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HomeMy WebLinkAbout10/21/2014 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, October 21, 2014 AGENDA Consideration of: A. 6:00 p.m. - WORK SESSION 1. Briefing on proposal for skatepark at the corner of Walnut Avenue and West Jackson Avenue. 2. Briefing on proposed new rate structure for weddings and receptions at the Vinton War Memorial. B. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG E. UPCOMING COMMUNITY EVENTS/ANNOUNCEMENTS F. CONSENT AGENDA 1. Consider approval of minutes for the regular Council meeting of September 16, 2014 and Council Strategic Planning Session of September 30, 2014. G. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Recognition of employees from TMEIC Corporation for their United Way Days of Action Project at the Charles R. Hill Senior Center. 2. Officers of the Month for September 2014- Detective Sergeant James Testerman and Officer James Spence. H. CITIZENS’ COMMENTS AND PETITIONS – This section is reserved for comments and questions for issues not listed on the agenda. I. TOWN ATTORNEY Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr., Council Member William “Wes” Nance, Council Member Sabrina M. Weeks, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 J. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of an Ordinance amending Chapter 10, Animals, Article II – Dogs and Cats, Division 1, Generally, Section 10-47, Limitation on number of dogs and cats of the Vinton Town Code and establishing an effective date. 2. Consider adoption of a Resolution authorizing the Town Manager file an application for allocation of Virginia Department of Transportation (VDOT) Fiscal Year 2015- 2016 Revenue Sharing Program funds for Glade Creek Greenway Extension. 3. Consider adoption of a Resolution authorizing a Refund Payment of Bank Franchise Taxes to Bank of America, N.A. for amended Bank Franchise Tax Returns for taxable years 2010, 2011 and 2012. 4. Consider adoption of a Resolution awarding a bid and approving the Town Manager’s execution of an Emergency Sewer Line Repair Project Contract with Wells Construction Co., Inc., in the amount of $93,070.00. 5. Consider adoption of a Resolution transferring funds within the General Fund in the amount of $7,630 to pay W. C. Butler Heating & A/C Inc. for a new HVAC System for the second floor of the Health Department building. UPDATE ON OLD BUSINESS 1. Update on road damage to Cedar Avenue and Etna Avenue. K. MAYOR L. COUNCIL M. ADJOURNMENT NOTICE OF INTENT TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT. Reasonable efforts will be made to provide assistance or special arrangements to qualified individuals with disabilities in order to participate in or attend Town Council meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting date so that proper arrangements may be made. NEXT TOWN COMMITTEE/COUNCIL MEETINGS: November 3, 2014 – 5:30 p.m. – Finance Committee Meeting – Finance Conference Room November 4, 2014 – 6:00 p.m. – Work Session followed by Council Meeting at 7:00 p.m. – Council Chambers November 18, 2014 – 6:00 p.m. – Work Session followed by Council Meeting at 7:00 p.m. – Council Chambers November 20, 2014 – 8:00 am – Vinton Chamber of Commerce State of the Town Membership Meeting – Vinton War Memorial 1 Meeting Date October 21, 2014 Department Administration Issue Briefing on proposal for skatepark at the corner of Walnut Avenue and West Jackson Avenue. Summary In late 2013 the Town of Vinton reached out to various organizations and individuals who had an interest in skateparks and the youth of Vinton to start a conversation of how the Town could partner with them to create a fully functional skatepark within the Town limits. In June 2014 Dan Coy reached out to the Town of Vinton to start the dialogue. Mr. Coy is part of Renewanation (the group who received the old Town of Vinton equipment) and is based in the Town of Vinton. His organization has a warehouse on 2nd Street where all of the equipment is currently housed. Mr. Coy is beginning to start another organization, Invoke Ministries, which will focus on youth and extreme sports such as skateboarding and BMX. Invoke Ministries is affiliated with Renewanation, the Fellowship of Christian Athletes and other organizations. Mr. Coy approached the Town to partner with his organization to create a skatepark within the Town at the current concrete slabs behind the municipal building. Invoke Ministries would supply the ramps and the Town of Vinton would supply the area. A set of ramps would be dedicated to the Vinton Skatepark and others would be rotated in and out as needed to keep the flow of the skatepark fresh. Invoke Ministries would do non-religious programming at least twice a week for youth and would have volunteers at the site periodically. The other days the site would act as a traditional park. The Town would not be liable for any damages past what a typical park would be. The concrete pads need to be leveled and smoothed for the ramps and skateboards. The sides of the slabs need to be smoothed and rounded off for safety and also for flow reasons to allow for transitions. Also, some type of fencing needs to be erected next to the street and adjacent parking so skateboards will be stopped before hitting cars or going in to the street. This can be done with either a low fence or some other type of material that is approximately two (2) feet off of the ground. Town Council Agenda Summary 2 Invoke Ministries is asking that the Town allow the park to be open until 10 pm for use; typically parks are only open from dusk until dawn. This would provide Invoke Ministries the opportunity to program for kids after school and allow the kids the ability to skate in the winter after school. If the park is open after dark, the Town will work with AEP to put directional lights on the two poles next to the park. They would also like for electricity to be provided if possible. The Town would like to start on the work for the site before December so concrete work can be done. Also, Invoke Ministries would like to relieve some of the pressures on their storage area by putting ramps on the concrete slabs as soon as possible. The project is a great way to give the youth of Vinton a safe place to play and hang out. This partnership will leverage qualities of both organizations to produce a product that will meet the needs of the target audience and will help create downtown Vinton as a destination place. The Town of Vinton and Invoke Ministries will work together to produce a product that is a minimal if any at all cost to the public. Town Council was also briefed on this matter at their Strategic Planning Session on September 30th and directed staff to gather additional information and bring it back to Council for further consideration. Staff would like a consensus of Council to proceed with formal documents for Council’s approval at a later Council meeting. Attachments Will be provided prior to the Council meeting Recommendations No action required 1 Meeting Date October 21, 2014 Department War Memorial Issue Briefing on proposed new rate structure for weddings and receptions at the Vinton War Memorial. Summary The War Memorial was renovated in 2006 and reopened with a new pricing structure in 2007. The Grand Ballroom rental ranged from $2500 to $2800 for a Saturday and from $2000 to $2300 on a Friday or Sunday. The business rates ranged from $100 for the upstairs meeting room for a half day to $1500 for the Grand Ballroom for a full day. The 2007 pricing structure was in place until 2012. In 2012 changes were made in the way business rates were calculated. Instead of a flat fee rate, the fee was changed to a “per person” pricing scheme based on the location, number of people and whether it was half a day or full day. This increased the business traffic for the War Memorial. In 2013 changes were made in the way social events (weddings and receptions) were charged. For a ceremony and reception on a Saturday the costs range from $2800 to $3200 or for a reception only, the charge is $2800 for the entire Dogwood Ballroom or $200 for just the North portion. For a ceremony and reception on a Friday or Sunday the charge is $1500 while the Dogwood North room is $1200. The War Memorial would like to increase the wedding and reception rates for the War Memorial by 6% over the last year. The business rates would stay the same. The proposed new fees for the Dogwood Ballroom on Saturdays will be from $3000 to $3400 and for the Dogwood Ballroom on Friday or Sunday the proposed new fee will be $1500. Town Council Agenda Summary 2 The War Memorial is currently priced midway between its competitors in the region. Of the venues that are the closest to the War Memorial, the Woodland Place is currently higher while Braloch is lower. However, the War Memorial does provide an all-inclusive service for its current fee as an option for its clients which includes War Memorial staff coordinating with caterers, rental companies and other services as needed. Braloch only charges for the room rental and no additional service while Woodland Place does provide other limited services. Most venues in the region charge the base price for just the room rental and then add on additional charges for other personalized services such as chairs, tables, floral arrangements, etc., as an option. Attachments Venue Comparison Sheet Recommendations No action required Event Sundara Silver Hearth Lodge Valhalla Patrick Henry Woodland Place Taubman War Memorial Metampophisis Charter Hall Jefferson Center Braloch Kyle House Roanoke CC Hunting Hills Reception $2570 - $4190 $2650 - $3250 $2000 - $2800 at least $704 - $2815 $250 - $1850 $1,000 Wedding Space $6,000 $3535 - $5605 $4,000 Reception&Wed $3400 - $4000 $3,000 $1000 - $2000 $1500 - $3200 $2,000 $2,500 $2,000 $1,000 Tables, Chairs, Etc.$ 1000 - $2000 $750 $1,200 denotes room rental charges denotes ranges based on different rooms available and "per person" charges War Memorial Rates 2007-2012 Rates Social Business Saturday $2500 - $2800 Sunday - Friday $2000 - $2300 $250 - $1500 Current Rates Social Business Saturday $2000 - $3200 Sunday - Friday $1200 - $1500 $150 - $675 *Business Rates based on per person Proposed Rates Social Business Saturday $3000 - $3400 Sunday - Friday $1,500 $150 - $675 *Business Rates based on per person Other Area Venue Prices in Relation to the War Memorial Meeting Date October 21, 2014 Department Town Clerk Issue Consider approval of minutes for the regular Council meeting of September 16, 2014 and Council Strategic Planning Session of September 30, 2014. Summary None Attachments September 16, 2014 minutes September 30, 2014 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 16, 2014, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor I. Douglas Adams, Jr. William W. Nance Sabrina M. Weeks STAFF PRESENT: Elizabeth Dillon, Town Attorney Susan N. Johnson, Town Clerk Barry Thompson, Finance Director/Treasurer Gary Woodson, Public Works Director Ben Cook, Police Chief Anita McMillan, Planning & Zoning Director Joey Hiner, Public Works Assistant Director Chris Linkous, Fire/EMS Captain Chad Helms, Lieutenant-Fire Michael Caldwell, Police Officer The Mayor called the regular meeting to order at 7:00 p.m. The Town Clerk called the roll with Council Member Adams, Council Member Nance, Council Member Weeks, Vice Mayor Hare and Mayor Grose present. After a Moment of Silence, Council Member Nance led the Pledge of Allegiance to the U.S. Flag. Roll call Under upcoming community events/announcements, Mr. Adams announced that on October 5th the Vinton Volunteer First Aid Crew will be celebrating their 75th Anniversary with an open house from 1 pm to 5 pm. Ms. Weeks announced that the Chamber Golf Tournament is Thursday at Hidden Valley Golf Course and October 11th is the Fall Festival. Mr. Nance also reminded everyone of the Breakfast Lions Club pancake breakfast the morning of the Fall Festival and tickets are available. Anita McMillan announced the Fall Waterway Clean-up on October 4th. Council Member Adams made a motion to approve the Consent Agenda as presented; the motion was seconded by Council Member Nance and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Approved minutes for the regular Council meeting of September 2, 2014 2 Under awards, recognitions and presentations, three Vinton Volunteer Firefighters with 50 years of service were recognized by Council. Vice Mayor Hare read the Proclamation for Bennett (Benny Powell), Council Member Weeks read the Proclamation for Donald (Donnie Thomas) and Council Member Adams read the Proclamation for George Stone. After comments from Council, each recipient made their own comments and was presented with their Proclamation. Chief Richard Oakes also made brief comments and read a letter from Chief Richard Burch of Roanoke County. Jason Peters, the Vinton District representative on the Roanoke County Board of Supervisors also made brief comments. The Mayor next commented on a Proclamation for Fire Prevention Week which will be observed October 5-11 and that the theme for this year is “Working Smoke Alarms Save Lives.” He then presented the Proclamation to Fire/EMS Captain Chris Linkous. Council Member Nance read a letter from Chief Cook naming Officer Michael Caldwell as Officer of the Month for August 2014. Officer Caldwell was present at the meeting and recognized by Council. Under citizens’ comments and petitions, Chris Heptinstall of Cedar Avenue, commented about a construction project on Etna Avenue. There were approximately 25 heavy-duty dump trucks traveling on Cedar Avenue to Etna Avenue. Now they are going down West Cleveland and also up Walnut Avenue and 5th Street. He was told that they are bringing in debris to build up a lot on Etna to store construction equipment and it would go on for about two more weeks. His house shakes when the trucks go by and there has been damage to the streets. Once the project is completed, he was also concerned about the future travel by the owner of the property through his neighborhood on a daily basis to move equipment from the site on Etna Avenue to other job sites. He requested that the Town review the current zoning ordinance for that particular property because it is disturbing the peace and tranquility of the neighborhood and causing other problems. Mr. Hepinstall also commented that the 5th Street intersection is still closed, but the barricades have been moved and normal traffic as well as these heavy dump trucks is going through them. Vice Mayor Hare commented that he had driven by the site and he is concerned with a mudslide coming down 3 onto Glade Road or Virginia Avenue. He is also concerned about the trucks coming through the residential neighborhood. Gary Woodson, Public Works Director, commented that he and Joey Hiner met with Council Member Adams yesterday afternoon and also visited the construction site on Etna and spoke with Mr. Barton, the owner. They explained to Mr. Barton that the trucks were tearing up the pavement on Cedar. The trucks are bringing in debris from the new Walmart site to build up his lot. During that meeting, they asked him to re-route the trucks through the truck route of 3rd Street to Walnut and then up 5th Street. Since the property is zoned commercial, Mr. Barton has a right to come into that area. We are concerned that if the trucks continue to go down Cedar because the galvanized pipes in the road are very shallow, that they will break those pipes and create water issues. Mr. Barton indicated that he has approximately 25 more loads of debris to bring into the site. We are also aware that a request has been made to put a 20’ x 40’ commercial apron on the property. He does plan to have equipment brought up on the site and the equipment will be moved from time to time. Council Member Adams commented that he drove by the property today and the pavement on Etna is also damaged. Mr. Woodson further commented that although 5th Street will open back up on September 26th, he has asked VDOT to allow these trucks to use that route. Mr. Adams further commented about the noise of the heavy trucks. Anita McMillan, Planning & Zoning Director, next commented on the history of the property. About three weeks ago, Mr. Barton’s engineer submitted an Erosion and Sediment Control Grading Plan to Roanoke County which was approved. A pre-construction meeting was held at the site with Mr. Barton and we discussed the construction entrance, but not the traffic route to get to the site. Mr. Barton posted a surety bond for the project to the County. She met with Mr. Woodson this morning and looked at the site and she emailed the Roanoke County Engineer to let them know of the issues regarding the streets. Mr. Barton indicated to Roanoke County that he should be finished this week with all of the hauling of the debris and he will then be mulching and planting shrubs and trees along the embankment. The property has always been zoned commercial and back in early 2000, a request was considered to rezone 4 the property to residential, but there was a lot of opposition and it did not pass. Ms. McMillan further commented that she did email Mr. Barton and sent him pictures of the damage to Cedar and Etna Avenue. Normally, when a project is completed, the property owner will ask for the surety bond to be released, but as stated before, she has made the Roanoke County Engineer aware of the issues. Council Member Nance commented that he was not aware of the issue and he agreed that we need to be pro- business and pro-development, but not when it protrudes on the peace and safety of the neighborhoods. Due to the fact that our next regular meeting is not until October 21st, he requested that a full report to be given to Council at that meeting to include the short-term and long-term effects of this site. If there are issues that need to be resolved before that time, they should be brought to Council in an informal, but speedy basis. The Mayor agreed with comments made by Mr. Nance and asked staff to stay on top of the matter. The next item for consideration was a Resolution in support of an application for RVAMPO Fiscal Year 2014-15 Regional Surface Transportation Program (RSTP) funds for a City of Roanoke and Town of Vinton Joint Application for a Tinker Creek Pedestrian Bridge, Walnut Avenue and 8th Street Intersection Improvement and Comprehensive Traffic Intersections Improvements. In the absence of the Town Manager, Barry Thompson, Finance Director/ Treasurer, recognized Gary Woodson to make comments on this agenda item. Mr. Woodson made opening comments that at the last two meetings, Council was briefed in work sessions regarding three RSTP grant application projects, the eleven traffic intersections, the Walnut Avenue and 8th Street intersection and the Tinker Creek Pedestrian Bridge. Staff reviewed the three projects and put together a recommendation on prioritization of the three projects. The first priority is the Tinker Creek Pedestrian Bridge which is located on Walnut Avenue and will be a connection between Glade Creek and Tinker Creek. This will include a bicycle and pedestrian shared bridge, 12 feet wide and 250 feet long with concrete abutment walls and will span Tinker Creek. The total end cost is approximately $1.5 million broken down by engineering costs of $145,000 and construction costs of $1.3 million. The project schedule would run from July 2015 to July 2016. 5 Council Member Nance commented about the greenway connection that is already underway between the Glade Creek and Tinker Creek Greenway that will go under the bridge on Virginia Avenue. He has a hard time prioritizing a $1.4 million greenway bridge over funding that could change and impact the traffic flow throughout the entire Town. He then asked if the prioritization of the greenway efforts placed higher because of the likelihood of success versus the convenience of impact to the actual number of people. Mr. Woodson responded that would be a fair assessment. Vice Mayor Hare commented that spending on the greenway in the Valley will never be greater that it is right now. Once the Roanoke River is connected and the “Bridge the Gap” project is done, the focus will never be the same. The ability to do this bridge will be increasingly difficult and the support of the City of Roanoke in partnering with the town is huge. Mr. Nance then commented that we are not necessarily stating these would be the same priorities if we were applying for local tax dollars. It is not that we are saying it is a more important project than the other two, but it is one that is more likely to garner cash flow and success. Ms. McMillan commented that just like the Town, the City of Roanoke is also submitting three projects and listing the pedestrian bridge as their first priority. There will be two localities with the same number one priority. Mr. Woodson continued with the second priority of the Walnut Avenue and 8th Street intersection. On our six-year plan with VDOT, this project was number two below the bridge project. Once the bridge project was funded, this moved up to our number one priority with VDOT. He then reviewed the history of the project beginning with the preliminary engineering in January of 2010, VDOT pre- scoping meeting in March of that same year and in April 2010, the current Public Works Director requested VDOT to install a traditional signalized intersection over a proposed roundabout. Currently there is no concept plan or any work being performed. The current estimate for the project is $2,334,931 with current expenditures to date of $5,372 and the current allocations for RSTP funds in FY2017 to FY2019, it is just over $2 million. Vice Mayor Hare asked why this project was made number two instead of the eleven intersections. Mr. Woodson responded that because it has moved up to number one on the VDOT six- year plan, we want to maintain that consistency. Also, it is in the same corridor of the new bridge and our next phase 6 of the greenway. If we are successful in getting funds for the pedestrian bridge, it makes sense to complete this piece. Ms. McMillan commented that since 2000 every VDOT project has to provide sidewalks and a bike lane. Once you leave the 5th Street intersection there is not that much right- of-way, so the cost estimate includes right-of-way acquisition. The project was envisioned to be from the new low-water bridge all the way to the Town and City limits. In response to a question, Mr. Woodson commented that if the project moves forward, he believes the Town would be invited back to the table to discuss the scoping of the project, but the current cost estimate is a placeholder that was plugged into VDOT’s urban construction program. Ms. McMillan further commented that since 2000 in relation to RSTP, TA and Revenue Sharing funds, VDOT wants the locality to have control because we are more familiar with the area. We will be able to revisit the scope of this project if it is funded. Mr. Woodson continued with the number three priority, the comprehensive traffic intersections improvements. These are the eleven major intersections in Town in no particular order of priority. The cost estimate for all eleven intersections is $2.65 million with an estimate of $250,000 for a single intersection. The scope of services would include surveying, minor pavement modifications, full signal installation upgrades and pedestrian crosswalk improvements. Our request is for funding in the first year of $100,000 to do Phase I of the project which would be the comprehensive preliminary engineering design study. This would allow us to develop a concept for all eleven intersections and break down specifically the cost for each. We would then ask for $650,000 in Year 1 for Phase II and $500,000 each year forward for Phases III through VI. We are not submitting our prioritizations of the intersections at this time; however if we are successful, we will then prioritize the intersections based on the design study along with other factors such as accident data and pedestrian needs. Mr. Hare asked if we would ask for the total $2.75 million up front for the entire project or just for the $100,000. Ms. McMillan responded that we are going to submit for the full $2.75 million, but in the application we will show the breakdown of the Phases. The grant application is due September 26th. Adopted Resolution No. 2077 in support of an application for RVAMPO Fiscal Year 2014-15 Regional Surface Transportation Program (RSTP) funds for a City of Roanoke and Town of Vinton Joint 7 Council Member Nance made a motion to adopt the Resolution as presented; the motion was seconded by Vice Mayor Hare and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Application for a Tinker Creek Pedestrian Bridge, Walnut Avenue and 8th Street Intersection Improvement and Comprehensive Traffic Intersections Improvements The next item on the agenda was to consider adoption of a Resolution in support of a public grant application to VA DGIF for the Tinker Creek Public Boating Access Facility Improvement Project at 801 3rd Street. Ms. McMillan commented that she has briefed Council in several work sessions regarding the canoe ramp at 3rd Street and the opportunity to apply for a grant through the Virginia Department of Game and Inland Fisheries. The recommendation of staff is to apply for the maximum of $15,000 with the in-kind match of 25% coming from the Town and the Eagle Scout improvements. Comments were made from the canoe launch this past Friday that this canoe ramp is the best to get in and out of Tinker Creek. We want to make improvements so we can open the site to the public as soon as possible. Council Member Nance asked if this proposal would keep open the dumpsters that are near the ramp. Ms. McMillan responded yes and that is the reason for the allocation of $10,000 for fencing and screening to make the site as aesthetically pleasing as possible. Mr. Nance then commented that he plans to bring up the issue of the dumpsters at the upcoming Council strategic planning session on September 30th. He further commented that he was able to go on the canoe launch and was able to see the vision of those wanting to have a greenway in the future to parallel the River. We have a unique opportunity with the blue ways endeavor and this canoe launch, but it will not be successful if we have buzzards, trash and dumpsters within sight and smell of the site. Vice Mayor Hare asked about the security of the generators and well house at 3rd Street once the public begins to use this canoe launch. Mr. Woodson responded that he has preliminary costs for a camera system for security for the Public Works lot (inside and out) as well as the pumps, the yard area and the canoe site. For minimum security of the generators, we have priced some fencing and Ms. McMillan has included that as part of the grant. Mr. Hare also asked about canoe racks and Ms. McMillan responded they were originally in the grant application, but have been removed. They can be added back in since the application is not due until October 1st. She also commented that she has emailed 8 Mr. Sims with AEP who handles the regulations for all of the dams because sometimes they are open to helping localities so they get good credit with their regulations. She has a meeting with him on Monday to see if they would be interested in helping to improve the site. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Nance and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2078 in support of a public grant application to VA DGIF for the Tinker Creek Public Boating Access Facility Improvement Project at 801 3rd Street The next item on the agenda was to consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with Wells Construction Co., Inc. in the amount of $314,200.00 for the Jefferson Avenue Waterline Project. Gary Woodson commented that Wells Construction was the low bidder for this project for approximately 2,030 linear feet of eight-inch water main piping along Jefferson Avenue from South Pollard to Pine Street. Their original bid came in approximately $35,000 higher, but we met with them and were able to negotiate the price down based on some items that we could do in-house. Council Member Nance asked what amount was set aside for this project and Mr. Thompson responded that we have bond money in the approximate amount of $330,000. We appropriated $100,000 in this year’s budget. Mr. Nance then asked if approved, when the anticipated start and completion of the project would be. Mr. Woodson responded that they can start once approved and would be looking at December for completion. The Mayor asked about the reputation of Wells Construction. Mr. Woodson commented that he does not have personal experience with the company, but that Ron Smith, our engineering consultant who worked on the design for the project, had experience working with the company on prior projects with Botetourt County. Mr. Woodson then commented that whenever we have a low bidder and in order to keep the project on track, we have a representative from the Town overseeing the project and having oversight. Vice Mayor Hare asked about other adjustments that are being made to the project and Joey Hiner gave explanations for the adjustments, most of which are not being eliminated, but will be done in-house by Public Works employees. Adopted Resolution No. 2079 awarding a bid and authorizing the 9 Council Member Nance made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Adams and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Town Manager to execute a contract with Wells Construction Co., Inc. in the amount of $314,200.00 for the Jefferson Avenue Waterline Project The next item was to consider adoption of adoption of a Resolution appropriating funds in the amount of $4,000.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget. Mr. Thompson commented that the funds have already been received in the General Fund budget and this request is to appropriate the funds to the proper expense account. Mr. Woodson commented that there was a gas leak in Public Works and they contacted Captain Linkous to look at the facility and make recommendations of some steps to follow to make the garage area safer. He gave us a list and we spent $4,000 out of our operating budget to purchase a fire cabinet to lock up a lot of the flammables used in the garage, drum dollies to move and locate drums and some containment dollies that five-gallon drums sit it to protect them if they are damaged. We are asking that the grant funds received be appropriated back into our operating funds. We also were able to report these items as good house-keeping measures on our stormwater report. Vice Mayor Hare made a motion to adopt the Resolution as presented; the motion was seconded by Council Member Nance and carried by the following roll call vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Adopted Resolution No. 2080 appropriating funds in the amount of $4,000.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget Vice Mayor Hare made comments concerning the Financial Report for July. The Finance Committee met Monday night to review the report. We did well on the General Fund side with expenditures being under the projection and revenues coming in over the projection. For the first time, revenues for the Utility Fund exceeded our expenditures. This July report looks very similar to the July report last year. Because of the rate increase, we are now seeing the benefit of the increase in the Utility Fund overall of approximately 5.9 percent which is a good start for the new fiscal year. The Committee also reviewed the financial statements for the War Memorial and the swimming pool. The War Memorial reduced its subsidy over what was projected in the budget this last fiscal year. We subsidized $127,000 versus a budget of $144,000. From the standpoint of the 10 swimming pool, we are going to start reporting financials on a calendar year. Council Member Nance commented that this was a better year for the pool based on the weather. Vice Mayor Hare, made a motion to adopt the Financial Report for July 2014 as presented; the motion was seconded by Council Member Weeks and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0). Approved Financial Report for July 2014 Barry Thompson commented that this week there was reporting in the local newspaper about the budget cuts on the State level. The Governor announced that the State must cut spending by $346 million in the current budget year and an additional $828 million for the biennial, which amounts to $1.5 billion in revenue reductions. He has been in touch with VML, our legislative liaison, to try and get some type of handle on exactly what is being cut and the impact it may have on the Town for this fiscal year and 2016. He has not been able to get any feedback at this point, but he will let Council know as soon as he receives specific information. The Mayor expressed appreciation to everyone who attended the ribbon cutting for the opening of the new Walnut Avenue bridge. He also mentioned a Proclamation that was issued declaring September 17-23 as Constitution Week. Comments from Council: Mr. Adams commented that we finally have a good spreadsheet on the fee for transport which will be furnished to the Finance Director for a comparison. Mr. Nance commented on the retirement event for Greg Jones, Police Sergeant, for his 16 years of working for the Town and apologized he was not able to attend; there was good attendance at the Mingle at the Market on Saturday night and commented regarding the three firefighters who were recognized earlier in the meeting. He also mentioned a letter of support regarding the internet sales tax that he would like to be sent from Council to our federal legislators no later than October 21st. Mr. Hare expressed thanks also for the attendance at the Walnut Avenue Bridge ribbon cutting and commented on the Citizens’ Police Academy that began last night. Debbie Adams, from the audience, mentioned the two Roanoke Symphony events to be held at the War Memorial this coming Sunday and Madeline’s Christmas in December. 11 Vice Mayor Hare made a motion to adjourn the meeting; the motion was seconded by Council Member Weeks and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Adams, Nance, Weeks, Hare, Grose; Nays (0) – None. The meeting was adjourned at 9:11 p.m. Meeting adjourned APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk 1 MINUTES OF A COUNCIL STRATEGIC PLANNING SESSION OF VINTON TOWN COUNCIL HELD AT 8:30 A.M. ON TUESDAY, SEPTEMBER 30, 2014, AT THE VINTON WAR MEMORIAL, 814 WASHINGTON AVENUE, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Matthew S. Hare, Vice Mayor William W. Nance Sabrina M. Weeks MEMBER ABSENT: I. Douglas Adams, Jr. STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Ryan Spitzer, Assistant Town Manager Barry Thompson, Finance Director/Treasurer The Mayor opened the meeting and then turned the meeting over to the Town Manager. He commented that Council Member Adams will be absent from the meeting due to the death of a close friend. Council and staff were provided a copy of the final document of the October 28-29, 2012 Council Planning Retreat for reference (attached). The Town Manager commented in detail on the progress of each Action Item in the report. The next items for discussion related to a financial summary and forecast and a fund balance policy and creation of capital reserve. Barry Thompson provided Council and staff with a report of Revenues over a six-year span beginning with FY2008-2009 (attached). Comments and discussion on this report were facilitated by Mr. Thompson. A breakdown of Revenue and Expenditures for the War Memorial as well as the Swimming Pool for FY2013-2014 were also provided (attached). Mr. Thompson next reviewed a draft General Fund Reserve Policy (attached) for Council’s consideration. He recommended to Council that the review period listed in the draft be changed from “every two years” to “every year”. After discussion, Council requested that Mr. Thompson calculate the reserve amount for a two-month and a three-month period and add additional language regarding cash flow and report back to Council. The Town Manager mentioned two key financial agreements—the Gain Sharing Agreement with Roanoke County that will expire in 2019 and the Water/Sewer Service Provider Agreement that will expire in 2029. There was no discussion regarding these items, but he wanted Council to be aware of their expiration dates. The last item related to discussion of staff compensation and competitiveness. The Town Clerk called the regular meeting to order at 12:18 p.m. and called the roll with Council Member Nance, Council Member Weeks, Vice Mayor Hare and Mayor Grose present. Council Member Adams was absent. Vice Mayor Hare made a motion that Council go into a Closed Meeting pursuant to § 2.2-3711 A (5) of the 1950 Code of Virginia, as amended, for discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business’ or industry’s interest in locating or expanding its facilities in the community. The motion was seconded by Council Member and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Nance, Weeks, Hare, Grose; Nays (0) – None; Absent (1) - Adams. Council went into Closed Meeting at 12:19 p.m. 2 At 1:12 p.m., the regular meeting reconvened and the Certification that the Closed Meeting was held in accordance with State Code requirements was approved on motion by Council Member Nance, seconded by Council Member Weeks and carried by the following vote, with all members voting: Vote 4-0; Yeas (5) – Nance, Weeks, Hare, Grose; Nays (0) – None; Absent (1) - Adams. The work session was reconvened at 1:17 p.m. The Town Manager introduced Dan Coy, VP of Business Partnerships with Renewanation who gave a presentation on a proposal to partner with the town for a skate park on the old Steve’s garage site behind the Municipal Building. After the presentation and discussion, the Town Manager indicated that he would work with Mr. Coy and staff to draft a plan of action and other documents and make a report back to Council. Council and staff were provided a handout showing five of the available properties in the town for economic development opportunities (attached). Mr. Spitzer commented on business recruitment/retention and business climate along with development codes and recruitment strategies/incentives. After discussion, Council directed the Town Manager and Mr. Spitzer to work with staff and possibly the Planning Commission in developing a plan to market these properties to include incentives for interested businesses. The Mayor also mentioned that he and Council Member Adams would like for staff to review our current sign ordinance and make a report back to Council. The Town Manager commented that the Health Department Building and the Old Library property are two areas that he would like to discuss further with Council at a future work session. The Town Manager next requested that Council give him some direction to be working toward strategic goals for the next two years as well as their priorities and levels of service. After opening comments from the Town Manager, Council directed staff to provide actual costs of some specific levels of service. Also, comments were made that we cannot depend solely on new revenue sources for the next two fiscal years. We will need to find additional funds within our budget which may mean that we have to reduce or eliminate some current levels of service. The Town Manager also commented that Council had given direction from the Closed Session that they would like for staff to review the possibility of creating a new zoning district that would keep the character of existing neighborhoods but also allow for mixed uses. After closing comments, the retreat was adjourned at 4:35 p.m. APPROVED: ____________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date October 21, 2014 Department Administration Issue Recognition of employees from TMEIC Corporation for their United Way Days of Action Project at the Charles R. Hill Senior Center Summary Each year, prior to 2014, United Way of Roanoke Valley has sponsored a Day of Action to allow volunteers to assist with various community projects throughout the Valley. This year, United Way sponsored three Days of Action, September 8-10. We were asked to participate by identifying service projects in the Town and staff submitted three projects for consideration. One of our projects painting the exterior of the Senior Center called “Center In and Paint” was selected by employees of the TMEIC Corporation. On September 9th, ten volunteers from TMEIC worked all day painting the exterior of the Senior Center. The volunteers who participated were: Declan Daly Brent Jones Paul Hinton Diana Morehart Rene Gagnier Kevin Schwendiman Holly Baxter Terri Gordpn Grainne Caffrey Sue Porterfield Three of the volunteers will be present at the meeting to be recognized on behalf of the entire group and to accept certificates of appreciation for their work on this important community resource for our Town. Attachments Picture Collage Recommendations Recognize employees present and hand out certificates Town Council Agenda Summary PainƟng of the Charles R. Hill Senior Center on September 9, 2014 by volunteers from TMEIC during United Way Days of AcƟon. We appreciate their willingness to work on this important project for the Town. Meeting Date October 21, 2014 Department Police Issue Officers of the Month for September 2014 – Detective Sergeant James Testerman and Officer James Spence. Summary Detective Sergeant James Testerman and Officer James Spence were selected as Officers of the Month for September and will be recognized at the meeting. Attachments Memo from Chief Cook Recommendations Read Memo Town Council Agenda Summary Meeting Date October 21, 2014 Department Administration Issue Consider adoption of an Ordinance amending Chapter 10, Animals, Article II – Dogs and Cats, Division 1, Generally, Section 10-47, Limitation on number of dogs and cats of the Vinton Town Code and establishing an effective date. Summary The Police Department has consulted with the Town Attorney, representatives from RCACP, and other localities in regard to reviewing and comparing the Town of Vinton Code as it pertains to the number of dogs and cats that are permitted to be kept within the Town. Our recommendation is to approve the recommended changes to the Town code as presented. The two recommended changes include the following wording: 1. four dogs or cats, in any combination thereof (this number not including dogs or cats under four months of age). 2. If more than two dogs or cats are kept as permitted herein, such additional dogs or cats must be spayed or neutered.) Attachments Comparison Chart Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, OCTOBER 21, 2014 AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE amending Chapter 10, Animals, Article II – Dogs and Cats, Division 1, Generally, Section 10-47, “Limitation on number of dogs and cats,” of the Vinton Town Code and establishing an effective date. WHEREAS, Council desires to increase the number of dogs or cats to be allowed upon any property or within any dwelling in the town; NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Vinton that Chapter 10, Animals, Article II – Dogs and Cats, Division 1, Generally, Section 10- 47, “Limitation on number of dogs and cats,” of the Vinton Town Code, is amended as follows: ARTICLE II. DOGS AND CATS. DIVISION 1. GENERALLY Sec. 10-47. Limitation on number of dogs and cats. (a) It shall be unlawful for any person to own, keep, harbor, care for, have custody of, or knowingly permit at any time, more than four dogs or cats, in any combination thereof (this number not including dogs or cats under four months of age), two dogs or cats over four months of age, in any combination thereof, to be upon any property or within any dwelling in the town, excluding the premises of properly licensed animal shelters; animal hospitals and clinics; grooming parlors; animal training schools and boarding kennels; and excluding work dogs. If more than two dogs or cats are kept as permitted herein, such additional dogs or cats must be spayed or neutered. This ordinance shall take effect on January 1, 2015. This Ordinance adopted on motion made by Council Member ______________, seconded by Council Member _________________, with the following votes recorded: AYES: APPROVED: NAYS: __________________________________ Bradley E. Grose, Mayor ATTEST: ____________________________________ Susan N. Johnson, Town Clerk 1 Meeting Date October 21, 2014 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 2015-2016 Revenue Sharing Program funds for Glade Creek Greenway Extension. Summary During the meeting on October 2, 2012, Town Council was given a summary and briefing on the $50,000 donation from Novozymes Biologicals, Inc. The money is to be used as part of the matching funds requirement of the VDOT Revenue Sharing grant for the construction of Glade Creek Greenway, within a Town sewer easement along Glade and Tinker Creeks, from Walnut Avenue to Virginia Avenue. The total project cost is $162,000, to be funded by the $50,000 donation from Novozymes, $31,000 in Town funds, and $81,000 in FY 2014 VDOT Revenue Sharing Program grant funds. During the community meeting update on the Project on January 16, 2014, it was suggested that the Greenway be extended under the City of Roanoke’s Dale Avenue Bridge onto Precision Fabric Group’s (PFG) property. Since there is no sidewalk on the north side of the bridge on Dale Avenue, the proposed extension will provide a safer connection to the City of Roanoke’s Tinker Creek Greenway. On July 17, 2014, representatives from the Town and City met to discuss the proposed extension of the greenway under the City’s bridge. City staff supports the proposed extension and recommends that a concrete path be built under the bridge to minimize future maintenance cost. On July 23, 2014, representatives from the Town met with Mike Maust, PFG’s Plant Manager, regarding the proposed extension of the greenway. Mr. Maust indicated that he did not foresee any problems with the greenway being located on PFG’s property, and he will discuss the proposal with his corporate office. Town Council Agenda Summary 2 The estimated total project cost for Glade Creek Greenway to include the proposed extension is $256,953.00. Therefore, an additional sum of $94,953.00 ($162,000 - the original cost of the Project) is needed if Glade/Tinker Creek Greenway is to be extended. The original length of the project from Walnut Avenue to Virginia Avenue was 1,600 linear feet. The new route under the bridge adds 350 feet to the project, which bring the total to 1,950 feet, a 20% increase in length. Additionally, the new route under the bridge adds a significant amount of earthwork to the project, along with approximately 200 feet of retaining wall and additional stormwater improvements to address runoff from Virginia Avenue. The retaining wall alone accounts for about 50% of the increase. Staff has been informed of the availability of FY 2016 VDOT revenue sharing program grant funding, with applications for it due by October 31, 2014. On August 19, 2014, Town Council was consulted on whether Staff should consider filing an application for allocation of VDOT Fiscal Year 2015-2016 Revenue Sharing Program funds for Glade Creek Greenway Extension. Town Council was also informed that the revenue sharing program requires fifty (50) percent matching funds; therefore, if $50,000 grant is to be requested, the Town has to come up with the other half of the funds for the Project. At the Town Council’s August 18th meeting, there was a consensus from Council that a VDOT Revenue Sharing application should be submitted and other sources of funding should be explored for the required matching funds. To date, staff has a contribution commitment from the Pathfinders for Greenways and Roanoke Valley Greenway Commission of $12,500.00, the Roanoke County Corridor Fund of $10,000 and the Roanoke County Economic Development Authority of $10,000. Therefore, $17,500.00 in funding from the Town of Vinton will be needed for a $50,000 grant to be applied for. The proposed greenway will be a multi-use trail of approximately 1,950 linear feet consisting of a 10 feet wide paved surface and a concrete path under Dale Avenue Bridge. Attachments Resolution Recommendations Motion to adopt Resolution 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 21, 2014, 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 2015-16 Revenue Sharing Program funds; establish a project title; set forth the amount of funds requested; set forth the amount of in-kind matching costs that are part of the total project cost; identify beneficiaries; and 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 2015-16 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 2015-16 Revenue Sharing Program Funds in the amount of $50,000.00 for the extension of the Glade Creek Greenway. 2. The project title is Glade Creek Greenway. 3. The Council hereby acknowledges the following if the Town receives VDOT Revenue Sharing Program funding for this project: (a) Fifty (50) percent matching funds will be provided – $12,500.00 donated by Pathfinders for Greenways and Roanoke Valley Greenway Commission; $10,000.00 from the Roanoke County Corridor Fund; $10,000 from the Roanoke County EDA; and Town of Vinton funds of $17,500.00, for a total project cost of $100,000.00. (b) Administrative services to manage the proposed grant will be provided by the Town. 4. The proposed greenway will be a cooperative effort of the Town of Vinton, Novozymes Biologicals, Inc., County of Roanoke; 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 Meeting Date October 21, 2014 Department Finance/Treasurer Issue Consider adoption of a Resolution authorizing a Refund Payment of Bank Franchise Taxes to Bank of America, N.A. for amended Bank Franchise Tax Returns for taxable years 2010, 2011, 2012. Summary Bank of America, N.A. timely filed its Virginia Bank Franchise Tax Returns and paid the Bank Franchise Tax for taxable years 2010, 2011 and 2012. On February 21, 2013, Bank of America, N.A. filed amended Bank Franchise Tax returns for the above Tax years claiming a refund. The Virginia Department of Taxation audited the returns and determined that Bank of America is due a refund of overpaid Bank Franchise Tax in the amount of $13,011,504 which does not include interest. The Town of Vinton’s amount to be refunded is $23,601 which breaks down as follows for 2010 $5,025, 2011 $6456 and 2012 $12,120. Bank of America has provided a Refund Payment Agreement to be signed with three options of which two of them accrue interest. The one that is recommended by staff is payment in full with a due date of December 31, 2014 which is the “Interest Free Offer”. Attachments Letter from Virginia Department of Taxation Refund Payment Agreement 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 21, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Bank of American, N.A., E.I.N. 94-1687665 (“BANA”) timely filed its Virginia Bank Franchise Tax Returns and paid the Bank Franchise Tax for taxable years 2010, 2011 and 2012 (the “Tax Years”); and WHEREAS, on February 21, 2013, BANA filed amended Bank Franchise Tax returns for the Tax Years claiming a refund; and WHEREAS, the Department of Taxation, (“Department”) audited BANA’s amended returns and determined that BANA is due a refund of overpaid Bank Franchise Tax in the amount of $13, 911, 504 (the “Refund”), which amount does not include interest; and WHEREAS, the Department had determined the Department’s portion and the Town of Vinton’s portion of the Refund (the “Apportioned Refund”) which is $5,025 for 2010, $6,456 for 2011, and $12,120 for 2012 which makes a total of $23,601 not including interest; and WHEREAS, Town Council by this authorizes the Treasurer/Finance Director to sign the attached Refund Payment Agreement between BANA, the Department and the Town of Vinton and choose the Payment in Full Option – Due December 31, 2014 (“Interest Free Offer”). NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve that the payment be made from the following account: FROM: 200.1206.001 Bank Franchise Taxes $23,601 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 Meeting Date October 21, 2014 Department Public Works Issue Consider adoption of a Resolution awarding a bid and approving the Town Manager’s execution of an Emergency Sewer Line Repair Project Contract with Wells Construction Co., Inc., in the amount of $93,070.00. Summary The existing sanitary sewer line in the 1000 block of Washington Avenue between N. Mitchell Road and N. Preston Road has collapsed and due to the excessive depth of the old line it was determined that the system should be abandoned. The Town employed WW Associates, Inc., their consultant civil engineering firm, to complete a survey and design of the site. Proposals were obtained and negotiated such that Wells Construction was awarded the low bidder contract to perform the emergency services. The contract with Wells Construction includes 537 linear feet of 8 inch PVC sanitary sewer pipe with connections to the lateral lines and manholes. Because an emergency existed at the time, the Town Manager executed the Contract on September 22, 2014 and the Contractor began working on October 6, 2014. Shortly thereafter rock was encountered during excavation. Wells Construction and Public Works staff determined that the amount of rock would greatly increase the final cost of the project to the Town. Therefore, the project was placed on hold until other alternate design options could be examined. Several options were considered and an alternate route was chosen. This route intercepts a sewer manhole along Washington Avenue and directs it toward an existing line to the south. The new southern route will place 270 feet of 6 inch PVC pipe at a shallow depth, 80 feet of directional boring under Washington Avenue, and then 136 feet of 8 inch PVC pipe to an existing manhole, crossing 1017 Washington Avenue at the Masonic Lodge and the private resident of 1013 Washington Avenue. Both owners have been contacted and agreed to providing public easements for the project scope. Town Council Agenda Summary 2 The additional cost of the project will be addressed through a change order in the amount of approximately $10,000.00. All fees and charges will be applied to a Holding Account number 300.9500.734. Upon project completion a Resolution will then be presented to Council to re- appropriate the additional funds from applicable operational fund accounts to cover the Holding Account. Attachments Emergency Sewer Line Repair Project Contract Resolution Recommendations Motion to adopt Resolution RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, OCTOBER 21, 2014, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town determined that a Sanitary Sewer Emergency exists in the 1000 block of Washington Avenue and the sanitary sewer line needs to be replaced; and WHEREAS, the Project will consist of the construction of approximately 537 linear feet of 8-inch PVC sanitary sewer line pipe to include connecting the line to laterals and manholes; and WHEREAS, proposals were obtained and negotiated and Wells Construction Co., Inc., was the low bidder in the amount of $93,070.00; and WHEREAS, because an emergency existed at the time, the Town Manager executed the Contract on September 22, 2014; and WHEREAS, Council needs to award the bid and approve the Town Manager’s execution of said Contract. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to Wells Construction Co., Inc., in the amount of $93,070.00 and approves the Town Manager’s execution of said Contract. This Resolution adopted on motion made by Council Member ________________, seconded by Council Member _______________________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ____________________________________ Susan N. Johnson, Town Clerk Meeting Date October 21, 2014 Department Administration Issue Consider adoption of a Resolution transferring funds within the General Fund in the amount of $7,630 to pay W. C. Butler Heating & A/C Inc. for a new HVAC System for the second floor of the Health Department building. Summary The HVAC System that serves the second floor of the Health Department building was evaluated in late August and found to not be repairable. The previous summer, repairs and maintenance were completed, however, it was noted that the system was close to exceeding its useful and repairable life. Town staff solicited two bids from local HVAC vendors and W. C. Butler Heating & A/C Inc. was the low bidder. Funding is from the Building and Grounds, Contract Services line item. Based on estimates of use, we believe there is enough to cover this expense. Staff will monitor expenses closely through the year to best manage the maintenance of the building. We also expect slightly lower utility expenses due to the replacement of a more modern energy efficient system. 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 21, 2014 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the HVAC system that services the second floor of the Health Department building has exceeded its useful life and it has been determined that the best course of action is to replace the unit with a new York Air Conditioner with Two Twined Gas Furnaces; and WHEREAS, the Town Manager solicited two quotes from competent HVAC contractors and W. C. Butler Heating & A/C Inc. met the specifications and had the lowest quote of $7,630.00; and WHEREAS, funds need to be transferred from the Contractual Services Account in the June 30, 2015 Budget to the Capital Outlay Account. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 200.4304.302 Contractual Services $7,630.00 TO: 200.4304.799 Capital Outlay $7,630.00 This Resolution adopted on motion made by Council Member _____________ and seconded by Council Member _________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ____________________________________ Susan N. Johnson, Town Clerk Meeting Date October 21, 2014 Department Administration Issue Update on road damage to Cedar Avenue and Etna Avenue. Summary A citizen attended the September 16, 2014 Council meeting and expressed concerns about road damage to Cedar Avenue and Etna Avenue from the hauling of debris to a commercial site on Etna Avenue. The Town Manager will give an update on this matter. Attachments None Recommendations No action required Town Council Agenda Summary