided by the three localities based on the proportion of Cox Customers
located in each jurisdiction.
Cox calculates the percentage of subscribers (December 31, 2013) in each locality as follows:
(2012 number of subscribers in parenthesis)
Locality Subscribers Percentage
City 23,373 (23,692) 52% (52%)
County 19,954 (20,221) 44% (44%)
Vinton 1,960 (1,994) 4% (4%)
Total 45,287 (45,907) 100% (100%)
Based on the above percentages, each member’s contribution to the FY2014/2015 budget of $398,028
is:
2013/2014 Budget 2014/2015 Budget
City $199,117 $206,975
County $168,483 $175,132
Vinton $15,317 $15,921
Total $382,917 $398,028
*In addition to the City’s share of the above budget of $398,028, the City will also pay $3,360 for closed
captioning for City Council Briefings.
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ATTACHMENTS:
RVTV Proposed 2014 – 2015 Budget
2013-2014 Budget Proposed Remaining % Expended
2014 - 2015 Balance (01/31/14)
1010 Regular (+2%) 209,851.00 214,048.00 84,750.19 59.61
2100 FICA (7.65%) 16,055.00 16,375.00 6,831.93 57.45
2200 Retirement – VRS (11.12%) 21,091.00 23,802.00 8,788.64 58.33
2202 Deferred Comp Match (650 x 3) 1,950.00 1,950.00 750.00 61.54
2300 Group Health Insurance 37,652.00 41,945.00 14,436.50 61.66
(Actual $38,838 + 8%)
2310 Group Dental Insurance (+5%) 2,003.00 2,175.00 794.80 60.32
2400 VRS Life (1.32%) 2,497.00 2,825.00 1,040.30 58.34
2500 Long Term Disability Insurance 673.00 673.00 476.72 29.17
2750 VRS Retiree Health Credit 525.00 525.00 218.96 58.29
3013 Professional Services – Other 27,500.00 27,500.00 18,429.27 40.28
(Closed Captioning)
3013A CC – City Council Briefings * City Only
3204 Repairs Vehicles (By Garage) 300.00 300.00 -138.60 146.20
3209 Repairs (Other Equipment) 1,000.00 1,000.00 1,000.00 00.00
3305 Maintenance Service Contracts 550.00 2,204.00 154.00 72.00
(Telephone $550 Website $1,654)
5210 Postage 50.00 50.00 -61.37 222.74
5230 Telephone 3,400.00 3,400.00 1,215.58 64.25
5233 Internet 1,390.00 1,390.00 580.80 58.22
5235 Cellular Phones (2 Smart Phones) 1,200.00 1,200.00 723.40 39.72
5305 Motor Vehicle Insurance 1,200.00 1,250.00 -20.00 101.67
5308 General Liability Insurance 2,730.00 2,840.00 367.00 86.56
5420 Lease/Rent of Buildings 42,542.00 43,818.00 17,971.93 57.76
(8 x $3,615.31 4 x $3,723.77)
5501 Travel (Mileage) 100.00 100.00 34.74 65.26
5520 Dinner Meetings & Luncheons 150.00 150.00 150.00 100.00
5801 Dues & Association Membership 308.00 308.00 00.00 100.00
(Public Relations Society of America)
6010 Office Supplies – General 500.00 500.00 236.43 52.71
6013 Small Equipment & Supplies 2,000.00 2,000.00 461.52 65.30
6014 Video Supplies 4,000.00 4,000.00 2,433.44 39.16
6080 Gas, Oil & Grease 1,500.00 1,500.00 904.09 39.73
6091 Tires,Tubes & Parts 200.00 200.00 -23.08 111.54
Total $382,917.00 $398,028.00 161,818.76 58.05%
*In addition to the City’s share of the above budget of $398,028, the City will also pay $3,360
for closed captioning for City Council Briefings. RVTV expended 97.50% of the 2012/2013 Budget.
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RVTV Financial Report
Current Account Balances as of January 31, 2014
273200 (Operating Budget) .................................................................$161,818.76
273450 ( Cox Cable Capital Grant) ......................................................$996,605.06
(Balance includes accrued interest.)
273500 (Operating Surplus) .................................................................$34,699.91
($15,000 Minimum Balance to be maintained in the account)
Account 273500 (Operating Surplus) represents the unused funds from the Operating Budget since 1992.
RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings
account.
2013 Virginia Communications Sales and Use Tax Revenue
Paid by Cox Communications to the
Commonwealth of Virginia for the Benefit
of the City of Roanoke, County of Roanoke, and Town of Vinton
Starting on January 1, 2007, the Virginia Communications Sales and Use Tax Act of 2006 (Va. Code 58.1-645
et seq.) required Cox Communications, as well as other cable television providers, to pay a five percent (5%)
sales or use tax to the Commonwealth of Virginia in place of paying franchise fees to the localities, including
the City of Roanoke, County of Roanoke, and Town of Vinton. Under the Act, the Commonwealth pays the
amount of revenues it receives from cable television providers, like Cox, to the localities.
For the calendar year 2013, Cox Communications paid to the Commonwealth of Virginia a total of $2,350,891.
The Commonwealth of Virginia paid to the three localities the appropriate share of this total amount as a
replacement amount for the franchise fees. Amounts do not represent the adjusted amount paid by the
Commonwealth to the localities.
City of Roanoke: $1,180,539
Roanoke County: $1,067,229
Town of Vinton: $103,123
Total: $2,350,891
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RVTV 2013 Edited Video Productions
Title Client Length
E-911 Center Video Roanoke County 15:00
Regional Ec. Development Summit Roanoke County 60:00
Star City Reads Breakfast Roanoke City 28:00
ECC On-Line Citizen Satisfaction PSA Roanoke County :30
(3) Anti-Bullying PSAs City Schools :30 each
Arbor Day Celebration Town of Vinton 3:00
Arts & Entertainment Conference Roanoke County 18:00
Bear Proof Trash Container Demo Roanoke County 10:00
Career, Lifestyle, Financial Fair PSA Roanoke City :30
Pension Plan Video Roanoke City 6:00
Roanoke River Stream Health PSA Roanoke City :30
VIN Etching PSA Roanoke Police Dept. :30
Citizen of the Year PSA Roanoke City :30
Business Appreciation Week Breakfast Roanoke County 37:00
Ardagh Ec. Development Announcement Roanoke County 36:00
Lead Safe Video Roanoke City 6:00
State of the City Address Roanoke City 28:00
Roanoke VML Music Video Roanoke City 3:30
Elmwood Park Ribbon-Cutting Roanoke City 25:00
Roanoke Arts Summit Roanoke City 57:00
(2) Summer Reading PSAs Roanoke City :30 each
New GIS Demo Video Roanoke City 6:00
Teacher of the Year Banquet City Schools 15:00
Synthetic Drugs Video City Police Dept. 11:00
Army Birthday/Flag Day Celebration Town of Vinton 10:00
HR Benefits Video Roanoke County 39:00
Part-Time Training Video Roanoke County 11:00
Medieval Faire PSA Roanoke County :30
Christmas Parade PSA Town of Vinton :30
Zombie Run Highlight Video Roanoke County 3:30
State of the County Address Roanoke County 50:00
Burton Center for Arts & Technology County Schools 15:00
10 Years Music Excellence Concert County Schools 22:00
Christmas Tree Lighting PSA Roanoke County :30
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Vinton Christmas Parade PSA Town of Vinton :30
Vinton Library Construction Launch Town of Vinton 16:00
State of the Town Address Town of Vinton 27:00
County Investiture Ceremony Roanoke County 47:00
Holiday Safe Driving PSA Roanoke County Police Dept. :30
Tons of Fun PSA Roanoke County :30
(2) RACAP PSAs Roanoke County :30 each
Hoarding Seminar Roanoke City 57:00
City Investiture Ceremony Roanoke City 34:00
Municipal Volunteer PSA Roanoke City :30
Leadership College PSA Roanoke City :30
Countryside Park PSA Roanoke City :30
Total Minutes Produced 706 minutes
2013 Total Video Productions
Total Productions City of Roanoke Roanoke County Town of Vinton
120 66 48 6
Percentage 55% 40% 5%
Meeting Date
May 6, 2014
Department
Administration
Issues
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.
Summary
The Federal Highway Administration requires documentation of the chief administrative heads
signatory authority for the local government. Since the Town is receiving RSTP funds through a
disbursement from the regional Metropolitan Planning Organization, the Town must have a
policy or resolution stating that the Town Manager has signatory authority and has been granted
that by the Town Council and Mayor.
The attached Resolution was drafted in cooperation with the Virginia Department of
Transportation with language that VDOT has used with other jurisdictions successfully. The
Resolution is purposefully generic so that it can be used for other projects in the future where
FHA money is utilized. A Resolution, such as the one attached, must be submitted with every
application.
There is currently no language stating this in the Town Charter, Town Code or through any other
Resolution.
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,
MAY 6, 2014, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179
WHEREAS, the Town of Vinton, along with Roanoke County and the City of Roanoke pursuant
to ordinance, have established the Roanoke Valley Regional Cable Television Committee, in part to
assist with the development of educational channels and governmental access cable programming;
and
WHEREAS, each member jurisdiction annually approves the operating budget prepared by the
Cable TV Government Access Director and recommended by the Roanoke Valley Regional Cable
Television Committee for operation of the cable access Channel 3.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve
the 2014-2015 operating budget for Roanoke Valley Regional Cable Television Committee in the
amount of $398,028 , of which Vinton’s allocation based on subscribers is four percent (4%), or the
amount of $15,921of the total budget.
This Resolution shall be effective from and after the date of its adoption.
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
RESOLUTION NO.
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY,
MAY 6, 2014, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179
WHEREAS, the Town of Vinton desires to have and maintain a safe and efficient road system; and
WHEREAS, from time to time the Town of Vinton and the Virginia Department of Transportation
(VDOT) work together enhance the road system; and
WHEREAS, certain agreements between the Town of Vinton and VDOT must be executed for this
cooperative work to be accomplished.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize
the Town Manager to execute current and future agreements and any modifications to such
agreements with VDOT.
This Resolution adopted on motion made by Council Member ___________, seconded by Council
Member _______________, with the following votes recorded:
AYES:
NAYS:
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
Susan N. Johnson, Town Clerk
Meeting Date
May 6, 2014
Department
Emergency Services
Issue
Review of proposed updates to the Town of Vinton Emergency Operations Plan
Summary
The Virginia Department of Emergency Services (VDEM) requires a locality that chooses to
have an emergency services program, to have an Emergency Operations Plan (EOP) that is
approved by the governing body of that locality. The EOP is required to be re-approved by the
governing body every four years.
The plan presented to you has been reviewed and updated from the 2010 approved EOP and is
now ready for your review before presenting it for formal approval at the next Council meeting.
Attachments
Emergency Operations Plan
Recommendations
No action required
Town Council
Agenda Summary