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HomeMy WebLinkAbout11/6/2012 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, November 6, 2012 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. CONSENT AGENDA 1. Consider approval of minutes for the Council in the Neighborhood Meeting of October 16, 2012. 2. Consider approval of minutes for the Council Retreat of October 28-29, 2012. E. AWARDS, RECOGNITIONS, PRESENTATIONS F. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. G. TOWN ATTORNEY 1. Consider adoption of an Ordinance repealing Article II, Fair Housing, Division 1, Generally, sections 50-21 through 50-45, and Division 2, Fair Housing Board, sections 50-46 through 50-62, of Chapter 50, Human Relations, of the Vinton Town Code. Bradley E. Grose, Mayor William “Wes” Nance, Vice Mayor I. Douglas Adams, Jr., Council Member Robert R. Altice, Council Member Matthew S. Hare, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 H. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Transportation (VDOT) Fiscal Year 2013-14 Revenue Sharing Program funds and to execute and submit all appropriate information necessary to constitute a proposal for the use of VDOT funds. 2. Consider adoption of a Resolution authorizing the Town Manager to execute an Agreement with the Virginia Department of Transportation (VDOT) for a temporary easement relating to the State Highway Route Walnut Avenue Project. I. MAYOR J. COUNCIL 1. Financial Report for September 2012 2. Highway Safety Commission K. 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 8, 2012 – 11:30 a.m. - Council will attend a Kick-Off Meeting for the Community Development Block Grant (CDBG) Downtown Vinton Business District (BDR) Revitalization Project - Vinton War Memorial • November 14, 2012 – 8:00 a.m. – Vinton Chamber of Commerce Membership Meeting – State of the Town – Vinton War Memorial • November 20, 2012 – 7:00 p.m. – Regular Meeting – Council Chambers Meeting Date November 6, 2012 Department Town Clerk Issue 1. Consider approval of minutes for the Council Regular Meeting of September 18, 2012. 2. Consider approval of minutes for the Council Retreat of October 28-29, 2012. Summary None Attachments September 18, 2012 minutes October 28-29, 2012 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A COUNCIL IN THE NEIGHBORHOOD MEETING OF VINTON TOWN COUNCIL HELD AT 6:30 P.M. ON TUESDAY, OCTOBER 16, 2012, AT THE LIVING WATER BAPTIST CHURCH OF VINTON LOCATED AT 627 VALE 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, Executive Assistant/Town Clerk Stephanie Dearing, Human Resources Director Ben Cook, Police Chief Mark Vaught, Police Lieutenant Glenn Austin, Police Lieutenant Paul Harris, Police Sergeant Christopher Linkous, Fire/EMS Captain Chad Helms, Fire Lieutenant Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Joey Hiner, Assistant Public Works Director Anita McMillan, Planning & Zoning Director Mary Beth Layman, Special Programs Director Kevin Kipp, War Memorial Facility Manager Ryan Spitzer, Assistant to the Town Manager (Guest) The Town Manager opened the meeting at 6:30 p.m. and welcomed everyone in attendance. He commented on the walk through the neighborhood prior to the meeting and that the goal is to have an open meeting to listen to the concerns and questions from citizens. Stephanie Goodman of 502 Tinker Avenue, expressed appreciation to the Town for cleaning up across the street (the riparian buffer area). Elmer Kelly, a member of Midland Baptist Church, mentioned the storm drain at the back of the Church that backs up every time it rains. The location of the Church is at 460 Dale Avenue. At this point in the meeting, all of Town staff introduced themselves as well as Council. Ryan Spitzer, the new Assistant to the Town Manager, who will begin work on November 5th, introduced himself to the group. Kathryn Kelly mentioned that some of the residents in the neighborhood need to cut their grass. Ms. Goodman commented about the gun-shooting competition at the Fall Festival and the noise it created. She, along with others, had problems with their pets and it also hindered conversations with the vendors near that area. Mary Beth Layman commented that the Chamber sponsors the event and last year it was at a different location. She will pass the information to the Chamber. 2 Mike Dishon of 210 9th Street commented that on 8th Street and Hill there is a lot of growth that is covering the sidewalk. There being no further comments, the Mayor turned the meeting over to Rev. Greg Clement, pastor of the Church. Rev. Clement welcomed everyone to the meeting and led in prayer. The Mayor called the regular meeting to order at 6:45 p.m. The Town Manager called the roll with Council Member Adams, Council Member Altice, Council Member Hare, Vice Mayor Nance and Mayor Grose present. The Mayor introduced the Moment of Silence and Mr. Altice led the Pledge of Allegiance to the U.S. Flag. The Mayor read the items to be approved under the consent agenda. The Town Attorney indicated that Council cannot appoint Sabrina Weeks to the Highway Safety Commission because she was recently appointed to the Board of Zoning Appeals and under Virginia Code Section 15.2-2308 (A) she can hold no other public office. At that time the consent agenda was amended to delete Item 2. (b). Mr. Adams made a motion to approve the consent agenda as amended; 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 October 16, 2012; approved reappoint- ment of William Booth to the Planning Commission for a new four-year term to expire 10/31/16. Vice Mayor Nance read a letter from Chief Cook naming Sergeant Todd Bailey as Police Officer for the month of September 2012. Ben Cook, Police Chief, made brief comments on the recent National Prescription Drug Take-Back Initiative that was held on September 29, 2012 in the Kroger parking lot. There were 126.8 pounds of prescription and other drugs collected. This event is held at least every six months and information on this event in the future can be found on the Town’s Facebook page. The next item on the agenda was a Public Hearing on the proposed bridge loan with the VML/VACo Finance Program for the Glade-Tinker Creek Wastewater Interceptor Placement- Phase 2 Project. Barry Thompson, Finance Director/Treasurer made brief comments on the loan indicating that an application had been submitted for a $500,000 bridge loan for the mentioned Project. The Town will have a need for additional financing in the next 18 months for a major project with the Western Virginia Water Authority and at that time this loan can be included in that financing. The loan will have a variable rate between 1.5% and 1.75%. After his report, the Mayor opened the Public Hearing at 7:03 p.m. Mr. Dishon asked how much extra money the Town has in the Bank and Mr. Hare responded that if all revenue was stopped, we would have enough to run the town for about two and a half to three months. Mr. Hare also commented that the reason for 3 the bridge loan is that we have $300,000 set aside for the Project, but the total is over $700,000. Vice Mayor Nance also commented that we probably have enough in our rainy day fund to cover this project, but then we would have no reserve for any future, unanticipated maintenance and repairs. It gives us financial flexibility. Mr. Thompson also commented that our bonding agency also looks at our cash reserves. Ms. Kelly asked if the water in Falling Creek is safe and the response was that it is safe because it is continually tested. Hearing no further comments, the Public Hearing was closed at 7:10 p.m. The next item on the agenda was to consider adoption of the Resolution authorizing the Town Manager to execute the issuance of a General Obligation Bond of the Town of Vinton in a principal amount not to exceed $500,000, providing for the form, details and payment thereof, and authorizing certain related actions. Vice Mayor Nance made a motion to adopt the Resolution as presented; the motion was seconded by Mr. Hare 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. Approved Resolution No. 1991 authorizing the Town Manager to execute the issuance of a General Obligation Bond of the Town of Vinton in a principal amount not to exceed $500,000, providing for the form, details and payment thereof, and authorizing certain related actions The Mayor again opened the floor for comments from other citizens. Trey Boyd of 720 2nd Street and owner of Scorpion Towing commented that for two years he had worked with Planning and Zoning to find a lot suitable for his business and had worked with the Chief Cook to get on the police rotation list. He recently received a telephone call from Planning and Zoning indicating that he was not zoned correctly. He does not understand how it would change and he found documents on the Town’s website indicating he is zoned correctly. The Town Manager commented that Mr. Boyd’s business and another towing company, Request Towing, have both been added to the towing rotation. At the last Council meeting, Roger Overstreet addressed Council with several complaints, one of which included a complaint about Mr. Boyd’s property. Karla Turman contacted Mr. Boyd regarding some vehicles stored on the lot. The lot is permitted as a police impound lot and it has been reported that some vehicles on the lot do not fall in that category. The final result of the investigation is that from a land use perspective, both businesses are fine. One issue involves several vehicles that were moved into the lot at the request of another property owner because the Special Use Permit is only for a police impound lot, those that are police initiated. The original permit issued to Big John’s in 2005 was specifically for a police impound lot. The other issue involves overgrowth along the fence line. Mr. Boyd indicated that on the website it states that the Special Use Permit he has allows use for garages and for financial institutions (which would fall under repossessions) 4 and those vans are from a financial institution. The Town Manager explained that the Code establishes what can be allowed by a Special Use Permit, but the ultimate permit approved by Council can restrict the permitted uses. After further discussion and the advice that Mr. Boyd could apply to expand the Special Use Permit, he indicated he would do that. Vice Mayor Nance asked if more uses were requested in 2005, but Council limited the use to only police impound. Anita McMillan indicated that the application from Big John Towing was specifically for a police impound lot and Council approved it for that purpose only. Mr. Boyd then stated that the GIS system on the internet shows his property zoned as M-2, but everyone says he is M-1. He also indicated that he told Planning and Zoning he would be doing repossessions, impounds and storing cars and they advised it was perfectly fine. He has signed a year’s lease on the property. Mr. Hare asked Mr. Boyd if he was aware of the Special Use Permit and he responded yes, that Planning and Zoning gave him the Permit. The Town Manager responded that the permit does specifically say police impound lot and that it was provided to Mr. Boyd. Mr. Boyd then mentioned that he is only to hold police impounded vehicles for 30 days, but some are required to be there for 60 days. The Town Manager responded that even though the Code says 30 days, the police have some discretion in those instances. The Town does have another lot that the vehicles can be moved to if necessary. Vice Mayor Nance asked how long would an application to amend that Special Use Permit take and Ms. McMillan responded from a month and a half to two months. It has to go through the Planning Commission and then to Council for final approval. Mr. Hare asked if his business was being shut down for two months and the response was no. Ms. McMillan indicated they would be glad to assist him with the application. The Mayor asked if the concern about the weeds on the fence was being addressed and Mr. Boyd responded yes. Mr. Dishon indicated that he owned four lots on Hill Street, two of which have houses on them. He was told that he cannot sell the lots separately and he does not understand because he is paying taxes separately on each lot. The Town Manager responded that it may relate to what a minimum lot size is under the zoning ordinance, but staff will have to check on it. The next item on the agenda was a further update on a VDOT Revenue Sharing Grant application for the Glade Creek Greenway. Ms. McMillan indicated that she had worked with an engineer and based on the highest estimate, if environmental documentation is needed, the total project would be $162,000.00. If we apply for $75,000 from VDOT, which requires a 50% match, and apply the contribution of $50,000 5 from Novozymes, the contribution from the town would be $32,500.00. A consensus is needed from Council to proceed with the application which is due to VDOT by Friday. The check has already been received from Novozymes. The Town Manager indicated this would be 0.3 miles from Virginia Avenue to Walnut Avenue. Vice Mayor Nance asked that if the VDOT grant did not come through, would we be on the hook for the cost of the entire project. Ms. McMillan responded no, the revenue sharing funds are on a reimbursement basis, under no obligation to do the project. Vice Mayor Nance asked about the recommendation of paving of the greenway, which is a major part of the cost, and Ms. McMillan commented that since we are connecting two paved areas, they would like for it to be paved. The 10 foot width is a standard width throughout the Roanoke Valley for greenways. Vice Mayor Nance asked if the cost involved provided for any parking and the response was that they could apply again for site improvement. The Town owns the vacant parcel across from the site and it might be a possibility for parking, but we are also considering this a neighborhood greenway and hope that people will walk to the greenway without having to drive. Janet Scheid, the Town’s Greenway representative, was present at the meeting and indicated her support for the project. Mr. Hare, who is also on the Greenway Commission, asked if a greenway has been built before without a trail head and the response was that because of this short section of greenway, there is not a real need for a parking area at this time. Mr. Altice made a motion to approve the request. The Mayor asked for a general consensus from Council tonight and the official action will be taken at the November 6, 2012 meeting. Mr. Altice withdrew his motion and Council Members indicated their consensus to proceed. Consensus to proceed with application to VDOT for revenue sharing funds for the Glade Creek Greenway The next item on the agenda was an update on the VDOT funding for the Walnut Avenue Bridge project. The Town Manager commented that VDOT is ready to move forward with the advertising for the project. The proposal is to build a new bridge beside the old one and then tear down the old bridge. This is to keep traffic flowing during construction. The bridge was originally estimated to cost $2.7 million, but now is a $3.5 million project. The Town currently has $500,000 set aside to fund our second priority project, which is the 8th Street intersection. VDOT needs us to allow this funding to be added to this project and needs the Town’s consensus. Vice Mayor Nance asked if this would require an official Resolution at a later date and the response was no, just authorization to move these funds to this first priority. Mr. Altice commented that the new bridge will have sidewalks on both sides and an actual bike lane. Council gave their consensus. Consensus to allow VDOT to transfer $500,000 from our second priority project to the Walnut Avenue Bridge project 6 The Mayor expressed thanks to the Church for hosting the meeting and thanked staff for their attendance. He also commented on the Fall Festival, the new police vehicles and the new K-9 Unit. Chief Cook commented that Officer Foutz and Jax are in their last week of training and will graduate this week. Gary Woodson, Public Works Director, made comments about the Glade-Tinker Creek Wastewater Interceptor Placement-Phase 2 Project and mentioned that an update along with a slideshow will be put on the Town’s website. The Mayor commented on the new AEP transmission line as well as the $700,000 CDBG Grant for improvements to the downtown area and the recent approval by Roanoke County of the funding for the A & E drawings of the proposed new Vinton branch of the library. Comments from Council Members: Vice Mayor Nance expressed thanks to the Chamber for the Fall Festival and to the Church for hosting the meeting. He also indicated that the Finance Committee meeting date will need to be changed since that is election day. Mr. Adams also commented on the Fall Festival and expressed thanks to the Church and the citizens who came to the meeting. The Mayor directed the Town Attorney to prepare the necessary Ordinance to amend the Town Code to dissolve the Fair Housing Board. The Town Manager mentioned that there are other resources in the Roanoke Valley and that the State has a Fair Housing Board that we can refer citizens to for help with issues. Vice Mayor Nance moved that the meeting be adjourned, 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 regular meeting was adjourned at 7:57 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk MINUTES OF A RETREAT OF VINTON TOWN COUNCIL HELD ON OCTOBER 28-29, 2012, AT THE VINTON WAR MEMORIAL, 814 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 FACILITATOR: Kathy Baske Young The Council Retreat began on Sunday evening, October 28, 2012, at 6:00 p.m. with dinner, followed by a review of accomplishments and an overview of challenges that will be facing the Town over the next three years. After an opportunity for open discussion, the meeting was recessed at 9:00 p.m. The Council Retreat was reconvened on Monday morning, October 29, 2012, at 9:00 a.m. The meeting agenda included: • Overview of current and projected revenue forecast for the next three to five years • Economic Development o The current state/progress of economic development o Current initiatives being developed/rolled out o Issues not being addressed that are critical • Infrastructure o Information on Storm Water Management o Significant/critical issues to address or plan for in the next three to five years relating to the water and sewer system, buildings and our streets and roads • Other challenges/opportunities Ms. Young facilitated discussion of all topics and will prepare a final report for Council. After closing comments, the meeting was adjourned at 5:45 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date November 6, 2012 Department Town Attorney Issue Consider adoption of an Ordinance repealing Article II, Fair Housing, Division 1, Generally, sections 50-21 through 50-45, and Division 2, Fair Housing Board, sections 50-46 through 50- 62, of Chapter 50, Human Relations, of the Vinton Town Code. Summary The Vinton Fair Housing Board has not met since 2004 and since that time Planning staff has not received any calls and/or complaints regarding housing discrimination. Staff contacted the Town Attorney and was informed that there is no provision in the Virginia Code to mandate that a town have a fair housing board. The Commonwealth of Virginia maintains its own fair housing board to investigate complaints. Council reviewed this matter at its October 2, 2012 meeting in Closed Session and agreed that it was in the best interest of the town to dissolve this Board. At its October 16, 2012 meeting, the Mayor in open session directed the Town Attorney to prepare the necessary Ordinance to repeal that Section of the Town Code that will dissolve this Board. Attachments Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, NOVEMBER 6, 2012, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE to repeal Article II, Fair Housing, Division 1, Generally, sections 50-21 through 50-45, and Division 2, Fair Housing Board, sections 50-46 through 50-62, of Chapter 50, Human Relations, of the Vinton Town Code. BE IT ORDAINED by the Town Counsel of the Town of Vinton that Article II, Fair Housing, Division 1, Generally, sections 50-21 through 50-45, and Division 2, Fair Housing Board, sections 50-46 through 50-62, of Chapter 50, Human Relations, of the Vinton Town Code be and it is hereby repealed. This Ordinance shall be in full force and effect upon passage. This Ordinance adopted on motion made by Council Member and seconded by Council Member , with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, Town Clerk Meeting Date November 6, 2012 Department Planning and Zoning Issue Consider adoption of a Resolution authorizing the Town Manager to file an application for allocation of Virginia Department of Transportation (VDOT) Fiscal Year 2013-14 Revenue Sharing Program funds and to execute and submit all appropriate information necessary to constitute a proposal for the use of VDOT funds. Summary During the October 2, 2012, Town Council meeting, Town Council was given a summary and a briefing on the $50,000 donation from Novozymes Biologicals, Inc., which is to be used for greenway development. Staff recommends that the donation be used as part of the matching funds requirement of the VDOT Revenue Sharing grant for the construction of Glade Creek Greenway from Walnut Avenue to Virginia Avenue, within a Town sewer easement along Glade and Tinker Creeks. The proposed greenway will be a multi-use trail of approximately 1,600 linear feet of 10 feet wide paved surface, which will connect to the existing paved Tinker Creek Greenway located in the City of Roanoke. A connection from Vinton to the Tinker Creek Greenway is crucial and will enable Town residents to access Roanoke River Greenway, which has always been considered the backbone of the regional greenway and trail network. At the October 16th meeting, Town Council was given two cost estimates prepared by an engineer. The proposed greenway cost of $162,000 is to include the environmental documentation, 10% contingency, and VDOT project expenses. Based on these cost estimates, with the VDOT Revenue Sharing grant requiring a 50% cash match request, an additional $31,000 will be needed, in addition to the $50,000 contribution from Novozymes, for this proposed greenway to become a reality. Attachments Resolution VDOT Revenue Sharing Detailed Application for Funds Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 6, 2012, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA GLADE CREEK GREENWAY A RESOLUTION authorizing the Town Manager for and on behalf of the Town of Vinton, to file an application for allocation of Virginia Department of Transportation (VDOT) Fiscal Year 2013-14 Revenue Sharing Program funds; establishing a project title; setting forth the amount of funds requested; setting forth the amount of in-kind matching costs that are part of the total project cost; identifying beneficiaries; and authorizing the Town Manager to sign and submit all appropriate information necessary to constitute a proposal for the use of VDOT funds. WHEREAS, the Council of the Town of Vinton has been advised of the availability of the Virginia Department of Transportation (VDOT) Fiscal Year 2013-14 Revenue Sharing Program funds; and WHEREAS, it is necessary to file an application to be considered for the allocation of the VDOT funds. NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Vinton, Virginia, that: 1. The Town of Vinton wishes to apply for the VDOT FY 2013-14 Revenue Sharing Program Funds in the amount of $81,000. 2. The project title is: Glade Creek Greenway. 3. The Council hereby authorizes that, if the Town receives VDOT Revenue Sharing Program funding for this project: (a) Fifty (50) % matching funds – $50,000 donated by Novozymes Biologicals, Inc. under its Citizymes Greenways Program Support and Town of Vinton funds of $31,000, for a total project cost of $162,000. (b) The Town agrees to provide administrative services to manage the proposed grant. 4. The proposed greenway will be a cooperative effort of the Town of Vinton, Novozymes Biologicals, Inc., and the Roanoke Valley Greenway Commission. 2 5. The proposed greenway will enable residents from the Town of Vinton, to use the paved greenway for bicycle and pedestrian access to Walnut Avenue, Virginia Avenue and the City of Roanoke’s Tinker Creek Greenway, as well as for alternative transportation and recreational uses. 6. Once this greenway is completed, it will enable Town residents from the adjoining subdivisions to bike and walk from their neighborhood to Downtown Vinton, Walnut Avenue, Virginia Avenue, and to the City of Roanoke’s existing Tinker Creek Greenway. 7. That the Town Manager be, and is hereby, authorized and directed to sign and submit all appropriate applications and information necessary to constitute a proposal for the Town of Vinton to receive VDOT Revenue Sharing Program funds. 8. That a duly attested copy of this Resolution be affixed to the application for VDOT Revenue Sharing Program funds. 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 REVENUE SHARING DETAILED APPLICATION FOR FUNDS SEPARATE APPLICATION REQUIRED FOR EACH PROJECT TO BE CONSIDERED (Revised 07/18/2012) FY: 2013-14 Town of Vinton District: Salem # of Applications Locality is submitting: 1 PLEASE NOTE: Projects receiving funding under this program are to be initiated and a portion of the Revenue Sharing funds expended within one year of the allocation. PROJECT INFORMATION (Please TAB from field to field) Locality’s Priority #: 1 Route #: n/a and local road name, if available: Glade Creek Greenway State Project Number: To be determined UPC #: 0 Type of Project: Construction If Type of Project is “Maintenance”, has appropriate analysis been provided confirming the pavement or structure is below VDOT maintenance performance targets? No If Type of Project is “Construction”, will the requested funds accelerate advertisement of the project that is already in the Six-Year Improvement Plan or in the locality’s capital plan? Yes If this is a Construction project AND the advertisement date will be accelerated, please fill in dates below: Current Advertisement Date: 07/15/2025 Advanced Advertisement Date: 05/30/2014 Scope of Work: Bikeways/Trails Description of Work/Scope: Construction of a ten (10) feet wide paved multi-use Glade Creek Greenway/Trail From: Walnut Avenue To: Virginia Avenue Length: 0.30 (miles) Is this project in another locality? No If yes, please identify the locality and reason for request on the line below. n/a PROJECT ESTIMATES (Please TAB from field to field) PHASE *Total Estimated Project Cost Sections below pertain to Revenue Sharing funded portion only: **Estimated Eligible Project Costs ***Estimated Eligible VDOT Project Expenses ****Estimated Reimbursement to Locality PE $ 32,500 $ 32,500 $ 2,000 $ 14,250 RW $ 0 $ 0 $ 0 $ 0 CN $ 129,500 $ 129,500 $ 1,000 $ 63,750 TOTAL $162,000 $162,000 $3,000 $78,000 LOCALLY ADMINISTERED PROJECT – Please answer on each line corresponding to each phase for this project below Please note that indicating any phase of project work to be administered by the locality and reimbursed using Revenue Sharing Program funding constitutes a “Locally Administered Project”. Submission of this application represents the locality’s request to administer the project work. PE Phase: Yes; Reimbursement will be Requested RW Phase: n/a CN Phase: Yes; Reimbursement will be Requested PROJECT FINANCIAL INFORMATION (Please TAB from field to field) VDOT Revenue Sharing matching funds UP TO $1M requested for CONSTRUCTION project FY 2014: $ 81,000 VDOT Revenue Sharing matching funds OVER $1M requested for CONSTRUCTION project FY 2014: $ 0 VDOT Revenue Sharing matching funds UP TO $1M requested for MAINTENANCE project FY 2014: $ 0 VDOT Revenue Sharing matching funds OVER $1M requested for MAINTENANCE project FY 2014: $ 0 VDOT Revenue Sharing matching TOTAL request (this application) (right click on “$0” to the right & “Update Field” for total) $81,000 Note: CONSTRUCTION projects total or combined CONSTRUCTION & MAINTENANCE projects total requested must not exceed $10M; Also, MAINTENANCE projects total requested must not exceed $5M Locality Revenue Sharing MATCHING funds TOTAL (for this application & must equal or match VDOT TOTAL above) $ 0 Project has previously received Revenue Sharing state funds: No If Yes, FY(s): n/a Totaling: $ 0 Total of other State / Federal / Local funds (enter amount to the right): $ 81,000 List types of other funds: $50,000 contribution from Novozymes and $31,000 Town of Vinton fund. Total funding to be programmed on Project (should equal total estimated cost above): (right click on “$0” & “Update Field” for total) $162,000 COMMENTS The proposed multi-use/shared use trail from Walnut Avenue (VDOT Six-Year Improvement Project) to Tinker Creek Greenway. Submitted by: Christopher S. Lawrence, Town Manager Reviewed by: Anthony W. Ford, Program Manager sign here for original hard-copy submission sign here for original hard-copy submission 10/31/2012 Signature of Locality Official Date Signature of VDOT Official Date Meeting Date November 6, 2012 Department Planning and Zoning Issue Consider adoption of a Resolution authorizing the Town Manager to execute an Agreement with the Virginia Department of Transportation (VDOT) for a temporary easement relating to the State Highway Route Walnut Avenue Project. Summary On October 18, 2012, Staff received the attached agreement from Danny Tyler, VDOT Right-of- way Agent, for the Walnut Avenue Improvement Project. Staff forwarded the agreement to the Town Attorney for her review. Per electronic mail from the Town Attorney dated October 18th and November 1st, Staff was informed that the agreement, as prepared by VDOT, is acceptable for Town Council’s approval. Attachments Resolution Town of Vinton and VDOT agreement Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, NOVEMBER 6, 2012, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Vinton Town Council has authorized and supports the proposed Virginia Department of Transportation (VDOT) Walnut Avenue Improvement Project U000-149, R201, which includes the replacement of the existing low-water bridge, and WHEREAS, the roadway project will commence soon and VDOT and/or its authorized agent wishes to access and use the property and right-of-way owned by the Town of Vinton, and WHEREAS, it is possible to establish an agreement by and between the Town of Vinton and VDOT that the Town of Vinton grants and conveys to VDOT the temporary right and temporary easement to use Town-owned property and right-of-way, from opposite approximate Station 31+00 to opposite approximate Station 35+65; and from opposite approximate Station 35+17 to approximate Station 36+51 as shown on Sheet No. 3 of the plans for the above mentioned project on file in the office of the Department of Transportation, Richmond, Virginia, and WHEREAS, said agreement has been prepared by VDOT and reviewed by the Town Attorney. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve said agreement and does hereby authorize the Town Manager to execute the agreement and any other necessary documents. 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 TAX MAP #60.15-2-1 & #60.15-2-2 Parcels 001, 002, 003 RW-29 Corp Revised 7/07 UPC 76677 PREPARED BY VDOT UNDER SUPERVISION OF THE OFFICE OF THE ATTORNEY GENERAL Exempted from recordation taxes and fees under Sections 58.1-811(A)(3), 58.1-811(C)(5), 58.1-3315, 25.1-418, 42.1-70, 17.1-266, and 17.1-279(E) THIS AGREEMENT, made this day of November, 2012, by and between THE TOWN OF VINTON, Grantor (even though more than one), and the COMMONWEALTH OF VIRGINIA, Grantee, WITNESSETH: THAT WHEREAS, it is proposed by the Commonwealth to widen or improve State Highway Route Walnut Avenue, Project U000-149-103, R201, from 0.105 Miles West of 5th St. to 0.047 Miles East of 5th St. in the Town of Vinton, County of Roanoke, Virginia; and WHEREAS, in the improvement it is necessary that the Grantee enter upon the lands of the Grantor located in The Town of Vinton, to extend the road slopes and/or other construction onto the lands, from opposite approximate Station 31+00 to opposite approximate Station 35+65; and from opposite approximate Station 35+17 to approximate Station 36+51 as shown on Sheet No. 3 of the plans for the above project on file in the office of the Department of Transportation, Richmond, Virginia; NOW, THEREFORE, for and in consideration of the premises and of the benefits accruing or to accrue to the Grantor by reason of such improvement, and for the further consideration of One Dollar ($1.00) cash in hand paid to the said Grantor, receipt of which is hereby acknowledged, the Grantor grants and conveys to the Grantee the temporary right and easement to use the areas from opposite approximate Station 31+00 to opposite approximate Station 35+65; and from opposite approximate Station 35+17 to opposite approximate Station 36+51, containing 1.03 acre, more or less, and as shown outlined in ORANGE on a photocopy of Sheet No. 3, for the proper execution of the work, which photocopy is hereto attached as a part hereof and recorded simultaneously herewith in the State Highway Plat Book 2 ________, Page ________. This temporary easement will terminate at such time as the construction of the project is completed. ADDITIONAL CONSIDERATION: One Dollar ($1.00) in full for temporary easement, any and all appurtenances thereon, and any and all damages. The Grantor by the execution of this instrument acknowledges that the plans for the project as they affect its property have been fully explained to its authorized representative. The Grantor covenants and agrees that the consideration mentioned above and paid to it shall be in lieu of any and all claims to compensation and damages, if any, by reason of the location, construction and maintenance of route and project. WITNESS the following signature and seal: The Foregoing Easement Is Hereby Accepted Pursuant To Virginia Code Section 15.2-1803 TOWN OF VINTON, VIRGINIA By: _______________________________(SEAL) Name:________________________________ Its: __________________________________ COMMONWEALTH OF VIRGINIA TOWN OF VINTON The foregoing instrument was acknowledged before me this ______ day of , 2012, by , (Name of officer or agent) __________________________________ of , (Title of officer or agent) (Name of Corporation) a __________________________________ corporation, on behalf of the corporation. (State or place of incorporation) ____________________________________ Notary Public My Commission expires: ___________________ Notary Registration No.: _______________ Meeting Date November 6, 2012 Department Finance/Treasurer Issue Financial Report for September 2012 Summary The Financial Report for the period ending September 30, 2012 has been placed in the Town’s Dropbox. The Finance Committee is meeting on Monday, November 5, 2012 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 on November 6, 2012. Attachments Report in Financial folder in Dropbox September 4, 2012 minutes Recommendations Motion to approve the Financial Report for the period ending September 30, 2012. Town Council Agenda Summary Minutes of the Finance Committee Meeting Tuesday, September 4, 2012 At 5:35PM., Barry Thompson called the meeting to order in the Manager’s Office Conference Room. The members present for the meeting were Vice Mayor Wes Nance and Council Member Matt Hare, Town Manager, Chris Lawrence, Accounting Manager, Lijah Robinson and Treasurer/Finance Director, Barry Thompson. The agenda was accepted as presented. Item One - Financial Report July 31, 2012 – Barry Thompson opened the discussion by explaining that the reporting period ending June 31, 2012 looked very favorable. The revenues for the General Fund adjusted Revenues were $324,639 or 79% and the Expenditures was $539,992 or 70%. Discussion evolved regarding the accrued revenues which were primarily made up of Sales Tax, Meals Tax, and Consumer Tax. The Utility Fund Revenues reflect a level of $113,807 or 128% with Expenditures of $249,149 or 68%. The unaudited Utility Fund Revenues over/(under) Expenditures was $(128.342. Discussion centered on the % formula for expenditure accounts and the Finance Director indicated that he would review with the Departments the percentages and benefit accounts to ensure the YTD budget report was providing accurate information. Mr. Hare had a question regarding utility fund expenditure account 300.9400.590 Water Works assessment Fee as to why the amount budgeted was more spent in July than was budgeted for the entire year. Mr. Lawrence and Mr. Thompson both indicated that they would need to research the information on that account. The Financial Report for June 30, 2012 was accepted by the Committee and will be placed on the agenda of the regular Town Council Meeting for September 5, 2012 where Council members Nance and Hare will report to Town Council. The meeting was adjourned at 6:50PM. Meeting Date November 6, 2012 Department Highway Safety Commission Issue Highway Safety Commission Report Summary The Commission met on October 25, 2012 and a report will be presented during the Council meeting. Attachments October 25, 2012 minutes Hardy Road and Vinyard Road diagram Recommendations No action required Town Council Agenda Summary Highway Safety committee meeting: October 25, 2012 • Members present: Bobby Altice, Carolyn Fidler, Doug Adams, Fred Swisher, Bob Patterson • Members absent: Roy McCarty, James Childress • Staff representative: Ben Cook • Citizen attending: Barney Arthur • Meeting called to order by Chairman Altice • Item 1 o Concern / complaint by Barney Arthur in regard to Preston Rd: discussion concerning complaint about excessive traffic and speed, as well as the road being too narrow for vehicles to pass safely. o Action: Police department will set out speed trailer to get a sampling of vehicle speeds and the number of cars passing through at different time and day intervals. Speed survey results will be reported back to Town Manager and to committee. • Item 2 o Citizen complaint in regard to Hardy Rd. and Bypass Rd. Complaint is that a resident of a home at that intersection has a difficult time leaving their driveway during peak traffic times. o No action taken • Item 3 o Citizen complaint in regard to increased traffic in area of Etna and Glade. o No action taken • Item 4 o While researching Item 3, it was found that the intersection of Glade / W. Virginia poses a problem for cars on Glade attempting to turn East onto W. Virginia Ave. There is no clear line of sight around the bridge to see traffic in the East bound lane without intruding into the West bound side. o Action Taken: Motion made by Mr. Adams to install no left turn sign at intersection for traffic on Glade attempting to turn East onto W. Virginia Ave. Second by Ms. Fidler. All ayes. • Item 5 o Mr. Adams requested that the turn lanes on Vineyard where it intersects Hardy Rd. be changed. He requests that the right lane of Vineyard be changed to indicate going straight or turning right onto Hardy Rd., and the left lane of Vineyard be made left turn only. o Action taken: Motion made by Mr. Adams for this proposal, second by Ms. Fidler. All ayes • Motion to adjourn by Chairman Altice, second by Mr. Adams • Next meeting set for January 24, 2013 at 6pm