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Home My WebLink About11/4/2014 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, November 4, 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 F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Recognition of Titans U10 Boys Soccer Team 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 establishing a policy for allowing members of a public body to participate in meetings by electronic communications. 2. Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Inland Construction Inc. in the amount of $119,180 for the demolition and construction of new streetlights throughout the downtown area as part of the Community Development Block Grant program. 3. Consider adoption of a Resolution authorizing the Town Manager to approve intradepartmental transfers in an amount not to exceed $5,000 per occurrence. Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr., Council Member William “Wes” Nance, Council Member Sabrina M. Weeks, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 4. Consider adoption of a Resolution approving a new rate structure for the Vinton War Memorial. UPDATE ON OLD BUSINESS J. FINANCIAL REPORTS FOR AUGUST AND SEPTEMBER 2014. 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: November 3, 2014 – 5:30 p.m. – Finance Committee Meeting – Administrative Conference Room November 18, 2014 – 6:00 p.m. – Work Session followed by Council Meeting at 7:00 p.m. – Council Chambers November 20, 2014 – 8:00 am – Vinton Area Chamber of Commerce State of the Town Membership Meeting – Vinton War Memorial Meeting Date November 4, 2014 Department Administration Issue Recognition of Titans U10 Boys Soccer Team. Summary The Titans U10 Boys Soccer Team had an undefeated soccer season this year and an undefeated championship in the County Classic Soccer Tournament on October 18-19, 2014. Members of the Team and coaches will be present at the meeting for Council to recognize them and present Certificates. Attachments None Recommendations Recognize soccer team members and coaches and present certificates Town Council Agenda Summary Meeting Date November 4, 2014 Department Administration Issue Consider adoption of a Resolution establishing a policy for allowing members of a public body to participate in meetings by electronic communications. Summary Section 2.2-3708.1 of the Code of Virginia authorizes members of a public body to participate in a meeting of the public body from a remote location that is not open to the public under limited and defined circumstances. This provision of the state code requires that the public body adopt a written policy allowing for and governing participation of its members by electronic communication means, including an approval process for such participation. This Policy has been reviewed and approved by the Town Attorney. Attachments Resolution Exhibit A-Remote Participation Policy Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 4, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, §2.2-3708.1 of the Code of Virginia authorizes members of a public body to participate in a meeting of the public body from a remote location that is not open to the public under limited and defined circumstances due to an emergency, a personal matter, or a temporary or permanent disability or other medical condition that prevents the member’s physical attendance; and WHEREAS, this provision of the state code limits remote participation for emergency or personal matters in each calendar year to two meetings or 25 percent of the meetings of the public body, whichever is fewer; and WHEREAS, this provision of the state code requires a condition precedent to allowing such remote participation that the public body adopt a written policy allowing for and governing participation of its members by electronic communication means, including an approval process for such participation; and, WHEREAS, it is the belief of Vinton Town Council that the adoption of such a policy authorizing remote participation of members would be in the best interests of Council and the citizens of the Town of Vinton. NOW, THEREFORE, BE IT RESOLVED that Vinton Town Council hereby adopts the policy attached hereto as Exhibit A to govern remote participation by members in meetings of Council (to include all meetings of Council including but not limited to Regular Meetings of Council, Council Work Sessions, Retreats, and Joint Meetings). 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 1 EXHIBIT A TOWN COUNCIL REMOTE PARTICIPATION POLICY Occasions may arise when a member of Council is unable to be physically present at a meeting. Under certain circumstances, Virginia law permits members to participate in meetings through electronic means such as telephone and video conferencing. The law limits the instances in which this may occur, prescribes procedures that must be followed when a member participates in a meeting through electronic means, and requires that a written policy governing such participation be adopted. This Policy sets forth the instances when a member may participate in a meeting electronically and the procedures that apply. Circumstances When Electronic Participation Is Permitted A Council member may participate in a meeting through electronic means from a remote location not open to the public under the following circumstances: 1. A member shall notify the Mayor, or someone acting on the Mayor’s behalf, on or before the day of the meeting that such member is unable to attend the meeting due to an emergency or personal matter, and shall identify with specificity the nature of the emergency or personal matter. The Council shall record in its minutes the specific nature of the emergency or personal matter and the remote location from which the member participated. If the member’s participation from a remote location is disapproved because such participation would violate the provisions of this Policy, such disapproval shall be recorded in the minutes. Such participation by the member shall be limited each calendar year to two meetings or 25 percent of the meetings of the Council, whichever is fewer. 2. A member may notify the Mayor, or someone acting on the Mayor’s behalf, that such member is unable to attend a meeting due to a temporary or permanent disability or other medical condition that prevents the member's physical attendance. The Council shall record this fact and the remote location from which the member participated in its minutes. Procedural Requirements Participation by a member of Council as authorized above shall be only under the following conditions: 1. A quorum of Council is physically assembled at the primary or central meeting location; and 2. Council makes arrangements for the voice of the member who is participating remotely to be heard by all persons at the primary or central meeting location. 2 This Policy shall be applied strictly and uniformly, without exception, to all members and without regard to the identity of the member requesting to participate remotely or the matters that will be considered or voted on at the meeting. The applicable provisions of Virginia Code §2.2- 3708.1, and all subsequent revisions thereto, are hereby adopted and incorporated into this Policy as if set forth fully herein. Guidelines The determination of whether requests by members to participate in Council meetings from remote locations complies with this Policy shall be made by the Mayor subject to final approval by Council. The following guidelines shall be used by the Mayor and Council in considering and acting upon requests: 1. Notification of the request to participate electronically shall be provided by the member seeking to participate remotely to the Mayor, or someone acting on the Mayor’s behalf, at the earliest practicable time. The Mayor shall then make reasonable efforts to notify all other members of Council, the Town Manager, and the Town Attorney regarding the nature of the qualifying reason, and of his initial decision regarding whether the member my participate remotely. 2. Upon approval, the member may participate in the meeting, including work sessions and closed sessions, using all available electronic means including telephone and video conferencing provided the member participating remotely can be heard by all those in attendance at the location of the meeting. In the event that the means used for participation in the meeting, or other circumstances at the remote location, are disruptive to the meeting, the Mayor, subject to Council’s approval, may deny or withdraw the approval to participate remotely, including during the meeting. 3. For purposes of the Policy, the terms “emergency”, “personal shall have its common meaning including dictionary definitions. 4. For purposes of the Policy, a personal matter includes circumstances that prevent a member from physically attending a meeting including, but not limited to, personal and business travel. 5. For purposes of the Policy, a temporary or permanent disability and a medical condition that prevents physical attendance at the meeting should be evident based on the nature of the disability or the condition. 6. The member requesting to participate electronically shall provide sufficient specificity as to the nature of the qualifying reason as is necessary for the Mayor and Council to determine whether the circumstances warrant remote participation. 7. More than one member may participate electronically at same meeting as long as a quorum of Council is physically present at the meeting location. 3 8. Remote participation shall be permitted only under circumstances where all attendees at the regular meeting location, including the public, can, at a minimum, hear the remote member. 9. The Clerk to Council shall be responsible for documenting in the minutes the request to participate electronically, the reasons why it is necessary, the remote location from which the member participated electronically, and Council’s approval or disapproval. 10. The Clerk to Council shall be responsible for ensuring a member does not participate electronically for emergency or personal reasons more than two times per calendar year. 11. Notwithstanding the foregoing provisions, no member shall be permitted to participate remotely if such participation causes the member to exceed the limitations on remote participation prescribed under Virginia Code §2.2-3708.1. 12. Members participating remotely in closed meetings shall be responsible for maintaining the confidentiality of closed meeting discussions and materials, and for ensuring that no persons that are not authorized to participate in the closed meeting have access to deliberations conducted therein. 13. If any provision of this Policy is deemed inconsistent with the provisions of Virginia Code §2.2-3708.1 or other applicable law, that provision shall be deemed stricken and the provisions of Virginia Code §2.2-3708.1 or other applicable law shall apply. Adopted by Vinton Town Council on , 2014 by Resolution No. . 1 Meeting Date November 4, 2014 Department Administration Issue Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Inland Construction Inc. in the amount of $119,180 for the demolition and construction of new streetlights throughout the downtown area as part of the Community Development Block Grant program. Summary The Town originally bid this project out in August 2014. The streetlights were lumped into a package with the Washington Avenue/Pollard Street intersection improvements. The varying scope of the two projects led to only one bid response at a cost of $710,000. This response did not fit within the scoped budget and DHCD requires more than one bid response on the initial bid. After receiving only one initial response the Town decided to break out each part of the project (Farmers’ Market, streetlights, Washington/Pollard Intersection) to make bidding and the scope of work easier for potential contractors. This increased the amount of bids received for the streetlight project and will hopefully benefit the other Information for Bids. The total budget for the streetlight portion of the grant is $261,714. This includes $6,100 for site furnishings and $31,934 for architectural and engineering design services. This leaves $223,680 for installation of conduit, streetlights, concrete bases and repair work. The Town received the lowest from Inland Construction Inc. at a base price of $106,230. There were two additive items that the Town can choose to do or not. The first additive item is brick bands around each light for $9,350 and the second additive item is to replace the concrete panels for $3,600. The total project cost for installation of conduit, concrete bases and repair work is $119,180. The streetlights and installation costs $130,606. The combined total is $249,786. Town Council Agenda Summary 2 The actual job costs, with the two additive items included, is $26,106 over the estimated costs of the project. The Town can drop the additive bid items, try to negotiate a better price or look for savings in other areas of the grant to make up the difference. If the Town drops additive bid item #2 it will probably cost the Town more to do the work ourselves. Attachments Resolution Bid Form Bid Price Breakdown Original Streetlight budget Recommendations Motion to adopt Resolution RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 4, 2014 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton received funds from the Virginia Department of Housing and Community Development through their Community Development Block Grant Program to do revitalization improvements to the downtown area of Vinton; and WHEREAS, the Town of advertised for the demolition and construction of new streetlights throughout the downtown area; and WHEREAS, the Town solicited bids and Inland Construction Inc. met the specifications and had the lowest base bid of $106,230 for the demolition and installation of streetlight bases and empty conduit with additive bid prices of $9,350 for brick bands and $3,600 for the replacement of concrete panels for a cumulative price of $119,180; and WHEREAS, the funds will come from Community Development Block Grant of $700,000; and WHEREAS, Council needs to award the bid and authorize the Town Manager to execute the contract for demolition and installation of streetlight bases and empty conduit in addition to the additive bid items; NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby grant a contract to Inland Construction Inc. in the amount of $119,180 and hereby authorizes the Town Manager to execute the contract. This Resolution adopted on motion made by Council Member __________, seconded by Council Member ___________________, with the following votes recorded: AYES: NAYS: APPROVED: __________________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Susan N. Johnson, Town Clerk Original Proposed Budget TOTAL COST CDBG Other Funding Description of Work Qty Unit Unit Cost Estimated Cost Remove Existing Utility Poles and Cobra Lights 18 pole 2,500$ 45,000$ 45,000$ -$ Conduit for Lighting 2000 lf 22$ 44,000$ 44,000$ -$ Streetlights - 2 Blocks of Pollard St, 2 Blocks of Lee Ave, & Farmers Mkt 42 light 3,000$ 126,000$ 126,000$ -$ Site furnishings (benches, trash receptacles)1 allow 6,100$ 6,100$ 6,100$ Allowance for upgrading posts/frames for existing signage 1 allow 12,000$ 12,000$ 12,000$ Directional and Wayfinding Signage 1 l.s.7,000$ 7,000$ 7,000$ -$ Subtotal:240,100$ 228,100$ 12,000$ Arch/Eng Design Services (14%)33,614$ 31,934$ 1,680$ TOTAL 273,714$ 260,034$ 13,680$ Streetscape Improvements- 2 blocks of Pollard and 2 blocks of Lee Meeting Date November 4, 2014 Department Administration Issue Consider adoption of a Resolution authorizing the Town Manager to approve intradepartmental transfers in an amount not to exceed $5,000 per occurrence. Summary In 2002 the Finance Committee recommended to Council that the Town Manager be authorized to approve intradepartmental transfers in an amount not to exceed $1,000 per occurrence and Council approved the recommendation. At a subsequent Finance Committee meeting in 2004, the Committee discussed increasing the amount from $1,000 to $5,000 per occurrence, but formal action was never taken by Council. The current Finance Committee is now recommending to Council approval of the increased amount. 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, NOVEMBER 4, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, on August 20, 2002, the Finance Committee recommended to Council that the Town Manager be authorized to approve intradepartmental transfers in an amount not to exceed $1,000 per occurrence and Council approved the recommendation by Resolution No. 1414; and WHEREAS, at a subsequent Finance Committee meeting in 2004, the Committee discussed increasing the amount from $1,000 to $5,000 per occurrence, but formal action was never taken by Council; and WHEREAS, the current Finance Committee is now recommending to Council approval of the increased amount. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to approve intradepartmental transfers in an amount not to exceed $5,000 per occurrence. 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 Meeting Date November 4, 2014 Department War Memorial Issue Consider adoption of a Resolution approving a new rate structure for the Vinton War Memorial. Summary The Vinton War Memorial would like to increase the current rates for the Dogwood Ballroom by 7% for upcoming events booked after January 1, 2015. The War Memorial has seen an increase in traffic and as a result fixed and variable costs have increased. Town Council was presented on October 21, 2014 with an analysis of what other local venues are charging for event space. The Vinton War Memorial has increased prices four times; once in 2003, 2007, 2012 and the new proposed rates. The price change in 2007 was due to the renovations of the space and the change in the business plan. In 2012 the War Memorial fundamentally changed the way it priced business events to try and drive added business event sales. The pricing was changed from a flat fee to a per person charge based on the number of participants and services needed. The new pricing that is proposed will only change the Dogwood Ballroom rates. All additional services such as catering, linens, service charges are extra and not included in the base rate. The proposed rates are caps on pricing and the Facilities Manager is authorized to negotiate best prices based on event type, day and other circumstances. Attachments Resolution Memorandum-Proposed Rates Increases Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 4, 2014 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Town Council recognizes that the costs to provide services at the Vinton War Memorial have continued to increase; and WHEREAS, the costs to maintain and operate the building have also increased; and WHEREAS, the model for business events and pricing changed in 2012 and the last official room rate increase was in 2007. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the proposed rate increases as described in the attached memorandum dated November 4, 2014. This Resolution adopted on motion made by Council Member __________, seconded by Council Member ___________________, with the following votes recorded: AYES: NAYS: APPROVED: __________________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Susan N. Johnson, Town Clerk 1 TOWN OF VINTON 311 SOUTH POLLARD STREET VINTON, VIRGINIA 24179 Phone: (540) 983-0607 Fax: (540) 983-0626 MEMORANDUM Proposed Rate Increases for Vinton War Memorial The rates listed below are maximum set rates and are subject to change based on the circumstances of each event. Hourly rates and non-profit rates are available upon request. Additional time can be rented on a pro-rated hourly rate schedule. This proposal would be effective for all new bookings made after January 1, 2015. Bookings made prior to this date would be honored at the old rates. Business Rates 2007 – 2012 Rate Current Rate New Rate Dogwood Ballroom 100 minimum 100 minimum Half-Day $800 $5.50/pp $5.50/pp Full-Day $1,500 $6.75/pp $6.75/pp Dogwood North 75 minimum 75 minimum Half-Day $600 $5.50/pp $5.50/pp Full-Day $1,000 $6.75/pp $6.75/pp Dogwood South 40 minimum 40 minimum Half-Day $450 $5.50/pp $5.50/pp Full-Day $800 $6.75/pp $6.75/pp The Library 25 minimum 25 minimum Half-Day $250 $6.50/pp $6.50/pp Full-Day $400 $250 $250 Magnolia Room Half-Day $100 $150 $150 Full-Day $180 $200 $200 2 Social Rates 2007 – 2012 Rate Current Rate New Rate Dogwood Ballroom Saturdays $2,500 - $2,800 $2,800-$3,200 $3,000-$3,400 Friday & Sunday $2,000 - $2,300 $1,500 $1,500 Dogwood North Ceremony & Recept. $600 - $1,000 $2,000 $2000 Reception $600 - $1,000 $1,200 $1,200 Meeting Date November 4, 2014 Department Finance/Treasurer Issue Financial Reports for periods ending August 31, 2014 and September 30, 2014 Summary The Financial Reports for the periods ending August 31, 2014 and September 30, 2014 have been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee will meet on Monday, November 3, 2014 at 5:30 pm to discuss these reports and will make a presentation to Council during the Council Comment Section of the Regular Meeting. Attachments August 31, 2014 Financial Report Summary September 30, 2014 Financial Report Summary Recommendations Motion to approve the August and September, 2014 Financial Reports Town Council Agenda Summary