HomeMy WebLinkAbout12/1/2009 - Regular T
Bradley E, Grose, Mayor p 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 Qt
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Vinton Town Council
Regular Meeting
Tuesday, December 1, 2009
AGENDA
Consideration of:
A. 4:30 P.M.—Joint Work Session with Roanoke County Board of Supervisors at County
Administration Building — Communications Department Merger
B. 7:00 P.M. — Roll Call and Establishment of a Quorum
C. INVOCATION
D. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG
E. CONSENT AGENDA
1. Approval of Minutes— Regular Meeting of November 3, 2009
2. Recommendation to Re-appoint Frederick Michelsen to Vinton Board of Zoning
Appeals - Resolution No, 1848
F. AWARDS, RECOGNITIONS, PRESENTATIONS
1. Relay for Life— Presentation of Plaque to Town
G. CITIZENS' COMMENTS AND PETITIONS
H. TOWN ATTORNEY
I. TOWN MANAGER
1. Highway Safety Commission Recommendations for Pollard Street
2. Request to Table Payout Option for Vacation Leave— Resolution No. 1849
J. MAYOR
K. COUNCIL
L. ADJOURNMENT
NEXT TOWN COUNCIL MEETING: December 15, 2009 at 7:00 P.M. — Regular
Council 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
1. System Development Fees
2. Solicitor's License
2
MINUTES OF A WORK SESSION HELD BY VINTON TOWN COUNCIL ON TUESDAY, NOVEMBER 3,
2009 AT 5:30 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED
AT 311 SOUTH POLLARD STREET, VINTON,VIRGINIA
Mr. Kennedy gave a Powerpoint presentation on water and wastewater philosophies and emerging trends.
Three of the most significant points made during his report were:
1 First class water and sewer infrastructure is critical for public health, fire protection, economic
growth and quality of living.
Z Rates must be increased to ensure both effective maintenance and renewal of water and
wastewater systems and to comply with federal and state regulations.
1 There will be a much tougher enforcement environment in the near future by federal regulators for
water and wastewater.
At the conclusion of Mr. Kennedy's report, he advised that the second part of his presentation would take
place at a work session on November 17, 2009, at 5:30 p.m. The Mayor thanked Mr. Kennedy for his very
informative report and advised that other work session items would be discussed following the regular
Town Council meeting at 7:00 p.m. At 6:50 p.m., Council attended the VinEvent Arts Reception in the
Lobby of the Municipal Building,
MINUTES OF A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 P.M., ON
TUESDAY, NOVEMBER 3, 2009 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL
BUILDING LOCATED AT 311 SOUTH POLLARD STREET,VINTON, VIRGINA
MEMBERS PRESENT: Bradley E. Grose, Mayor
Robert R. Altice
Carolyn D, Fidler
W. Wesley Nance
William E. Obenchain, Jr.
STAFF PRESENT: Chris Lawrence, Town Manager
Elizabeth Dillon, Town Attorney
Darleen Bailey, Town Clerk
Mike Kennedy, Public Works Director
Joey Hiner, Assistant Public Works Director
Agenda
A. 5:30 P.M.— Utilities Work Session
B. 6:30 P.M.—VinEvent Artists Reception
C. 7:00 P.M.— Roll Call and Establishment of a Quorum
D. INVOCATION
E. PLEDGE OF ALLEGIANCE TO THE U.S. FLAG
F. CONSENT AGENDA
1. Approval of Minutes: Regular Meeting of October 6, 2009
2. Re-Appoint Juanita Echols to the Fair Housing Board—Resolution No. 1842
G. AWARDS, RECOGNITIONS, PRESENTATIONS
1 Recognition of Town's 40 Year Membership on the Roanoke Valley Alleghany Regional
Commission
2. Recognition of Mayor Grose's 3 Years of Service as Chairman of the Roanoke Valley
Alleghany Regional Commission
H. CITIZENS' COMMENTS AND PETITIONS
I. TOWN ATTORNEY
J. TOWN MANAGER
1, Authorization for the Town Manager to Execute a Contract Agreement with VA DHCD—
Resolution No. 1843
2. Request from Appalachian Power Company for Town's Approval to Utilize Town Owned
Property—Resolution No. 1844
1 Request from Police Chief to Transfer Funds to Cover Match for DCJS Continuation of
Criminal Justice Systems Improvement Grant—Resolution No. 1845
4. Briefing Update on Status of Vinton Business Center Entrance Sign
K. MAYOR
1. Acknowledge Recognition of Council Members Robert Altice and Carolyn Fidler by the
Virginia Municipal League
L. COUNCIL
M. ADJOURNMENT
WORK SESSION
1. Guidelines for Citizen's Participation at Town Council Meetings
Mayor Grose called the regular meeting to order at 7:00 p.m. Following roll call, Roll call, invocation and
Mr. Bill Booth gave the invocation and Carolyn Fidler led the Pledge of Allegiance Pledge of Allegiance to
to the U,S. Flag. U.S. Flag.
The Consent Agenda was approved on a motion by Mr. Obenchain that was
seconded by Mr. Nance and approved with all in favor.
Wayne Stickland, Executive Director of the Roanoke Valley—Alleghany Regional
Commission, recognized the Town's 40 year membership on the Regional
Commission, He also recognized Mayor Grose's three years of service as
Chairman of the Roanoke Valley—Alleghany Regional Commission and pointed
Out Some Of the Mayor's accomplishments during his tenure as Chairman such as:
1 In 2007, the Mayor encouraged the Regional Commission to begin the
process of updating their Strategic Plan which led the Commission to
become more involved and engaged in the Regional Water Supply Plan.
As a result, the Greater Roanoke Regional Water Supply Plan and the
Upper James River Water Supply Plan will soon be ready for adoption
and work has begun on Craig County and New Castle's Water Supply
Plan.
Z Mayor Grose is also responsible for Commission involvement in the
"Green Initiative"which has resulted in the Commission being selected by
the Regional Chamber of Commerce as one of 10 businesses designated
as a"Cool Business".
3. The Regional Commission's expansion of relationships with other regions.
Mr. Strickland stated that the Mayor will continue to serve on the Commission's
Executive Committee. Mayor Grose thanked Mr. Strickland for his kind words.
Anita McMillan reported on a request for Council to authorize the Town Manager Adopted Resolution No.
to execute a contract agreement with the Virginia Department of Housing and 1843 authorizing the Town
Community Development (DHCD). She advised that the Town submitted a letter Manager to execute a
to the DHCD in January expressing interest in applying for a Community contract agreement with
Development Block Grant (CDBG) to assist in the development and completion of the Virginia DHCD for a
the Downtown Economic Restructuring and Marketing Plan and the Downtown $35,000 planning grant
Physical Improvement Plan to help the Town to initiate its Business District
Revitalization Project. She advised that after completing a list of activities
requested by DHCD, the grant was submitted and on October 14, 2009, the Town
received the DHCD Planning Grant Contract agreement. She asked that Council
authorize the Town Manager to execute the agreement so that the scope of work
can begin,
Mr. Nance noted that this was an important first step and moved to adopt
proposed Resolution No. 1843 authorizing the Town Manager to execute a
contract agreement with the Virginia Department of Housing and Community
Development for a $35,000 planning grant, The motion was seconded by Mr.
Altice and passed unanimously on a roll call vote.
Following their vote, Mayor Grose pointed out that it is important that Town
Council and staff acquire as much input as possible from the citizens during this
process as this is an opportunity to shape the way Vinton will look in the future,
both physically and economically,
Mr. Lawrence recognized Ms. Caudill, Ms, McMillan and Ms, Layman for the work
they did to get this grant.
Mr. Lawrence reported on a request from Appalachian Power Company for the Adopted Resolution No.
Town's approval to use Town-owned property for the location of two 80' power line 1844 supporting APCo's
poles as part of their 138 kV Transmission Line Project, He noted that the request to utilize town
property in question is a vacant 5.5 acres parcel located off Walnut Avenue that property for power line
the Town acquired several years ago as part of a Department of Emergency poles.
Management grant to reduce the impact of flooding on the property.
He went on to say that because the parcel was purchased with Federal grant
funds, approval from FEMA would be required before any type of construction can
take place on the property. He noted that copies of the approved Resolution
supporting APCo's proposal will need to be sent to FEMA with APCo's request. If
FEMA approves the proposal, Council will then need to approve an agreement
between the Town and APCo. regarding the transfer of easement rights. The
Town Manager advised that the Town Attorney and the Town's representatives
from VDEM had reviewed and approved the proposal.
Ms. Fidler moved to adopt proposed Resolution No, 1844 supporting the request
from Appalachian Power Company to utilize Town owned property. The motion
was seconded by Mr.Altice and passed unanimously on a roll call vote.
Mr. Rotenberry thanked Town staff and Council for their assistance on this project,
Mr. Altice complemented Appalachian Power Company staff on their
presentations.
Mr. Lawrence reported on a request from Police Chief Cooley to transfer funds Adopted Resolution No.
received from the Department of Criminal Justice for the continuation of the 1845 transferring DCJS
Criminal Justice Systems Improvement grant. He advised that the Police grant funds and approving
Department has been working to update their CAD system and as a part of that transfer of grant match
procrss, they want to move from their current Interact System to the New World
System. He noted that because the New World System is the same system used
by Roanoke County, the Town will be able to purchase the New World System at
a lower cost under Roanoke County's contract. Mr. Lawrence pointed out that it
would be more costly to continue with the Interact System.
The Town Manager reported that the Police Department currently uses Crime
View Crime Community Desktop for crime analysis and the grant funds would pay
for software that would allow this program to interface and pull data from the New
World Records System.
Mr. Lawrence reported that the Police Department had received a grant from the
Department of Criminal Justice Continuation Improvement Grant for $24,503 to
purchase the New World System with a grant match of $8,000. He advised that
the $8,000 would come out of the Wireless 911 Grant account that is funded by
the state.
Mr. Altice moved to adopt proposed Resolution No. 1845 approving a fund
transfer of$8,167 for the grant match and for the DCJS grant funds in the amount
of$24,503 The motion was seconded by Ms. Fidler and unanimously approved.
Consuella Caudill, Assistant Town Manager, reported on the most recent design Approved design for a new
proposal for the Vinton Business Center's sign. She recalled that several months sign for the Vinton
ago, a committee made up of Town staff and Roanoke County's Community Business Center
Development Department worked on developing renderings of sign designs which
had been presented to Council for their review and comments at an previous
meeting. She went on to say that there did not seem to be an overwhelming
agreement for any of the renderings so staff asked the Town's architects to talk
with County and Town staff to get their ideas, to evaluate the site to determine
what might work best on the site and then to design a new sign based on their
findings.
Ms. Caudill presented Council with the architects' rendering that was completely
different from any of the previous designs. She stated that she and the others on
the committee feel the new sign design would be the best choice for the location
and better reflects the type of tenants and uses at the park. She noted that the
sign would be a good fit for that part of the County.
Ms. Caudill explained that the sign, which would be located at the toe of the slope
on the first parcel coming into the park, would have two faces and would be a W"
shaped sign. She assured Council that the sign meets all Roanoke County
requirements for setback, height, etc. The sign would have a concrete base that
will be similar to the signs at the new Fire Station on Plantation Road and Hollins
Road and the Fleet Service Building that is off Old Hollins Road,
She reported that the cost for the sign is estimated to be $25,000 including
installation. Mr. Altice pointed out that the cost for the sign would be shared with
Roanoke County. The design of the new sign was approved by a consensus of
Town Council,
Mayor Grose congratulated Council members Fidler and Altice who were
recognized by VML for completing a course called Virginia Elected Officials
Leadership Academy. He went on to say that it is a significant achievement and
sets a good example for those who serve on the Planning Commission and the
Board of Zoning Appeals to become certified.
He thanked the Arts Council for their new display of art in the Municipal Building
Lobby. Since it was Election Day, the Mayor acknowledged that he felt very lucky
to be able to live in a country where he can vote freely without intimidation.
Mr. Nance noted that it was good to have Mr. Obenchain back and congratulated
Advance Auto on their newly constructed building,
Ms. Fidler commented on the VML Conference this year and the great job done by
the City of Roanoke in sponsoring and helping to organize it. She reminded
everyone of a meeting scheduled for the following Thursday at 5:15 to discuss the
revitalization of Vinton.
Mayor Grose adjourned the regular meeting at 7:50 p.m.
WORK SESSION
1 Mr, Lawrence asked Council to consider amending the"Guidelines for Citizen Participation at Town
Council Meetings. He stated that the first item listed requires that anyone wanting to speak at the
meeting had to notify the Town Manager's office by the Wednesday prior to the meeting at 5:00
p.m. in order to be placed on the agenda. He felt this requirement was not an example of a
positive, open-government perspective. He also had a problem with the third item that requires
anyone wanting to speak to submit a Citizens Request Form to the Clerk prior to the opening of the
Council meeting. Mr. Lawrence noted that these two items have not been enforced and should be
removed from the guidelines.
Following a brief discussion, it was the consensus of Council to have staff to re-work the
"Guidelines for Citizen Participation at Town Council Meetings and to bring it back to Council for
approval at their November 17th meeting.
There was no further business and the work session adjourned at 8:05 p.m.
APPROVED:
Bradley E. Grose, Mayor
ATTEST:
Darleen R. Bailey, Town Clerk
1. Recommendation of Appointment by Roanoke County Circuit Court to Board of Zoning
Appeals—Resolution No.
ISSUE/PURPOSE: Frederick J."Mick"Michelsen was appointed to serve a five-year term on the
Vinton Board of Zoning Appeals be&�inning on :January 4,2005. His term of
office will expire on January 16, 2010.
ACTION
REQUESTED: Recommend that Roanoke County Circuit reappoint Mr.Michelsen to a new
five-year term on the Vinton Board of Zoning Appeals.
JUSTIFICATION: Mr. Michelsen was contacted and is willing to continue serving on the Board
subject to a recommendation of reappointment by Council to the Circuit Court
Judge for Roanoke County. Mr.Michelsen's new five-year term on the Board,
if appointed, would run through January 16,2015.
Resolution No. is enclosed.
RESOLUTION NO. 1848
AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY,
DECEMBER 1, 2009 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON
MUNICIPAL BUILDING,311 SOUTH POLLARD STREET,VINTON, VIRGINIA
WHEREAS, Frederick J. Michelsen's term on the Vinton Board of Zoning Appeals (BZA) runs
through January 16,2010;and,
WHEREAS, Mr. Michelsen, who resides at 225 North Maple Street in Vinton, Virginia, has
expressed an interest in continuing to serve on the Board of Zoning Appeals if Council
wishes to recommend his reappointment.
NOW,THEREFORE,BE IT RESOLVED,that the Vinton Town Council does hereby recommend
the appointment of Frederick J. Michelsen to a five-year term on the BZA by the Roanoke County
Circuit Court, that will run from January 17, 2010 through January 16, 2015.
This Resolution was adopted on a motion made by and seconded by
with the following votes recorded:
AYES:
NAYS:
ADOPTED,
Bradley E. Grose, Mayor
ATTEST:
Darleen R. Bailey,Town Clerk
DATE: November 25, 2009
SUBJECT: Highway Safety Commission recommendation to change no parking on
North Pollard Street
ACTION
REQUESTED: Town Council to accept report and changes recommended by the Highway
Safety Commission.
SUMMARY: At the October 22, 2009 meeting members of the Vinton Highway Safety
Commission discussed a proposal to change the no parking requirements
on the Northbound side of South Pollard Street. This is the area in front of
Vinton Motors and down to the comer in front of Vinton Appliance.
The tirnes on the current signs show 2 hour parking from 8 AM to 4 PM
and no parking from 4 PM to 6 PM except Sundays. The permitted
parking hours in the designated area causes significant congestion during
those hours especially for left hand turns into the post office from South
Pollard and for traffic needing to get into the right turning lane for
Washington Avenue. The Highway Safety Commission is recommending
making the entire area from Washington Avenue/Vinton Motors to the
corner of East Lee Street no parking all the time.
Staff is requesting that Council approve and adopt the changes
recommended from the Highway Safety Committee and authorize the
Town Manager to make the changes. A January 1, 2010 effective date is
desired.
BUDGETARY
IMPACT: NONE
DATE ACTION
NEEDED: December 1, 2009
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ACTION NO.: RES, 1849
ITEM NO: 1-2
TO: Town Council
FROM: Chris Lawrence
Town Manager
DATE: November 23, 2009
SUBJECT: Policy Change-Vacation in Lieu of Annual Leave Taken
ISSUE/PURPOSE: On December 1,2008,the new Employee Handbook(Personnel Manual)was
implemented. The vacation payout policy was developed to allow long-term
employees of 10+ years to request payout of accrued leave in addition to
regular pay. This would allow the Town of Vinton to reduce the amount of
liability due to vacation accruals. However,with the economic challenges and
this fiscal year's tight budget, we do not have the additional funds to support
the policy.
ACTION
REQUESTED: Adopt proposed Resolution No. X authorizing the Town Manager to amend
the Vacation in Lieu of Annual Leave Taken and allowing staff to re-evaluate
the policy in Fiscal year 2010/2011,
JUSTIFICATION: The FY 09/10 budget did not include funding to support the policy due to the
economic constraints and the budget cuts that were required for each
department.
STAFF
RECOMMENDATION: Staff recommends that Council authorize Resolution X amending the
policy and to re-evaluate the vacation payout policy in Fiscal year
2010/2011.
PROPOSED RESOLUTION NO. IS ENCLOSED
RESOLUTION NO. 1849
AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON
TUESDAY, DECEMBER 1, 2009 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF
THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA
WHEREAS, Chapter IX, Section 2 of the Personnel Manual indicates that employees who have
completed at least 10 years of service may receive payout for annual leave in
addition to regular pay. This policy is in lieu of taking the annual leave; and,
WHEREAS, the current fiscal year did not include additional funding to support the policy;
and,
WHEREAS, Administration has recommended amending the current policy and re-evaluating
the Paid Vacation in Lieu of Annual Leave Taken Policy until FY 2010/201 L
NOW, THEREFORE, BE IT RESOLVED, that the Town Council of Vinton does hereby
authorize the Town Manager to amend the Vacation in Lieu of Annual Leave Taken Policy and
allow staff to re-evaluate the policy in FY 2010/2011,
This Resolution adopted on motion made by and seconded by
with the following votes recorded:
AYES:
NAYS:
ADOPTED:
Bradley E. Grose, Mayor
ATTEST:
Darleen Bailey,Town Clerk