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HomeMy WebLinkAbout10/1/2013 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, October 1, 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 September 17, 2013. F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Proclamation for Fire Prevention Week. G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. TOWN ATTORNEY I. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution for the Town to opt out of disability coverage provided under VLDP and to provide a comparable employer-paid program. 2. 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. 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 UPDATE ON OLD BUSINESS J. MAYOR K. COUNCIL 1. Financial Report for August 2013. L. CLOSED MEETING 1. Request to Convene in 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. M. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING N. ADJOURNMENT O. WORK SESSION 1. Briefing on new Secondhand Building Materials (Scrap Metal) Permit. 2. Briefing on options to consider for downtown park study. 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: October 1, 2013 – 5:30 p.m. – Finance Committee Meeting – Finance Conference Room October 11, 2013 – 8:30 a.m. to 3:00 p.m. – Council Retreat – Charles R. Hill Senior Center October 15, 2013 – Council Meeting Cancelled – Council and Staff attending Annual VML Conference October 29, 2013 – 6:00 p.m. – Dinner followed by Joint Town Council/Planning Commission/Board of Zoning Appeals meeting – Vinton War Memorial Meeting Date October 1, 2013 Department Town Clerk Issue Consider approval of minutes for the regular Council meeting of September 17, 2013 Summary None Attachments September 17, 2013 minutes Recommendations Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, SEPTEMBER 17, 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 I. Douglas Adams, Jr. Robert R. Altice MEMBER ABSENT: Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Ryan Spitzer, Assistant to the Town Manager Anita McMillan, Planning & Zoning Director Joey Hiner, Assistant Public Works Director The Mayor called the meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Altice, Vice Mayor Nance, and Mayor Grose present. Council Member Hare was absent. After a Moment of Silence Mr. Adams led the Pledge of Allegiance to the U.S. Flag. Roll Call Under the upcoming community events, Liz Munn-Lively, Vinton Chamber of Commerce President, announced upcoming events sponsored by the Chamber. This Thursday is the annual golf tournament at Ashley Plantation and a networking event will be held on October 1st at Braeloch. The annual Fall Festival is October 12th and the annual Treat or Treating Event will be on Halloween. The Mayor announced a community meeting at Explore Park on September 19th at 6:00 p.m. hosted by Roanoke County. Vice Mayor Nance announced that in conjunction with the Fall Festival the Breakfast Lions Club will be having their pancake breakfast. Anita McMillian announced that September 19th at 6:00 p.m. will be the kick-off meeting of the Stormwater Advisory Committee at South County Library. The Town Manager announced that in recognition of the Town employees raising over $4,600 for United Way, he has volunteered to be a UVA fan for a couple of hours and will be wearing a sandwich board through the Town at the Fall Festival. Anita McMillan also announced the Fall Waterways Clean-up from 8:30 a.m. to 11:30 a.m. on October 5th with the celebration event from 11:30 a.m. to 2 p.m. at Wasena Park. 2 Mr. Adams 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) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Approved minutes of the meetings of August 20, 2013 and September 3, 2013 Vice Mayor Nance made comments regarding a Proclamation declaring the month of September as Alzheimer’s Month in the Town. The Town Clerk mentioned that this year’s walk will be in Downtown Roanoke on September 28th. The Town Manager moved the briefing on the request from a citizen to amend the Town Code regarding the minimum lot size requirement of at least an acre to keep chicken hens in the Town limits to the next item for consideration. The Town Manager then commented that following Mr. Marshall’s request, a committee of Anita McMillan, Gary Woodson and Robert Eakin reviewed the request and Ms. McMillan will give the report to Council. Anita McMillan reviewed her staff report indicating that Mr. Marshall’s property at 529 Tinker Avenue is 0.29 acre or 12,632 square feet. Our current Code requires that all properties have at least an acre to have chickens. With this one acre requirement, there are approximately 67 parcels that could be eligible to keep chickens. These parcels must be zoned residential (R1, R2, R3 and RB) and with a single-family dwelling or vacant. If Council reduces the size requirement to less than an acre or 12,000 square feet, there would be 1,090 potential properties that might be eligible to get a chicken permit. Ms. McMillan next commented there is also a 50 foot requirement from residential structures and Mr. Marshall does not meet that requirement. Ms. McMillan contacted the City of Roanoke and their Code provides that as long as you have up to 20,000 square feet, you are allowed to have chickens. The Planning Administrator indicated that they do not keep track of how many permits they issue and do not enforce the requirement that you have to have a permit. Mr. Altice commented that a lot of time was spent on developing the current Code and he thought it should have been even more restrictive. He would not agree at this time to change the current Code. The Mayor commented that the current Code has served the Town well and he would not be inclined to make any changes at this time. Mr. Adams commented that it is important that we stay consistent and he would go along with leaving it as it is. Vice Mayor Nance commented that Council did not take Mr. Marshall’s request lightly. He made a reasonable request and unfortunately he was a victim of a neighbor with a grudge. Mr. 3 Nance further stated that he does agree with the rest of Council that the limitations we currently have are reasonable and to reduce the property size the amount it would take to allow him to keep his chickens would open the gates for too many lots and other landowners. Mr. Marshall addressed Council and asked if there could be some leniency with regard to his property. Mr. Nance said that would require writing something that allows for the uniqueness of individual properties. For an ordinance to work properly, it has to be clear to the people who are reading it and to those trying to enforce it. If there is something vague in there, it will lose its ability to be enforced. Mr. Marshall asked if he could have two weeks to find a home for his chickens. The response was that was not unreasonable. He thanked Council for their consideration of his request. The next item on the agenda was to consider adoption of an Ordinance authorizing the Mayor or the Town Manager to execute an Agreement between the Counties of Botetourt, Franklin and Roanoke, the Cities of Roanoke and Salem, and the Town to create the Western Virginia Regional Industrial Facility Authority. The Town Manager made brief comments regarding the creation of the Authority. The basis is to provide the participating local governments an opportunity to work together to develop industrial facilities and other improvements. There are six localities that have expressed an interest and it does require a formal agreement to create the Authority. This Authority will allow each locality to decide if they want to participate on a project by project basis. The Roanoke Regional Partnership has agreed to serve as the Authority’s Administrative Office and Beth Doughty will serve as the Executive Director. Each locality has been asked to take action independently and then a joint meeting has been tentatively scheduled for October 9th to ceremoniously execute the Agreement. Vice Mayor Nance asked if there have been any substantial changes from what Council previously agreed to and the response from the Town Attorney was no. There may be some non-substantive changes made with regard to removing Montgomery County from the Agreement. Mr. Nance asked why Montgomery County chose not to participate and the Town Manager responded because they are a member of a similar Authority in the New River Valley which they are already committed to. The Mayor commented that there was no reluctance on Montgomery County’s part as far as cooperation was concerned, but they have other obligations that need to take priority. This is just another example of valley-wide government and will be good for the Town as well as the entire region. Adopted Ordinance No. 941 authorizing the Mayor or the Town Manager to execute an Agreement between the Counties of Botetourt, Franklin and Roanoke, the 4 Vice Mayor Nance made a motion that the Ordinance be adopted as presented; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Cities of Roanoke and Salem, and the Town to create the Western Virginia Regional Industrial Facility Authority. The next two items on the agenda related to a new Purchasing Policy for the Town. The Town Manager commented that our current Purchasing Policy, established in 1997, provides that any purchase over $20,000 has to be brought back to Council for approval. The State Code allows a limit of $100,000. After a review by staff and the Finance Committee, it was decided to recommend that any item over $50,000 be brought back to Council. We are also recommending that the Code be changed to reference the Town’s adopted policy and the State Code and that the amount not be listed so to prevent us from having to amend the Code in the future. The new Policy is still structured the same as before with all purchases under $50,000 or professional services under $30,000 to follow the procedures listed in the Policy. This will allow for a more efficient and timely process for these purchases. It also allows the Town Manager the authority to approve any purchase within these limits that is already in the budget. If it is over these amounts or not in the budget, then those items will be brought back to Council for their approval. This revised Policy was drafted by our summer intern, Brandon Gann and then reviewed by staff, our Town Attorney and the Finance Committee. Vice Mayor Nance commented that this Policy was approved by the Finance Committee and it allows staff some flexibility to streamline some matters to avoid having to bring non-policy impacting purchases back to Council for approval. Mr. Adams asked about the language “at least two attempted telephone…” in the Policy and was does “attempted” mean. The Town Manager responded that is expected that staff will obtain the necessary number of quotes; however, this allows it to be documented that we attempted to solicit a vendor. The Town Attorney also commented that it usually means it was attempted but the vendor indicated they were not going to bid on the particular item because they do not have it available or were not interested in bidding. After further comments from the Town Manager, Vice Mayor Nance made a motion that the Ordinance be approved as presented; the motion was seconded by Mr. Altice and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Ordinance No. 942 amending Chapter 2, Administration, Article III, Officers and Employees, Division 2, Town Manager, Section 2-56, To be purchasing agent, of the Vinton Town Code relating to the Town’s Purchasing Policy 5 Mr. Adams 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) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 2036 approving a new Purchasing Policy The next item on the agenda was to consider adoption of a Resolution approving and adopting the Roanoke Valley- Alleghany Regional Pre-Disaster Mitigation Plan dated June 2013. Anita McMillan commented that Council was briefed on the Plan at their September 3rd work session. As stated before, each locality has to adopt this Plan in order to receive certain federal assistance in mitigation projects. The original plan was completed in 2002 and approved by FEMA in 2006 and adopted by the localities in 2007. The Plan has to be reviewed and amended and this Resolution approves the June 2013 Plan. Mr. Altice made a motion that the Resolution be approved as presented; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 2037 approving and adopting the Roanoke Valley-Alleghany Regional Pre-Disaster Mitigation Plan dated June 2013 The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to execute a Staging Area License Agreement with Burleigh Construction Co., Inc. for use of town-owned properties located at the intersection of Walnut Avenue and 5th Street related to the VDOT Walnut Avenue Low-Water Bridge Replacement Project. Ms. McMillan commented that in August she was contacted by Burleigh Construction Company regarding the use of town- owned property on Walnut Avenue as the construction staging area as part of the VDOT bridge replacement project. The Town Attorney has prepared the Staging Area License Agreement for Council’s approval. The Town Manager commented that the Company has approved the Agreement with the exception that they are requesting a period of 15 days instead of five to remove their equipment and materials from the property once the project is completed. This change would be reflected in Paragraph 5 of the Agreement. Vice Mayor Nance asked how this would impact the starting of that part of the Greenway and Ms. McMillan responded that they will meet with them once we know for sure when the Greenway project will start. Mr. Nance asked if we had to complete the Greenway project this year in order to receive the matching funds and the response was we have to make one request for 6 reimbursement within a year. As soon as we hire the engineering firm to draw up the specifications, we will make a request. Mr. Adams asked if the contractor would have to bring the property back to the condition it was and the Town Manager responded yes. Vice Mayor Nance made a motion that the Resolution be approved with the requested changes to the Agreement; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare Adopted Resolution No. 2038 authorizing the Town Manager to execute a Staging Area License Agreement with Burleigh Construction Co., Inc. for use of town-owned properties located at the intersection of Walnut Avenue and 5th Street related to the VDOT Walnut Avenue Low-Water Bridge Replacement Project The next item on the agenda was to consider adoption of a Resolution authorizing the Town Manager to enter into a Contractual Agreement with Roanoke County to share the cost of AMEC, consultant for the stormwater program development study. Ms. McMillan commented that Council was briefed on this item at their September 3rd work session. Roanoke County solicited sealed bids and received bids from four firms. They selected AMEC to do the stormwater study. The cost is $168,999 and the Town’s share will be $10,000. She mentioned that her staff report summarized Phase 1 and Phase 2 of the study. The Kick-off meeting of the Citizen Advisory Committee is this Thursday, September 19th, and the meeting at the War Memorial will be October 10th. The Committee will meet six times and there also be a series of Public Hearings, one to be held at the War Memorial in January of 2014. The Town Manager commented that we used our population ratio to come up with the $10,000 amount, which is eight percent (8%) of the cost. Vice Mayor Nance asked about the budget for this amount and the response was that the cost will come out of the Planning Department’s budget from contractual services and stormwater line items. Mr. Altice made a motion to adopt the Resolution 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) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 2039 authorizing the Town Manager to enter into a Contractual Agreement with Roanoke County to share the cost of AMEC, consultant for the storm water program development study Before the Mayor’s comments, Barry Thompson, Finance Director/Treasurer introduced Candace Poling as the new Accounting Manager who took Lijah Robinson’s place. Ms. Poling made brief comments to Council followed by comments from Council and a welcome to the Town. The Mayor commented on his attendance at the Vinton Historical Society luncheon today along with the Town Manager, Mr. Spitzer and Mike Altizer. At the luncheon he mentioned the various partnerships that the Town has, but failed to mention 7 the partnership and working relationship among our staff. One recent example was the work being done with the flagstone at the War Memorial and the assistance of the Fire Department and Public Works. Comments from Council: Mr. Adams summarized the items discussed at the Public Safety Committee meeting on September 13th. Chief Cook updated the Committee on the traffic unit that is now in place to work traffic enforcement. The Department is also working to be more of an active part of the Blue Ridge Crash Team relating to crash investigations and working on parking issues. The security cameras are in place and operating in the Municipal Building. They are researching federal grants to see what is available. The Police Department is also working with the ROCO Alert System to designate the area around Southern States to send out alerts to businesses in that area when there is danger of flooding. The Emergency Operation Plan for the Town is being also being updated. Regarding the Tinker Creek Bridge and the tin can affect it has with trailers. Currently Norfolk Southern is evaluating putting up a rail that would stop or lower a vehicle as it goes under the bridge to prevent it from hitting the bridge. The new brush truck at the Fire Department is in service. There are 20 active volunteer members and a recruitment program is being discussed to address the issue of 24-hour service. We have asked for a more detailed report showing response times over a one year period to review in this regard. The Volunteer First Aid Crew has indicated that they are going to sell the Crown Vic given to the Squad from the Town. The vehicle is in good shape, but the Squad cannot get a good price on insurance. Currently only three members are allowed to drive the vehicle and it has been suggested that the Town put it back on the Town’s insurance and pay for the fuel and maintenance. This would not only allow the First Aid Crew to use it, but also other Town employees. Mr. Adams stated that along with Mr. Hare, he would like the Town Manager to look into the costs involved in putting it back on the Town’s insurance and have it available for all Town employees. It would be parked in the Town lot behind the Municipal Building. The First Aid Crew would like to purchase the old Rehab vehicle, put a cover on the back and put back into service. They want the Town to insure the vehicle and cover fuel and normal maintenance on it. Mr. Adams next commented that Roanoke County has a mass casualty trailer and they have requested the Town to house the trailer in Vinton. It will be parked in the bay that currently holds the Crown Vic and it will be pulled out. The First Aid Crew has about 40 active members now. 8 Some minor building repairs have been done in preparation for the painting project this fall. One final comment from Mr. Adams was regarding a grant received by the Volunteer First Aid Crew to purchase a power stretcher. The paid staff has one on their truck and now the Volunteer Squad has applied for another state grant that will cover half of the cost of an additional power stretcher for their other truck. Hopefully this will be awarded in December or January. The Town Manager commented that the security camera system in the Municipal Building is IP based and staff has been directed to look at getting cameras on the outside of the War Memorial specifically to view the Monument and possibly the playground behind the library. There was graffiti on the Monument and the playground about a week and a half ago, which has been cleaned and the Police Department is investigating the matter. Anita McMillan announced that the Annual Greenway Picnic will be Sunday, October 13th, at the Moyer Sports Complex in Salem. The Town Manager announced that Council is invited to a legislative luncheon sponsored by the Roanoke Valley- Alleghany Regional Commission on October 2nd at Noon at the Roanoke Civic Center. Vice Mayor Nance made a motion to adjourn the meeting; the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. The meeting was adjourned at 8:25 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date October 1, 2013 Department Fire/EMS Department Issue Proclamation for Fire Prevention Week Summary The Vinton Fire and EMS and Vinton Fire Departments are dedicated to protecting life and property in the Town of Vinton. These groups are also dedicated to the education of its citizens in regards to fire prevention. Fire Prevention Week is October 6th – 12th, 2013. This year for Fire Prevention week, the NFPA (National Fire Protection Association), has placed extra educational emphasis on kitchen fires. Between 2007 and 2011 there is a national annual average of almost 157,000 cooking related fires. In that same time span these fires accounted for 400 deaths, 5,080 civilian injuries and 853 million dollars in direct damages. The goal of the public education provided during fire prevention week is to make our citizens aware of the possible dangers associated with cooking. Attachment Proclamation Recommendations Read Proclamation and present to Fire/EMS Captain Chris Linkous Town Council Agenda Summary Meeting Date October 1, 2013 Department Human Resources Issue 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. Summary The General Assembly has enacted legislation requiring the provision of both short and long term disability benefits for the members of the hybrid plan – this will be all employees hired into VRS covered positions effective January 1, 2014 and beyond. UNUM is the insurance provider that has been selected by VRS to administer these two disability programs for the hybrid plan employees. All local governments and school boards must make an irrevocable decision by November 1 (originally stated as September 1 – but the provisions for a requested extension has been added) as to participate in the UNUM plan or to provide a comparable plan. The Town must determine if it wishes to forever be covered by the UNUM plan (currently priced at .91 per hundred) or seek a comparable product on the open market that could be re-bid on an established basis. Also, the decision must be made as to if we wish to provide **all employees these benefits – or only the hybrid employees. How many different benefit plans do we wish to manage for approximately **48 employees? **All hazardous duty employees are excluded from this legislative action. 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, OCTOBER 1, 2013, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA Irrevocable Election Not to Participate in Virginia Local Disability Program WHEREAS, by enacting Chapter 11.1 of Title 51.1 of the Code of Virginia, the Virginia General Assembly has established the Virginia Local Disability Program (“VLDP”) for the payment of short-term and long-term disability benefits for certain participants in the hybrid retirement program described in Virginia Code § 51.1-169; and WHEREAS, for purposes of VLDP administration, an employer with VLDP-eligible employees may make an irrevocable election on or before November 1, 2013, requesting that its eligible employees not participate in VLDP as of the VLDP effective date of January 1, 2014, because it has or will establish, and continue to maintain, comparable employer-paid disability coverage for such employees that meets or exceeds the coverage set out in Chapter 11.1 of Title 51.1 of the Code of Virginia, with the exception of long term care coverage, by January1, 2014; and WHEREAS, it is the intent of the Town of Vinton, 55318, to make this irrevocable election to request that its eligible employees not participate in VLDP. NOW, THEREFORE, IT IS HEREBY RESOLVED that the Town of Vinton irrevocably elects not to participate in VLDP because it has or will establish, and continue to maintain, comparable employer-paid disability coverage for such employees; and it is further RESOLVED that, as an integral part of making this irrevocable election, the Town of Vinton certifies that it has or will establish, and continue to maintain, comparable employer-paid disability coverage for such employees. 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 October 1, 2013 Department Administration Issue 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. Summary On February 19, 2013 Council was presented with a recommendation by the Downtown Management Team for a Revolving Loan Program. The Revolving Loan Program is one of the major tasks that were outlined in the CDBG approval process by the VDHCD. At this Council Meeting, Council approved the outline and program design that was presented in the Revolving loan Program Guidelines: Plan and Administrative Program Manual. However, it was stated that staff would present Council with a slate of candidates for the Loan Review Committee. The members of the committee are: Brad Grose, Mayor Chris Lawrence, Town Manager Barry Thompson, Treasurer/Finance Director Kathy Stafford, Asst. Vice President – First Citizens Bank Steve Smith, Small Business Banking Manager – Valley Bank Local Business Owner outside of the Grant Area After the Committee has met and reviewed the loan application information and other documentation a more detailed set of parameters for applicants and loan awards will be presented to Council for approval. Attachment None Recommendations Motion to approve committee members Town Council Agenda Summary Meeting Date October 1, 2013 Department Finance/Treasurer Issue Financial Report for August 2013 Summary The Financial Report for the period ending August 31, 2013 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee will meet on Tuesday, October 1, 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 August 2013 Financial Report Town Council Agenda Summary Meeting Date October 1, 2013 Department Council Issue Request to Convene in 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. Summary Council will discuss current vacancies on boards and commissions. Attachments Boards and Commissions Booklet Summary Certification of Closed Meeting Recommendations Reconvene and adopt Certification of Closed Meeting Town Council Agenda Summary 1 BOARD OF ZONING APPEALS NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Debra P. Hagins 505 Jefferson Avenue 01/17/09 01/16/14 1808 Frederick J. “Mick Michelsen 225 North Maple Street 01/17/10 01/16/15 1848 Allen S. Kasey 105 Giles Avenue 01/17/06 01/16/16 1895 Sabrina Weeks (Alternate) 1012 Blakemore Circle 10/02/12 02/20/16 CM-10/02/12 VACANT (Alternate) 02/20/16 Robert W. Benninger 1206 Jeanette Avenue 01/17/07 01/16/17 1947 Donald R. Altice 627 South Maple Street 09/07/10 01/16/18 CM-12/18/12 FAIR HOUSING BOARD (DISSOLVED BY ORDINANCE NO. 928 ON 11/6/12) HIGHWAY SAFETY COMMISSION NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Robert A. Patterson 1056 Blandford Avenue 11/01/07 12/31/13 1937 Doug Adams 1632 Meadows Road 09/15/09 02/04/14 1938 Carolyn Fidler 428 Cedar Avenue 03/04/08 02/04/14 1904 Roy G. McCarty, Jr. 450 Jackson Avenue 02/05/08 02/04/14 1905 Robert R. Altice 616 Maple Street 07/01/10 06/30/14 1883 James Warren Childress, II 223 Craig Avenue 02/05/09 02/04/15 1949 Fred L. Swisher 422 Chestnut Mtn. Drive 02/05/09 02/04/15 1950 VACANT 02/04/15 Benjamin Cook (ex-officio member) 311 South Pollard Street n/a n/a n/a (ex-officio member) 311 South Pollard Street n/a n/a n/a PLANNING COMMISSION NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. David R. Jones 806 Olney Road 03/01/07 02/28/15 1897 Robert A. Patterson 1056 Blandford Avenue 01/01/07 12/31/15 1894 Paul R. Mason 731 Ramada Road 09/07/10 06/06/16 1963 William E. Booth 1007 Blandford Avenue 07/20/10 10/31/16 CM-10/16/12 Dawn M. Michelson 225 North Maple Street 11/06/07 12/31/16 CM-12/18/12 2 FINANCE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Matthew S. Hare 621 Aragona Drive 07/06/10 06/30/14 n/a William W. Nance 1514 Bush Farm Drive 07/06/10 06/30/14 n/a Barry Thompson 311 South Pollard Street n/a n/a n/a Christopher S. Lawrence 311 South Pollard Street n/a n/a n/a PUBLIC SAFETY COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Irvin Douglas Adams, Jr. 1632 Meadows Road 07/03/12 06/30/14 n/a Matthew S. Hare 621 Aragona Drive 07/06/10 06/30/14 n/a Ben Cook 311 South Pollard Street n/a n/a n/a Christopher S. Lawrence 311 South Pollard Street n/a n/a n/a PUBLIC WORKS COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Robert R. Altice 616 Maple Street 07/06/10 06/30/14 n/a Bradley E. Grose 404 Cedar Avenue 07/03/12 06/30/14 n/a Gary W. Woodson 311 South Pollard Street n/a n/a n/a STORMWATER CITIZENS ADVISORY COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. W. Ray Sandifer 912 Colbourne Avenue 09/04 n/a n/a David R. Jones 806 Olney Road 11/03 n/a n/a VACANT n/a 3 CLEAN VALLEY COUNCIL NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Anita McMillan 311 South Pollard Street 02/28/95 n/a n/a COMPREHENSIVE ECONOMIC DEVELOPMENT STRATEGY (CEDS) NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Carolyn D. Fidler 428 Cedar Avenue 06/08 06/30/11 Hal Mabe 6010 Windcrest Lane, Roanoke, VA 24012 06/08 06/30/11 Stephanie Brown 632 Woods Ave., SW , Roanoke, VA 24016 06/08 06/30/11 Christopher S. Lawrence 311 South Pollard Street n/a n/a GREATER ROANOKE TRANSIT COMPANY NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. City of Salem Representative 12/13/13 ROANOKE REGIONAL PARTNERSHIP NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Bradley E. Grose 311 South Pollard Street 07/06/04 n/a n/a Christopher S. Lawrence 311 South Pollard Street 10/07/08 n/a 1793 ROANOKE VALLEY – ALLEGHANY REGIONAL COMMISSION EXECUTIVE COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Bradley E. Grose (Council member) 311 South Pollard Street 07/01/09 06/30/15 1972 Christopher S. Lawrence (Non-elected member) 311 South Pollard Street 07/01/10 06/30/16 CM-6/4/13 4 ROANOKE VALLEY GREENWAY COMMISSION NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Janet Scheid 1453 Wolf Creek Drive 07/01/09 06/30/15 1973 Karla Turman 311 South Pollard Street n/a n/a n/a Anita J. McMillan 311 South Pollard Street n/a n/a n/a Matthew S. Hare 621 Aragona Drive 07/10/10 06/30/16 CM-6/4/13 Arthur La Roche, III 1453 Wolf Creek Drive 10/02/12 06/30/16 CM-6/4/13 ROANOKE VALLEY METROPOLITAN PLANNING ORGANIZATION (MPO) NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Carolyn D. Fidler 428 Cedar Avenue 07/01/08 06/30/14 1917 Doug Adams 1632 Meadows Road 07/08/08 06/30/14 1918 ROANOKE VALLEY REGIONAL CABLE TV COMMITTEE NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Mary Beth Layman (Member) 1028 Almond Drive 09/01/09 08/31/15 1979 Robert R. Altice (Council Member) 616 Maple Street 07/15/94 n/a n/a Christopher S. Lawrence (Executive Member) 311 South Pollard Street 10/07/08 n/a 1795 ROANOKE VALLEY RESOURCE AUTHORITY NAME ADDRESS INITIAL APPOINTMENT TERM EXPIRES RESOLUTION NO. Christopher S. Lawrence 311 South Pollard Street 12/20/11 12/31/15 1948 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 1, 2013, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILIDNG, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Council Member ______________, and seconded by Council Member _____________, with all in favor. ___________________________________ Clerk of Council Meeting Date October 1, 2013 Department Police Issue Briefing on new Secondhand Building Materials (Scrap Metal) Permit. Summary New legislation that took effect on July 1, 2013 requires a permit to take certain scrap metals to businesses which purchase the scrap. There are certain exemptions to the permit requirement, but a transaction form has to be presented at the scrap business each time someone takes scrap to sell. In addition, a person who regularly sells secondhand building fixtures and certain other scrap are classified as "Junk dealers" and have to obtain a special permit directly through the police department. The police department has been working with other agencies in the valley to establish a process that meets the legislative requirements without creating undue burden on the scrap businesses or citizens utilizing them. Attachments Scrap Metal Legislation Secondhand Junk Dealer Permit Secondhand Material Transaction Form Recommendations No action required Town Council Agenda Summary 1 § 59.1-117. Permit required for trading in secondhand building fixtures. Except as otherwise provided in this chapter, no person shall offer for sale or acquire any secondhand heating or plumbing fixtures or supplies, electric fixtures or any wiring, gas fixtures or appliances, water faucets, pipes, locks, bathtubs, gutters, downspouts, or other secondhand fixtures of whatever kind or description pertaining to a building or structure, without first obtaining a permit for the sale or acquisition of the same from the chief of police of the city or town or the sheriff of the county in which such property is offered for sale or acquisition. (Code 1950, § 59-145; 1968, c. 439; 2010, c. 805; 2011, c. 836; 2013, c. 414.) ---------------------------------------------------------------------------------------------------------------------------------------- § 59.1-118. Permit issued by chief of police or sheriff; revocation. The chief of police of a city or the sheriff of a county may issue, to persons regularly engaged in the business of collecting secondhand building materials for resale, a semiannual or annual permit covering all sales and acquisitions made by such persons. The chief of police or sheriff may refuse to issue a permit, and may revoke any permit issued, to any person convicted of a felony or crime of moral turpitude within the three years prior to the request for the permit. The applicant shall file with the chief of police or sheriff, or his designee, an application form that shall include the applicant's full name, address, age, sex, and fingerprints; the name, address, and telephone number of the applicant's employer, if any; and the location of the applicant's place of business. A permit shall be valid for one year from the date of issuance and may be renewed in the same manner as such permit was initially obtained. A fee of not more than $50 may be charged annually for the issuance of the permit. (Code 1950, § 59-146; 1968, c. 439; 2011, c. 836.) ------------------------------------------------------------------------------------------------------------------- ---------------------- § 59.1-119. Who deemed a dealer. Every person who is regularly engaged in the purchasing or acquiring of secondhand building material of the kind mentioned in § 59.1-117 for the purpose of resale or installation on the property of another shall be deemed a dealer within the meaning of the provisions of this article. (Code 1950, § 59-147; 1968, c. 439; 2011, c. 836.) ----------------------------------------------------------------------------------------------------------------------------------------- § 59.1-119.1. Dealer required to show permit and identification. Every dealer making a sale or purchase of a secondhand fixture pursuant to the provisions of this article shall first display the permit required by § 59.1-117 and also display positive photo identification to the purchaser or seller of such fixture. (1992, c. 25.) 2 ---------------------------------------------------------------------------------------------------------------------------------------- § 59.1-120. Recordkeeping requirements. A. At the time of purchasing, collecting, receiving, or acquiring a secondhand building fixture, the dealer shall be required to provide: 1. The date and time of the secondhand building fixture's acquisition; and 2. The address from which the property was acquired and, if available, a driver's license or other form of government identification to include the name and date of birth of the person from whom the material was collected. B. Every dealer shall keep at his place of business a permanently bound book or ledger in which shall be legibly written with ink in English at the time of each transaction in the course of the dealer's transaction involving a secondhand building fixture that is collected, received, acquired, or purchased by the dealer. Such account shall set forth: 1. A complete and accurate description of the secondhand building fixture that is the subject of the transaction; 2. All information prescribed in subsection A regarding location and, if available, the name and date of birth of the person with whom the dealer conducts the transaction; 3. The license number of the automobile or other vehicle in which the secondhand building fixture was delivered or received; and 4. The number of the permit issued pursuant to § 59.1-118 by the chief of police of the city or town, or the sheriff of the county, in which the transaction involving a secondhand building fixture occurred. C. Records required by subsection B shall be maintained by the dealer at its normal place of business or at another readily accessible and secure location for a period of 24 months. (Code 1950, § 59-148; 1968, c. 439; 2010, c. 805; 2011, c. 836.) ----------------------------------------------------------------------------------------------------------------------------------------- § 59.1-122. Books and places of business open to inspection. The books required by this article to be kept, and the places of business of all persons engaged in the acquiring, selling, receiving, or purchasing of the articles mentioned in § 59.1-117, shall at all reasonable times be open to the inspection of any police officer, sheriff, or deputy of the county, city, or town in which such place of business is located. (Code 1950, § 59-150; 1968, c. 439; 2011, c. 836.) ----------------------------------------------------------------------------------------------------------------------------------------- 3 § 59.1-123. Exemptions from article. The provisions of this article shall not apply to: 1. The sale of secondhand material mentioned in § 59.1-117 taken from premises occupied by the owner, when sold by such owner on the premises, or the sale of such articles when purchased from a public utility corporation at its place of business or a governmental agency; 2. Scrap metal purchasers as provided in Article 4 (§ 59.1-136.1 et seq.); 3. Authorized scrap sellers; 4. Public utilities; 5. Public transportation companies; 6. Peddlers permitted under § 59.1-118; 7. Industrial and manufacturing companies; 8. Marine, automobile, and aircraft salvage and wrecking companies; or 9. Governmental entities. (Code 1950, § 59-151; 1968, c. 439; 2007, c. 917; 2011, c. 836; 2013, c. 414.) Town of Vinton Police Department Chief Benjamin L. Cook 311 South Pollard Street Vinton, VA 24179 (B) 540-983-0617 (F) 540-983-0624 Secondhand Building Material “Junk Dealer” Permit Application Code of Virginia §59.1-118 PERMIT # ________________ Personal Information: Name: _______________________________________________________________________ Address: ______________________________________________________________________ ______________________________________________________________________ Telephone Numbers: (____) _________________ (____) _______________________ DOB: ___________________ Sex: ____________ Race: ________________ Driver’s License Number: _______________________________________________ Employment Information: Business Name: _______________________________________________________________ Business License #: _____________________________________________________________ Address: _____________________________________________________________________ _____________________________________________________________________ Telephone Numbers: (____) _________________ (____) _______________________ Vehicle Used to Collect Materials: Year: ______ Make: __________ Model: ______________ Color: ________ Plate #: ________ Year: ______ Make: __________ Model: ______________ Color: ________ Plate #: ________ Year: ______ Make: __________ Model: ______________ Color: ________ Plate #: ________ ____________________________________________ ____________________ Authorized Signature Date Town of Vinton Police Department Chief Benjamin L. Cook 311 South Pollard Street Vinton, VA 24179 (B) 540-983-0617 (F) 540-983-0624 Secondhand Building Materials Transaction Form Code of Virginia §59.1-120, 59.1-121 Personal Information: Name: _______________________________________________________________________ Address: ______________________________________________________________________ Telephone Numbers: (____) _________________ (____) ________________________ DOB: ___________________ Sex: ____________ Race: ________________ Driver’s License Number: _______________________________________________ Location of Sale or Acquisition: Business Name: _______________________________________________________________ Address: _____________________________________________________________________ Date/Time of Sale or Acquisition: Date: _______________________________ Time: __________________________ Complete and Accurate Item Descriptions: (Character, Kind, Weight, Length or Size) _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Permit # (if applicable) ________________ I certify that the information contained above is accurate to the best of my knowledge: _____________________________________________________________________________________ Signature Date 1 Meeting Date October 1, 2013 Department Administration Issue Briefing on options to consider for downtown park study. Summary Town Council directed staff to look at possible locations for a “park” in the downtown area and in close proximity to the Municipal Building and the new library that will be constructed. Staff looked at possible areas for both passive and active recreational activities. These are marked on the attached aerial view of the block surrounding the Municipal Building. This block contains the best open space that would meet the needs of a downtown park because of its proximity to key structures and neighborhoods. The new library will have some open space, but none of that will be dedicated to a playground or other formalized seating/gathering area. Staff looked at five (5) areas within close proximity to the Municipal Building and new library. Each area, except for the combination of areas four (4) and five (5) are only big enough for a pocket park. The areas in yellow are currently owned by the Town of Vinton. Area three (3) is owned by Mr. Peters and leased by Carilion. Area four (4), which is the large “z” shaped area and the adjacent square, is owned by Mr. West. Area five (5), which is adjacent to the church, is owned by the church. Each area was looked at and best uses for each space were considered by staff. Area 1 Staff recommends this area for recreational purposes. The area is currently being used by approximately 15 teens on a regular basis as a “skate park”. It is natural to formalize this area as a “skate park” and possibly add other recreational activities such as a basketball court. The current concrete slabs can be utilized as a good base for each purpose. It is recommend that any skate park be designed by a professional and be built out of concrete and other durable materials. Depending on the additional recreational use of the current concrete area, the skate park will either be a Skate Dot or a Skate Spot. A Skate Dot is for 3-5 concurrent users and a Skate Spot is for 5-8 concurrent users. Town Council Agenda Summary 2 The area also has green space to the rear of the church structure for benches and picnic tables. As part of the CDBG grant additional green space needs to be added which can be accomplished by sowing grass seed to the area at the right of the slabs if looking from Walnut Ave. Pros • The area is currently being used by teens as a skate park and parents feel comfortable with their kids staying in the area. • The space is next to the Fire Department and Police Departments for safety and to minimize graffiti, etc. • As the greenway trail system gets extended to the downtown it will pass directly by this area connecting neighborhoods to the downtown. • The area is next to the Municipal Parking Lot for patrons. Cons • The area is at a busy intersection so fencing will have to be erected to protect both patrons and vehicular traffic. • An area assigned in the downtown plan as “additional parking” will be eliminated. Next Steps The next step would be to meet with an architect/designer to see what the cost will be and the best design for the area. Also, the Town will begin to search for grants for construction. Area 2 Staff recommends this area be used for recreational purposes as a playground. The area is 4202 sq. ft. and would be ideal as a pocket park. The playground at the War Memorial is about 3240 sq. ft. for comparison. The Town has met with Roanoke County Parks and Recreation for their recommendation of the spaces and they indicate that this would be the best area for a playground. The reason this would work as a playground site is because of its location to the Municipal Building and new library, the size would accommodate a small urban playground and it is away from the proposed skate park (you do not want to mix young kids with teenagers). The Town also has interest from a civic group to help with the purchase and maintenance of a playground in the downtown area. This space, if not suited for a playground after the study, could be used as an urban park. This would include seating around some type of a fountain or planting. This would provide patrons of the new library with an area to relax and possibly read. The new library site design does not have this type of dedicated space in the plans. Pros • The location is across the street from the proposed library. • The space is next to the Municipal Building for safety. • The Town currently owns the land. 3 Cons • The playground would be situated next to Pollard St., which is very busy at times. • The playground would be bordered by three buildings which could provide some safety issues due to poor sightlines into the area. Next Steps The next step is to meet with Roanoke County’s playground design team to create a plan for what type and size of equipment would work in the area. Also, the Town needs to look at applying for playground grants that may subsidize the cost while still working with the interested civic organization. Area 3 This site is the first piece of open land one sees when coming into downtown. Staff thought this would be a good place for a pocket park for seating and relaxing. Many urban areas have small parks for people to walk to and relax. They often have multiple seating options, green space, some sort of a centerpiece and walking areas to get from one place to another. Having this type of park setting across from the proposed library would potentially increase foot traffic across Pollard and serve as a visual enhancement as one comes into the downtown area. A pocket park would also serve the purpose as a traffic calming device. However, the Town does not own this land. It is owned by Mr. Peters and leased by Carilion. Any type of enhancement would have to be approved by both parties. Pros • The site is adjacent to the proposed library and Municipal Building. • It is a large enough open space for a pocket park. • The enhancement of the area would benefit the Town and would create formalized entrance into downtown Vinton. Cons • The land is not owned by the Town • There are no sidewalks along West Cleveland Ave. for foot traffic. • The site is adjacent to a busy intersection. Next Steps If Council wanted this area to be developed into a pocket park, staff would need to meet with Mr. Peters and Carilion to negotiate its use. The Town would also need to begin speaking with an architect for design of a playground and park. Area 4 and 5 This area is owned by Mr. West and the Church. The portion the church owns is currently used as a parking area for its members. The largest portion that Mr. West owns is currently just open space and the smaller portion is used for parking for his business across the street. Both or any portion would have to be purchased from the parties at market value probably. 4 Staff looked at this area because it is the largest undeveloped, contiguous property in the downtown area. This would be ideal for a multi-use recreational area with picnic space, a playground area and an older kid space. It is also next to one of the largest neighborhoods in the downtown urbanized area of Vinton that has no public green space. Creating an outdoor area could bridge the gap between this neighborhood and the core downtown business district. Pros • The area is large enough for multiple uses. • It would bridge the gap between a large neighborhood and downtown. • It is served by two large parking lots. • It is close to the Police Department for safety concerns. Cons • There are two different landowners the Town would have to work with. • The land is privately held and would probably have to be purchased at at least market value if at all. • There are currently no sidewalks servicing the area for pedestrian use. Next Steps If Council wanted to proceed with this option the Town would need to begin conversations with the property owners. The Town would also need to begin speaking with an architect for design of a playground and park. Attachments A. Aerial View of Park Study Area B. Skate Park Sizes Recommendations Figure 1 < 2500 sq.ft. 3 – 5 users Figure 2 2500 - 5000 sq.ft 5 – 8 users Figure 3 6000 - 10,000 sq.ft. 12+ users with 6 skating at once