HomeMy WebLinkAbout11/5/2013 - Regular1
Vinton Town Council
Regular Meeting
Council Chambers
311 South Pollard Street
Tuesday, November 5, 2013
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 October 1, 2013.
2. Consider approval of minutes for the Council Retreat of October 11, 2013.
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. TOWN ATTORNEY
I. TOWN MANAGER
BRIEFING
1. Briefing on a new initiative by United Way of Roanoke Valley known as the Bank
On Roanoke Valley (BORV) Project.
ITEMS REQUIRING ACTION
1. Consider adoption of a Resolution authorizing the Town Manager to execute a
Local Government Memorandum of Understanding for the Bank On Roanoke
Valley (BORV) Project and approve the transfer of funds in the amount of
$1,500.00 as the Town of Vinton’s commitment level for the 2014 program year.
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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2. Consider adoption of a Resolution awarding a bid and authorizing the Town
Manager to execute a contract with Sawyer Paving in the amount of $135,795.36
for street resurfacing.
UPDATE ON OLD BUSINESS
J. MAYOR
K. COUNCIL
1. Financial report for September 2013.
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:
November 19, 2013 – 7:00 p.m., Regular Council Meeting – Council Chambers
Meeting Date
November 5, 2013
Department
Town Clerk
Issues
1. Consider approval of minutes for the regular Council meeting of October 1, 2013.
2. Consider approval of minutes for the Council Retreat of October 11, 2013.
Summary
None
Attachments
October 1, 2013 minutes
October 11, 2013 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 7:00 P.M.
ON TUESDAY, OCTOBER 1, 2013, 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
Robert R. Altice
Matthew S. Hare
MEMBER ABSENT: I. Douglas Adams, Jr.
Susan N. Johnson, Town Clerk
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Theresa Fontana, Town Attorney
Ryan Spitzer, Assistant to the Town Manager
Stephanie Dearing, Human Resources Director
Barry Thompson, Finance Director/Treasurer
Ben Cook, Police Chief
Jimmy Testerman, Detective Sergeant
Joey Hiner, Assistant Public Works Director
The Mayor called the meeting to order at 7:00 p.m. The
Acting Town Clerk called the roll with Council Member Altice,
Council Member Hare, Vice Mayor Nance, and Mayor Grose
present. Council Member Adams was absent. After a Moment of
Silence Mr. Altice led the Pledge of Allegiance to the U.S. Flag.
Roll Call
Under the upcoming community events/announcements, the
Town Manager reminded everyone of the upcoming Fall Festival
on October 12th. The Mayor mentioned the Downtown Trick or
Treating on October 31st.
Vice Mayor Nance made a motion that the consent agenda be
approved as presented; the motion was seconded by Mr. Altice
and carried by the following vote, with all members voting: Vote
4-0; Yeas (4) – Altice, Hare, Nance, Grose; Nays (0) – None;
Absent (1) - Adams.
Approved minutes of the
meeting of September 17,
2013
The Mayor commented on a Proclamation declaring
October 6-12 as Fire Prevention Week in the Town. This year’s
emphasis is on kitchen fires. Volunteer Fire Chief Richard
Oakes and Lieutenant John Hobbs were present at the meeting.
The next item on the agenda was to consider adoption of a
Resolution for the Town to opt out of disability coverage
provided under VLDP and to provide a comparable employer-
paid program.
Stephanie Dearing, Human Resources Director, commented
that on August 20th Council was briefed on decisions that need
to be made regarding offering short-term and long-term
disability for all employees hired into VRS covered positions
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effective January 1, 2014. Since that time, staff has participated
in webinars, sessions with vendors and with VML in order to
learn more about the requirements and how we can provide
comparable coverage to employees if the Resolution presented
is approved. This would authorize the Town to opt out of the
VRS package and go with one of the other negotiated
packages.
Ms. Dearing reminded Council that something similar was done
several years ago with the Police LODA coverage and we opted
to not go with VRS and purchased coverage from VML. This
coverage was cheaper when we initially purchased it and still
remains cheaper than the VRS coverage. Staff believes the
scenario will be the same based on current quotes from at least
four different providers. The VRS option is the highest and is
only guaranteed for six months from January to July. The
others are guaranteed from two to three years and the smallest
difference in price is $0.20 on a $100 of salary.
Ms. Dearing provided a VLDP fact sheet. Vice Mayor Nance
asked what would be the best reason to opt in as opposed to
opting out and the response was we would not have to make
any decisions beyond choosing VLDP because it is already
packaged for us. However, regardless of who we select and
how we proceed, we are going to have to make some
modifications to some Town employment policies regarding how
employees accrue sick and vacation leave.
If we decide to opt out of the VLDP Program, we can never offer
this benefit to our employees through the VRS server of UNUM.
However, if we go with another provider and we are not
satisfied, we can choose another one.
Mr. Altice made a motion that the Resolution be approved as
presented; the motion was seconded by Vice Mayor Nance and
carried by the following roll call vote, with all members voting:
Vote 4-0; Yeas (4) – Altice, Hare, Nance, Grose; Nays (0) –
None; Absent (1) - Adams.
Adopted Resolution No.
2040 for the Town to opt out
of disability coverage
provided under VLDP and to
provide a comparable
employer-paid program
The next item on the agenda was to consider approving the
members of the Loan Review Committee created to administer
the Revolving Loan Program Plan for the $700,000 CDBG
Downtown and Economic Revitalization Grant.
Ryan Spitzer commented that when Council approved the
Revolving Loan Program recommended by the Downtown
Management Team, it was indicated that a committee would
have to be established to administer the program. This
committee would then bring back the manual and loan
application documents to Council for approval. The proposed
committee members are Brad Grose, Mayor; Chris Lawrence,
Town Manager, Barry Thompson, Finance Director/Treasurer;
Kathy Stafford, Assistant Vice President-First Citizens Bank,
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Steve Smith, Small Business Banking Manager-Valley Bank and
a yet to be named local business owner outside of the Grant
area.
Mr. Hare asked if the local business owner would still be in the
Town limits and the response was yes. Council was asked to
approve the slate of committee members as presented and
once the local business owner is selected, that recommendation
will be brought back to Council for their approval under the
Consent Agenda. Mr. Hare made a motion to approve the Loan
Review Committee members as presented; the motion was
seconded by Vice Mayor Nance and carried by the following
vote, with all members voting: Vote 4-0; Yeas (4) – Altice, Hare,
Nance, Grose; Nays (0) – None; Absent (1) – Adams.
Approved Loan Review
Committee members
Under update on old business, the Town Manager
commented that the Council Retreat will be held on Friday,
October 11th, from 8:30 a.m. to 3:00 p.m. at the Senior Center.
An agenda will be sent out prior to the meeting.
The Town Manager next commented on the proposed Western
Virginia Regional Industrial Facility Authority. The City of
Roanoke has asked for a minor change to the Agreement
primarily relating to how a member locality can get out of a
participated project. He suggested that the Town’s response
be that we have already approved entering into the Agreement
and we will not be able to take any further action until our
November 5th meeting.
The Mayor commented that he would be attending the
Regional Legislative Luncheon on October 2nd. He also thanked
staff for their continuing hard work on current projects and future
events coming up in the Town. He also commented that the
Chamber had a networking event earlier this evening with over
60 attendees.
Mr. Hare made brief comments on the financial report for
August 2013. The Finance Committee met prior to the Council
meeting. In summary, revenues in the General Fund are
coming in stronger than forecasted in the budget and
expenditures are coming in less. From the Utility side, as
discussed last month, the volume of usage is down significantly,
but we were able to catch up. This was not due to volume
consumed by customers, but the rate increase. Expenditures in
the Utility Fund are down.
Vice Mayor Nance commented on the fact that Fall paving and
some debt service will come in and even out the expenditures
on the General Fund side. Mr. Hare commented that the War
Memorial is up $17,000 in revenue as compared to the same
time last year. Mr. Hare moved that Council approve the August
2013 financial report; the motion was seconded by Mr. Altice
and carried by the following vote, with all members voting: Vote
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4-0; Yeas (4) – Altice, Hare, Nance, Grose; Nays (0); Absent (1)
- Adams.
Approved August 2013
financial report
Comments from Council: Mr. Hare commented that along
with the financial report, the Police Department is back to level
staffing. Mr. Altice commented on the changes made in the
lobby area with the addition of the Information Center and
expressed appreciation for the work that was done.
Mr. Hare made a motion that Council go into a Closed
Meeting pursuant to § 2.2-3711 (A) (1) of the 1950 Code of
Virginia, as amended, for discussion regarding appointments to
boards and commissions; the motion was seconded by Vice
Mayor Nance and carried by the following vote, with all
members voting: Vote 4-0; Yeas (4) – Altice, Hare, Nance,
Grose; Nays (0) – None; Absent (1) - Adams. Council went into
Closed Meeting at 7:40 p.m.
At 8:21 p.m., the regular meeting reconvened and the
Certification that the Closed Meeting was held in accordance
with State Code requirements was approved on motion by Vice
Mayor Nance, seconded by Mr. Hare and carried by the
following vote, with all members voting: Vote 4-0; Yeas (4) –
Altice, Hare, Nance, Grose; Nays (0) – None; Absent (1) -
Adams.
Adopted Certification of
Closed Meeting
Vice Mayor Nance made a motion to adjourn the regular
meeting; the motion was seconded by Mr. Hare and carried by
the following vote, with all members voting: Vote 4-0; Yeas (4)
– Altice, Hare, Nance, Grose; Nays (0) – None; Absent (1) -
Adams. The regular meeting was adjourned at 8:23 p.m.
The first item of the Work Session was a briefing on new
Secondhand Building Materials (Scrap Metal) Permits.
Detective Sergeant Jimmy Testerman began by commenting
that scrap metal has been a hot commodity within the past few
years and will likely continue to be that way due to the demand
and high resale value given for certain scrap materials. Some
household fixtures and copper wiring are sometimes obtained
illegally and scraped for profit. The ineffective documentation
during the scraped process in the past has hindered the inability
to effectively track this stolen property back to its source or
victim thus criminal prosecutions have been unsuccessful in the
majority of circumstances.
New legislation has strengthened the record keeping process
and hopefully will provoke a sense of accountability and help
deter these types of criminal activity. More importantly it will
give law enforcement the information needed to better
investigate these types of crimes if they do occur. As of July 1,
2013, this new legislation requires citizens engaged in the
acquisition of second hand materials and or selling those
materials to scrap processors for a profit must obtain a permit
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issued by the locality from which the sale occurs. The Code of
Virginia does exempt nine authorized entities from this process.
For those not exempt, the law provides that sellers which have a
combined yearly transaction amounting to over 600 pounds or
more than 26 transactions during that period must have a
permit. The permit process does require the applicant to submit
fingerprints.
Sergeant Testerman commented further that every seller,
whether they need a permit not, must provide transaction
information to the scrap processor. This includes identifying
information pertaining to the seller and the goods being sold.
There is no fee for the permit and it will be valid for one year
from the date of issuance. All local jurisdictions are trying to
create a uniform permit process that will not place an undue
hardship on the scrap processing business owners themselves.
We have formulated a permit process that we feel is reasonable
and fair while still fulfilling the requirements of the law. It
includes a Secondhand Building Material Junk Dealer Permit
Application that junk dealers will be required to fill out, complete
the fingerprint process and then submit to our Department in
order to obtain that official permit number. The other form is a
Secondhand Building Material Transaction Form that every
seller must complete each time they sell these materials to a
scrap processor. At the time of the transaction, the scrap
processor will only need to confirm that the information is
reasonably accurate. Due to the high volume of sales, scrap
processors will not be required to maintain these physical forms
at their place of business and may either give them back to the
Seller or discard them as necessary.
The Town Manager commented that the Police Department has
created a policy to be used to implement and manage the
requirements of the State Code. This does not require formal
Council approval. However, if Council desired to implement
stricter requirements or charge a fee for the permit, it would
require formal action. Sergeant Testerman stated that they
chose not to charge a fee because the other localities in the
area are not charging.
The next item on the Work Session was briefing on options
to consider for downtown park study. Mr. Spitzer referred
Council to the report in the agenda package which provided a
summary from the committee. Five areas were recognized in
the downtown area as being appropriate for some type of
recreational activity such as a playground, a passive seating
area, a skate park or larger type of recreational activity. The
Town currently owns the areas marked in yellow. Area 3 is
owned by Mr. Peters and leased by Carilion and Areas 4 and 5
are owned by private individuals.
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Areas 4 and 5 are the largest areas of open green space in our
downtown area and would be suited for a larger playground
concept. These areas would also tie the neighborhoods in that
area to the downtown. Area 1 is the site currently being used
by approximately 15 teens on a regular basis as a skate park.
As part of the grant, we need to do some type of greening to the
gravel parking lot between the church and the concrete slabs.
The concrete slabs are ideal for a skate park. Our insurance
carrier, VML, indicated that we would want concrete apparatus
in the park for liability issues and reduced maintenance costs.
Area 2 between Angelo’s and the Municipal Building would be
an ideal space for a small playground for either preschool or
ages 6 to 12. This area is approximately the same size as the
playground area at the War Memorial.
The report summary also gives some pros and cons for each
area as we move forward. Staff will be meeting with Roanoke
County Parks and Recreation and representatives with Playtime
equipment to do a general assessment of the appropriate size
playground equipment. The Town Manager commented that
the Lions Club has expressed an interest in helping with a
children’s focused area.
With regard to a skate park, staff needs direction from Council
to pursue public engagement with the parents and teens and
downtown business owners to see if it is the right thing to do in
that location. Skate parks are not cheap, but there are some
design ways for us to manage those costs. The other key
components with a skate park are the liability aspect and
upkeep and maintenance.
The Town Manager further commented that our next step is to
look at the costs of hiring a consultant to work on the design
phase to bring back to Council with some options and the
associate costs.
Vice Mayor Nance commented that he would hope Areas 4 and
5 would be areas where economic development could take
place. As a member of the Breakfast Lions Club, he indicated
they have always had an interest in a park and there seems to
be some renewed energy now that the library is coming
downtown. We have spoken to the host Lions Club about the
possibility of getting a joint collaboration between all the Lions
Club in the area for this project without trying to make too many
of the decisions ahead of time. I think the initial interest is in
Area 2.
Mr. Nance said he would not be opposed to the idea of the
development of a skate park in Area 1. He has some hesitancy
about putting taxpayer dollars of any large degree into such a
project. If there is a way to encourage private investment or a
joint development of such an area, he would be more
comfortable.
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Mr. Hare said it would be hard to spend a lot of money on a
skate park. Regardless of what we do, we are going to have to
spend money because it cannot stay the way it is. The Town
committed when they tore down the building to do something
with it. He agreed that Areas 4 and 5 could be a great area,
but feels we would be out of our league when it comes to costs
and what we are really looking for. We are looking for a solution
that provides a level of service to our citizens that would
complement downtown and keep people there, something that
would be a good fit in relation to the new library.
Mr. Nance further commented that if the Lions Club agreed to
work on this project that it would be a fairly aggressive
campaign and the majority of the equipment itself along with the
funding opportunities with some matching grants that might be
available. The major investments that the Town would be
making would be the ownership issues and perhaps some in-
kind land preparation. The Town Manager then commented
that another component is to complete a mural on the side of
Angelo’s.
Mr. Altice commented that he would not want us to have the
same bad experience we had with the other skate park. He
does not want someone to put their name on it and then walk off
because it is a continuing thing. It costs more to operate than it
does to build. He is keeping an open mind.
The Mayor commented that he hopes that Areas 4 and 5 would
be developed for commercial use to produce some revenue. He
was on Council when the first skate park was done and it was a
bad experience. However, most of the problems from that initial
skate park were due to its location and being too isolated. The
suggested location is certainly well supervised and near good
facilities if anything does happen.
The Mayor further commented that we currently have a huge
liability issue there now and if a serious accident does happen,
we are treading on really thin ice. He is not opposed to the
children’s park, but thinks the skate park is something we need
to address immediately. He would like to see some preliminary
figures so we know what we are talking about and what might
be available as far as funding resources. Mr. Altice said 4 and 5
should be business and whatever we look at should be down on
the other end.
The Town Manager said staff has talked with Roanoke County
Parks and Recreation. Area 1 is a pretty sizable area and if
you took the race track area it is about the same size as Area 2.
Because there needs to be a real design separation between
your 3-6 year olds and your skate park, we were advised not to
put a small children’s area next to the skate park.
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The Mayor asked if there were already enough small children’s
play areas and the response was the War Memorial is basically
a neighborhood-size park and it serves that neighborhood. The
two elementary schools have playgrounds open to the public
pre-K through 5th grade usable type of playgrounds. Roland
Cook use to have one which would serve this area, but for the
downtown east/south area, there is nothing. A lot of the traffic
for this area would be generated through the library.
Mr. Hare asked are we telling staff that we are willing to fund a
study and the Town Manager responded if there is interest, our
next step is to scope it out and talk with consultant. I would
recommend a feasibility planning concept with some associated
costs. If Council approves the concept, then we could proceed
with construction drawings. Council gave their consensus to
proceed with this next step.
The Work Session ended at 9:15 p.m.
APPROVED:
________________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Ryan Spitzer, Acting Town Clerk
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MINUTES OF A RETREAT OF VINTON TOWN COUNCIL HELD AT 8:30 A.M. ON
FRIDAY, OCTOBER 11, 2013, AT THE CHARLES R. HILL SENIOR CENTER, 820
WASHINGTON AVENUE, 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
Ryan Spitzer, Assistant to the Town Manager
The Mayor opened the meeting and thanked the Council Members for working out their
schedules to attend this Retreat and turned the meeting over to the Town Manager.
The Town Manager began by setting the agenda for the retreat. First, he would review
the current State of the Town and refer to fiscal graphs of high level finances past, present
and future. Next, would be a review of the five focus areas which were a part of last
year’s retreat package. At 11:30 a.m., the group would break for lunch and then start
back at 12:30 p.m. The afternoon session would be a discussion of new focus areas and
then an opportunity for open discussion before the retreat adjourns at 3:00 p.m.
Council and staff were provided a copy of the final document of the October 28-29, 2012
Council Planning Retreat for reference (attached). The morning session consisted of
comments and discussion regarding:
• State of the Town (fiscal graphs of high level finances past, present, and future)
• Review 5 Focus Areas
o Economic Development Downtown
o Economic Development General
o Infrastructure
o Staff/Volunteer Development
Celebration of accomplishments
Next Steps – Staff & Town Council
New Developments
Outstanding Questions (Health Department Building, Old Vinton
Motors)
At 11:30 a.m., the group recessed for lunch at the Senior Center and then reconvened the
retreat at 12:30 p.m.
Council and staff were provided a copy of a Walnut Avenue Corridor Project Summary
(attached) and the Town Manager provided an update on the project. Ryan Spitzer next
gave Council a brief update on the Downtown Revitalization Project and provided a
simulation photo of the proposed downtown street lights and three sketches relating to the
Farmer’s Market Concept Plan (attached). After the review of these projects, the
afternoon session continued with discussion regarding:
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• New Focus Areas
o Schools – Roland E. Cook and Old WBHS
o Neighborhood Enhancement
o Major Expectations
o Opportunities
o Questions – Key Outcomes
• Others
After closing comments, the retreat was adjourned at 3:00 p.m.
APPROVED:
____________________________
Bradley E. Grose, Mayor
ATTEST:
___________________________________
Susan N. Johnson, Town Clerk
Vinton Town Council
Planning Retreat
October 28-29, 2012
Prepared by:
Kathy Baske Young
540-977-3755
kathy@kbyoung.net
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Overview
The 2012 Vinton Town Council Retreat was held at the Vinton War Memorial on October 28-29,
2012. Prior to the retreat, each participant was surveyed and the responses used to develop
the agenda.
In attendance were:
Mayor Brad Grose
Vice Mayor Wes Nance
Councilman Doug Adams
Councilman Bobby Altice
Councilman Matt Hare
Chris Lawrence, Town Manager
Susan Johnson, Executive Assistant/Town Clerk
Purpose of Retreat
• To have a thoughtful review of how we’re doing and to discuss how we can be more
effective to our citizens and employees
• To have candid and pro-active discussions on critical infrastructure issues, economic
development and budgeting
• To develop short and long term goals as well as strategies to address them
What’s in this Document
High level strategic direction and priorities in critical areas
Specific action items to be addressed in the next 12-24 months
An Appendix that includes presentations that provided context for the discussions and
decisions made during the retreat
Areas of Focus
The key areas of focus for this retreat were:
Economic health
Economic Development
Critical Infrastructure concerns
Staffing, staff development and use of volunteers
Responsiveness and communication with citizens
Improving Council effectiveness
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Overview of Projected Revenue/Expenses going Forward
Chris Lawrence presented projections for 2014-2016 for both the General Fund and the Utility
Fund. For all intents and purposes, he is projecting flat revenues and a slight increase in
expenses over that period of time. That information was used to inform discussions and
decisions made throughout the day. A copy of the projections can be found in the Appendix.
Vinton War Memorial
The Town Council reviewed a financial statement for the War Memorial that included actuals for
2010-12, and projections for 2013 – 2015. A copy of this document can be found in the
Appendix. There was considerable concern that the projections indicate this would continue to
be a significant subsidy on the Town’s finances for the foreseeable future.
Kevin Kipp, the new facilities manager of the War Memorial will be making a presentation to
Council next month with a recommended strategy/business plan to turnaround this situation.
Council asked that his presentation include:
How much money the facility could generate if booked at capacity so they could better
determine the long term viability of this investment.
In addition, they would like him to review the recommendations and projections from the
original consultants hired for this project to ensure we are taking advantage of that
expertise.
The Council also brainstormed other ideas on how to turn this situation around, which included:
upgrading the kitchen and renting it out to a catering company; exploring public/private
partnerships; or finding some other source of sustaining revenue.
ACTION ITEMS
DATE
DUE
PERSON
RESPONSIBLE
STATUS
Present business plan to Town Council
Dec 2012
Kevin Kipp,
Facilities Mgr
Presented and
proceeding with
Revised Catering
Policy RFP
Update on Business plan to Council May 2013
Kevin Kipp
Completed
Review financials and make decision on
whether to continue with current business
plan or to explore other options to
minimize/eliminate subsidy on budget
Nov 2013 Chris/Council Review quarterly
reports
Implement new
catering policy
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Economic Development/Downtown
Chris presented the current plan for the Downtown Business District Revitalization Project,
details of which can be found in the Appendix. Chris also shared that the new Assistant to the
Town Manager would probably be devoting 50% of his time to this project to ensure its success.
In order to maximize the impact of this grant on economic development, the Council felt that
there were several areas where we need to pro-actively make some decisions…
ACTION ITEMS
DATE
DUE
PERSON
RESPONSIBLE
STATUS
Get disposition from building official on
123 Gus Nicks Blvd
Nov 2012
Anita McMillan/
Planning &
Zoning
Present Code
changes on Oct.
29, 2013
Brainstorm and explore the feasibility of
options for Steve’s garage property and
make recommendation
Jan 2013 Chris Lawrence Proceed with study
of Skate Park
Oct 2013
Explore options available to “sweeten the
pot” for private business development to
enhance the effectiveness of the overall
downtown revitalization
Feb 2013 Ryan Spitzer Expanded Façade
Grant Program
Market Change of
Use Grant
Brownfield Grant
Revolving Loan
Fund
Make decision on our “brand” Feb-April
2013
Chris/Ryan Branding study
commenced Sept.
2013
Do study to evaluate Central Business
boundaries for Downtown for possible
expansion
Feb-April
2013
Anita Study Complete,
present to TC at
future meeting
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Economic Development/Other
A wide-ranging discussion took place to get updates on other issues critical to driving economic
development, business retention and expansion, including the status of the closed schools,
status of businesses on the two corridors, and creating new opportunities to encourage
business development.
Following are the action items that resulted from that discussion.
ACTION ITEMS
DATE
DUE
PERSON
RESPONSIBLE
STATUS
Market and sell the Health Dept. Building Beginning
Nov 2012
Discuss Desired
outcomes at
retreat Oct. 2013
Quarterly update to Council on the status
of all Economic Development projects
Feb 2013
May 2013
Aug 2013
Nov 2013
Feb 2014
May 2014
Chris/Ryan On going
Explore and make recommendation on
new site for annual fireworks display
Mar 2013 Mary Beth
Layman
Modified fireworks
for 2013 July 4
with success
Evaluate
secondary site
Develop pro-active plan/recommendation
on how to develop the two corridors.
Consider a possible creative partnership
agreement with the Chamber.
April 2013 Chris/Ryan/Anita Commercial
Façade program
Infrastructure
evaluation
County gateway
funding
Do feasibility study on what it would take
to make the Vinton Business Center more
marketable
Nov 2013 Ryan/Roanoke
County
Industrial access
funding for new
industrial pad
Very Niche market,
predesign and or
shell building
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Infrastructure
Chris shared an overview on the law and the realities of Storm Water Management regulations
and its budget implications going forward. Discussions included a wide-range of topics
including water and sewers, buildings, and streets and roads. The importance of spending
money now to maintain what we have was emphasized. Following are areas of focus for the
next 12-18 months…
ACTION ITEMS
DATE
DUE
PERSON
RESPONSIBLE
STATUS
Presentation on rate study for water and
sewer for decision-making on next steps
Dec 2012 Chris Completed
6/2013
Staff recommendation on what are the
biggest liabilities with SWM we need to
be prepared for
Feb-Apr
2013
Anita/Gary In progress with
AMEC study in
partnership with Ro.
Co.
Develop priority list of sidewalks and
roads for improvement
Sept 2013 Gary RSTP Funding
approved
Corridor Study
Evaluated
Proposed condition
assessment and
crack sealing
Do cost/benefit analysis of new vs. used
vs. rental of small roller to improve
quality of road repairs
Feb 2013 Gary Complete
Make decision on whether to replace
wooden sign poles with metal ones as
they need replacement due to
maintenance issues
Gary Pilot area – Virginia
Ave gateway
removed all poles
Evaluate all options for “closed” nights
at the swimming pool (i.e. movie nights)
to increase revenue and make
recommendation
May 2013 Mary Beth
Layman
Completing summer
results
Evaluate amenities at
pool such as slide,
diving board, ex.
7
Staffing, Staff Development and Use of Volunteers
The Council was most complimentary of the talents, caring, and engagement of the staff. They
wanted to ensure that we nurture a culture of trust and respect, where people feel valued and
they are encouraged to bring new ideas forward. There was recognition of the challenges and
demands on the staff. They encouraged the Town Manager to look for creative ways to use
volunteers in a more formalized way to enhance service. In addition, they talked about the
importance of taking a pro-active approach to Fire and EMS services. Following are areas of
focus in this area…
ACTION ITEMS
DATE
DUE
PERSON
RESPONSIBLE
STATUS
Update the employee manual to reflect
changes in policy
Stephanie In progress, spring
2014 presentation
Now including VRS,
LTD, & STD policy
Develop a plan for training and
leadership development for employees
Stephanie Working with ICMA,
VML, VACO. &
Developing
stormwater training
Develop ideas on how we can
recognize both employees and
volunteers in an individualized and
meaningful way
Stephanie Volunteer Recognition
event
Implement strategieis
identified by
Leadership Team
Develop more useful reports on police,
fire and EMS to help Council better
understand their needs and issues,
and to help with decision-making on
allocation of resources
Chris
Vol. Fire Chief
Vol. EMS Chief
Capt. Linkous
Completed – revised
as necessary to
improvement report
format
Create a more robust volunteer
program which includes:
- Brainstorm creative opportunities
(Adopt a Highway; Adopt a
Neighborhood), as well as
solidify other volunteer
opportunities
- Develop data base of volunteers
with contact info and preferences
- Determine need for/what to do
about background checks for
volunteers
- Recruitment plan for new
volunteers (seniors, police
academy graduates, etc.)
- Robust communication plan,
including formalized way to
Mary Beth
Layman
On-going
8
acknowledge and thank them
Determine plan to follow-up on citizen,
employee and business surveys
Chris
Develop plan to create a Citizens
Academy
Jan 2014 Chris Consider expansion of
Police Academy,
development of
Entrepreneur
Business Academy
Summary/Next Steps
All the Council members expressed their thanks for this opportunity to talk about the strategic
direction of the Town and pro-actively look at some options to ensure that its citizens continue to
get quality services, while ensuring that plans for growth are both fiscally sound and enhance
the family-feel that the Town is known for and which its residents treasure. There was much
spirited conversation and respectful debate, but at the end of the day there was agreement on
the steps to be taken and decisions made, and much appreciation for this time to think
strategically about the future of the Town.
Chris will meet with his staff to assign responsibilities for the action items in this plan. The
Council agreed to add a quarterly “Fifth Tuesday” meeting to its meeting schedule, with the first
one to be scheduled on January 29, 2013. That quarterly meeting, which is not to exceed 90
minutes, is to be used for an update on the status of items in this strategic plan, as well as
provide time for lengthier discussions on issues that need more consideration.
Documents presented at the retreat that may be helpful in understanding this strategic plan are
included in the following pages. They include:
Revenue Projections through 2016 (page 9)
War Memorial Financials (page 10)
Downtown Business District Revitalization Project (pages 11-13)
9
-
2,000,000.00
4,000,000.00
6,000,000.00
8,000,000.00
10,000,000.00
12,000,000.00
14,000,000.00
General Fund - Revenues vs. Expenditures
Revenues
Expenditures
-
1,000,000.00
2,000,000.00
3,000,000.00
4,000,000.00
5,000,000.00
6,000,000.00
7,000,000.00
Utility Fund Revenues vs. Expenses
Revenues
Expenses
10
11
Walnut Avenue Corridor Project Summary
1. Bridge Replacement
• $3.5 million
• Completion Spring 2015
• Scope:
o Construction of new bridge adjacent to existing, includes: 2-lanes of traffic, bike lanes,
sidewalk
o Removal of old bridge
• Status:
o All utilities have been moved including power, gas, water, and telephone
o Construction of abutments has begun week of Oct. 7th
2. Glade Creek Greenway
• $160,000
• Completion Spring 2015
• Scope:
o Design and construct 10-foot asphalt greenway from Virginia Ave to Walnut Avenue
along Glade and Tinker Creek
• Status:
o Engineer under contract to begin design work
3. Walnut Avenue Sidewalk improvements
• $100,000
• Completion Winter 2014
• Scope:
o Design and construct new sidewalk sections on blocks without sidewalks from Farmers
Market to Walnut Ave bridge
o Evaluate road striping to identify bike lane or bike route
• Status:
o Soliciting quote for design services
Christopher S. Lawrence Town Manager
Town of Vinton
311 S. Pollard Street Vinton, VA 24179 Phone (540) 983-0607 Fax (540) 983-0626
Meeting Date
November 5, 2013
Department
Administration
Issues
Briefing on a new initiative by United Way of Roanoke Valley known as the Bank On Roanoke
Valley (BORV) Project.
Summary
The Town Manager will brief Council on this new initiative by the United Way of Roanoke
Valley and answer any questions that Council might have regarding the participation of the
Town.
Attachments
Letter from Chris Morrill, Bank On Roanoke Valley Steering Committee Chair and supporting
documents
Recommendations
No action required
Town Council
Agenda Summary
Meeting Date
November 5, 2013
Department
Administration
Issues
Consider adoption of a Resolution authorizing the Town Manager to execute a Local Government
Memorandum of Understanding for the Bank On Roanoke Valley (BORV) Project and approve the
transfer of funds in the amount of $1,500.00 as the Town of Vinton’s commitment level for the
2014 program year.
Summary
None
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 5, 2013 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA
WHEREAS, the United Way of Roanoke Valley has initiated a program called Bank On Roanoke Valley
(BORV); and
WHEREAS, the purpose of this program is to increase the financial stability of 6,525 unbanked
households and estimated 22,963 underbanked households in the Roanoke Metro Area by providing safe
and affordable financial services and products, free adult-geared financial education, and to introduce or
reintroduce customers into normal banking activity and financial stability; and
WHEREAS, the local governments of the Roanoke Valley consisting of the Counties of Botetourt, Craig
and Roanoke, the Cities of Roanoke and Salem and the Town of Vinton have been asked to partner with
the United Way by marketing the campaign within their localities; and
WHEREAS, each locality has also been asked to sign a Local Government Memorandum of
Understanding and to commit to contributing financially based on the number of unbanked households in
the BORV Service Area; and
WHEREAS, based on the above statistics, the annual financial commitment of the Town of Vinton is
$1,500; and
WHEREAS, Council needs to authorize the Town Manager to execute the Local Government
Memorandum of Understanding and approve the transfer of the funds.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the
Town Manager to execute said Memorandum of Understanding and any other necessary documents and
does hereby approve the following transfer:
FROM: 200.8900.407 Reserve for Contingencies $1,500.00
TO: 200.1100.571 Community Contributions $1,500.00
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
November 5, 2013
Department
Public Works
Issue
Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute
a contract with Sawyer Paving in the amount of $135,795.36 for street resurfacing.
Summary
The Town has an annual budgeted total of $233,835.00 for street resurfacing work for FY2014 in
Milling & Paving – Public Works line item 200.4101.717. We have advertised and solicited bids
for the work and only received one bid back from Sawyer Paving. Their bid for the annual paving
program of streets, selected by the Town, came in at $135,795.36 and qualified them as our low
bidder for the project. Sawyer Paving has successfully performed quality work at a reasonable costs
for The Town previously.
Town streets are selected for resurfacing each year based on condition, historical information,
and budget. The streets of greatest needs are prioritized, then, using cost estimates, the list is
pared in an attempt to fit the given budget. The project is presented as a Request for Bids, RFB
to paving companies, from which a contractor is determined based on procurement policies.
The selected street is:
W. Virginia Avenue, westbound lane from the intersection at Pollard Street to the City Line (at
the Tinker Creek Bridge).
The street is to be milled and paved so that the level of the final surface is very close to the
original level. The milling procedure removes the top layer, or wearing course, of asphalt. This
generally removes the worn surface and gives the new layer of asphalt a better contact surface on
which to adhere, and reduces the possibility of putting good asphalt on top of bad.
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 5, 2013, 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 advertised for street resurfacing for FY2014 and only received
one bid in the amount of $135,795.36; and
WHEREAS, the Town of Vinton budgeted $233,835.00 for street resurfacing work for FY2014 in
Milling & Paving – Public Works line item 200.4101.717; and
WHEREAS, the low bid came from Sawyer Paving, a company that has worked successfully with
the Town of Vinton in previous years; and
WHEREAS, Council needs to award the bid and authorize the Town Manager to execute the
contract for the work.
NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a
contract to Sawyer Paving in the amount of $135,795.36 and authorize the Town Manager to
execute a contract and any other necessary documents, approved as to form by the Town
Attorney.
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
November 5, 2013
Department
Finance/Treasurer
Issue
Financial Report for September 2013
Summary
The Financial Report for the period ending September 30, 2013 has been placed in the Town’s
Dropbox and on the Town’s Website.
The Finance Committee will meet on Tuesday, November 5, 2013 at 5:30 pm to discuss the
report and will make a presentation of the report to Council during the Council Comment Section
of the Regular Meeting.
Attachments
Financial Report Summary
Recommendations
Motion to approve the September 2013 Financial Report
Town Council
Agenda Summary