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HomeMy WebLinkAbout9/4/2012 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, September 4, 2012 AGENDA Consideration of: A. 7:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM B. MOMENT OF SILENCE C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA 1. Consider approval of minutes for the Council Regular Meeting of August 21, 2012. E. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Proclamation for Alzheimer’s Month. 2. Proclamation for National Preparedness Month. 3. Certificate of Appreciation – Southern States Cooperative, Inc. F. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. G. TOWN ATTORNEY H. TOWN MANAGER BRIEFING 1. Update on Virginia Department of Transportation (VDOT) Walnut Avenue Bridge Project. 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 ITEMS REQUIRING ACTION 1. Consider adoption of an Ordinance amending Chapter 94 – Utilities, of the Town Code relating to recent changes by the General Assembly and adding language regarding the collection of deposits. 2. Consider adoption of an Ordinance setting the residential/commercial/ institutional/industrial water and wastewater rates and charges effective November 1, 2012. 3. Consider adoption of a Resolution authorizing the Town Manager to execute an Urban Project Construction Agreement and an Appendix A with the Virginia Department of Transportation (VDOT) relating to the Walnut Avenue Bridge Project. 4. Consider adoption of a Resolution appropriating funds in the amount of $2,500.00 from DCJS Forfeiture Funds for the purchase of an engraved brick at the Commonwealth Public Safety Memorial in Richmond, Virginia, on behalf of the Town of Vinton Police, Fire and Rescue Departments. 5. Consider adoption of a Resolution appropriating funds in the amount of $2,215.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget. 6. Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with S. J. Conner & Sons, Inc. in the amount of $31,750.00 to replace the Montgomery Village Pressure Reducing Station. I. MAYOR J. COUNCIL 1. Public Works Committee 2. Financial Report for July 2012 K. CLOSED MEETING 1. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions. L. RECONVENE AND ADOPT CERTIFICATION OF CLOSED MEETING M. ADJOURNMENT 3 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 4, 2012 – 5:30 p.m. – Finance Committee Meeting – Finance Conference Room September 18, 2012 - 7:00 p.m. – Regular Meeting – Council Chambers Meeting Date: September 4, 2012 Department: Town Clerk Issue: Consider approval of minutes for the Council Regular Meeting of August 21, 2012 Summary: None Attachments: August 21, 2012 minutes Recommendations: Motion to approve minutes Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, AUGUST 21, 2012, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor William W. Nance, Vice Mayor I. Douglas Adams, Jr. Robert R. Altice MEMBER ABSENT: Matthew S. Hare STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Elizabeth Dillon, Town Attorney Gary Woodson, Public Works Director Ben Cook, Police Chief Stephanie Dearing, Human Resources Director Mary Beth Layman, Special Programs Director Kevin Kipp, Facility Manager – War Memorial Joey Hiner, Assistant Public Works Director The Mayor called the work session to order at 6:00 p.m. Chief Cook made brief comments on the Commonwealth Public Safety Memorial that is being built at Darden Garden on Richmond’s Capitol Square. The Commonwealth is asking that localities purchase bricks to help with the funding and the Governor is allowing localities to use DCJS Forfeiture Funds. He intends to list the Police, Fire and Rescue Departments on the brick and the cost will be $2,500.00. Vice Mayor Nance asked if there would be an issue of using asset forfeiture funds for both the Memorial and the K-9 Unit. Chief Cook responded that they are using state funds for the brick and federal funds for the K-9 Unit. Vice Mayor Nance asked about a shortfall in funds for ammunition in previous years and is there flexibility at this time to use these funds and Chief Cook responded yes. The Town Manager advised that the item will be placed on a future agenda for Council action. Chief Cook next briefed Council on the new K-9 Unit for the Police Department. He commented on the necessity of the program as a valuable tool for law enforcement, the first element being to search for narcotics and the second to conduct searches for people. Officer Foutz, who will handle the K-9 Unit has researched four kennels and recommends purchasing a dog from the Shallow Creek Kennels in Sharpsville, Pennsylvania. The cost will be $6,500.00 which provides a guarantee that if a dog has a genetic defect or does not respond to training, they will replace it at no cost. 2 A K-9 certification school is available in Franklin County beginning September 10, 2012, at a cost of $4,000.00, which will allow Officer Foutz to be at home each night rather than out-of-state for six weeks and reduces the costs. The recommendation is to fund the total of $10,500.00 with Federal asset forfeiture funds. Chief Cook indicated he had prepared a letter which was distributed by the Vinton Chamber of Commerce. This letter requested that area businesses provide any information on grant opportunities to help fund some of the extra equipment needed for the Unit. Chief Cook indicated he had received numerous calls in support of the program and some monetary donations which will fund the inside and outside kennel and a bullet resist vest for the dog. The Mayor commented on the consideration of a shelter dog and Chief Cook indicated that if a shelter dog did not respond to training, you would have to start the process over and incur additional training costs. Mr. Adams asked how soon into the training would you know if the dog was not going to work out and if you would have to start over again. Officer Foutz responded that if a problem did develop with the dog, we would only have to call the Kennel and make a trip to switch the dogs. There may be two days down time, but he would not be required to start the training over. Vice Mayor Nance commented that he has dealt with other jurisdictions that have dogs and knows the benefits. However, a poorly trained dog can be a liability. The next item related to the Roanoke County RoCo Alert Citizen Alert & Warning System. Chief Cook encouraged all citizens to sign up for the alert system. This system will be used to notify all Roanoke County households and businesses affected by, or in danger of being impacted by, a local emergency or disaster. You will be alerted by a telephone call, email and text message. The system will also allow alerts to be targeted to specific areas. Gary Woodson next briefed Council on the project to replace the Montgomery Village pressure reducing valve and vault. This item was on last year’s budget, but the bid process was not completed by the end of the fiscal year. The bids came in and the low bidder was E. C. Pace Company, Inc. at $24,950.00. Mr. Woodson received a call from the owner of E. C. Pace this afternoon indicating that he needed to withdraw his bid because he did not include the replacement of the entire vault only the replacement of the lid. 3 Mr. Woodson then contacted the second lowest bidder, S. J. Conner & Sons, Inc. at a cost of $31,750.00, which is still lower than the budgeted amount. The recommendation is to proceed with the project with S. J. Conner. Vice Mayor Nance commented that last year Council authorized two pressure value projects and asked if this is the larger or the smaller of the two projects. Mr. Woodson responded it is the larger. Vice Mayor Nance then asked how much money did we originally set aside and the response from the Town Manager was $44,000.00. This bid is still below the budgeted amount. The other one on Feather Road is a separate project at an approximate cost of $9,000.00. Mr. Woodson commented that they plan to start the process for that project and then bring back to Council. The Town Manager commented that these funds are not currently in the budget. Last year’s budget ended with $53,000.00 that we did not spend and it carried over into this year’s budget. Mary Beth Layman made comments on the SNAP/EBT Program at the Farmers’ Market. The Town has been approved to participate in this program. A $3,000.00 undesignated donation from an anonymous donor and a $250.00 undesignated donation from Member One Credit Union will be used for the implementation of the Program. The Town will have to purchase two types of tokens. One type will be used by the EBT customers and another type by regular customers. The Program operates through a debit/credit card which will be swiped by the EBT machine for the purchase of tokens. The purpose of the program is to supplement food budgets and some prepared foods can be purchased. Ms. Layman indicated that she intends to use the donated funds to provide a 50% match for SNAP customers and for staff to operate the EBT machine. In the beginning, the program will be available one day a week. Vendors will be reimbursed by the Town for the token purchases and the Finance Department has endorsed and will assist with the program. Information will be distributed at Manna Ministries, Charity Cottage, Vinton Library and other venues. The Mayor asked if food items only can be purchased and the response was that seeds and plant starters can be included. Vice Mayor Nance asked if we would be able to track the number of customers that use the Program to see how successful it is. Ms. Layman indicated that she could probably get the vendors to help track their sales by SNAP customers. 4 Ms. Layman mentioned that the logo the Farmers’ Market has been using this past year was designed by Jeana Aaron, former employee. The monthly fees of the EBT are covered by the State and the machine, valued at $1,200 is being provided by the Department of Social Services. The Town Manager advised Council that he is meeting with a possible facilitator next week for our Council Retreat. He asked Council to check their schedules for mid-October after the VML Conference. The work session was adjourned at 6:45 p.m. 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 Altice, Vice Mayor Nance, and Mayor Grose present. Council Member Hare was absent. After a Moment of Silence, Mr. Altice led the Pledge of Allegiance to the U.S. Flag. Roll Call Vice Mayor Nance made a motion to approve the consent agenda as presented; the motion was seconded by Mr. Altice and carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Approved minutes of Council Regular Meetings of July 3, 2012 and July 17, 2012; adopted Resolution No. 1979 reappointing Mary Beth Layman to the Roanoke Valley Television Committee; adopted Resolution No. 1980 authorizing the Town Treasurer to destroy personal property and real estate paid tax tickets for the years 2005 through 2007. Vice Mayor Nance read a letter from Chief Cook naming Officer Brandon Hill as Officer of the month for August. The Mayor read a Proclamation recognizing Sergeant Gregory Scott Jones who has been called to active duty with the United States Army National Guard and a Proclamation recognizing Officer Zachary Hurt who has been called to active duty with the United States Army Reserve. Both Proclamations were given to Chief Cook for delivery to Sgt. Jones and Officer Hurt. The Town Manager introduced Kevin Kipp, our new War Memorial Facility Manager. Mr. Kipp made brief comments and the Mayor and Council welcomed him to the Town. The next item on the agenda was citizen comments. Mr. Lawrence Hall of 667 East Augusta Avenue addressed Council concerning the deer population in the 5 Town. They have destroyed his garden, his flowers and have torn his fence down. He asked if anyone has an idea how we might thin them out. The Mayor commented that the issue has been brought up in Council meetings before and that it will be referred to the Town Manager for further research. The Town Manager commented that other localities do have formal deer culling programs through their Police Departments. He suggested trying to gather some data that will show the extent of property damage and vehicle damage by deer to see if it is a public problem that rises to government action. A lot of damage is never reported, but if citizens would let us know, perhaps we can track it better. Vice Mayor Nance asked if it could go through the Public Safety Committee for consideration and the response was yes. Ms. Layman announced the Town’s participation in The Blue Ridge Veterans Celebration. A 5-K Run Walk will be held on September 9, 2012 at Wasena Park with registration beginning at 8:00 a.m. The event proceeds will support the Virginia Wounded Warrior Program and Military Family Support Centers, Inc. and a Patrick County native, J. B. Kerns, a Marine and triple amputee. Also, on Veterans Day weekend, the War Memorial will be the site of a picnic and more information will be forthcoming. The next item on the agenda was a Resolution appropriating $10,500.00 from the ATF Forfeiture fund for the purchase of a police dog and related training for the K-9 Program. After brief comments from Chief Cook, Mr. Altice made a motion to approve the Resolution as presented; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adoption of Resolution No. 1981 appropriating $10,500.00 from the AFT Forfeiture Fund for the purchase of police dog and related training for the K-9 Program. The next item on the agenda was a Resolution re- appropriating $2,000.00 received from the Foundation for Roanoke Valley, Melva P. Jones Fund for Music and Art to underwrite the costs for an intern at the Vinton Municipal Pool for the summer. Mary Beth Layman commented that she had two interns this summer, Amber Dame and Brittany Rodriguez. These ladies handled the concession stand at the pool which involved coordinating all the volunteers and the community dinners, and the purchasing, pickup and stocking of products. The Town Manager reminded Council that we received this grant money last fiscal year, but it was not spent, so it needs to be re-appropriated. He also commented that Council had visited the churches and we held a reception in 6 prior years to thank the volunteers and he and Ms. Layman would pull together some idea of what to do. Vice Mayor Nance indicated we could do both and the Mayor and Mr. Altice agreed. Before the Resolution was adopted, Mr. Thompson, Finance Director/Treasurer, indicated that the fiscal year mentioned needs to be changed from “2012” to “2013”. Vice Mayor Nance made a motion to approve the Resolution as corrected; the motion was seconded by Mr. Adams and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 1982 re- appropriating $2,000.00 received from the Foundation for Roanoke Valley, Melva P. Jones Fund, to underwrite the costs for an intern to coordinate the Vinton Municipal Pool for the Summer of 2012. The next item on the agenda was a Resolution appropriating funds in the amount of $1,785.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Fire & EMS budget. Stephanie Dearing, Human Resources Director, indicated that these funds were used to purchase a portable wireless mobile computer for the Career Fire Truck. Mr. Altice made a motion to approve the Resolution as presented; the motion was seconded by Vice Mayor Nance and carried by the following roll call vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Adopted Resolution No. 1983 appropriating funds in the amount of $1,785.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Fire & EMS budget The Clerk gave an update on the schedule for the Council in the Neighborhood Meetings. The October 16th meeting will be at the Living Waters Church for the Midway community. The January 15th meeting will be at the Campbell Memorial Presbyterian Church for the Cundiff Elementary School community. The proposed location for the April meeting is the Craig Center and we are still considering a location for the June meeting. The Mayor again mentioned the Veterans Day Picnic and hoped we had good attendance. He complimented two police officers who were helping a citizen several nights ago. Vice Mayor Nance briefly reviewed the financial report for June 2012. The Finance Committee met and reviewed three main items. One is the contract for the lease of the nine (9) police vehicles that will carry over into the 6th budget year and we will need to be aware of that in preparing the budget for that year. The Committee recommends that we authorize the Town Manager to execute the contract with the leasing company. The next item was review of the Financial Report for the end of the year. It was a very good year and we ended up with General Fund Revenues over Expenditures in the amount 7 of $611,455.00. The larger portion of that can be contributed to the hiring freeze, sale of the rights-of-way to AEP as well as each department managing their budgets but at the same time maintaining the same level of services to the Town. The Utility Fund Revenues also ended over Expenditures in the amount of $251,122.00. The third item discussed was the Utility Billing Ordinance to create a utility deposit and the Committee recommends that we place it back on the Council agenda for action. Vice Mayor Nance moved that the financial report be approved as presented; the motion was seconded by Mr. Altice. Mr. Thompson indicated that this is an unaudited report. The motion carried by the following vote, with all members voting: Vote 4-0; Yeas (4) – Adams, Altice, Nance, Grose; Nays (0) – None; Absent (1) - Hare. Mr. Altice commented that he was glad we were able to place funds back in the rainy day account. Comments from Council: Mr. Adams complimented Public Works on their quick response to a citizen complaint about weeds on some of the streets. The Town Manager reminded Council that the Public Works Committee will meet tomorrow, August 22, 2012, at 3:00 p.m. Vice Mayor Nance moved that the regular meeting be adjourned, the motion was seconded by Mr. Adams and carried by the following vote, with all members voting: Vote 5-0; Yeas (4) - Adams, Hare, Nance, Grose; Nays (0) – None. The regular meeting was adjourned at 7:45 p.m. APPROVED: ________________________________ Bradley E. Grose, Mayor ATTEST: ___________________________________ Susan N. Johnson, Town Clerk Meeting Date: September 4, 2012 Department: Town Clerk Issue: Proclamation for Alzheimer’s Month Summary: Annette Carter, a member of the local Alzheimer’s Walk Committee asked if we could prepare this Proclamation. Other members of the Committee will also be present to accept the Proclamation. The local Walk is September 15th in downtown Roanoke. Attachments: Proclamation Recommendations: Read Proclamation and present to Committee Members Town Council Agenda Summary Meeting Date: September 4, 2012 Department: Town Clerk Issue: Proclamation for National Preparedness Month Summary: Governor McDonnell has recognized September as National Preparedness Month. The Virginia Department of Emergency Management has contacted all local emergency management officials and asked that each locality also prepare a Proclamation. Attachments: Proclamation Recommendations: Read Proclamation and staff will forward to Virginia Department of Emergency Management Town Council Agenda Summary Meeting Date: September 4, 2012 Department: Council Issue: Certificate of Appreciation – Southern States Cooperative, Inc. Summary: We want to recognize Southern States for their contributions to the Town and its citizens. David Jones, Manager, will be present at the meeting Attachments: Certificate of Appreciation Recommendations: Read Certificate and present to Mr. Jones Town Council Agenda Summary _____________________________________ Christopher S. Lawrence, Town Manager ______________________________________________ Bradley E. Grose, Mayor Certificate of Appreciation Southern States Cooperative, Inc. Roanoke Feed Mill (The Town’s oldest business, established in 1935) This certificate is awarded to in appreciation for your contributions to the Town and its citizens such as supporting the Manna Ministries, providing funding toward a Squad Room in the new Fire and EMS Building, making a contribution to the Vinton-Roanoke County Veterans Monument and others too numerous to list. September 4, 2012 Meeting Date: September 4, 2012 Department: Public Works Issue: Update on Virginia Department of Transportation (VDOT) Walnut Avenue Bridge Project. Summary: To provide a briefing for the Walnut Avenue Bridge replacement project being performed and administrated by the Commonwealth of Virginia Department of Transportation with allocated funding by both the Town of Vinton and VDOT. Attachments: Brief Scope/Estimated Budget/Estimated Schedule Project Map Aerial View Recommendations: No action required Town Council Agenda Summary Information from VDOT Appendix A of: Urban Construction Project Agreement for UPC 76677 for VDOT Project Number U000-149-103, Walnut Avenue Bridge Replacement Brief Scope Estimated Budget Estimated Schedule Project Number: UPC: Locality: Scope: From: To: Construction 1,400,036.00$ 2/12/2013 7/14/2014 17 Total Estimated Cost $2,102,231 Total Months = 95 491,000.00$ 8/15/2006 7/13/2012 71 Right of Way & Utilities 211,195.00$ 7/13/2012 2/12/2013 7 per Phase Preliminary Engineering Walnut Avenue - replace bridge and approaches over Glade Creek 0.136 MW 5th Street 0.044 ME 5th Street Project Estimates Phase Estimated Project Costs VDOT Administered Appendix A U000-149-103 76677 (month/day/year) (month/day/year) Town of Vinton Project Location ZIP+4: 24179 3217 Locality DUNS# 001574052 Locality Address (incl ZIP+4): 24179 2531Project Narrative 1 Meeting Date: September 4, 2012 Department: Finance/Treasurer Issue: Consider adoption of an Ordinance amending Chapter 94 – Utilities, of the Town Code relating to recent changes by the General Assembly and adding language regarding the collection of deposits. Summary: The Finance Department and the Finance Committee have been working on updates to Chapter 94-Utilities of the Town Code. This ordinance brings the Town Code into compliance with the State Code changes that were enacted by the General Assembly effective July 1, 2012. It also establishes a $100 deposit for residential applicants for water service who are non-property owners. A deposit can also be required of either commercial or residential customers whose utility service has been discontinued for non-payment twice in a twelve month rolling period. (Fiscal Year) The Deposit will need to be established in the Town of Vinton Rates & Charges Schedule for Water and Wastewater Service Schedule. The effective date will be November 1, 2012. Section 94-14 provides that any unpaid water and sewer fees and charges, and any penalty and interest thereon, shall constitute a lien against the property, ranking on parity with liens for unpaid taxes, so long as the lien placed upon the property by the town complies with the applicable provisions of Section 15.2.-2119 Code of Virginia (1950), as amended. In eight years as Treasurer, I have placed four (4) liens on properties to recover Town Council Agenda Summary 2 delinquent amounts owed to the town. These amounts are as follows: • $329.69 for an account in Roanoke County Service area that the owner vacated with no notice to the Town. The lien has been paid. • $185.58 for an account in Roanoke County Service area that the owner vacated with no notice to the Town. The lien is still outstanding. • $769.85 for a landlord that was about to let a property go back to the bank. The lien has been paid. • $923.54 for a customer that was cut-off for non-payment and tried to cut the meter on and in turn caused extensive damaged to the meter and broke the connection. Bill included labor for Public Works and the use of backhoe to reinstall meter box and reconnect the meter. The lien has been paid. My staff’s first priority is to work with our customers to try and collect payment. The ability to place a lien on property is a useful tool if used properly, but it will only be used as a last resort after all other options have been exhausted. The Finance Committee at the August 13, 2012 meeting requested the Ordinance be placed on the September 4th Council Agenda with public comment. Attachments: Ordinance Recommendations: After time of public comment, motion to adopt Ordinance 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, SEPTEMBER 4, 2012, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE to amend Article I, “In General,” of Chapter 94, “Utilities,” of the Vinton Town Code by adding §§ 94-4 through 94-14, addressing the collection of utility fees and charges generally; the discontinuance of service generally; providing for tenant deposits and disconnection deposits; providing for the collection of delinquent accounts as set forth in § 15.2- 2119 of the Code of Virginia, 1950 (as amended); authorizing liens on real property for unpaid service charges; and to repeal §§ 94-47 through 94-50 and §§ 94-92 through 94-94, which had similar provisions to the sections being added by this ordinance, and providing for an effective date. BE IT ORDAINED by the Town Council of the Town of Vinton that Article I, “In General,” of Chapter 94, “Utilities,” of the Vinton Town Code is hereby amended by adding §§ 94-4, “Collection of utility fees and charges generally; when due and payable - penalty;” 94-5, “Discontinuance of service generally;” 94-6, “Discontinuance of service for delinquency in payment of utility bills; generally;” 94-7, “Re-establishment of utility service in another name;” 94-8, “Complaint or failure to receive bill not ground for non-payment;” 94-9, Deposit prerequisite to service – Required;” 94-10, “Same – refund;” 94-11, “Same- receipts;” 94-12, “Same- Deposit and withdrawal;” 94-13, “Transfer of account; deposits and balances;” 94-14, “Unpaid water and sewer fees and charges – lien on property; interest; collection costs;” to improve and facilitate the collection of water and sewer service charges and by repealing §§ 94- 47, “Responsibility of property owner for payment;” 94-48, “When due and payable; penalty for late payment;” 94-49, “Discontinuing service for failure to pay;” 94-50, “Failure to receive bill;” 94-92, “Responsibility of property owner for payment;” 94-93, “When due and payable; penalty and discontinuance of service for failure to pay;” and 94-94, “Failure to receive bill;” as follows: ARTICLE I. – IN GENERAL Secs. 94-1 – 94.20 94.3. Reserved. Sec. 94-4. –Collection of utility fees and charges generally; when due and payable – penalty. Charges and fees for water and sewer services provided by the town may be charged to and collected from individuals and entities as set forth in § 15.2-2119 of the Code of Virginia (1950) as amended from time to time. Bills for water and sewer service shall be due and payable upon receipt. Bills for service not paid by the 18th of the month following the end of the period for which service is billed may be subject to a penalty of ten percent added thereto. 2 Sec. 94-5. - Discontinuance of service generally. The finance director/treasurer may discontinue water and sewer service without notice for any of the following reasons; for repairs; for want of supply; for any fraudulent representation in relation to the consumption of water; for violation of contract or of any rules or regulations applying at the time to the customer's service; in the event the customer's service is detrimental to the service in general or his immediate locality; on account of riots, strikes, insurrections, government, state or municipal authorities or acts of God or any other cause whatsoever. The town shall not be liable for damage to any person for such discontinuance of service. Sec. 94-6. - Discontinuance of service for delinquency in payment of utility bills; generally. The finance director/treasurer is authorized to discontinue water and sewer service furnished by the town if the customer is delinquent in the payment of any account for water or sewer service due the town subject to the provisions set forth in § 15.2-2119 Code of Virginia (1950), as amended from time to time. Before water and sewer service is discontinued, the person whose account is delinquent shall be so notified. Notice of the payment date to avoid disconnection of water or sewer service shall be placed on the bill, which shall be mailed a minimum of five (5) working days before said date. Delinquency shall mean an amount due, equal to or greater than ten dollars ($10.00), not paid by the 18th of the month in which the bill is due. Sec. 94-7. - Re-establishment of utility service in another name. After water or sewer service has been discontinued to either a residence or business establishment because of nonpayment of a bill, the finance director/treasurer shall not again supply water or sewer service at such location in the name of any other person if the person whose service was discontinued for nonpayment of the bill shall continue to reside or conduct business at such location, or be one (1) of the lessees at such location and such bill remains unpaid. Notwithstanding the foregoing, the town shall not deny service to a new tenant at the location unless a lien has been recorded against the property owner. Sec. 94-8. - Complaint or failure to receive bill not ground for nonpayment. Complaint against a water or sewer bill or failure to receive a bill for services shall not be taken as a proper excuse for refusal to pay such bill when due or exempt the customer from the imposition of penalties for failure to pay such bill at the proper time. Sec. 94-9. - Deposit prerequisite to service—Required. Every residential lessee or tenant applying for utility service furnished by the town or person or entity who is not a utility user at the place, and for the purpose, for which the application is being made, and of whom a written application is required, shall be required to deposit with the finance director/treasurer, or his designee, before such service is begun, and keep on deposit with the town treasurer until same is applied against a closed account or refunded, as provided in this chapter, a deposit in an amount of at least three months and no more than five months water and sewer charges in accordance with the fee and charge schedule established and approved by the town council. 3 In addition, a deposit in an amount of at least three months and no more than five months water and sewer charges in accordance with the fee and charge schedule established and approved by the town council for the type of account (i.e. residential or commercial) shall be required of any person, firm, or corporation whose utility service has been discontinued for nonpayment of its account twice in a twelve (12) month rolling period. No deposit shall be required from a lessee or tenant to obtain water and sewer services in the name of such lessee or tenant if such lessee or tenant presents to the locality a landlord authorization letter which has attached documentation showing such lessee or tenant receives need-based local, state, or federal rental assistance, and the absence of a security deposit shall not prevent the town from exercising its lien rights pursuant to applicable provisions of the Virginia Code. Sec. 94-10. - Same—Refund. The town finance director/treasurer is authorized to pay to any depositor the amount of his deposit, in excess of the amount owed the town for utility service, if any, without interest. Sec. 94-11. - Same—Receipts. When receiving a deposit, the town finance director/treasurer shall receipt to the depositor therefor, on forms in which the depositor shall consent to the application by the town finance director/treasurer the deposit, or so much thereof as may be necessary, to the payment of any past due bill of utility service. Sec. 94-12. - Same—Deposit and withdrawal. All funds received by the finance director/treasurer as deposits for utility service shall be deposited in a non-interest bearing account at such bank as the council may direct and withdrawn as may be provided in this Code. Sec. 94-13. - Transfer of account; deposits and balances. Account balances, whether credits or debits, of any person or entity relocating from one (1) location served by town water or sewer services to another location so served, shall be transferred from the old account to the new. Amounts due on any account of any person or entity that is terminated shall be transferred to any active account of the same person or entity thirty (30) days after termination, if not sooner settled. Credits remaining on any terminated account shall be paid to the account owner within thirty (30) days. Sec. 94-14. - Unpaid water and sewer fees and charges – lien on property; interest; collection costs. Unpaid water and sewer fees and charges, and any penalty and interest thereon, shall constitute a lien against the property, ranking on parity with liens for unpaid taxes, so long as the lien placed upon the property by the town complies with the applicable provisions of § 15.2-2119 Code of Virginia (1950), as amended from time to time. All such liens imposed shall incur interest at a rate of ten percent per annum. Reasonable attorneys’ fees and other costs of 4 collection may be recovered as provided pursuant to § 15.2-2119. Secs. 94-15 – 94.20. Reserved. * * * ARTICLE II. – WATER DIVISION 2. – SERVICE CHARGES * * * Sec. 94-47. - Responsibility of property owner for payment. Where charges for water service are made against a tenant, the owner of the property in question shall be directly liable therefor in case such tenant fails to pay the charges assessed. Sec. 94-48. - When due and payable; penalty for late payment. Bills for water service shall be due and payable upon receipt. Bills for water service not paid by the 18th of the month following the end of the period for which service is billed shall have a penalty of ten percent added thereto, unless the 18th falls on a Saturday, Sunday or a holiday, in which case the time of payment without penalty will be extended through Monday or the day after the holiday. Sec. 94-49. - Discontinuing service for failure to pay. Should a bill for water service remain unpaid until the last day of the month following the end of the period for which service is billed, water service to the premises in question shall be disconnected, without additional notice, and service shall not be restored until all bills due and payable for water service have been paid, together with a charge in accordance with section 94- 46(b), miscellaneous charges. Sec. 94-50. - Failure to receive bill. Failure to receive a bill for water service shall not be construed to constitute sufficient reason to claim exemption from the terms of this article. Secs. 94-51 94.47—94-70. - Reserved. * * * ARTICLE III. – SEWAGE DIVISION 2. – SERVICE CHARGES * * * Sec. 94-92. - Responsibility of property owner for payment. Where charges for sewer service are made against a tenant, the owner of property in question 5 shall be directly liable therefor in case such tenant fails to pay the charges assessed. Sec. 94-93. - When due and payable; penalty and discontinuance of service for failure to pay. Bills for sewer service shall be due and payable upon receipt. Bills for sewer service not paid by the 18th of the month following the end of the period for which service is billed shall have a penalty of ten percent added thereto, unless the 18th falls on a Saturday, Sunday or a holiday, in which case the time of payment without penalty will be extended through Monday or the day after the holiday. Should a bill for sewer service remain unpaid by the last day of the month following the end of the period for which service is billed, sewer service to the premises in question shall be discontinued, without additional notice, and shall not be restored until all bills due and payable for sewer service have been paid in full, together with such charge as may be prescribed by the council for restoration of such service. Sec. 94-94. - Failure to receive bill. Failure to receive a bill for sewer service shall not be construed to constitute sufficient reason to claim exemption from the terms of this article. Secs. 94-95 94-92—94-110. - Reserved. ____________________________ This ordinance shall take effect upon passage. This Ordinance adopted on motion made by Council Member ________________ and seconded by Council Member ____________________, with the following votes recorded: AYES: NAYS: APPROVED: __________________________________ Bradley E. Grose, Mayor ATTEST: ____________________________________ Susan N. Johnson, Town Clerk Meeting Date: September 4, 2012 Department: Finance/Treasurer Issue: Consider adoption of an Ordinance setting the residential/ commercial/ institutional/industrial water and wastewater rates and charges effective November 1, 2012. Summary: The adoption of this ordinance is necessary in order to implement the new deposit policy and actually set the deposit fee. The Rates and Charges Schedule for Water and Wastewater Service Schedule will need to have the Tenant Deposit for Residential Unit added as well as the Deposit Required after Disconnection added under the Miscellaneous Water Service Charges and Fee section of the rate schedule. The implementation date for the deposits will be November 1, 2012. Attachments: Ordinance Rates & Charges Schedule for Water and Wastewater Service Schedule Recommendations: Motion to adopt Ordinance Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, SEPTEMBER 4, 2012, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE to amend the water and wastewater service rates and charges schedule to provide for tenant deposits and deposits upon disconnection of water service and wastewater service for non-payment pursuant to the Vinton Town Code, Chapter 94, Utilities, Section 94-9, “Deposit prerequisite to service – Required,” and establishing an effective date. WHEREAS, the General Assembly recently made changes to section 15.2-2119 of the Code of Virginia, 1950 (as amended) concerning the manner in which delinquent charges for water and sewer service are collected from tenants and landlords; and WHEREAS, after receiving public comment, the Town Council has determined that it is in the best interests of the Town and its utility service area customers to adopt a policy for collecting deposits from tenants and other customers whose service is disconnected due to delinquent payments. NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Vinton that the attached Water and Wastewater Service Fees and Charges Schedule, attached hereto and incorporated by reference, to be effective November 1, 2012, is hereby amended, enacted, and approved. This Ordinance adopted on motion made by Council Member ____________________ and seconded by Council Member ____________________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Susan N. Johnson, Town Clerk Effective Date: Town Council Ordinance No.___ dated _________ Page 1 of 2 TOWN OF VINTON RATES & CHARGES SCHEDULE FOR WATER AND WASTEWATER SERVICE Water Rates & Charges Minimum Charge for Residential Service (Bimonthly ) First 3,000 gallons or less thru 5/8" meter $15.92 Residential Volumetric Consumption Rate Next 42,000 gallons or less (per 1,000 gallons )$2.94 Next 255,000 gallons or less (per 1,000 gallons )$2.55 Next 700,000 gallons or less (per 1,000 gallons )$2.35 All over 1,000,0000 gallons (per 1,000 gallons )$1.94 Minimum Charge for Commercial/Institutional/Industrial Service (Monthly ) First 1,500 gallons or less thru 5/8" meter $7.97 First 1,500 gallons or less thru 3/4" meter $8.69 First 1,500 gallons or less thru 1" meter $9.28 First 1,500 gallons or less thru 1-1/4" meter $9.66 First 1,500 gallons or less thru 1-1/2" meter $10.44 First 1,500 gallons or less thru 2" meter $13.36 First 1,500 gallons or less thru 3" meter $17.85 First 1,500 gallons or less thru 4" meter $23.44 First 1,500 gallons or less thru 6" meter $29.31 First 1,500 gallons or less thru 8" meter $32.81 Commercial/Institutional/Industrial Volumetric Consumption Rate All over 1,500 gals. (per 1,000 gals.)$3.75 Purchased Water Sales Service Charge.$2.00 Volumetric Consumption Rate (Residential/Commercial/Institutional). (Per 1,000 gallons )$3.40 Volumetric Consumption Rate (Industrial). (Per 1,000 gallons )$3.50 Bulk Water Sales Hydrant Meter Service Charge.$165.00 Volumetric Consumption Rate (per 1,000 gallons).$15.18 Unmetered Service Charge.$110.00 Volumetric Consumption Rate (per 1,000 gallons).$15.18 Note. The Town shall determine when the hydrant meter will be used. Miscellaneous Water Service Charges and Fees Initial Service Application.$25.00 Tenant Deposit for Residential Unit $100.00 Deposit Required After Disconnection $100.00 Re-check reading of meter (See Note 1).$20.00 Meter Accuracy Test - Residential (See Note 2).$25.00 Meter Accuracy Test - Comml./Inst./Ind. (See Note 2).$150.00 Reconnect fee.$40.00 Additional Overtime Charge (See Note 3)$25.00 Return check fee.$35.00 Note 1. No charge for first re-read request. No charge for misread meter. Charge applies to any additional requests within a 12-month period. Note 2. No charge if meter fails accuracy test. Note 3. Applies for work other than 8:00 AM to 5:00 PM, Monday thru Friday. Effective Date: Town Council Ordinance No.___ dated _________ Page 2 of 2 Wastewater Rates & Charges Minimum Charge for Residential Service - Metered (Bimonthly ) First 3,000 gallons or less $23.39 Residential Volumetric Disposal Rate All over 3,000 gallons (per 1,000 gallons )$3.43 Minimum Charge for Commercial/Institutional/Industrial - Metered Service (Monthly ) First 1,500 gallons or less.$11.68 Commercial/Institutional/Industrial Volumetric Disposal Rate All over 1,500 gallons (per 1,000 gallons )$3.43 Residential Unmetered Service (Bimonthly) Fixed Charge (See Note 1)$48.71 Note 1. Applies where no individual residential water meter is installed. Meeting Date: September 4, 2012 Department: Public Works Issue: Consider adoption of a Resolution authorizing the Town Manager to execute an Urban Project Construction Agreement and an Appendix A with the Virginia Department of Transportation (VDOT) relating to the Walnut Avenue Bridge Project. Summary: Document signifying the agreement between VDOT and the Town of Vinton that each party will complete tasks and meet schedules contained therein regarding named project Attachments: Urban Construction Project Agreement for UPC 76677 Appendix A of UPC 76677 Resolution Recommendations: Motion to adopt Resolution Town Council Agenda Summary URBAN PROJECT CONSTRUCTION AGREEMENT THIS AGREEMENT, made and executed in triplicate as of this ______ day of ____________, 20____, between the COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION, hereinafter referred to as the "DEPARTMENT" or “VDOT” and the TOWN OF VINTON, hereinafter referred to as the "MUNICIPALITY". WHEREAS, the Commonwealth Transportation Board and MUNICIPALITY have allocated funds for Walnut Ave bridge Replacement, Project # U000-149-103 ; UPC #76677, hereinafter referred to as the “Project”; and WHEREAS, the MUNICIPALITY has requested that the DEPARTMENT design and construct this project, and the DEPARTMENT has agreed to perform such work; and NOW THEREFORE, in consideration of the premises and mutual covenants and agreements contained herein, the parties hereto agree as follows: A. The DEPARTMENT shall: 1. Complete the project as identified in this agreement, advancing such work diligently based upon the schedule identified in Appendix A. 2. Perform or have performed for, all preliminary engineering (“PE”), right-of-way acquisition (“Right of Way”), construction, contract administration, and inspection services activities for the project as required. 3. Provide the MUNICIPALITY a payment schedule for the municipality’s share of estimated project costs for PE and Right of Way and for Construction, in accordance with the tabulation provided in Appendix A, and as follows: a) For the estimated MUNICIPALITY share, the estimated costs and payment schedule for PE and Right of Way will be determined after project scoping b) For the estimated MUNICIPALITY share of construction costs, prior to the award of the construction contract, Appendix A will be modified to reflect estimated construction costs Project Number UPC Project/Street name Local Government U000-149-103 76677 Walnut Ave Town of Vinton Project U000-149-103 UPC 76677 OAG Approved 08-19-2011 2 4. Remit invoices to the MUNICIPALITY for sums owed by the MUNICIPALITY in accord with the amounts and schedule set forth in Appendix A. 5. Upon completion of the project, reconcile MUNICIPALITY payments (based on MUNICIPALITY’s estimated share of costs) against actual project costs allocable to the MUNICIPALITY, and reimburse MUNICIPALITY for any overpayments by the MUNICIPALITY or remit an invoice to MUNICIPALITY for any underpayment/amount still owed by the MUNICIPALITY. B. The MUNICIPALITY shall: 1. Remit payments to the DEPARTMENT,, in accordance with the amounts and schedule provided in Appendix A, within 30 days of receipt of an invoice issued by the DEPARTMENT . 2. After project completion, operate and maintain the Project, or cause it to be operated and maintained, in accord with applicable DEPARTMENT guidance and standards and in a manner satisfactory to the DEPARTMENT or its authorized representatives and make ample provision each year for such operation and maintenance. 3. After completion of the Project or any part thereof, not permit any reduction in the number of or width of traffic lanes, or any additional median crossovers and enlargement of existing median crossovers, or any alterations to channelization islands, without the prior written approval of the DEPARTMENT. 4. Erect informational, regulatory and warning signs, curb and pavement or other markings and traffic signals in conformance with the standards shown in the current edition of the Manual on Uniform Traffic Control Devices unless otherwise directed or approved by the DEPARTMENT, in writing. 5. Not permit additional access points other than those access points designated on the Project plans, without prior written approval of the DEPARTMENT. MUNICIPALITY understands and agrees that Right of Way for the Project was acquired, in contemplation of rights of access being restricted to points designated on the Project plans. C. Nothing in this Agreement shall obligate the parties hereto to expend or provide any funds in excess of funds agreed upon in this Agreement, which are set forth as estimates in Appendix A, or as shall have been included in an annual or other lawful appropriation. In the event the cost of a Project is anticipated to exceed the allocation shown for such respective Project, both parties agree to cooperate in providing additional funding for the Project or to terminate the Project before its costs exceed the allocated amount, however the DEPARTMENT and the Project U000-149-103 UPC 76677 OAG Approved 08-19-2011 3 LOCALITY shall not be obligated to provide additional funds beyond those appropriated pursuant to an annual or other lawful appropriation. D. Should the project be cancelled due to action or inaction by the MUNICIPALITY, the MUNICIPALITY shall be responsible for reimbursement of all funds in accordance with Section 33.1-44 of the Code. The MUNICPALITY will also be responsible for any costs associated with claims and liabilities due to the early termination of any construction contract(s) or improvement(s) issued pursuant to this AGREEMENT. THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK Project U000-149-103 UPC 76677 OAG Approved 08-19-2011 4 IN WITNESSETH WHEREOF, the parties sign and cause this AGREEMENT to be executed by their duly authorized officers. ATTEST: ______________________________ ______________________________ Town Clerk Town Manager Town of Vinton Town of Vinton NOTE: The official signing for the municipality must attach a certified copy of the authority under which this agreement is executed. _____________________________ ______________________________ Signature of Witness Commonwealth Transportation Commissioner Commonwealth of Virginia Department of Transportation Project Number: UPC: Locality: Scope: From: To: over 7 months. Total Maximum Reimbursement / Payment by Locality to VDOT $0 Sept. 4, 2012Christopher S. Lawrence ● The locality will be billed the locality share above beginning at the project scoping phase for the estimated PE and RW costs. The billing will be adjusted to include the Construction estimate beginning at the award date. (if applicable) (date) Recommendation and Date $ 3,709.37 (dollar amount) from the locality for this project as of 11/15/2011 Project Location ZIP+4: 24179-3217 Locality Address (incl ZIP+4): 24179-2531 Locality DUNS# 001574052 ● VDOT has billed $ 4,029.99 (dollar amount) the locality for this project as of 11/11/2011 Program and project Specific Funding Requirements 0.136 MW 5th Street 0.044 ME 5th Street Project Financing $1,013,242 $227,979 $25,331 $243,408 Aggregate Allocations (A+B+C+D+E) $60,852 $1,570,812 Department Project Coordinator Contact Info: Locality Project Manager Contact info: : Joey Hiner; 540-983-0646 Jason Oldham; 540-378-5041 Authorized Locality Official and date (date) ● The locality shall make equal payments to VDOT as follow: $ 827.14 Authorized VDOT Official ● VDOT has received $ f th Typed or printed name of person signing Typed or printed name of person signing ● This Appendix A supersedes any previously listed funding schedule. This attachment is certified and made an official attachment to this document by the parties to this agreement $0 $0 $0 $0 2.00% $0 -$ $0 $9,820 7/13/2012 2/12/2013 7/14/2014 -$ 138.44$ $2,102,231 95 Right of Way & Utilities 211,195.00$ 7/13/2012 Construction 1,400,036.00$ 2/12/2013 $0Total RW $0 Total PE $491,000 VDOT Administered Appendix A 76677 Town of VintonU000-149-103 Phase Project Allocations Monthly Locality Payment to VDOT (Local Share Amount divided by Months above) Funds type (Choose from drop down box) Total Estimated Cost Project Narrative Walnut Avenue - replace bridge and approaches over Glade Creek Urban Match Local Match Federal Formula Match Project Estimates Phase Estimated Project Costs Estimated Start Date (month/day/year) Estimated End Date (month/day/year) 138.44$ $9,820 Local Share AmountLocal % Participation for Funds Type Total Number of Months per Phase Total Months = Preliminary Engineering 491,000.00$ 8/15/2006 Preliminary Engineering $491,000 Urban Project Cost and Reimbursement 71 7 17 $0 $0 Right of Way & Utilities $0 Total CN $9,820 138.44$ Total Estimated Cost $0 Construction (if applicable) ● This is a limited funds project. The locality shall be responsible for any additional funding in excess of $ - $491,000 $9,820 Total Maximum Reimbursement by VDOT to Locality (Less Local Share and VDOT Expenditures)$0 Version 8/19/11 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 4, 2012, AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton (Town) and the Virginia Department of Transportation (VDOT) have allocated funds for the Walnut Avenue Bridge Replacement, Project No. U000-149-103, UPC No. 7667; and WHEREAS, the Town and VDOT need to enter into an Urban Project Construction Agreement and an Appendix A to said Agreement related to the project; and WHEREAS, Council needs to authorize the Town Manager to execute the Agreement and Appendix A for the project. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to execute the Agreement and Appendix A for the work and any other necessary documents which shall be in a form approved by the Town Attorney. 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 4, 2012 Department: Police Issue: Consider adoption of a Resolution appropriating funds in the amount of $2,500.00 from DCJS Forfeiture Funds for the purchase of an engraved brick at the Commonwealth Public Safety Memorial in Richmond, Virginia, on behalf of the Town of Vinton Police, Fire and Rescue Departments Summary: The Virginia Public Safety Memorial will be constructed on the grounds of the Virginia Capitol in Richmond, and is being built to honor all public safety personnel who have lost their lives in the line of duty. Governor McDonnell is allowing asset forfeiture funds to be used to help raise money for the project, in the form of buying a brick for the memorial site. The brick will be engraved with the names of Vinton’s public safety agencies and will be placed with others represented across the state on the grounds of the memorial. There is no impact to our department’s budget. Attachments: Informational Brochure 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 4, 2012 AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the V irginia Public Safety Memorial will be constructed to honor all public safety personnel who have lost their lives in the line of duty; and WHEREAS, Governor McDonnell is allowing asset forfeiture funds to be used to help raise money for the project thru the purchase of a brick. This brick will be engraved with the names of Vinton’s public safety agencies and placed with others, in the memorial; and WHEREAS, the Police Department is requesting $2,500.00 to be taken from the DCJS Asset Forfeiture fund to purchase this brick and there is no impact to our department’s budget. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 200.1899.008 Appropriation of Funds - DCJS $2,500.00 TO: 200.3101.599 DCJS Expenditures $2,500.00 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: September 4, 2012 Department: Public Works Issue: Consider adoption of a Resolution appropriating funds in the amount of $2,215.00 received through the VML Insurance Programs Risk Management Safety Grant Program to the Public Works budget Summary: Public Works Department applied for a Risk Management Grant on August 8, 2012 from VML Insurance Programs for the amount of $2215.00 for the replacement lighting for the garage and shop areas and was awarded the grant funding on August 21, 2012 under their Tier III qualifying level. Public Works is requesting that we would like to have the grant funding amount of $2215.00 appropriated into our Town Garage - Maintenance and Repair of Building Account # 200-1221-350 were 12, 100 Watt LED UFO Style Bay Lights will be purchased to replace the obsolete fluorescent type T-12 fixtures. Attachments: August 27, 2012 Staff Report Resolution Recommendations: Motion to adopt Resolution Town Council Agenda Summary TO: Christopher S. Lawrence, Town Manager FROM: Gary W. Woodson, Public Works Director DATE: August 27, 2012 SUBJECT: VML Risk Management Grant Program – Garage LED Lighting ISSUE/PURPOSE: Public Works Department applied for a Risk Management Grant on August 8, 2012 from VML Insurance Programs for the amount of $2215.00 for the replacement lighting for the garage and shop areas and was awarded the grant funding on August 21, 2012 under their Tier III qualifying level. The grant program provides a mechanism for funding to members for the purchase of vital safety equipment and training to strengthen risk management programs which may otherwise be cost prohibitive. Public Works would use the grant funds to subsidize the approximately $5000.00 needed for lighting improvements to the garage and shop areas of the facility. The 100 Watt LED lighting will provide brighter lighting with higher energy efficiency and longer service life for the facility. The current lighting for the garage and shop areas is a fluorescent Type T-12 style fixture that will become obsolete as the lighting ballasts burn out. Once, the ballasts burn out for the Type T-12 fixture each would need to be replaced with a different type of lighting fixture. The 12, 100 Watt LED lights are $4500.00 and will last approximately 10 years or longer and operate at about 40% of the energy used by the current fluorescent lighting. The other $500.00 in cost will be applied to installation and permitting fees. Public Works is requesting that we would like to have the grant funding amount of $2215.00 appropriated into our Town Garage - Maintenance and Repair of Building Account # 200-1221-350 were 12, 100 Watt LED UFO Style Bay Lights will be purchased to replace the obsolete fluorescent type T-12 fixtures. ACTION REQUESTED: For the Town Council to review and approve a resolution for Public Works to have the grant funding amount of $2215.00 appropriated into their Town Garage - Maintenance and Repair of Building Account # 200-1221-350 to purchase and install 12, 100 Watt LED UFO Style Bay Lights. DATE ACTION NEEDED: September 4, 2012 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 4, 2012 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 $2,215.00, 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, 2013 Budget. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following: FROM: 200.1899.001 Misc Income $2,215.00 TO: 200.1221.350 Maintenance & Building Repair $2,215.00 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: September 4, 2012 Department: Public Works Issue: Consider adoption of a Resolution awarding a bid and authorizing the Town Manager to execute a contract with S. J. Conner & Sons, Inc. in the amount of $31,750.00 to replace the Montgomery Village Pressure Reducing Station. Summary: Public Works would like to have a new concrete vault with a load rated hatch and new PRV station installed by the low contract bidder S. J. Conner & Sons, Inc. for a Lump Sum price of $31,750.00 in the Montgomery Village subdivision. The project was previously approved and funded in last year’s budget but due to timing constraints and construction bid submittals coming in higher than anticipated last year; the appropriated funds were returned to the Town’s General Funds account. The Town Attorney will prepare the appropriate Contract for the project in substantial conformance with the specifications contained in the Bid documents. Attachments: August 21, 2012 Staff report Selected pages from Bid Documents Resolution Recommendations: Motion to adopt Resolution Town Council Agenda Summary TO: Christopher S. Lawrence, Town Manager FROM: Gary W. Woodson, Public Works Director DATE: August 21, 2012 SUBJECT: Montgomery Village Pressure Reducing Valve Station Replacement ISSUE/PURPOSE: To replace an aging and deficient Pressure Reducing Valve (PRV) Station that is serving the Montgomery Village subdivision. Water pressure reducing valve stations are used to control pipeline pressure within zones or areas of the Town’s Water Distribution System, insuring delivery of water to residents at a safe operating pressures. The existing Montgomery Village subdivision station has been in service for approximately 16 years and it does not have secondary bypass piping. In the event of a main valve failure or the need to perform maintenance, pressure would be delivered at high levels that could cause extreme damages to residences in the served subdivision. Public Works would like to have a new concrete vault with a load rated hatch and new PRV station installed by the low contract bidder S.J. Conner & Sons, Inc. for a Lump Sum price of $31,750.00 in the Montgomery Village subdivision. The project was previously approved and funded in last year’s budget but due to timing constraints and construction bid submittals coming in higher than anticipated last year; the appropriated funds were returned to the Town’s General Funds account. The Public Works Department would like to have the Montgomery Village PRV funds re- appropriated and approved for construction. ACTION REQUESTED: For the Town Council to review, approve and re-appropriate $31,750.00 in funding to have the low bidder S.J. Conner & Sons, Inc. replacement of the Montgomery Village Pressure Reducing Station. DATE ACTION NEEDED: September 4, 2012 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 4, 2012, AT 7:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town has identified a project described as the Montgomery Village Pressure Reducing Valve Station Replacement; and WHEREAS, the Town Manager’s office solicited bids to qualified vendors to provide contracting services for the project and there were four bids submitted for the work; and WHEREAS, the lowest bidder withdrew its bid and the next lowest bidder was S. J. Conner & Sons, Inc. of Roanoke, Virginia, with a bid amount of $31,750.00; and WHEREAS, the funds need to be appropriated to the 300.9410.751 PRV Station – Montgomery Village expenditure account as detailed in the current budget to properly reflect the source of funds for this expense; and WHEREAS, the remaining $21,974 will come from the existing budget in 300.9900.407 Reserve for Contingencies and will need to be transferred to 300.9410.751 PRV Station – Montgomery Village Expenditure Account; and WHEREAS, Council needs to award the bid, authorize the Town Manager to execute the contract for the work and approve the appropriation of the funds. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby grant a contract to S. J. Conner & Sons, Inc. in the amount of $31,750.00 and authorize the Town Manager to execute a contract and any other necessary documents in substantial conformance with the specifications contained in the Bid Documents for Solicitation No. TOVPW-12C- 130751-003, said contract to be prepared and approved by the Town Attorney. BE IT FURTHER RESOLVED that the Vinton Town Council does hereby make an additional appropriation of $9,776 to the annual budgetary appropriation and transfers the $21,974 from the Utility Fund contingency to the detailed line item for the fiscal year ending June 30, 2013, as follows: Appropriation From: 300.1899.009 Appropriated Fund Balance $9,776.00 To: 300.9410.751 PRV Station –Montgomery Village $9,776.00 2 Budget Transfers From: 300.9900.407 Reserve for Contingency $21,974.00 To: 300.9410.751 PRV Station – Montgomery Village $21,974.00 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: September 4, 2012 Department: Public Works Issue: Public Works Committee Summary: On August 22, 2012 the Public Works Department Director briefed the Public Works Committee on the contract bid oversight Of Alternate F of the Glade Tinker Creek Wastewater Interceptor Project and gave a Power Point presentation for an asset management software CityWorks. Attachments: August 22, 2012 Minutes. Recommendations: No action required Town Council Agenda Summary Meeting Minutes Subject Public Works Committee Meeting Date 08/22/2012 Time 3:00 p.m. Location Council Chambers Attendees Chris Lawrence, Brad Gross, Bobby Altice, Gary Woodson, Jill Acker Key Points Discussed No. Topic Highlights 1. Update on Glade Tinker Creek Interceptor Project Broke ground – Placement of 236’ of 1183’ has been installed. Contractor is on schedule, 5 month completion, no change orders yet, PW’s is inspecting the site daily. 2. Glade Tinker Creek Alt F. contract bid oversight Alt. F = 336’ pipe – PW’s has requested a project lump sum price – We have a 30% project contingency in place that should cover Alt. F. Projected cost estimate for Alt. F is $65,000 to $70,000. 3. Glade Tinker Greenway Discussed project coordination for grading and working with 50K grant funding monies. 4. CityWorks Asset Management Software Upon hire, Gary was asked to look at what Public Works could do to be more efficient and streamline the Department with staffing and asset management. 5. About CityWorks Geared to smaller government organizations with opportunity to customize, pay for up front and would then have yearly maintenance fees. 6. What CityWorks can do Discussed features such as tracking, history and gathering of Highway Maintenance information for VDOT reimbursement up to 1 million dollars a year. GIS Interface. 7. CityWorks Packages Option 1- a basic out-of-box standard form; Option 2-includes the Admin Designer Tool for customizations – each package price discussed including number of users and yearly maintenance fees. 8. Questions regarding CityWorks presentation Brand of server, where server would be located, who would maintain hardware. Use of Cityworks by War Memorial or Municipal building – capturing $ spent for improvements. 9. Final comments regarding CityWorks Impressive; seems like a good tool - Possible to pull from several funds to cover cost. Look at dollars, bring back to council. Move Forward Meeting Date: September 4, 2012 Department: Finance/Treasurer Issue: Financial Report for July 2012 Summary: The Financial Report for the period ending July 31, 2012 has been placed in the Town’s Dropbox and also on the Town’s “T” Drive under the folder T:\Finance\Shared Documentation\Monthly Financial Reports\FY 2012-2013 for accessibility to staff. The Finance Committee is meeting on Tuesday, September 4, 2012 at 5:30 pm to discuss the report and will make a presentation of the report to Council during the Council Comment Section of the Regular Meeting on September 4, 2012. Attachments: See report in Financial folder in Drop Box Recommendations: Motion to approve the Financial Report for the period ending July 31, 2012. Town Council Agenda Summary Meeting Date: September 4, 2012 Department: Council Issue: Request to Convene in Closed Meeting, Pursuant to § 2.2- 3711 A(1) of the 1950 Code of Virginia, as amended, for discussion regarding appointments to boards and commissions. Summary: Council will discuss current vacancies Attachments: Vacancy List Certification of Closed Meeting Recommendations: Reconvene and adopt Certification of Closed Meeting Town Council Agenda Summary CURRENT VACANCIES Fair Housing Board – two vacant expired three-year terms; the term of Juanita Echols will expire on 10/31/12 Board of Zoning Appeals ( two Alternates) – one expired five year term ending 02/20/16; one unexpired five year term ending 02/20/16 Planning Commission – the term of William Booth expires 10/31/12 Highway Safety Commission – one expired three year term ending 02/04/15 Comprehensive Economic Development Strategy (CEDS) – the terms of Carolyn Fidler, Hal Mabe and Stephanie Brown expired on 6/30/11 Roanoke Valley Greenway Commission – one unexpired three year term ending 06/30/13 AT A CLOSED MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 4, 2012, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILIDNG, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. CERTIFICATION THAT A CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Town Council of the Town of Vinton, Virginia has convened a closed meeting on this date, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Vinton Town Council that such closed meeting was conducted in conformity with Virginia Law. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council hereby certifies that to the best of each member's knowledge: 1. Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Town Council. Motion made by Council Member ________________, and seconded by Council Member ________________, with all in favor. ___________________________________ Clerk of Council