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HomeMy WebLinkAbout3/17/2009 - RegularBradley E. Grose, Mayor Robert R. Altice, Councilman Carolyn D. Fidler, Councilwoman William "Wes" Nance, Councilman William E. Obenchain, Jr., Vice Mayor Vinton Town Cound' Regular Meeting Tuesday, March 17, 2009 AGENDA Consideration of: A. 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION — Amanda Overfelt C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. READING OF HISTORICAL DOCUMENTS E. CONSENT AGENDA 1. Approval of Minutes: March 3, 2009 2, Quarterly Financial Report — December, 2008 APPROVAL F. AWARDS, RECOGNITIONS, PRESENTATIONS G. CITIZENS' COMMENTS AND PETITIONS H. TOWN ATTORNEY I. TOWN MANAGER 1. Vinton Vision Statement J. MAYOR K. COUNCIL L. ADJOURNMENT Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 NEXT TOWN COUNCIL MEETING: March 24, 2009 at 6:30 in the War Memorial - Budget Work Session April 7, 2009 at 7:00 — Regular Meeting 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 Vinton Dogwood Festival Committee Request N MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MARCH 4, 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 Joey Hiner, Assistant Public Works Director Barry Thompson, Finance Di rector/Treasurer W= A. 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION — Rev. John Ott, Parkway Wesleyan Church C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. CONSENT AGENDA 1. Approval of Minutes: February 17, 2009 2, Resolution No. 1814 Amending Roanoke Valley Resource Authority's Members Use Agreement ACTION E. AWARDS, RECOGNITIONS, PRESENTATIONS F. PUBLIC HEARING 1. Amend FY 2008/2009 Budget — Ordinance No. 877 2. Proposed Rate Increase for Commercial, Industrial and Institutional Water & Wastewater Service — Ordinance No. 878 3. Request to Establish Water and Wastewater System Development and New Connection Fees and Charges — Ordinance No, 879 G. CITIZENS' COMMENTS AND PETITIONS H. TOWN ATTORNEY I. TOWN MANAGER J. MAYOR K. COUNCIL L. ADJOURNMENT WORK SESSION 1. Council Vision Statement 2, Budget Priorities 3. Downtown Revitalization Mayor Grose called the regular meeting to order at 7:00 p.m. Roll call, invocation Following roll call, Pastor John Ott from Parkway Wesleyan Church and Pledge of gave the invocation and the Mayor led the Pledge of Allegiance to the Allegiance to U.S. U.S. Flag. Flag. Mayor Grose discussed the role of the invocation at Town meetings and thanked Rev. Ott for taking the time from his busy schedule to come and give the invocation at this evening's meeting. The Consent Agenda was approved on motion by the Vice Mayor, Billy Obenchain, that was seconded by Ms. Fidler and approved with all in favor, Mayor Grose read a letter that was received by Chief Cooley thanking him for helping someone from out of Town get in touch with her son. Mr. Jason Peters, who is a member of the Vinton Vision Committee, reported that the Committee should have a signed contract by the end of the week for the construction of the Veterans Memorial Monument and expected the work to begin within the next 30 days, He reported that the Committee has over $170,000 in the bank, and has pledges of over $260,000. He advised that the committee had reviewed the contract at their meeting on the previous evening and realiized that they needed clarification from Council on a section of the contract that states the Town would provide electricity and water to the site during construction. He went on to say that both electricity and water are available at the site from the War Memorial and they wanted reassurance that Council was aware of this and continued to be in agreement with this section of the contract. He added that he did not believe there would be much usage of electricity until the last two months of construction when the lighting would be installed and very little water would be used until the landscaping is done and the fountain is set up, Mr. Lawrence advised that he had previously discussed this issue with Mr, Peters and the Mayor and that if they were to keep track of the cost of electricity and water usage, temporary meters would have to be installed at a cost of at least $400 to $500. He continued that he felt it would be cheaper to use power and water from the War Memorial. Ms. Fidler asked who would be paying for the electricity and water after the construction is completed. Mr. Peters replied that Approved Consent Agenda — Resolution No.1814 amending RVRA's Members Use Agreement Report and request by Jason Peters on the Veterans Monument I the Vision Committee would be responsible for these costs until the monument is paid for and then would probably be turned over to the Town. He added that the committee has also discussed the possibility of setting up an endowment for the upkeep and utilities for the monument. Ms. Fidler then asked if permanent meters would ever have to be installed and Mr. Lawrence replied that it would not be necessary as usage would be very minimal. Mr. Peters stated that the water used in the fountain would be re -circulated and the lights to be used would be low voltage lights. Mayor Grose pointed out that the committee wanted to raise at least $400,000 and already had $260,000 in pledges. He asked if the $170,000 in the bank was a part of the $260,000. Mr. Peters replied that it was and that the committee had spent $25,000 to $30,000 of the $260,000 they had already collected. Mr. Obenchain noted that, at one time, they had discussed the possibility of installing a camera at the monument site and inquired as to whether this was still in the plans. He stated that he feels there should definitely be a camera at the location. Mr. Peters replied that he was not aware of any plans to install a camera. Mr. Lawrence replied that they would look into the issue. Mayor Grose opened a public hearing at 7:20 p.m. to take comments and questions on a proposal to amend the FY 2008/2009 Budget. Mr. Thompson reported that the public hearing was advertised in the Vinton Messenger on the previous Thursday. He further reported that staff is proposing to reduce the General Fund by $296,098 from $8,152,847 to $7,856,749. He noted that the Utility Fund would remain the same and the Capital Improvement Program would be reduced by $1,825 from $62,000 to $60,675. The Treasurer further noted that the total revenue and expenditures for the revised FY 2008/2009 budget would be $11,327,443. Mr. Lawrence advised that the proposed budget reduction was related to the current economic situation as sales tax, invested income, State public safety funding as well as the Town's admissions tax is not what was projected when the budget was adopted. He stated that Department Heads were charged with the task of cutting their department's spending without affecting services to the Town's citizens, The Town Manager thanked the Department Heads and Mr. Thompson for accomplishing this task. Mayor Grose and the remaining Council members also thanked the staff for their efforts. Ms. Fidler thanked Joey Hiner for taking over the Public Works Director's responsibilities while Mr. Kennedy is out on sick leave. Mayor Grose closed the public hearing at 7:30 p.m. He stressed that the process to reduce the budget has been under way for an extended period of time, that it had not occurred overnight. Mr. Altice moved to adopt proposed Ordinance No, 877 amending the FY 2008/2009 budget. The motion was seconded by Ms. Fidler and passed on a unanimous roll call vote. The second public hearing opened at 7:31 p,m. Mr. Lawrence explained that a request for Council to approve a resolution increasing the commercial, industrial and institutional water and wastewater rates had been scheduled for the February 3r, meeting but was pulled from the meeting agenda at the request of the Town Attorney. She had advised staff just prior to that meeting, that the proposed increase would have to be done by ordinance, not by resolution, and would require a public hearing to be held. The item was rescheduled for the March 3 d meeting so that a public hearing could be advertised in the Vinton Messenger and an ordinance prepared, Mr. Lawrence noted that the delayed approval would not change the April 15t beginning date for the increase. He pointed out that the rate would be gradually increased over the next three quarters up to $2.96. The public hearing closed at 7:34 p.m. Ms Fidler then moved to adopt proposed Ordinance No. 873 approving the rate increase for commercial, industrial and institutional water and wastewater. The motion was seconded by Mr. Obenchain and passed unanimously on a roll call vote. The third public hearing opened at 7:35 to take comments and questions on a request to establish water and wastewater system development fees and new connections fees and charges, Mr. Lawrence noted that Council had been briefed on the issue by the Public Works Director at a meeting in February. He advised that the Town's System Development Fees are calculated using a nationally recognized and accepted methodology from the American Waterworks Association and the Water Environment Federation. The Town Manager advised that the idea behind system development fees contains three elements: 1) replacing the value of the Town's current infrastructure assets-, 2) the total accumulated depreciation', 3) the number of equivalent service connections. He went on to say that there are inspection charges and meter setting fees which are calculated using our current and projected costs for labor, material and equipment. Adopted Resolution No. 873 increasing commercial, industrial and institutional water and wastewater rates Adopted Ordinance No. 879 establishing water and wastewater system development fees 4 He advised that system development fees went up by a nominal amount of 1.6%, inspection fees went up by 1.5% to 2%, and that water meter setting fees up to an inch were unchanged. Mr. Lawrence pointed out that some fees decreased because the Town's costs decreased. The Town Manger stated that the proposed increase would help the Town to maintain the system and to plan for the future. He advised that notices of the increases were sent out to customers but no responses were received. After further discussion, Mayor Grose closed the public hearing at 7:42 p.m. Mr. Obenchain moved to adopt proposed Ordinance No. 879 establishing water and wastewater system development and new connection fees and charges. The motion was seconded by Mr. Altice and passed unanimously on a roll call vote. The Town Manager reviewed a schedule of activities for Vinton's Comments by Town 125th Anniversary celebration on March 17th provided by Mary Beth Manager Layman that advised Council of where they needed to be on that day and when. He noted that Cox Communications had put together a 30 minute presentation that will be shown that day. He advised Council that he wanted to adopt the Town's Vision Statement at the March 17 Ih meeting. Mr. Lawrence thanked the Police Department for their very quick response when the wireless panic button was mistakenly pushed earlier in the day while he and the Town Clerk were preparing the Council Chambers for the evening's meeting. He advised Council that within seconds, four Police Officers including the Police Chief, responded to the alarm. Mark McKaskill who is with the Roanoke Valley-Alleghany Regional Commission, gave a brief report on President Obama's Economic Stimulus Plan. He advised he would pass on any further information as he receives it. Mayor Grose asked about the "shovel ready" list of projects, prepared by the Regional Commission, that might qualify for stimulus money and Mr. McKaskill replied that the Regional Commission's Executive Director had contacted localities and put together a list, many of which are "fix it first" type of projects. He went on to say that the list has been put on the Governor's website. Mayor Grose introduced Melissa Lacombe who is part of the I Roanoke Regional Chamber of Commerce's Leadership Program. Mr. Nance commented that he had received several announcements along with his water bill and felt it was a very effective method of getting information out to the Town's citizens. He thanked the Public Works Department for their efforts in removing snow from the Town's streets on Monday while successfully performing their normal tasks that day. Ms. Fidler reported that Mr. Van Der Maten has indicated that he would be advising the Roanoke County Board of Supervisors of his plans for the Explore Park property, as well as with the Virginia Recreational Facilities Authority Board. She informed Council that she would advise Council of the date when it is set. Mr. Lawrence expressed his appreciation for Mr. Nance's comments on the snow removal efforts by the Public Works Department. He also highlighted an incident that occurred on Monday night regarding a small fire that took place at the Assisted Living Center during a power failure. He complemented the excellent job performed by the Volunteer Fire Department, the Volunteer First Aid Crew as well as the Police Department As there was no further business, the regular meeting adjourned at 8:10 p.m. WORK SESSION Council vision Statement Comments by Mayor and Council k1r. Lawrence reported that Mr. Obenchain and Nlr. Nance niet with him the \\,cck bci'ore to work oil PLIttilb-1 together an opening Paragraph lor Town CoLincil*s Vision Statement. He noted that the St"IterrICIlt 150CLISCS on what Council \VOLIld like for the Town to be twenty ),cars from now. He advised that if he has a consensus front Council, lie wanted to present the Vision Statement to Council at their March 17"' meeting for approval. He went on to say that, as the\, move fbrward, the statement would need to be PLII through the Comprehensive Plan Update process. He asked Council members to look at the Vision Statement and make any changes tile\, ficel need to be made. 2, BLICIOCt Priorities -file Town Nlanauer DoilltCd OLIt some ways flor the Town to increase reVC11LICS for the FY 2009/2010 budget and asked COL11161 for their 1ecciback. He pointed out that the Capital Improvement Program would be wrapped LIP this week by staff and WOUld ()o to the Planning Commission next week. He advised that some of the key revenue sources are real Con estate taxes. nicals tax, Planning and Zoning fees, pool fees, and War Memorial Pecs. He note(] that the Town does not currently collect cigarette taxes but has the option to do so oil Council's approval. He asked Council to advise him of any areas that Council feels the stall' IICC(IS to CVALI!Ite. Dw-int, a discussion on a possible cigarette tax, Mr. Lawrence reported that it would bring in somewhere boween S20,000 to $40,000 in rcVCnLIe depending, on the tax rate and Would be a decreasing revenue source. The Town Manw)er stated that a real estate tax increase was another avenLIC to increase rcVCI`ILtc, but pointed Out that this tax would not be a large revenue Source for the Town. The Mayor stressed that lie was definitely not in favor of raising real estate taxes. N,lr. Lawrence commented that the meals tax was another good Source of' revenue for the Town. He advised that when a business pays the Town a meals tax, they are .,Illo\\,cd to keep 3%, of their total meals tax payment as an administrative flee. He explained that in the past. the meals tax was much more labor intensive to calculate than it is today as most businesses are 11OWCOMPLIter driven with electronic cash registers and accounting programs. Ifthe administrative i'ce was reduced to one percent, it would increase meals tax revenues by SM�000 to S-30,000 per year. Mr. I-awrencc iril'ormed Council that staff can look into reducinI., the tce if it is Council's wish. Other fees discussed were Plannin- and Zoning fees and swiniming pool fees , rid it was pointed out that none of these fices generate large revenues, Mr. Obenchain stated his fechngs that non -Town residents should pay inore to use the Swimming, Pool than Town residents pay. following further con-inicrits Oil this issue, 1\01% Lawrence advised Council he did not have the Im-wres in front of him but that Mary Beth Layman had conducted a SLII-\'C\' last summer fior those people who used the pool and found that they came frorn all over the Roanoke Valley. N4r. Nance I'Clt that the flee Should be increased across the board which wotild ensure that those who are Usino the pool would be paying for running the pool. The Town Nlana er recommended looking at the War Memorial fices structure since it has &I Z:� been in use for a year to see ifthe current fees are \\,here they Should be. He pointed Out that ()OVC1,11111clit and civic oruanizations have been getting a discounted price when they have Z:� - g C� events in order to act them 10 use the facility, He noted that at some point in the Future, the\ were iloing to have to consider increasing those fees, keeping in inind that the War Nlemorial is run like it business but it is also a C01111111-111ity facility. Nlr, Lawrence advised that lie had appointed an l"Employce Budget Advisory Team wlih one employee from each department who came op with approximately 65 recommendations on ways to cut costs or ocrierate more revenue. On the expenditure side of the bUdgCt, it was noted that the Town had already started a hiring, and promotion Freeze, DLirin,, a discussion on the costs of health insurance. the Nlanager advised that lie had received some iwod news earlier in the day when he met with the TOW11^S health inSLirance carrier who had advised that there would not be an increase in prC111iUnIS, for the LIPCO111ing fiscal year. h NIr. Lawrence felt there would not be any pay for performance or salary increases for next year. He added that he did want to find a way to encourage and reward high performers. He then reviewed a chin-c that was made to the Toxvn's E'rnployce Handbook allowing employees who have worked for the Town for more than 10 years, to be paid Im- ilicir vacation. This would help long-term employees to avoid a large build tip ot'Vacation days. He noted other areas of costs to the TOW11 for CIIIPJ0yCCS such as the oift cards, employee picnic and luncheons that need to be evaluated. Other issues discussed were retiree's benefits and the Police Department's take-home vehicle policy. Mr. Lawrence 1elt this Policy is valuable to the Town in terms ofrecrultilictit ,is well as a C011111ILinity policing impact but It needs to be evaluated. The Town Manaecr did not see a need to furlough employees at the present time. Another area where the Town spends a considerable amount is for non -governmental agency requests and this will be looked at very critically during budget Studies. The last U item special event I* riding, needs to be evaluated to dcternlinc the value received. Following the Town Manager's report. Mr. Nance asked when a decision meds to be made on the Firc/FNS Chief's position and Mr. Lawrence replied that a decision needs to be made by the end ofilic month as to wlicther to proceed or not so that staff knows whether to include funding, in the bLIdgCt. Nir. Nance questioned whether it was justified to add the cost of the new position when the Town has .I hiring treeze in place and employees are not getting LI pay false. Ise, NIr. Obenchain asked about haVino a bud" t mectim, before staff gets involved in their part Z� _—e Z� — of the budget process to advise staff' of COUncil's priority. Following further discussion. iI bLidget work session was schedUled for March 24 at 630 p.m. at the Vinton War Memorial, Downtown Revitalization 111% Lawrence advised that lie has begun work with tile Department of' Housing and Community Development (DI-ICD) to get a preliminary assessment of the I I o wil ` S downtown business district for planning purposes. He went on to sa), that the DFICD needs to be aSSUrcd the'Fow-ri has done its base line assessment of the condition ofilic Town which provides them with the inforination as to whether their relationship with the Town WOUld be a viable SUCCCSS1111 partnership. It was noted that it WOLIld be an eight week process that would Include a 11OLISi11" needs assessment, a physical Inventory of all open spaces and bLiSilleSSCS, vacant and occupied and gcncr1,1I condition of all downtown buildings. The Town Manager stated that the Town would also work oil a bLiSilICSS inventory of the Central Business District, specifically looking at the IIUnlbcr of' businesses, number ofemployees. their Square llootaoe, hours of'operation, allIOUnt ofparking, length oftirric at location. etc. The Town Mana(_,cr advised that by the end ol'NIaN,,. tile Town has to set tip LI management team of about 20 people. This would assure DHC_D that Vinton has enough organization. community interest, leadership and W initiate the downtown process. A public m meeting would also be hcid. Mr. Lawrence stated that if DFICD determines that it's worth initiating the partnership, the Town could receive up to about $35,000 in grant money to begin the planning work. He added that it' the Town Pacts the grant funds, the planning PI-OCCSS WOUld take about two years and would get theTown ready for constrLICtJOn money. NwIr. Obcnchain asked about a Stop light on Washington A\ICIILle. N/Ir, Lawrence replied that a replacement Unit has been ordered. Joey Hiner added that the Town has not be notified as to when the Lunt \\,]]I be shipped. The work session adjourned at 10:05 p.m. ATIT'ST: Darken R. Bailer, Town Clerk APPROVE]D: Bradley i. Grose, Mayor 9 Draft March 13, 2009 The success of our community is rooted in 125 years of rich history and leadership, which will continue to guide us into the future. In 2029, Vinton is a small, progressive town that respects the history of our community while providing an outstanding quality of life for our residents. The fabric of our community is woven through its strong neighborhoods, schools, religious community, and civic -minded citizenry. Vinton is a hometown that offers a unique and vibrant business and retail environment and encourages entrepreneurial thinking. It is built on a human scale, where visitors and residents alike can find everything they need while experiencing a friendly, close-knit, superior community environment. Government services are provided with the highest level of integrity. Vinton's strong governmental leadership encourages public participation and responds in the best interest of the community as a whole. Our vision will be built through the belief in certain unifying principles: Neighborhood Vibrancy Vinton neighborhoods are the foundation of our small town character and hometown pride. They provide affordable housing options for all our citizens. Our homes are well maintained, attractive, and add value to the overall community. Homes have individual character and distinct architectural elements that represent the historical eras of the community and the diversity of our residents. Our neighborhoods are connected physically and socially through our schools, greenways, faith based organizations, and family -friendly activities. Neighbors care for each other like family. Children play outside in a safe, creative, and healthy atmosphere where everyone keeps an eye out for everyone else. Young and old alike interact to create a dynamic, healthy value -oriented community. Downtown Reinvented Downtown Vinton is a vibrant, attractive, modern location for unique businesses, shops, and dining experiences. Upon arrival, visitors are drawn to attractive storefronts, diverse and unique destination businesses not available anywhere else in the Roanoke Valley. The Town is engaged with both business and property owners and other stakeholders to foster entrepreneurial, home grown, specialty businesses. Modern infrastructure, updated utilities, and the latest technology support not only a vibrant business mixture, but a diverse sustainable business clientele. Well - maintained streetscapes, sidewalks, and green areas result in a walkable, human -scale shopping, dining, and business experience and ensure ease of navigation through our Town for both pedestrians and vehicles. Destination AND a Gateway Vinton's business venues are well planned and integrated to give our residents and visitors access to everyday necessities as well as a hometown shopping experience providing unique goods, services, and atmosphere. The business districts have been reinvented through public and private investment and a unified effort to create a strong regional destination. Vinton's entrances welcome everyone to vibrant and diverse areas of commerce and community. Our wayfinding program provides recognition for key community assets and helps visitors locate the many opportunities available throughout the Town. Our gateways provide a testimony to Vinton's strong relationship with its churches, schools and neighbors and provide access to world famous recreation sites such as the Blue Ridge Parkway, greenways, and Smith Mountain Lake. IFUZ-HRTI-Af. M11 The Town is an open and fully -disclosed government. It recognizes the importance of communication to its citizens, surrounding governments, and business partners. Through a variety of media outlets, including newspapers, television, internet, and community venues, it fosters and creates easily attained, informative opportunities that allows citizens to become invested, participating members of the community. Visitors, residents, and businesses can find exactly what they are looking for while visiting, living, participating in our many festivals, and growing or expanding a business. The enhanced communication efforts produce a knowledgeable, engaged citizenry that sustains an ongoing dialogue with elected officials and Town staff. Vinton's Community Spirit Shines Vinton's spirit is shaped and enhanced by many tangible influences. Throughout the year, festivals and celebrations provide family friendly entertainment outlets for citizens and visitors alike. Many civic organizations, churches, and strong community schools enhance the lives of our citizens. Community patriotism and our sincere appreciation of those who have served to protect our freedom is reflected in the Veteran's Monument. Our War Memorial is a community cornerstone providing a world class social and business center. The Farmer's Market, library, and downtown itself provide social, retail, and educational outlets and promotes fellowship that is found only in small, caring towns. Through our public centers and the hearts of our citizens, Vinton's spirit of community shines brighter than ever. Best Managed Town Vinton government is accessible and responsive to our citizens and provides the right services at the right level and price, Our organization recruits and retains highly qualified personnel who are valued for their professionalism, education, training, and the use of best management practices in delivering services. Our public safety agencies respond quickly through first class training and equipment. The Town maintains and advances its significant investment in regional cooperation and partnership to succeed in goals that we cannot accomplish alone. We continue to be a leader and role model in intergovernmental relationships. The organization is a steward of both public resources and trust. Decisions are made in the best interest of the whole community.