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HomeMy WebLinkAbout9/3/2013 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, September 3, 2013 AGENDA Consideration of: A. 6:00 p.m. - WORK SESSION 1. Briefing on the update to the Roanoke Valley-Alleghany Regional Pre-Disaster Mitigation Plan. 2. Briefing on Stormwater Programs Development Study/Stormwater Utility Feasibility Study. 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. CONSENT AGENDA F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Introduction of new Police Officer William Welch 2. Acceptance of Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30, 2012 awarded to the Treasurer/Finance Department 3. Proclamation for National Preparedness Month G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. TOWN ATTORNEY 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 I. TOWN MANAGER ITEMS REQUIRING ACTION 1. Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute contracts with Fidelity Power Systems in the total amount of $116,244.00 for a permanent and mobile generator and appropriating funds not already in the FY2013-2014 budget in the amount of $16,319.00. 2. Consider adoption of a Resolution appropriating funds in the amount of $3,315.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget. 3. Consider adoption of a Resolution authorizing the Town Manager to execute a contract with Elevation Advertising LLC for branding and marketing services. UPDATE ON OLD BUSINESS J. MAYOR K. COUNCIL 1. Financial report for July 2013. L. ADJOURNMENT M. WORK SESSION CONTINUED 1. Briefing on outdoor venue space at the War Memorial. 2. Further briefing on new catering policy for the War Memorial 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: September 3, 2013 – 5:00 p.m. – Finance Committee – Finance Department Conference Room September 13, 2013 – 8:00 a.m. – Public Safety Meeting – Town Conference Room September 17, 2013 – 6:00 p.m. – Work Session following by Regular Council Meeting at 7:00 p.m. – Council Chambers Meeting Date September 3, 2013 Department Planning & Zoning Issue Briefing on the update of the Roanoke Valley-Alleghany Regional Pre-Disaster Mitigation Plan. Summary The FEMA approved Roanoke Valley-Alleghany Regional Pre-Disaster Mitigation Plan is in effect for five years after the original approval date (March 29, 2006). The Plan must be updated and resubmitted for approval within five years of the approval date in order for jurisdictions to maintain eligibility for the Hazard Mitigation Grant Program, the Pre-Disaster Mitigation Program, and the Flood Mitigation Assistance Program. The Roanoke Valley-Alleghany Regional Commission (RVARC) is serving as the central point of contact for monitoring implementation of the plan and the required five-year updates. In September 2010, the RVARC received funding from the Virginia Department of Emergency Management to update the Regional Pre-Disaster Mitigation Plan. The Plan update process consisted of public participation, risk assessment, mapping, mitigation strategies, and plan maintenance procedures. A key component of the effort was an update of the mitigation project listing for each jurisdiction. The whole document of the Mitigation Plan can be downloaded and/or viewed on RVARC website at www.rvarc.org. Attachments Pertinent pages of the Plan Recommendations No action required Town Council Agenda Summary 1 Meeting Date September 3, 2013 Department Planning & Zoning Issue Briefing on Stormwater Programs Development Study/Stormwater Utility Feasibility Study Summary Currently, under the Virginia Pollutant Discharge Elimination System (VPDES) General Permit, the Town is responsible for operating a stormwater program (mandated beginning March 2003). It includes a local Stormwater Management (SWM) Ordinance which is in accordance with current state regulations including review of SWM design for new construction and redevelopment; verification of the Virginia Stormwater Management Program (VSMP) coverage prior to issuance of permits; construction inspections by Roanoke County inspectors of erosion and sediment control only (stormwater management is not performed by the Town/County since the state is the VSMP Authority); and periodic post-construction inspection of SWM Best management Practices (BMPs) by Town/County personnel (through the signed MOU between the Town and County in August 2013). By July 1, 2014, the Town, like the rest of the MS4s localities, will have to enforce the new SWM regulations and will also become the VSMP Authority. Becoming the local VSMP Authority will result in the need for a new SWM Ordinance to align with the new SWM regulations; DEQ required training for the VSMP Administrator, Reviewers, and Inspectors; increased efforts for SWM reviews due to the need for a more holistic review of site plans and stormwater management; additional office coordination with DEQ prior to permit issuance; increased construction inspection efforts due to the requirement to inspect stormwater management during construction; increased post-construction inspections to inspect each SWM BMP at least once every 5 years; and increased recordkeeping and reporting requirements. In February 2013, a formal letter from the Town Manager was sent to the County Administrator requesting that the County provide stormwater plan review and stormwater facilities post- construction services to the Town. Additionally, we also requested that the Town be included in all future discussions regarding stormwater program development. In April 2013, Staff was contacted by Roanoke County personnel of their plan to solicit proposals for the County stormwater program services. The Town and the County are covered by Town Council Agenda Summary 2 the General Permit for Discharges of Stormwater from Small Municipal Storm Sewer Systems (MS4) Permit. Subsequently, the Town and the County also have Waste Load Allocations (WLA’s) for bacteria and sediment for impaired streams (Upper Roanoke River Watershed). A Total Maximum Daily Load (TMDL) Implementation Plan is currently under development for these TMDLs. A draft of the DEQ’s TMDL Implementation Plan is due at the end of September 2013. The intent of the County’s Request For Proposal (RFP) was to select a consultant to assist the County in evaluating existing stormwater programs, define effective stormwater programs that are compliant with regulations, evaluate various funding scenarios to develop a funding recommendation that adequately and consistently funds stormwater programs in a fair and equitable manner, and other related stormwater services for program implementation and training. The Consultant’s anticipated tasks are to consist of: 1. Stormwater Advisory Committee Facilitation 2. County Stormwater Programs Evaluation 3. Levels of Service (LOS) Scenarios Development 4. Program Funding Scenarios Development 5. Briefings and Education 6. Stormwater Utility Implementation Services On July 16, and August 13, 2013, Vinton Town Council and Roanoke County Board of Supervisors approved the two Memorandums of Understanding (MOU) between the County and Town for the County to provide the two stormwater services to the Town. On August 28, 2013, Staff was contacted by County personnel and informed that they have selected AMEC for the stormwater program development study. The estimated cost for the study is $168,999. The County was successful in receiving a grant from the Department of Environmental Quality to subsidize the study for $48,621 for a total price of $119,378. Through discussions with County staff, we agreed that the town’s portion of the study would be based on our population percentage calculation. The town’s population is 8.5% of the total County population. Therefore, we would fund approximately $10,000 of the study. A formal agreement between the Town and County on the Town’s share of the consultant’s fees will be prepared for Town Council’s review and action for the September 17th meeting. Attachments None Recommendations Staff feels very strongly that it will be much more cost effective for the Town to share the consultant’s costs with the County to evaluate the Town’s existing stormwater programs and to recommend various scenarios to develop funding mechanisms to meet the new stormwater regulations and requirements, which include TMDL implementation requirements. Meeting Date September 3, 2013 Department Police Issue Introduction of new Police Officer William Welch Summary Chief Cook will introduce Officer Welch. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date September 3, 2013 Department Finance/Treasurer Issue Acceptance of Certificate of Achievement for Excellence in Financial Reporting for Fiscal Year Ended June 30, 2012 awarded to the Treasurer/Finance Department Summary Town of Vinton has been notified that its comprehensive annual financial report (CAFR) for the fiscal year ended June 30, 2012, qualifies for a Certificate of Achievement for Excellence in Financial Reporting. The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. The CAFR has been judged by an impartial panel to meet the high standards of the program including demonstrating a constructive “spirit of full disclosure” to clearly communicate the Town’s financial story and motivate potential users and user groups to read the CAFR. Attachments Award and Certificate Recommendations Accept the Award Town Council Agenda Summary Meeting Date September 3, 2013 Department Administration Issue Proclamation for National Preparedness Month Summary Each year the month of September is recognized as National Preparedness Month (NPM), founded after 9/11 to increase preparedness in the U.S., a fitting time to join the effort to help our community prepare for an emergency. Preparedness is a shared responsibility; it takes a whole community. Sponsored by the Ready Campaign and Citizen Corps, this year’s National Preparedness Month will focus on strengthening our communities through public events and online communities. Attachments Proclamation Recommendations Read Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, “National Preparedness Month” creates an important opportunity for every resident of the Town of Vinton to prepare their homes, businesses and communities for any type of emergency including natural disasters and potential terrorist attacks; and WHEREAS, investing in the preparedness of ourselves, our families, businesses and communities can reduce fatalities and economic devastation in our communities and in our nation; and WHEREAS, the Federal Emergency Management Agency’s Ready Campaign, Citizen Corps, and other federal, state, local, tribal, territorial, private and volunteer agencies are working to increase public activities in preparing for emergencies and to educate individuals on how to take action; and WHEREAS, emergency preparedness is the responsibility of every citizen of the Town of Vinton, and all citizens are urged to make preparedness a priority and work together, as a team, to ensure that individuals, families, and communities are prepared for disasters and emergencies of any type; and WHEREAS, all citizens of the Town of Vinton are encouraged to participate in citizen preparedness activities and are asked to review the Ready campaign at Ready.gov or Listo.gov (in Spanish) and become more prepared. NOW, THEREFORE, I, Bradley E. Grose, Mayor of the Town of Vinton and on behalf of Town Council and all our citizens do hereby proclaim September 2013 as National Preparedness Month and encourages all citizens and businesses to develop their own emergency preparedness plan and work together toward creating a more prepared society. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia to be affixed on this 3rd day of September, 2013. ______________________________________ Bradley E. Grose, Mayor Meeting Date September 3, 2013 Department Public Works Issue Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute contracts with Fidelity Power Systems in the total amount of $116,244.00 for a permanent and mobile generator and appropriating funds not already in the FY2013-2014 budget in the amount of $16,319.00. Summary Based on Council’s decision at the August 20th Work Session to move forward with Option 1 recommendation for generator and associated equipment selection and purchasing, the Department is now requesting the consideration of Council for the purchase of Two Generators, a 255kW Mobile Diesel Unit that will be Utilized as an Emergency Backup Electrical Power Source for Town’s Water System Faculties in the event of an electrical power outage and a 100kW Permanent Unit that will Replace the existing Third Street Sanitary Sewer Lift Station generator. The purchase price for both Units is $116,244.00. However, this price does not reflect the final contract amount. The Department will need to come back to Council at a later date once bids have been received for the electrical service upgrades to the essential wells as outlined in the Work Session. Attachments Power Point Presentation Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary Fidelity Power Systems – Low Bidder •Furnished Mobile Generator - 250 KW, $86,348.00 or 300 KW, $92,348.00 • Permanent Mount Generator - 100 KW, $29,896.00 Mobile Generator Bids H & E Equipment Services •Furnished Mobile Generator – 290 KW, $107,500.00 Cummins Atlantic •Furnished Mobile Generator – 250 KW, $97,868.00.00 Cost For Electrical Connections •Craig Well House for Third Street Tank – 200 AMP / 3 Phase / 480 Volts $5,621.00 •Mansard Square Parkway Tank – 300 AMP / 3 Phase / 480 Volts $9,356.00 •Bush # 1 Well Parkway Tank – 200 AMP / 3 Phase / 480 Volts $5,621,00 •Bush #2 Well Chestnut Mtn. Tank – 300 AMP / 3 Phase / 480 Volts $9,356.00 •Chestnut Mtn. Booster – 100 AMP / 1 Phase / 240 Volts $3,261.00 •Toddsbury Booster – 200 AMP / 1 Phase / 240 Volts $4,826.00 Total $38,041.00 Mobile Generator Mobile Generator Additional Cost For Electrical Connections for Future Emergency Service to All Wells •Chestnut Well – 100 AMP/ 3 Phase / 400 Bolts $3,712.00 •Melissa Well – 400 AMP / 1 Phase / 240 Volts $8,856.00 •Stonebridge Well – 300 AMP / 3 Phase / 480 Volts $9,356.00 •Route 24 Well – 300 AMP / 3 Phase / 480 Volts $9,356.00 •Spring Grove Well – 300 AMP / 3 Phase / 480 Volts $9,356.00 Total $40,638.00 Grand Total $78,679.00 Option 1 – Permanent Mount Generator, 100 KW $29,896.00 Furnished Mobile Generator, 250 KW $86,348.00 Electrical Connection System $38,041.00 Total Option 1 $154,285.00 Option 2 – Furnished Mobile Generator, 250 KW $86,348.00 Electrical Connection System $38,041.00 Total Option 2 $124,389.00 Option 3 - Permanent Mount Generator, 100 KW $28,896.00 Furnished Mobile Generator, 250 KW $86,348.00 Total Option 3 $116,244.00 RECOMMENDATIONS 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 3, 2013 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the 3rd Street Sanitary Sewer Lift Station Permanent Generator Unit that services the Town has exceeded its useful life and it has been determined by the Public Works Department that the best course of action is to replace the Unit with a new 2013, 100kW Kohler 100REOZJF Permanent Generator; and WHEREAS, the Department has also determined that the best interest of the Town’s citizens, public infrastructure, and public safety during an Emergency Event necessitates the purchase of a 2013, 255kW Kohler 250REOZJF Mobile Generator for supplemental electrical power; and WHEREAS, the Department solicited quotes from competent generator vendors and Fidelity Power Systems met the specifications and had the lowest quotes of $29,896.00 and $86,348.00 for the Permanent and Mobile Generators, respectively, for a total cost of $116,244.00; and WHEREAS, the amount of $99,925.00 is already in the Capital Outlay Account in the FY2013-2014 budget; however, the balance of $16,319.00 needs to be appropriated from the Reserve for Contingencies Expenditure Account to the Capital Outlay Account; and WHEREAS, Council needs to award the bids, authorize the Town Manager to execute the contracts for the generators and approve the appropriation of the funds. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant two contracts to Fidelity Power Systems, one in the amount of $29,896.00 for a Permanent Generator and one in the amount of $83,348.00 for a Mobile Generator for a total of $116,244.00 and authorize the Town Manager to execute said contracts and any other necessary documents, approved as to form by the Town Attorney. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 300.9900.996 Reserve for Contingencies $16,319.00 TO: 300.9500.799 Capital Outlay $16,319.00 2 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 September 3, 2013 Department Public Works Issue Consider adoption of a Resolution appropriating funds in the amount of $3,315.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget. Summary The Department is requesting that Council adopt the Resolution that appropriates funding received from VML Insurance Programs Risk Management Safety Grant Program in the amount of $3,315.00. The grant was approved for the Department’s reimbursement or purchase of Six (6) CP200 146-174Mhz 1-5w 4ch two-way radios and accessories from Teltronic. VML Insurance Programs (VMLIP) has offered the Risk Management Safety Grant program since 2000 to assist and encourage safety efforts for localities. The radios were needed to replace and add additional equipment into our inventory to enhance staffs’ ability to communicate during both emergency and working operations. Attachments Teltronic Invoice VML Grant Approval letter Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 3, 2013 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town participated in a Risk Management Safety Grant Program through the VML Insurance Programs and received a check for $3,315.00; and WHEREAS, the funds were not recorded as additional revenues available to spend by the Public Works Department, and WHEREAS, funds need to be appropriated to the Public Works grant related expenditure account and the appropriate revenue account for the June 30, 2014 Budget. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 200.2404.040 VML Risk MGMT Grant $3,315.00 TO: 200.4101.722 VML Grant MGMT Expend. $3,315.00 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 1 Meeting Date September 3, 2013 Department Administration Issue Consider adoption of a Resolution authorizing the Town Manager to execute a contract with Elevation Advertising LLC for branding and marketing services. Summary The Town issued a RFP in May 2013 to solicit responses from firms for Branding and Marketing Services for the Town and Vinton War Memorial. The Town received 12 responses. A committee was formed to review all of the proposals of Town Staff and a business owner and member of the chamber of commerce. From these 12 responses a scoring matrix was formed and the list was eliminated down to five (5) firms who were then interviewed. Of the interviewed firms two were local and three were from outside the area. From these five firms the two were asked to come back in for a second interview at which time one was chosen by the committee. The firm that was chosen is Elevation out of Richmond, Va. Elevation has worked with the Richmond City Chamber of Commerce with their RVA campaign, Shockhoe Bottom District in Richmond, with the Virginia Economic Development Partnership (VEDP) and other state and private entities. Their methodology is similar to the other finalist in discovering the brand is very creative and input driven. Their marketing methodology is very tech driven with a focus on information on websites, app creation and other digital formats which the committee thinks will be suitable for Vinton’s market and target audience. They are also very familiar with traditional formats such as pamphlets and guides. The deliverables from Elevation will be a dining guide for the Downtown Business District, a Brand and possible tagline or logo for the Town, if appropriate a new brand message for the Vinton War Memorial and a marketing strategy and guide book for the Town. The total cost of the project is $20,000 with a $1,000 set aside for incidentals. The CDBG Project will pay for $15,000 through the grant with the remaining $6,000 coming from the advertising budget line item in Economic Development. Town Council Agenda Summary 2 The next steps are for the Branding Committee to meet with Elevation for an initial kick-off meeting where parameters and expectations will be set. The Branding Committee consists of Vice Mayor Nance, Chris Lawrence, Ryan Spitzer, Kevin Kipp, Mary Beth Layman, Sabrina Weeks and a Town citizen (Bootie Chewning). Attachments Contract Agreement Resolution Recommendations Motion to adopt Resolution ELEVATION | NINE WEST MAIN STREET | RICHMOND, VIRGINIA 23220 | 804 780 2300 [T] | 804 780 2323 [F] A MARKETING SERVICES PROPOSAL FOR THE TOWN OF VINTON Vinton seeks a marketing consultant who can offer branding services for the town. Elevation is uniquely positioned with the creative and strategic resources to fulfill these needs. We propose to develop a branding platform and marketing plan using the following process: STEP ONE: INFORMATION GATHERING (1 week) We will meet with Vinton officials to solidify project goals and gather initial information. STEP TWO: INTERNAL INTERVIEWS (2 weeks) Upon completion of due diligence, we begin the planning process by starting on the inside of the town by conducting in-depth interview sessions with key stakeholders. We will interview up to 30 key community leaders—as many as possible during a one-day interview session to be held on-site in Vinton, and the remainder by phone, with each phone interview lasting 20-30 minutes. STEP THREE: COMPETITIVE REVIEW (concurrent with steps above) Using information about key competitors gathered in Steps One and Two, we will conduct an audit of competitors’ materials, so we see how those competitors are communicating their brand promises. STEP FOUR: COMMUNITY RESEARCH (2-3 weeks) We will then conduct an internet-based survey with residents. The town will assist Elevation with promotion of the survey in order to maximize community participation. The survey will allow us to reveal the underlying messages/value propositions associated with the brand— as well as needs, expectations and attitudes toward the town. STEP FIVE: DEVELOPMENT OF THE BRAND MESSAGING PLATFORM (2 weeks) Upon completion of the interviews, strengths and unique attributes of the town will be outlined. At this stage, we will identify Vinton’s core identity, and formulate the brand position, including brand attributes, key messages and other brand-related elements (a brand positioning statement, etc.). A messaging platform will be developed to provide all internal constituents and external marketing partners with a common “brand vocabulary” to use when promoting Vinton to its targeted audiences. The messages will be grouped according to target audience. STEP SIX: STRATEGIC CREATIVE RECOMMENDATIONS (concurrent with step above) Elevation will make strategic recommendations relating to creative/design of marketing materials based on the approved messaging platform. These recommendations will provide a creative strategy document that should be used for creation of future marketing materials. ELEVATION | NINE WEST MAIN STREET | RICHMOND, VIRGINIA 23220 | 804 780 2300 [T] | 804 780 2323 [F] STEP SEVEN: DEVELOPING THE MARKETING PLAN (2 weeks) All the information gathered will then be compiled in a strategic plan, which will clearly outline the goals of a marketing campaign. This information will be presented to Vinton, and revisions will be made if necessary. Once consensus is reached with the client on these key elements of the strategic plan, tactical recommendations will be made, including tactics for advertising, public relations, social media, direct marketing, website and Internet marketing, collateral development, etc. as needed. The plan will include budgets for tactics so the town can plan for budgeting of future implementation. The plan will also include recommendations for how to best market the Vinton War Memorial. STEP EIGHT: DESIGN OF A DOWNTOWN BUSINESS GUIDE (2 weeks) Using the brand messaging developed through this process, we will design a business guide brochure. This proposal includes design services, but does not include photography or printing. These items, if necessary, can be estimated separately based on the final design and quantities required for the brochure. Fee for services as described: $20,000 Except as noted above, the quoted fee only includes creative services and does not include Elevation's out of pocket expenses, including without limitation expenses for duplicating, courier or overnight delivery services. Those out of pocket expenses will be capped to not exceed $1,000. Client agrees to reimburse Elevation for all such expenses incurred in connection with the performance of the services outlined in this Estimate. All fees and costs are subject to applicable taxes. All amounts not paid within 30 days of the invoice date shall be subject to an interest charge of 1.5% per month until paid. Client shall pay all costs and reasonable attorney's fees incurred by Elevation in collecting or attempting to collect any amount due under this Estimate. Approved by: Title: Date: ________________________________________________________________________________________________ 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL ON TUESDAY, SEPTEMBER 3, 2013, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUIDLING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton received a Community Development Block Grant from the Virginia Department of Housing and Community Development for economic development and revitalization in the downtown business district; and WHEREAS, a portion of the grant monies was to support business development through a branding and marketing effort; and WHEREAS, the Town of Vinton solicited responses for branding and marketing services through the RFP process and received twelve (12) responses that were reviewed by a panel consisting of the Assistant to the Town Manager, War Memorial Facilities Director, Director of Special Programs, a citizen and the Town Manager; and WHEREAS, a selection committee conducted a competitive review process and narrowed the proposals down to one (1), finding the company had the technical expertise to perform the work required, and that the company clearly demonstrated their understanding of the complexities of the work required; and WHEREAS, the firm selected was Elevation Advertising LLC. (Elevation); and WHEREAS, the contract with Elevation followed the Town’s Purchasing Procedure Guidelines, Section 2.2-4300 et seq., Code of Virginia, 1950, as amended and the federal guidelines for solicitation of minority and women owned businesses. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to enter into a contract, approved as to form by the Town Attorney, for branding and marketing services, with Elevation Advertising LLC. This Resolution adopted by 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 September 3, 2013 Department Finance/Treasurer Issue Financial Report for July 2013 Summary The Financial Report for the period ending July 31, 2013 has been placed in the Town’s Dropbox and on the Town’s Website. The Finance Committee will meet on Tuesday, September 3, 2013 at 5:00 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 July 2013 Financial Report Town Council Agenda Summary A S S E T S CASH INVESTMENTS BOND PROCEEDS UTILITY DEPOSITS MISC. ASSETS A / R WATER & SEWER SERVICE MISC. A/R ACCRUED INTEREST RECEIVABLE RESERVE FOR ACCTS. RECEIVABLE TOTAL PREPAID EXPENSES INVENTORY A/R FROM STATE A/R FROM ROANOKE COUNTY A/R FROM FEDERAL GOVERNMENT OTHER ASSETS ASSETS HELD IN TRUST LONG TERM ASSET TOTAL TAXES RECEIVABLE 2011 DELINQUENT TAXES OTHER TAX RECEIVABLES TOTAL PROPERTY, PLANT & EQUIPMENT: INVESTMENT IN PLANT, EQPT & SYS ACCUMULATED DEPRECIATION GEN FUND CAPITAL ASSETS ACCUMULATED DEPRECIATION TOTAL TOTAL TOWN OF VINTON, VIRGINIA COMBINED BALANCE SHEET FOR ALL FUNDS AS OF 31Jul2013 GENERAL FUND UTILITY FUND 278,971.11 224,574.18 2,934,647.48 7.76 4,551.44 107,653.00 1,423,475.61 10,600.00 310,892.66 .16 (. 96) (117,472.69) (56,800.00) 3,203,799.06 15,517.00 729.60 60,903.00 252,532.00 7,919.51 353,118.11 11,374.18 22,759.69 121,716.11 155,849.98 489,274.43 40,615.38 62,116.50 102,731.88 87,041.91 22,614,744.28 (11,424,689.75) 17,817,226.69 (8,147,259.33) 9,757,009.27 11,190,054.53 13,454,259.42 11,782,060.84 CAPITAL IMPROVEMENT FUND SPECIAL REVENUE FUND CURRENT TOTAL 503,545.29 2,934,655.24 1,423,475.61 10,600.00 4,551.44 310,892.66 107,653.00 (. 80) (174,272.69) 3,693,073.49 15,517.00 41,344.98 60,903.00 252,532.00 7,919.51 62,116.50 455,849.99 11,374.18 22,759.69 121,716.11 155,849.98 22,701,786.19 (11,424,689.75) 17,817,226.69 (8,147,259.33) 20,947,063.80 25,236,320.26 Page 1 TOWN OF VINTON, VIRGINIA COMBINED BALANCE SHEET FOR ALL FUNDS AS OF 31Jul2013 LIABILITIES & EQUITY CUSTOMER DEPOSITS PAYABLE OTHER LIABILITIES GENERAL FUND 914,874.21 UTILITY FUND 12,000.00 277,109.45 TOTAL 914,874.21 289,109.45 LONG TERM LIABILITIES: BONDS PAYABLE BOND RESERVE 3,920,958.00 8,518,316.36 (3,920,958.00) RESERVE FOR TAXES RECEIVABLE OTHER LIABILITIES TOTAL FUND BALANCE: 643,573.96 (374,938.82) 268,635.14 UNAPPROPRIATED SURPLUS 2,136,778.97 SURPLUS INVESTED IN CAPITAL ASSETS 9,757,009.27 CONTROL ACCOUNTS RESERVE FOR SINKING FUND DESIGNATED FUND BALANCE 528,127.00 SURPLUS INVESTED IN PLANT CONTRIBUTED CAPITAL REALIZED REVENUE 10,119,887.44 EXPENDITURES (10,158,705.56) 8,518,316.36 1,411,528.95 103,837.56 3,459,940.04 204,703.87 3,106,633.33 (3,888,533.90) TOTAL TOTAL 12,383,097.12 4,398,109.85 13,566,606.47 13,205,535.66 CAPITAL IMPROVEMENT FUND 3,701,525.00 (3,701,525.00) SPECIAL REVENUE FUND CURRENT TOTAL 12,000.00 1,191,983.66 1,203,983.66 12,439,274.36 (3,920,958.00) 643,573.96 (374,938.82) 8,786,951.50 7,249,832.92 9,860,846.83 (3,701,525.00) 528,127.00 3,459,940.04 204,703.87 13,226,520.77 (14,047,239.46) 16,781,206.97 26,772,142.13 Page 2 Meeting Date September 3, 2013 Department War Memorial Issue Briefing on outdoor venue space at the War Memorial. Summary The Vinton War Memorial would like to install 500 square feet of flagstone, to match the front porch of the building, at the side entrance where the current junipers and liriope are located (see sketch). The crepe myrtles will also be removed creating a more inviting entrance to the side of the building and a space where ceremonies can occur. The cost is approximately $2,000 and will be paid for after only two booked events. This project will give the War Memorial additional space for clients to hold outdoor events and a competitive advantage over other area wedding and business venue locations. When looking for a venue, brides are interested in having the option of an outdoor space. Having this option is a major factor in their decision of where to have their ceremony or reception. Most wedding venues have an outdoor picture with their advertisements in magazines because this is what sells in the market place. Currently, the only such location is the front lawn at the War Memorial. The front lawn is not ideal because of the topography and distance from the main building. Attachments Project Proposal Sketch of the Outdoor Space Recommendations Consensus of Council to proceed Town Council Agenda Summary Vinton War Memorial Landscape/Hardscape Project The War Memorial would like to install 500 square feet of flagstone at the side entrance to the building replacing the junipers and liriope. The crepe myrtles will also be removed at the side of the building going up the stairs and replaced with plants. The project will cost $2,000 to complete. The ROI for this project is estimated at 2-3 events. Reason Project will provide greater aesthetic value to the side of the building masked by the existing landscaping. As well, this project will provide additional square footage by providing functional revenue enhancing public space. Scope of work Work will be done by VWM staff with the assistance from the Public Works Department. 1. Existing junipers and crepe myrtles to be removed by Public Works Department. Public Works will also grade and level the 500 square foot area where flagstone will be laid. This is the area where the junipers are currently located at the side of the building. The flagstone will be laid in a semicircle shape to mimic the existing layout of the junipers and follow the shape of the concrete. 2. Vinton War Memorial staff will install approximately 500 square feet of flagstone. 3. Day Lilies and Pansies will be planted in area where Crepe Myrtles were removed. Price: $2000.00 (includes all materials, equipment, and labor). Approximately $1000.00 for Flagstone Approximately $400.00 for planting materials Approximately $400.00 for additional labor Outcomes The finished product will provide for a ceremony and reception area for up to (130) people and provide a level area for tenting adjacent to the building. This will provide clients (mainly bridal clients) with a choice to do an outdoor event backed up by indoor space or vice versa. Approximately 70% of or bridal clientele ask about outdoor options and we are limited in our offerings. As well, this improvement will give the VWM a competitive advantage in the market place. Currently the Hotel Roanoke, Woodland Place and the Sheraton are the only venues that provide romantic outdoor space with climate controlled back-up space. Additionally this area can drive rental income as ad on space and for rental items such as tables, chairs and tents. 1 Meeting Date September 3, 2013 Department War Memorial Issue Further briefing on new catering policy for the War Memorial. Summary The War Memorial has gone through many revisions of the Catering Policy, but each time the policy has gotten more inclusive. This is the case for the proposed Catering Policy. In previous years the policy has stated that only certain caterers were allowed to use the facility and that no self catered events would be allowed, for example, a self-catered baby shower of 15 guests. The new policy includes language where there will be an approved list given to clients of caterers which the Town has worked with and can attest to the quality of their work, availability of an all-inclusive service for clients, or the ability for a client to bring in an outside caterer for a nominal fee. Having an approved list benefits the War Memorial from a quality control aspect. Typically whenever a guest eats at an event, it is not the caterer who is seen as responsible for the quality of food and service, but the venue of where the event is held. The goal of the War Memorial is to provide a service for clients along with various options that can enhance their experience. In order to accomplish this, the War Memorial would like to begin to offer an all inclusive service choice for customers. This will allow clients, both bridal and business, to have the worry free experience that some enjoy. From 2012-2013 there were 52 catered events and from January 2013 – August 1, 2013 there have been 24 events, for which the War Memorial will coordinate all inclusive service with a caterer plus other services if wanted. These numbers speak volumes for the new service, which was started as a pilot project with Teaberry’s. Other companies were approached at the time, but none wanted to “test the waters” with this new service level. However, since the all inclusive service is being accepted very well by clients, the War Memorial would like to formalize an agreement. Town Council Agenda Summary 2 In order to formalize an agreement the Town will have to go through a formal RFQ process, which was presented several Council Meetings ago. Through the process the ultimate goal is to get 3-4 qualified caterers to partner with the War Memorial for the delivery of catered services through the all inclusive service. It would provide the client with a choice as to the caterer and also allow caterers to work with group sizes they are comfortable with. The RFQ would ask caterers to provide a menu and a per person cost for services for different group sizes. Before the RFQ would go out the War Memorial would reach out to those caterers it has worked with previously to explain the service and encourage them to respond. Attachments War Memorial Catering Policies Overview Recommendations No action required 1 War Memorial Catering Policies 2007-2009 Policy: Clients could only work with catering companies on the approved lists and self catered events were not permitted. Caterers: Blue Ridge, Encore, Center Stage, Teaberry’s, Plantation, Lib and Amy, Good to Go Foods, Schaal’s, Montano’s. 2009-2013 Policy: Only catering companies that met the requirements and approval of the War Memorial were allowed and they had to be licensed and insured. A deposit of $500 was required to be put on the list, which eliminated many caterers from being on the list. Caterers: Kroger, A Cut Above, Lib and Amy, Mary’s Party Works, Montano’s, Center Stage, Teaberry’s, Plantation No self catered events were allowed in the space. Proposed Policy The proposed policy changes will keep all parts of the previous policy but add features that will give customers more choice: 1. All 8 previous caterers that the Town has a relationship with will be available to work with the War Memorial. An Application fee at the beginning of each year will be charged to all caterers, both new and current, wishing to be on the list ($75). This is to insure that the quality of the product and professionalism of the caterer reflects highly on the War Memorial. 2. The War Memorial is considering increasing the approved caterers list to 15. At the end of each 2 year period the caterer who has been used the least amount of times may be replaced with a new company. 3. The War Memorial will allow renters to hire caterers not on the approved list for $125 per use. This will be a “kitchen use fee” and used to cover War Memorial staff and the use of the kitchen to prep, heat, and serve food items. Non-approved caterers must provide the Town with a current copy of their VDH certificate, business license and must have insurance. 4. Clients who are small groups may be charged a fee based on the extent of their activities for the use of the kitchen or other areas for food storage, preparation or service. Most small groups however use boxed meals or cook the food at their homes and will not be charged a fee. 5. The War Memorial will also provide clients with the opportunity to purchase an all inclusive service so they will not have to worry about coordination. The Town will approach various caterers to be a part of this bundled service to give the customer choice. Teaberry’s is the only caterer who has said they would want to do this so far. a. The Town had 26 self-catered events in 2012-2013 and 52 catered events (9 events by independent caterers and 43 events by approved caterers). From January 1, 2013 to 2 August 1, 2013 the Town has sold 24 bundled services that include the caterer and is not a part of the 52 catered events in 2012-2013. 6. More than 3 valid complaints during a 2 year period will result in termination. These will be documented and will be brought to the attention of the catering owner/manager within 7 days. If a complaint is severe enough, the Town reserves the right to dismiss a caterer at any time.