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HomeMy WebLinkAbout10/6/2009 - Regular Bradley E. Grose, Mayor Vinton Municipal Building Robert R. Altice, Councilman 311 South Pollard Street Carolyn D. Fidler, Councilwoman z Vinton, VA 24179 William"Wes"Nance, Councilman (540)983-0607 William E. Obenchain, Jr,, Vice Mayor 1884 Vinton Town Council Regular Meeting Tuesday, October 6, 2009 AGENDA Consideration of: A. 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA I Approval of Minutes: Regular Meeting of September 1 and September 15, 2009 2. Request to Cancel October 20, 2009 Vinton Town Council Meeting Due to VML Conference E. AWARDS, RECOGNITIONS, PRESENTATIONS F. CITIZENS' COMMENTS AND PETITIONS G. TOWN ATTORNEY H. TOWN MANAGER I. MAYOR J. COUNCIL K. ADJOURNMENT NEXT TOWN COUNCIL MEETING: November 3, 2009 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. WORK SESSION 1 Community Garden 2, Huntington Court— Roanoke 138 kv Trans Project—Appalachian Power MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, SEPTEMBER 1, 2009 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D, Fidler William W. Nance William E. Obenchain, Jr. STAFF PRESENT: Chris Lawrence,Town Manager Elizabeth Dillon,Town Attorney Darleen Bailey,Town Clerk Ben Cook, Police Lieutenant Mike Kennedy, Public Works Director Herb Cooley, Police Chief Mary Beth Layman, Special Programs Coordinator Beth Austin, Human Resources Manager Barry Thompson, Finance Director/Treasurer Joey Hiner,Assistant Public Works Director Mark Vaught, Police Lieutenant Agenda A. 6:15 P.M. — Roll Call and Establishment of a Quorum B. CLOSED MEETING 1. Request to Convene in a Closed Meeting Pursuant to §2.2-3711 (A) 3 — Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body C. 7-00 P.M. Reconvene and Adopt Recertification of Closed Meeting D. INVOCATION E. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG F. CONSENT AGENDA 1. Approval of Minutes - Regular Meeting of August 18, 2009 G. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Officer of the Month for July, 2009 — MPO Anna Wooten 11, CITIZENS' COMMENTS AND PETITIONS 1, TOWN ATTORNEY 1 Request to I"'siablish LI .MUltijUl-iSdictional Family Violence Fatality Rc%,IC\V 1'CJ111 — RCSOILM011 No. 1839 J. TOWN MANAGER 1. Request to Approve Vehicle Take-Home Policy 2. Request to Allocate Funding for Chestnut Mountain Utility Improvements — Resolution No. 1840 K. MAYOR L. COUNCIL M. ADJOURNMENT WORK SESSION 1. Special Events Policy 2, Septic System Study Update 3, System Wide Inflow and Infiltration Study Update 4, Update on Pump Stations Mayor Grose called the regular meeting to order at 6:15 p.m. Following roll call, Ms. Roll call, invocation and Fidler moved to convene in a closed meeting pursuant to § 22-3711 A (3) of the Pledge of Allegiance to U.S. 1950 Code of Virginia for discussion or consideration of the acquisition of real Flag. property for a public purpose, or the disposition of publicly held real property where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. The motion was seconded by Mr. Obenchain and passed on a unanimous roll call vote, Following the vote to go into closed meeting, the Town Manager announced that the closed meeting would need to be rescheduled for the next regular meeting as he had been notified that the interested party was not able to attend as planned. At 7:00 p.m., the Mayor reconvened the regular meeting. Mr. William Booth gave the invocation and Mr.Altice led the Pledge of Allegiance to the U.S. Flag. The Consent Agenda was approved on a motion by Mr. Nance that was seconded by Approved Consent Agenda Ms, Fidler and approved with all in favor, Mr. Nance read a letter naming Master Police Officer Anna Wooten as Officer of the Month for the month of July, 2009. Elizabeth Dilion, Town Attorney, reported on a request to establish a Adopted Resolution No. Multijurisdictional Family Violence Fatality Review Team. She advised that these 1839 establishing a Multi- teams are permitted by Virginia Code 32.1-283.3 and it has been proposed by the jurisdictional Family Vio- Vinton Police Department that the Town establish a team along with the Roanoke lence Fatality Review Team County and the Cities of Roanoke and Salem. She explained that the purpose of these teams is to examine incidents where fatalities and domestic violence occurs and to develop a body of information to help prevent them from happening in the future. Mr. Obenchain moved to adopt proposed Resolution No, 1839 approving the establishment of a Multijurisdictional Family Violence Fatality Review Team. The motion was seconded by Ms. Fidler and unanimously approved on a roll call vote. The Town Manager reported on a request to approve a Vehicle Take-Home Policy. Adopted Vehicle Take- He advised that the Public Safety Committee had reviewed the policy and that Home Policy Council had been briefed on the issue at their last work session. LI, Ben Cook gave a brief over-view of the policy. During his report, he noted that the policy will result in one third less costs for the Town than if the Department maintained a fleet of vehicles. Mr. Nance questioned whether the change in radius for take home vehicles from a 20 mile radius down to a 15 mile radius was based on concerns of Council members or if it was a compromise suggested by the Police Department. Lt, Cook replied that the radius was changed to realign the Town with departments from other localities in the area, Mr. Lawrence pointed out that the Police Department has four officers that lived outside the 20-mile radius when the policy was instituted a year ago and they had been grandfathered. He added that if the new policy is adopted that has a 15- mile radius, the number of officers living outside the radius would go up to five officers. It was noted that the new policy contains the grandfather clause, however, if an officer moves after the new policy is adopted, he/she has to move within the 15 mile radius or give up their take-home vehicle. Ms. Fidler asked if it was appropriate for her to offer an amendment to the policy at the present time, Mayor Grose responded that the normal procedure for an item of importance is to discuss it during the work session, but he advised that Ms. Fidler could offer an amendment to the policy, He noted that if an amendment is made, the issue may have to be referred back to the Safety Committee before it can be adopted by Council, Ms. Fidler stated that she believes the take-home policy is a huge benefit for the Town and felt it was important for the police vehicles to be seen in the Town's neighborhoods but she was also concerned about the cost to the Town and the image of the preference given to the officers who live outside the 15 mile radius. Ms. Fidler moved that the following amendment be made to the proposed Take-Home Vehicle policy: 1 On Page one under Procedures, A. Eligibility and Issuance, Item 3, third line: strike all language beginning with"All Officers"to the end of the paragraph. 2, Under Item 5, strike the language on the first line from the word "and" through Chief of Police. Ms. Fidler stated that her proposed amendment would discontinue the grandfather Clause in the take-home policy, She noted that one officer lives in Pulaski which is 61 miles from the Vinton. Under the old policy, it would be 41 miles each way or 82 miles a day, and 405 miles per week for the vehicle. She stated her feelings that allowing this officer have a take-home vehicle would be a costly benefit and wondered if it would be taxable income for the employee under the IRS Code, She expressed concern that it would also be costly for the Police Department's budget. Mr. Altice seconded Ms. Fidler's motion to strike the grandfather clause from the language in the Take-Home Vehicle Policy. Mr. Obenchain asked if the individual referred to by Ms. Fidler was an investigator. Mr, Altice stated that he did not feel they should be talking about individual employees when discussing the policy, Mr. Obenchain pointed out that investigators were on call 24 hours a day, 7 days a week, 365 days a year and very much needed a take-home vehicle to be able to successfully perform their job. Mr. Nance stated the cost to hire and train new officers would cost much more than the take-home vehicle would cost. He went on to say that if Ms. Fidler's amendment is passed, the Town might have to replace the five officers who live outside the 15 mile radius if they decided to leave because of the changed policy, Ms. Fidler replied that she understood that but she did not feel it was fair to the other members of the Police Department. Mr. Altice added that he felt it was unfair to the tax payers for an employee who lives that far away to have a tax free Town vehicle to drive home without having to pay a gas or vehicle tax. Mayor Grose agreed that it was a benefit but it was a benefit that he agreed with, because experienced police officers are valuable to the Town. Ms. Fidler felt that if an officer is that valuable to the Town he/she should get a pay raise to compensate them rather than allowing them to have a take-home vehicle. Chief Cooley commented that three of the four officers live no more than four miles outside the recommended radius and he felt they deserved to have a take-home vehicle because of the number of hours they work. Ms. Fidler reported that she has spoken to a number of people who are not happy about the policy, Mayor Grose responded that if any of those people had to replace a valuable employee, especially in a small organization, they would realize how inexpensive it is to offer a fringe benefit such as a take-home vehicle compared to Laving to hire a new police officer. He felt it was a good investment for the Town. Mr. Obenchain inquired as to whether an officer is required to drive to the Municipal Building to get a police car and then drive to Saiem if they have to appear in court. Chief Cooley replied that they would, Ms. Fidler asked why the officer could not drive their personal vehicle to court and get paid mileage, The Chief replied that it could place the officer in danger if a defendant sees a tag number on an officer's personal vehicle and finds out where that officer lives. Mayor Grose called for a vote on Ms. Fidler's motion to amend the proposed Vehicle Take-home Policy by striking the language pertaining to the grandfather clause. The motion failed by the following 3-2 vote: Mr. Altice Yes Ms. Fidler Yes Mr. Nance No Mr. Obenchain No Mayor Grose No Mr. Obenchain moved to adopt the proposed Vehicle Take-Home Policy as included in the Council Packet and Mr. Nance seconded the motion. Before voting on the issue, Mr. Nance questioned whether the radius be moved back to 20 miles as reflected in the original policy. Ms. Fidler stated that she did not have 4 a problem with the 20 mile radius. Mr, Obenchain advised that he had spoken with the Police Chief about keeping it at 20 miles, he had been informed that most of the local jurisdictions have set the mileage at 15 miles, Mr. Altice stated that the only problem he had with the policy was the grandfather clause, he had no concerns about the radius mileage. Ms. Fidler concurred with Mr. Altice's comment and stated that, "otherwise, (endorse the policy wholeheartedly". Mr. Obenchain's earlier motion to approve the proposed policy passed with the following 3-2 vote. Mr, Altice No Ms, Fidler No Mr, Nance Yes Vil, Obenchain Yes Mayor Grose Yes Mir, Lawrence pointed out that the policy will now go into the Police Department's Policy and Operations Manual Mr. Lawrence assured Council of staff's intent to inform them of any updates on issues discussed at Council's sub-committees. Mr. Lawrence reported on a request to allocate funding for the Chestnut Mountain Adopted Resolution No. Utility Improvements on Chestnut Mountain Road, He noted that Council had been 1840 allocating funding for briefed on the Roanoke County road improvement project at a prior Council meeting, the Chestnut Mountain He went on to say that in order for VDOT to improve the road and build a cul-de-sac Utility Improvements where there is now a graveled dead-end street, the water and sewer lines need to be lowered to meet the design depth standards for the project that will cost Roanoke County $35,000. Mr. Lawrence advised that the County has asked the Town to participate in the project since the Town owns the water and sewer lines. The Town Manager noted that the County has agreed to meet the following two conditions before the Town invests any funds into the project: I The Town will reimburse the County $15,000 of related expenses once the water and sewer line construction has been completed. 2, The Town will continue to own the water and sewer lines. He noted that the $15,000 is not a budgeted item and would have to come out of the Utility Unencumbered Fund Balance, Mr, Altice asked about the Utility Fund balance and was advised by Mr. Lawrence that there is currently a little over$1,000,000 in the fund, Ms. Fidler moved to adopt proposed Resolution No. 1840 approving a request from Roanoke County to help fund Chestnut Mountain Utility Improvements. The motion 5 was seconded by Mr. Altice and passed unanimously on a roll call vote. Mr. Lawrence acknowledged that the Vinton Voice, which is a new newspaper in Town, has offered to give the Town space to put public information. He advised Council to advise staff if they have ideas on information that should go into the space. The Mayor congratulated Chris Manning, the editor of the Vinton Voice, and stated that he felt the newspaper will be a great addition to the community, Mayor Grose mentioned a Downtown Revitalization Committee trip scheduled for September 9th to travel to Galax and Floyd and invited anyone who is interested to go along on the trip. Everyone was reminded that the Vinton Vision Committee continues to work on the veterans monument and that construction has begun. He advised that it's not too late to participate if anyone cares to donate to the project or to purchase a brick. He noted that fund raising has gone well but the Committee needs at least$90,000 more to complete the project as well as money to maintain the monument after it's finished. Mary Beth Layman pointed out that the Vision Committee needs help to verify the names of those killed in action from World War 11 forward who were residents of Vinton or Roanoke County. Ms. Fidler briefly discussed in the Downtown Revitalization trip to Lynchburg and Altavista in August. Mayor Grose adjourned the regular meeting at 7:45 p.m. WORK SEISSION I S ccial 1-','\,ellts PAC\, At 8:00 p.ni., Mayor Grose opened the work session to discuss the Town's Special f-I'venis Policy. Nir. Lawrence explained that a teani was organized and chaq)cd with PLIttIllo together an alcohol polio tc)r outdoor events at the Farmer's Market. He 'went on to say that the team has determined the\, needed to expand the policy to co\'Cl-all c\,cllts, not just those events that sct-\,c alcohol. N/lary Beth Iaynian advised that the proposed policy will give LI g Uidance to c\,cnt or anizers when planning an event. She noted that the ma*jor areas covered were, (1) instructions in planning an e\rent. (2) the areas that need to be looked at. (3) alcohol beverages at special Z7 Z7 O'cills. (4) staffing and volunteer staffing ot'events. She also noted that the development of` the policy was based oil observations at local e\,cnts, policies of other C0111111Unitics and other went organizations. DUI-im, her report. she advised that anyone planning an event t: - Z7 would have to submit a completed permit at least 90 days prior to the planned event. She further advised that the scam set difTerent levels of permits based on size, from a Class A perillit to a Class 1), with a Class A permit lnvol\,ing 5,000 or more people within a consecuti\,e 24-IIOLII- ti]IIC period: a Class 13 PC[-Illit that would draw between 2,501 and 6 5,000 people, a Class C permit that would draw between 2,001 and 2.,500; and a Class 1) permit that would draw 2,000 or less people. Ms. Layman advised that, based on the demand for services, there would be the potential fur the Town to be reimbursed fbr some of the services, She pointed out all the criteria, iSSLICS and requirements included in the special event pen-nit and explained that recognized Town sponsored special events WOUtd be exempt I,rorn fees after an initial permit has been submitted and a one-time processing fee is paid. Following Ms. Layman*s report, Mayor (!rose asked for clarification as to why Town sponsored events wcrc required to pay a one-time processing fee and Nvas advised by Nls. Lavinan that there would be staff time involved that needs to be compensated when preparing fOr events. Mr. Kennedy added that the processing fee would be only $25,00 and Would be paid only once unless there are Substantive changes in the 1`61lowing years' cvcnis. Mr, Lawrence noted that the processing t' e for all Town sponsored events is only $175.00 c I total, Mr. Nance questioned the idea of charging for an event that is partially paid for by the Town. Mr. Obenchain asked about the expense of the required liability insurance as he did not want to make the process too expensive for the events such as the Gladelown Reunion or the nciol-iborhood block pat-ties that are held every year, Mr. Lawrence commented that it might tl not be realistic to require a block party to obtain liability insurance and pointed out that the policy beim-, di,CLIsscd is a draft and the issues in question can be addressed, ifneedcd. N,lr, Nance Inquired about the 'I'mvii sponsored events that are currently required to obtain liability insurance, Ms. Layman replied that the lOLItIh OfJUJV celebration obtains liability insurance and the Chamber of Commerce has liability insurance for all of their events. The Mayor questioned the 90 day notice requirement lor events and Ms, Layman explained that the 90 days would give organization time to adequately plan 1'(-)r in event. She went ive :in org on to say that there might be Situations where staff may have to look at it on a case by case Situation, Ms, LaylWin reviewed the criteria for any special event where beet, and wine would be allowed to be served. She listed the following appropriate public areas where alcohol could be served at an event in the Town: 0 farmer's Market 0 Downtown streets including and limited to o Lee Street c) Portions of Walnut Avenue o North and South Pollard Street c Portions of Maple Street o Portions ofWashimoon Avenue Mr. Nance noted that, according to Section I of the policy, beet, and wine gardens would be restricted to the i'armers. Market but according to Addendum 2. other areas where alcohol 7 could be screed, are listed. He wanted to know if this was all inconsistency in the policy. Mr. Kenneciv recalled that the Committee's recommendation to COL11161 %vas to restrict beer and wine gardcris to the farmer's iviarkel. Mr. Nance stated that lie fett the POliCV ShOLlId have enough f1cxibility to allow Council to decide where all event can be held. IMr. Lawrence questioned whether Council would want to be in a position \\,here they would have to consider each individual alcohol event request, He noted that the proposed policy currently restricts these events to certain locations, but if a request is submitted to hold all event at a location other than the ones listed in the policy, it would have to come before Council. Mr. Kennedy pointed out that the policy (lid not cover evems; at the War NIcinDrial or the Senior Center since these two venues already have their own policies. He suggested that IZIM'Llailc be added to the proposed policy indicating that these two locations are to be addressed separately. Mr. Lawrence qLICStioned whether the War ?vlernorial's policy included outdoor events and stated that stafTwould have to look into that ISSUC, IMr, Kennedy recommended that the policy state whether both private and public events WOUld be allowcd. Rcoardino events held at the War Nictriorial, Mr. Nance asked for clarification as to whether Council needs to restrict the areas wlicre alcohol kvill he allow-ed or to expand the definition oFtfie beer and wIine garden location. Hal -Mabc pointed out that whether or not the War IMernorial is included in the policy, he felt that it ,vas very linportant to the Town that the lawn area be available for events that WOUld di-mv people to the 'I*o,.N,n. Tommy Wood commented that lie was concerned that the number of' churches in the Farillet's IN,larkel area might have a negative affect on events that serve alcohol. Mr. Obenchain advised the lie feels the War 1%,lernorial. the War Memorial grounds. the Senior Centel,, the Senior Center -rounds and the farmer's Market all should be covered under the Special F'vents policy with Council having the flexibility to approve other locations. He (lid not Want Council to have to consider every rcqLICSt Im an alcohol event. Mr. Nance stated that maybe a public (outdoor) alcohol event on the War Memorial II\Vtl should be brought to Council. ivIr. Oberichain responded that il'ihe organization meets the criteria stated in the policy. they should not have to C0111C to Council for approval. Nfayor Grose felt that il'the policy is property crafted, maybe it should be a function of stall' to make those decisions. Mr. Lawrence advised that if`staff is going to make those decisions, the policy needs to be vcry spcci ic and if the event is outside the parameters stated in the policy, Council WOUld need to decide whether to allow the event or not. Mayor Grose advised that after Further refinement of the policy, it \,VOLlld be diSCLISSed at another work session before it is adopted by COLIllCil. He asked it' the Town Clerk had received aaaavr calls irom the public and she advised that she had not, Mr. Lawrence pointed out to Council that staff did attempt to reach out to those who have expressed opposition to serving alcohol at outdoor events on Town property. would take place at the War IMernorial in iMs, 1"idler announced that a Band 1'.vcnt November. She also pointed out an informative video that has been shown on public TV several times regarding water and SC\VCI- iSSLICS that would be of interest to Council and staff'. Septic System Study Update jMr. Kennedy reported oil ,I septic system survey that was J'undcci mostly by ,I grant R)r S20.000 troill the Department of Housing and Community Development (DHCD). He l'urthcr reported that the purpose of the study was to identilv those properties within the Town-s service area that are not presently being serviced by the public sewer, what it would Cost to serve them and their interest III Connecting to the public system. He went on to say Y lot served by public sewer that the Town's LJtilit Service area has '72 properties that are I \\,it]) 290 ol'the 372 located in Roanoke County, 2 in Befford County and 69 in the Town. iMr. Kennedy stated that most of the Roanoke County addresses are in the Falling Creek area. Mr. Oberichain asked if' the Town WOUld be notified by the Department of Health if`other I -vice area told Mr, applications are approved f`6r a septic s\stem within the Town*s sci ai out SOInCthillU With the I_L-Ie]ICV to ensure that [lie Kcrincd\Y replied he is plarinino to work Town is liolificd when an application is approved. ,Mr. Kciincdv- advised Council that he had Sent out a survey to everyone on a septic SvSlem. -le \vcrit oil to say ,iloll( with a cover letter explaining what the Town doing—, w was d im, and %VIIN I that the SLIrVCV WaS Sent out because DFICD requires it and also to identify potential low income areas that might qualify 601- Q01IStt-LICti011 grants to enable those oil a septic system to Connect to public sewer. 1N,1r. Kermedy commented that not elIOLU11h of-the lower income property (AVIlers were interested in connecting to the public sewer to support a grant application. He added that a lar-c part of the Town*s service area is located in the County and ,ire above the required median inconic level, He pointed OLI1 that Most of the SLII_Ve)' respondents who were below the income thresh hold, did not fill OLA the section asking for income iril'ormation and those respondents who were above it, did give the requested Nlr. Kennedy reported that there was 1 4 1% response to the SLIrVe)' and 95% of the 4 1% reported no problems with their septic system. 55% have had their system serviced within the last five years and 2 1% of the respondents did not know when their system was last serviced. He Further reported that lie got ,I response rate of 58% for households of' 2 or more with a mediall income of S38.500 or more per year and for those below S38.500. he received 13 responses or a 451YO response rate. The PLlb1)c Works Director stated that only 15% of the responders were willing to pay tI oric-tulle cost to connect to tile I,o\\,Il*s sv-stem. Fle added that ari over-whelming majorlk of the people responding 10 tile SLIrVCY indicated satisl'action with their septic sN stern and had L_ - very, little interest in colillectill') to the Town's sewer SYSIcIw MI-, Kennedy advised that it would cost approximately $5.6 million to connect all of'the properties to the Town*s sewer with the customer paying about $1.4 million of-that cost. He 1111-ther advised that i I'tile septic systems begin to t'ail, the TOWII Will have to COMC Up With a way of paying 1`6r the connections. 1-le stated that they, did Identify some properties whose 9 0WIleB seemed to indicate they would like to connect to the sewer system and he would be following Lip on them in the months ahead. Mr. Kennedy nif'ormed Council that tile Town does have a policy In the "fawn Code that requires mandatory connections generally but the Code section is a little VagILIC and probably unenforceable. He recommended re-Lictinino the Town Code on mandatory connections, Mayor Grose questioned how the people who are near the "Fown's sewer system ended Lip with septic systems, Nib% Kennedy replied that lie did not know the answer to that question. 3. Svstem Wide Inflow and Infiltration Study Update Mr. Kennedy reported that the PLIrpOSe of this Update Is to look at the capacity of the system as Well as the structural condition. He further reported that Anderson and Associates WOUld be assisting the Town Oil the study to Identify the boundaries of the Town's waste crater collection basins and what the 1goN ,est problems are. He noted that this iril'orniation will help staff make better decisions abOLIt prioritizing where improvements are most needed, and will provide data that will help provide better napping than is now available. \,It-, Kennedy advised that this study will be a multi-year of and will probably take live to ten years to complete. f. Update on Pump Stations -d Street Pump Mr. Kennedy reported that the Upimading of the Niagara Road and ']'hit Stations was one of the capital projects included in the bond isSLIC two years ai�)o, He noted that the bid opening) took place at the end of May and all the bids had come in over $9007000, the ae1ocult that was budgeted for both PLIMP stations, He went on to say that the low bid for the 2 projects was $1.35 million, The Public \Vorks Director reported that staff had looked at ways to reduce Costs and had !)one back to the bidders i'01- SLIUUCS1iOnS of Ways to brie- the costs down. He stressed that because this work needs to be done, the projects had been rebid, The bids would be clue on September 10"', Mr. Kennedy advised that this firric. they had bid the two projects separately. He stated his hopes of picking Lip approximately $200,000 in savings on the nc\\,, bids and dependin t, I I g, c)I I how the bids conic in, he would ­o ahead with the Niagara Road PLI1111) station and then figure Out what to do about the Third Street project. 2:7 Mr. Kennedy reported that, as of last week, the Melissa Well was back in service. He went oil to sm, that then had been running it 24 hours a day. seven days a week and is now beginning recharge.recharge. He went oil to say that if something is not done to fix the problem. the same situation could reoccur again in the near future. He advised that he was goint, to let the well run tor a month or so and then if It fails to recharge, it will be taken out of service again and, if'possible, he would have it redrillcd. The Public %Vorks Director advised that he had gotten a call earlier in the day imill the Virginia Department of Health Office of Drinking Water who reported that the Office 01, 10 Ground Water Charactcrization had called to say that tile), are very interested in doing a &ICOIOL'iCal SLIrVCV of the TOWn's Bush 2 well as it is a granite well and is the best producing well in his rcoion. -Mr. Kennedy advised that there would be a small charue to the Town for the service but would ultimately be worth $15.000 to $20.000 to the Town. In response to a question from Nis. Fidler. Mr. Kennedy brielly reported oil the possible 'testing ofthe Towns kindfill for Nlcthanc unts. - Mayor Grose asked about the duality of water in Ialling Creek no\\, that it is connected to the main system. iMr. Kennedy reported that he had gotten a comment from a customer who had advised that the quality was much better. He went on to say that since the Town begun its chlorine program the odor complaints had dropped dramatically. He noted that he is still ()Cttiil() calls about chlorine odor and discoloration of the water which should clear tip in The work session adjOUmed at 10:00 p.m. APPROVED: Bradley F. Grose, N-layor A]A i S] Darleen R. Bailey. Town Clerk MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M, ON TUESDAY, SEPTEMBER 15, 2009 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA, MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R, Altice Carolyn D. Fidler William VV, Nance William E. Obenchain, Jr, STAFF PRESENT; Chris Lawrence, Town Manager Elizabeth Dillon,Town Attorney Darleen Bailey, Town Clerk Consuella Caudill,Asst, Town Manager Agenda A. 6:15 P.M. —Roll Call and Establishment of a Quorum B. CLOSED MEETING 1 Request to Convene in a Closed Meeting Pursuant to §2.2-3711 (A) 3 — Discussion of consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body C. 7:00 P.M. Reconvene and Adopt Recertification of Closed Meeting D, INVOCATION E. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG F. CONSENT AGENDA 1 Request to Report and Accept Amended Highway Safety Commission's By-laws ACTION: APPROVE REQUEST 2. Appointment to Highway Safety Commission—Doug Adams ACTION: ADOPT RESOLUTION NO, 1841 G, AWARDS, RECOGNITIONS, PRESENTATIONS H, CITIZENS'COMMENTS AND PETITIONS I. TOWN ATTORNEY J. TOWN MANAGER K. MAYOR 1, Proclamation —Fall Waterways Cleanup 2. Vinton Wesley Church's 751h Anniversary L. COUNCIL M. ADJOURNMENT WORK SESSION 1, War Memorial Update At 6:15 p.m., Mayor Grose called the regular meeting to order. Following roll call, Roll call, convened in a Ms. Fidler moved to convene in a closed meeting pursuant to § 2,2-3711 (A) 3 — closed meeting discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. The motion was seconded by Mr. Nance and passed unanimously on a roll call vote. At 7:00 p.m., Vinton Town Council reconvened the regular meeting, The Reconvened regular Certification that the Closed Meeting was held in conformity with State Law was meeting, adopted Certjfi- approved on motion by Ms. Fidler, seconded by Mr. Obenchain and approved cation of Closed Meeting unanimously on a roll call vote, The Mayor gave the invocation and Mr. Altice led the Pledge of Allegiance to the U. S. Flag. The consent agenda was adopted on a motion by Mr. Nance that was seconded by Ms. Fidler, The motion passed unanimously with all in favor, Mr. Nance read a letter from the Police Chief, Herb Cooley, naming Craig Frye as Officer of the Month for August, The Mayor congratulated Doug Adams on his appointment to the Highway Safety Commission and thanked him for his dedication to the Town. Mr. Obenchain questioned how resolutions were handled when there were several listed under the consent agenda and the Town Clerk explained that a statement is added to each resolution that it was approved by consent and then lists who made the motion to approve the consent agenda, who seconded the motion and the vote. Mayor Grose reported that a proclamation had been prepared and signed recognizing the Fall Waterways Cleanup and asked everyone to take part in this activity. He also reported that the Town Clerk would be preparing another Proclamation in honor of the Vinton Wesleyan Church's 75th Anniversary, Mayor Grose, Ms. Fidler and the Town Manager briefly reported on a trip to Galax and Floyd they had taken with the Downtown Revitalization Committee. He pointed out that the trip was very educational as the committee was able to look at what the two communities had done with the help of grant funding. Ms. Fidler commented that she was impressed with the way the two communities had done their branding, Mr. Lawrence pointed out that the communities had established what they wanted to be known for and then crafted the branding behind it, Mayor Grose stated that one of the things that struck him was the general cooperation and support from the community. He went on to say that in all the localities the Committee had visited, there seemed to be some cultural aspect on which they capitalized, Ms. Fidler informed Council that Donnie and Rhonda Wray may have found I 1Y someone to take over the Blue Grass Festival next year. She recommended that either the Town Manager or the Assistant Town Manager get in touch with the Wrays to discuss the possibility, Mr. Lawrence thanked Consuella Caudill and Anita McMillan for arranging both of the very well organized economic development trips. Ms. Fidler reported that there had been very positive feedback from the Explore Park's Economic Development Consortium at their last meeting on options for the Explore Park if Larry Vander Maten's plans for the Park do not materialize, In regard to the trips taken by the Downtown Revitalization Committee, Ms. Fidler pointed out that very few members of the business community had taken part in the t,�,o trips made by the Downtown Vitalization Committee, Mayor Grose responded that he has been concerned about that too, but all the Town can do is to make the trips available. Mr. Lawrence reported on a planned Council retreat that is scheduled for September 29, 2009, at 5:00 p.m. at the Vinton War Memorial, He advised that he Is trying to work out a date for the Utility Department work session and will inform Council when a date has been selected. Mr. Lawrence announced that the Annual Dinner for the Regional Commission v=ld take place on October 22 at&00 p.m, He asked Council to advise the Town Clerk if they planned to attend so that she can RSVP for them. The regular meeting adjourned at 719 p.m, \VORK SFSSION War N'letilorial Update 1-aw-a Reilly -.gave a quarterly update oil the Vinton War i1vlcniorial. She pointed out that the ill lbl-Illat loll ill the financial spread sheet she had provided in the Council packet, did not collie 1roill the "I'l-casurel's OlTicc but WCI-C ti-0111 the Wal' MC11101-iaFS I-eSCI-Vati011 SOt'tWare 'Mld would 11101-C aCQL1l'UtCl\1 NtleCt last VCal-*S fillallCial 111.1nibers. Ms. Reiliv advised that in a C01111),11-1,S011 of t'Linds brought in by the War N,lei-norial in 2008 and 2009, she lound the facility made only S.75 more this year than last year despite an increase in the 111-linber of eVents ill 2009 She I)OilltCCI 0111 that 2008 events were larger, hiulier cost events than this vcar s events which tended to be SIIO\\'Cl-S rind birthday pai-ties. She t'elt that the lower than expected numbers appear to reflect the cconon-lie times and she expected tllCx' WOUld continue to experience a la,t ill I-CV011,1CS as the CC011011liC d0\VI11Llrn continues. to neotiate some ol'the prichil, this year and s. Reilly stated that she anticipated having -g Z, noted that other sillidal- facilities such as the .1c11'erson Center have had to lower their rates also. She reported that some major maintenance issues have Occurred during this quarter i)ICILIdin" problems A? the I-IVAC system. She noted that the company who installed the HVAC systern planned to replace the control panel at no cast to the Town which should fix the problems they arc having. MY Reilly noted that there is currently a problem with the paint coming of'rofthe terrace doors. She explained that the doors %wrc originally interior grade doors and were supposed to Nnv had an exterior grade finish put on them so they Could withstand outdoor conditions. Unbrullutely, this was not done by the 111,11MIacalrer and the pint has started to peel. She advised that Avis Construction's painter would be coming by to look at the doors and repaint them. She also reported that the flag lAc spot light was going to have to be replaced but she did not know what the replacement cost would be. ,Ms. Reilly also reported that two light poles had been damaged recently, one by Thor. the conVacWr for the Veterans Monument, wid one by WeTown's -claw" truck. She noted that Thor's insurance company would be paying f'or the one they danuigc& The Facilitics Munager praised her swIT and painted out that h has been very helpful to have the consistency her starr pawkics. Regarding advertising costs, Nis. Reilly advised that she is vyng to spend her advertising dollars where the), Would be most effective. She stated Out she had drastically cut back on print advertising and had Cut Out MX TV adVCl-tiSilI(7., completely. She noted that she was running ads on Channel 7 exclusively as they had ond-cd her a very good advertising lockage. Nis Fidler commented that recent PBS advertising "us wonderflul. Nis. Re ey commented that the IIBS advertising is free in exchange for aflowing PBS TV to use the War Memorial at no charge lor all event in November. In concluding her report. Nis. Rd!, reviewed some of* the War Nlernorials upcoming events. Mayor (line advisal or comments he had received regarding the great staff at the War IMr, Obenchain questioned whether the TreaSUrer had encountered any difficulty in collecting personal property tax since the Town stopped issuing vehicle decals. He also made a recommendation that a camera be installed at the VCICralIS Monument to record all activities that We place there. k1r. Nance asked MY Reilly about her-wish hsf' IN the War Niernorial and she replied that there were going to be unexpected maintenance issues that will probably C0111C Up next year such as the hardwood Ho(w repairs and OthCl' Upkeep that %vill need to be addressed. She also noted that the sound syswni needed to be upgraded as she has had issue'--, With the CUItC111 system since it was installed. She also noted an issue with the location of the SOLInd system s Control panel. Nis. Fidler asked if'Council had any ducrem in homing a retreat planned tor the Explore I'M in November. N,lr. Lawrence felt it Would be beneficial for the Town to host Explore meetings. 4 In response to a question 1'roill the Mayor regarding deposits paid by caterers. Ms. Reilly reported that all caterers have to pay a $500 deposit to cover any darnage that is incurred. The Mayor asked it any of the caterer's's had objected to paying this fce and Ms, Rcillv * replied that they do not complain because of the amount of the business she sends them. MS. Rell1v noted that Mary's part\) Works had been added to the caterer's list and will be one ol,the less expensive caterers. Other Issues NIS. Caudill gave a brief" update oil plans Im the Vinyard property, She adviscd that Nlr, Vinvard nict with the stall From \Vilcv and Wilson and ,I landscape architcct from Hill Studies to evaluate Nlr. Vinvard's property. She advised the original scope 6or the work w-as I'Or Wilcy and Wilson to give two "deliverables". one of' which was to determine how the facility iniolit be I-CLIscd as a mixed usc, nil.\ed income property and the other was to offer a schematic on a new tacility. She cornInellICd that when the evaluation was completed by Wilev and Wilson. they toUnd that the building was not in good condition. Because ot'lhis. the engineers challied the scope oi,their work to new COIlStrLiCti011 0111)'. She noted that the old CundifT Druostore building, which is part ol'the property in Cluestion., was in I'airly good Condition but needed rooting work and interior upgrades. -Ms. Caudill stated her hopes that the information 1,dcaned from Wiley and Wilson and Hill Studio would help to market the properiN Ior N-Ir. Vinyard, In response to a question from Mr. Nance regarding the scope of the work done by the em-sneers on the proposed uses for the property, NAS. Caudill advised that the scope of the cnL)incers work was in response to grariCs 611.1idChlICS 10 look into the viability of the PI-OPCII\' as 3 MiNC(l use, Illi-XCd income property. She noted that the most likely use for the property WOUld be retail on the lower floor and residential on the upper floor. Mr. Lawrence pointed out that the current bUildino would be viable for uses other than the one proposed by the Town. Mr. Obenchain stated that he would like to See the old showroom stay but did not have anti, prei'Qrences 16r how the rest ol'the building; is changed. Mr. Lawrence noted that he WOUld like to see an Indoor ShOWI-00111 \\Itll three or 1`0111- cars displayed, Mayor Grose asked if the report WOUld include required infrastructure I'm a restaurant. and Ms. Caudill replied that the assessment does Include :in intrastructure comporicill. Mr. Obenchain commented oil a recent Vinton Business Men's luncheon that he and the I'vlavor had attended. along with staff from Roanoke County and the Town, to discuss change of use and other business ISSUCS. I-Ic advised that another mectilig %VOLIld be Scheduled and encouraged anyone interested in making a positive impact on the business community to attend and advise COLHICII ol'the chan()cs they ,vould like to see happen in the Town. Mr. Nance questioned whether the ne-gative comments that came Out of the incetIFIL, were specific cnOLIoh to tell whether the problems mentioned are with the Town, the aw rcnce replied that he I`cIt most of COMItN% the State or with the I-edcral government. Mi% L, tlleli- PrObICIIIS IIlVOIVC (1111ICLIhics with rezoning property 1rom residential to business and 5 with the building permit process. He went on to say that the ']'own controls the zoning iSSLIcs but the Nlildin_ PCI-Mit Process is state driven and the Town has very little control except in certain uses where modifications can be allowed. The Town Manager reportcd that someone petting �t permit has to (leaf with the Town for zonino issues, the County for Z-1 zn C� building iSSLIcs and the Fire Marshall IOr fire code issues. He assured COLHICil that TOW11 statYwill work with anyone having dilfi , rou culty gcttin, through the process and will make sure the\, are informed of all their options. zn , Z: The Mayor advised that lie will 1,01-ward any 1111,ormation Corning out of the Vinton Business Men's incetinos to the other three Councilmen. COLHICII and staff briefly diSCLISScd their decision to close the Vinton Pool next year. The work session adjourned at 9:05 p.m AVPROVF'D Bradley F.'. (-;rose, klayor ATTEST: Dji-leen fz. 13"Alcy, Town Clerk 6