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HomeMy WebLinkAbout7/6/2010 - RegularBradley E. Grose, Mayor Robert R. Altice, Councilmember Carolyn D. Fidler, Vice Mayor Matthew S. Hare, Councilmember William "Wes" Nance, Councilmember Vinton Town Council Regular Meeting Tuesday, July 6, 2010 AGENDA Consideration of: A. 7:00 P.M. — Roll Call and Establishment of a Quorum C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG D. APPOINTMENTS: 1. Appointive Officers: a. Town Manager b, Town Treasurer C. Town Clerk d. Town Attorney e. Chief of Police 2. Council Committees: Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 a. Budget/Finance — Councilman Nance & Councilman Hare b. Public Works - Vice Mayor Fidler & Councilman Altice C. Public Safety Committee — Mayor Grose & Councilman Hare 3. Election of Vice Mayor E. CONSENT AGENDA 1. Request to Approve Minutes for Regular Meeting of May 18, 2010 2. Cancel August 3, 2010 Regular Council Meeting Due to National Night Out Celebration 1 Confirm Vinton Volunteer First Aid Crew Officials F. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Recognize Outstanding Dispatcher of the Quarter — Rachel Jones 2. Recognize June's Police Officer of the Month — Paul "Matt" Harris 1, Hal Mabe, Vinton Area Chamber of Commerce — Banner Proposed Amendments to the Town of Vinton Zoning Ordinance, Article V, Supplementary Regulations, Division 3, Section 5-5,Exceptions to Yard Requirements and Section 5-11, Visibility at Intersections, relating to the placement and height of fences, walls, arbors and trellises within Residential Districts — Proposed Ordinance No. 902 ACTION: REFER BACK TO THE PLANNING COMMISSION 1. TOWN ATTORNEY K. MAYOR L. COUNCIL NEXT TOWN COUNCIL MEETING: Regularly Scheduled Meeting of July 20, 2010 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. Discussion of Economic Development Program Strategies and Expectations 2, Discussion of Proposal to Change Start Time of Regularly Scheduled Town Council Business Meetings. MINUTES OF REGULAR MEETING OF VINTON "TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MAY 18, 2010 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 Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Edizabeth Dillon, Town Attorney Gloria Morgan, Administrative Assistant Barry Thompson, Finance Director/Treasurer Joey Fliner, Assistant Public Works Director Mike Kennedy, Public Works Director Anita McMillan, Planning Director Ben Cook, Police Captain Agenda A. 7:00 P.M. — Roll Call and Establishment of a Quorum B. INVOCATION C. PLEDGE OF ALI-EGIANCETO THE U. S. FLAG D. CONSENT AGENDA I . Request to Approve Minutes for Regular Meeting of April 20,2010 2. Appointment of Assistant Town Manager to the Greater Roanoke Valley Transportation Board — Resolution No. 1871 E. AWARDS, RECOGNITIONS, PRESENTATIONS I. Recognition o t'MPO William Sankbei I as Officer of the Month for April, 2010 2. Proclamation —National Public Works Week — May 16 to 22, 2010 F. CITIZENS' COMTVIE-NTS AND PETITIONS G. PUBLIC HEARING I . Request to Close Bowman Street Right -of' -Way — Ordinance No. 900 2. Proposed Budget for FY 2010-2011 Fl. TOWN ATTORNEY 1. TOWN MANAGER 1. Consideration of Utility Customer Financing Policy 2. Request to Allocate Funding for Renovation of Entrance Signs — Resolution No. 1872 J. MAYOR K. COUNCIL L. ADJOURNMENT WORK SESSION 1, Change of Use Grant Proposal ? Budget Mayor Grose called the regular meeting, to order at 7:00 p.m. Following roll Roll call, invocation and call, Mr. William Booth gave the invocation and Ms. Fidler led the Pledge of Pledge of Allegiance to Allegiance to the U.S. Flag. U.S. Flag. The Consent Agenda was approved on motion by Mr. Altice and seconded Approval of Consent by Mr. Nance, with all in favor. Agenda Mr, Flare read a letter from Chief Cooley recognizing Master Police Officer Awards, Recognitions, William F. Sankbeil as Officer of the Month for the month of April 2010. Presentations Mayor Grose recognized the Public Works Department with a Proclamation declaring May 16 to 22. 2010, National Public Works Week. Mayor Grose noted that Public Works Director, Mike Kennedy was in the audience and invited him to speak about planned events for the week. Mr. Kennedy reported that a luncheon for the Public Works Department would be held this Thursday along with demonstrations of the new sewer video camera navigating through mock Lip sewer connections. Mr. Kennedy praised his department of thirty six people and noted that they serve the Town citizens every day in an exceptional way. Mayor Grose thanked Mr. Kennedy and also expressed his appreciation for the great job Public Works does throughout the year. Fle noted that he was proud of our Public Works employees and the pride they take in their work that touches the lives of thousands of people every day in the town. � I Mayor Grose also noted that Judy Cunningham,unnnaExecutive Director of the Vinton Area Chamber of Commerce was in the audience along with two interns who will be assisting her at the Chamber this summer. Fle welcomed Briltney Howell and Leigh Ann Osborne to the Council meeting and stated that he hoped they enjoyed their time Nvith the "Town, Mayor Grose opened the public hearing at 7:09 P.M. to receive comments and questions regarding vacation of a portion of Bowman Street that lies between East Madison Avenue and Washington Avenue. Planning Director, Anita McMillan reported that in March 2010 her department was contacted by Tommy Woods regarding his desire to replace the free-standing sign at Wood"s Service Center located on 418 Washington 4:� 9 Avenue. She stated that it was determined that the current sign was located in the Bowman Street right-of-way. Ms. McMillan referred to a 1987 file rnerno that explained Council's intent to vacate this right-of-way after the Washington Avenue road widening project was completed by VDOT. Public Hearing held on Ordinance No. 900 to vacate Bowman St. right-of-way 0 She explained that all utility companies had been notified and none of them had an, problems with vacating that portion of Bowman Street. Ms. McMillan did note that the Vinton Public Works department had expressed a wish to retain a twenty foot easement to a water line that was about thirty-six feet in width and about one hundred feet in length. She explained that seven ofthe adjourning property owners had also been notified and at this date, no objections had been received. Ms. McMillan respectfully asked for Council's consideration of Ordinance No. 900 to vacate the BoEvnian Street right-of-way. Mayor Grose opened up the floor to welcome public comment and inquired if Council had any comments or questions. "There was none and Mayor Grose closed the public hearing at 7:12 p.rn. and Mr. Nance moved to adopt proposed Ordinance No. 900 to approve the request to vacate the right-of- way on Bowman Street that lies between E­ Madison and Washington Avenue. The motion was seconded by Mr. Hare and passed unanimously on a roll call vote. Mr. Lawrence complemented Karla Turman and Joey Hiner for working so diligently with Mr. Woods to bring this issue before Council and recognized their combined efforts to facilitate the improvements Mr. Wood plans to make at his property. Mayor Grose also expressed his appreciation to staff for all their efforts, Mayor Grose opened the public hearing at 7:15 p.m. to take comments and questions on the proposed FY 2010-2011 budget. Mr. Lawrence noted that the budget had been formally presented to Council at their last regular Public Hearing on the meeting. He explained that tonight's public hearing would highlight the Proposed Budget tor FY major areas of the budget and give members of the public and Council the 2010-2011 opportunity to ask additional questions. Mr. Lawrence reported that the proposed budget of$10,560,546 consisted of $7,323,765 in General Funds, $3,147,531 in Utility Funds and $89,250 in Capital Improvement Funds. He noted that most of the Towns revenue comes from taxes, charges for various services and other categorical aid from the State. Mr. Lawrence explained that the 'town is heavily reliant on business taxes which in return are reliant on a healthy economy. He noted that due to the current economic situation, revenues have been lower which has created a challenge to balance budget priorities without increasing taxes yet maintain core services with minimum impact to the public and Town employees. Mr. Lawrence reported that to balance the 2010-2011 budget., $87,000 dollars would be transferred from the unreserved fund balance to the general fund. He commented that the proposed budget reflects the Town's growing cost of providing services with minimal revenue growth. He noted that many needed capital improvement projects had been cut from the budget or delayed until revenues increase. He also noted that employees have not received pay raises for the past three years and each department has cut cost down to bare essentials, t Mr. Lawrence also noted that as of June 24h , the Communications Department will be transferred to Roanoke County and will no longer be included in the budget. He explained that Council will consider any additional adjustments on this proposed budget and vote on the final budget prior to July 1, 2010. Mayor Grose thanked Mr. I.mvrericc for the report on the proposed budget and opened the floor for comments from the public. Ms. Michelle Skeen from Brain In * jury Services of SWVA requested that Council remember brain injury survivors as they voted on the budget this year. She explained that her agency helps individuals suffering from brain injury become re- integrated back into societ\. She reported that three hundred and fifty eight Southwestern Virginia area clients had been served this past year however due to the current economic situation State funding was being cut by 5% for human service agencies for the upcoming year. Mayor Grose thanked Ms. Skeen and inquired if Council had any additional comments concerning the proposed budget. Mr. Hare commented that he felt the budget conveys a message of what Town priorities are and he felt Council should not shy away 1roni difficult decisions. Mayor Grose noted that the proposed budget was the result of many hours of work by staff and thanked everyone for all their hard work, He stated that he felt the budget would have to be monitored throughout the coming year to make sure revenue does meet the predictions that have been established lor the proposed budget. He noted that these economic times require us to be vigilant and pay close attention to funding sources and how it is spent. Mayor Grose closed the public hearing at 7:44 p.m. Mr. Lawrence reported that the Public Works department had been approached by a citizen at the end of last year inquiring if the Town had a Consideration of Utility loan program available to finance connections to the Town utility system. Customer Financing He explained that this citizen was currently on a septic system that was policy failing and the Town does not have a formal policy in place to extend credit or loans to citizens to finance connections to the ToNvri utility system. He noted that this service can end up costing citizens anywhere from $4000 to $12,000 dollars. He reported that Mr. Thompson and Mr. Kennedy had completed research and determined that the Western Virginia Water Authority does have a loan program in place for this type of situation. He pointed out that a "sample" loan or credit policy modeled after the Western Virginia Water Authority program which included amortization table examples and legal provisions to protect the Town of' Vinton and Toxvn utility customers, was ncluded in Council's information packet. He noted that this issue was being presented 4 to Council to determine it there was all interest in extending credit or loans to Town customers for utility service connections. Mr. Lawrence indicated that the Finance Committee consisting of Mr. Hare and Mr. Nance had met earlier in the evening and he asked them to present their recommendations to Council at this time. Mr. Nance reported that the Finance Committee had concluded that with the Current economic situation and reduced revenues that have required major cuts to the budget, this was not the time to add additional services. lie noted that extending this type of . loan would also place the Town in the uncomfortable position of enforcing liens on property or possibly having to sue its own citizens in the event the loan was not repaid. Mayor Grose invited Mr. and Mrs. DeLoatch to address comments to Council concerning this issue. Mr. DeLoatch remarked that the Vinton area was a wonderful place to raise children and the quality of life here was just superb. lie explained that over the past months his failing septic system had been backing up through the basement drain on a regular basis. Mr. DeLoatch stated that these were extraordinary times for him and all of those who work for a living and pay bills on diminished income so he definitely understood the Town's economic situation. fie commented that ill SitUations like this, people explore any solution possible. Ms. DeLoatch stated they had contacted the Town because the Health Department would not allow them to repair their existing septic system. She stated that she did not feel this would be setting a precedent as there are only a small number of residents who are not currently connected to the Towns system. Ms. DeLoatch commented that she understands these are hard economic times but pointed out that she is paying taxes to the Town and Roanoke County. She also pointed out that the Surrounding counties currently extend this type service to their citizens using the homeowners property as security. She stated that you could not expect people to live in the 2 I't century without sewer or septic service. Mayor Grose thanked Mr. and Ms. DeLoatch for their comments and asked other members of Council if they wished to move forward on this issue. Mr. Hare pointed Out that applications Submitted to the Western Virginia Water Authority must document specific levels of need and petitioners must appear before a Director who may or may not approve the request. Fie wanted to clarify that all applications are not automatically approved by the Water Authority. Mr. Allice indicated that he did not have a problem if the loan was secured. He stated that fie felt this service needed to be offered to citizens that are on septic tanks to prevent polluting of the Town well system. Ms. Fidler stated that she agreed with Mr. Altice and fell this was something that needed to be considered for Town1 citizens, 5 Mr. Hare asked Mr. Kcnnedys advice on the possible pollution of the Town well system. Mr. Kennedy felt there was some risk depending on the proximity of the wells to the server lines, however, he noted the risk was probably minimal as Town wells are typically 400 feet deep. Mr. Altice asked for clarification on the number of homes in the Toxvri currently on septic systems, Mr. Kennedy replied that he would get the exact breakdown of homes located in the Toxvri and eastern Roanoke Countv area that Vinton currently serves if needed. He pointed out that there are approximately 30 to 40 homes in Town that could potentially be in a similar situation of needing to connect to the public septic and not being able to afford the cost. Mr. Kennedy noted that the Virginia Department of ealth actually regulates septic systems and issues permits if requirements are inct. Mr. Kennedy also pointed out that Vinton Town code does not require homeowners with failed septic systems, to connect to public sewer. Mr. Lawrence suggested that staff approach the Health Department with a request to re -look at the property to determine if the cheaper alternative of fixing the existing septic system was at all possible. Mr. Lawrence inquired if Council would like to have staff develop a formal written policy and present it at the next meeting, Mayor Grose stated he felt the next step was to check with the Health Department. He noted that he had major concerns about paying taxpayer funds for this type program, however, he would consider looking at a policy. He stressed that before he could support this type of policy, the standards would have to be extremely high and there would have to be no other alternative available for the citizen. Mr. Altice and Ms. Fidler also agreed to look at a formal draft ofthe policy. Mr. Kennedy pointed out that customers of the Virginia Western Water Authority pay water rates about 25% to 35% higher then the Towns current water rates. Mr. Lawrence noted that the Water Authority funds the cost of the credit program through their higher rates. Mayor Grose commented that maybe the Town should consider funding a credit program through higher water rates rather than from the general budget fund. He thanked Mr. and Ms. Del-oatch for their attendance. Mr. Lawrence noted the second item under the Town Manager section concerned a request for Council to allocate funding for the renovation and restoration of primary entrance signs to the Town. He reported that early estimates indicate costs at approximately $6,684 dollars to refurbish all seven signs. He explained that the interest from the "flower fund" will be used to fund the sign renovation project. He stated that if Council approves the project, the process of taking bids will began. Ms. Fidler moved to adopt proposed Resolution No. 1872 approving the request to allocate funding for the renovation of Town entrance signs. The Approval of'Resolution No. 1872 to Renovate ]'own Entrance Signs I motion was seconded by Mr. Altice and passed unanimously on a roll call vote. Mr. Lawrence reminded Council that the Vinton pool will open on June 5'1' with flyers being distributed to promote the event. He noted that volunteers will be at the pool this coming weekend to repaint the bathrooms, clean areas, assemble a concession stand and put tip picnic tables. He explained that the picnic tables will be utilized for crafts, program activities and Wednesday night dinners. Mayor Grose commented that he had attended the wine festival held last Saturday at the War Memorial, He thanked the Chamber of Commerce for hosting the event and noted that it was a very successful with a large attendance. Ms. Fidler stated that she had also attended the event and everyone seemed to have a great time. Mr. Nance commented that he was sad to hear that the Vinton Voice had ceased operations this week as the newspaper had been a very nice asset for the community. There was no further business and Mayor Grose adjourned the regular meeting at 8:45 p.m. NOTIOT91MIRIMI 1. Chantw of Use Grant Proposal Town Manager comments Comments firom the Mayor and members of Council Adjournment Mr. Lawrence noted that change of use issue was one of the items that had been discussed during community meetings held with small business owners over the past months. He explained that as a result of these meetings,, this proposal had been developed to facilitate and encourage new business growth within the Town, Mr. Lawrence noted that the intent was to have a more open and easier process by introducing an incentive grant aimed at offsetting costs related to change in use of existing residential structures from residential to commercial use. The grant will be awarded to projects with a minimum investment of $101.000 in facility upgrades. The one-time grant will equal 3 30% of` eligible renovation costs up to a maximum of $5,000. Mr. Flare suggested that "eligible" costs be more detailed as to what would or would not be included. 2. Budget Mr. Lawrence noted that during their last meeting, Council had questioned the amount of money currently in the Fund Balance. He reported that Mr. Thompson had Put together a report that shows 7 the trend of how and where money from the Fund Balance had been spent over the last tell years. He explained that Council had spent a lot of money during this period to accomplish large council goals which had drawn down the Fund Balance account. Mr. Thompson distributed a handout to members Of Council and opened a discussion to help Council better understand the trend of spending over the last ten years. lie explained that the information being presented was on a modified accrual basis and showed what was in reserve and unreserved general fund balances. Mr. Thompson gave examples of money that had been spent including the 2001 — 2002 downtown improvements to the sewer, water, sidewalks and architectural and engineering expenses in the amount of $1,002,753. He pointed out land purchases of the Farmers Market, the Jackson Avenue and Pollard Street properties in the amount of $384,297. Nlr. Thompson noted a cost of $252,502 to relocate Jaycee Ball Park to Vineyard Park and $24,350 to relocate the batting cages to Vineyard Park prior to the renovation of the War Memorial. He explained that over and above the costs for the bond issue on the War Memorial, $297,197 had been paid out of the General Fund for architectural, engineering and consulting fees prior to approval of the renovation. He also noted the purchase of the senior bus for $45,359 and an ambulance in 2003 for $71,042. Mr. Thompson explained that during the years of 2003 through 2009 a total of $251,028 was spent on the Vinton Business Center property site. He noted repairs to buildings and infrastructures, 'f'o%vn wide, that totaled $484,338. He explained that this total included items such as a new roof on the museum, a flood wall for public works and general repairs to the firchOUse along with other items. fie also pointed out a three different contributions to the Veteran's Memorial Monument totaling S50,000. In addition he noted $215,973 spent to receive VD01'revenue sharing for paving of Town streets. Ms. Fidler commented that the spending was done piece by piece over time which made it hard to see the whole picture. Mr. Thompson explained that revenues had not been meeting goals due to the tanking economy. He noted that he had advised Council a year ago that the Town could not take on any more debt even though he knew there were projects that needed to be done. lie stated that at the time, his comments had not been received \,cry 111vorably. He stressed that the Towns revenue stream is stretched right now. N/Ir. Altice commented that Council was going to have to learn to say no to some requests. Mr. La\vrcnce stated that it is not just saying no to funding requests, the Town was going to have to cut current funding. Mr. Thompson pointed out that the quarterly reports and yearly budgets have lots of great information in them. Ms. Fidler agreed that they were a great tool, but that it is just too hard to read them, Mr. LaATcnce and Mr. Thompson commented that they would teach Council how to read and interpret the reports. Mr. Altice complemented Mr. Thompson on the information and presentation that had just been given. Ms. Fidler questioned whether the lease of the seven police cars financed over five years was included in the Police Department budget and mi.. Thompson explained that they were not. lie stated in past budgets all vehicular expenditures lor departments have been reflected as Capital expenditures. However, this year he had moved these items into debt service. Mayor Grose stated that he felt the ]case of the Police cars should be an expense of the Police Department budget and it was only this year that he had realized this expense was not actually included in the Police EO Department budget. Mr. Lawrence pointed Out that vehicular and equipment expenses for all departments have been reflected as Capital expenditures. He inquired as to whether Council wished to subtract large dollar purchases from each department budget such as leaf collectors or ambulances. He explained that currently, items such as ambulances come out of the General Fund. Mayor Grose stated that he 1'elt that the budget numbers of each department should reflect and include the all expenses. Mr. Hare suggested that since the hour was late, this discussion should be carried over to another work session. Mr. Nance commented that if projections are not on track next year., re -adjustments will have to be made quickly. He stated that Council had avoided making tough decisions during the past two years by cutting fat from the budget. He stated that tough decisions are going to have to be made if the economy does not improve and then it will not be a question of whether the pool stays open, it will be a question of how quickly the pool can be closed or how many employees to Jay off. He noted that he did not believe that prior Councils had made reckless decisions; the situation exists because of economic downturns that could not be forecast, Mr. LaNvrence advised that staff would work on the information received during tonight's session and present the revisions to Council at the upcoming May 25"' meeting. The work session adjourned at 10:10 p.m. APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk 9 Vinton First Aid Crew -Officers - 2010-2011 Name - Last Name, First Name Primary Address Line I City State/Prov. Zip/Postal Code Job Title Cellular Phone EWail I GUFFEY, SANDRA 725 KENYON RD VINTON VA 24179 CAPTAIN/EMT-I 556-0913 SGuffey@cox.net GUFFEY, WAYNE 725 KENYON RD VINTON VA 24179 ASST CHI EF/EMT-IIBOARD MEM/L1 FF ACTIVE 400-1808 2501@vintonerns,corn PHILPOTT, RAYMOND T. 1811 CHARLESTOWN SO VINTON VA 24179 RESCUE CHIEFIEMTICHAPLAIN/LIFE MEMBER 765-7914 r1philpott@ccx net#, ROGERS, III, WILLIAM G 1004 BLAKEMORE CR VINTON VA 24179 2ND IT. MECHIMEDICAL/EMT 580-5031 suntacruzl6@att.net SIZEMORE, CAROLINE A 1574 SANDY RUN RD VINTON VA 24179 1 ST LT TRAINING/EMT-I/ASSOC cscatsmeow@aol.com 612312010 Page 1 3:35 PM Vinton Police Department 311 SOUTH POLLARD STREET VINTON, VIRGINIA 24179 HERBERT G. COOLEY CHIEF OF POLICE PHONE (540) 983-0617 FAX (540) 983-0624 A State Accredited Agency June 21, 2010 To: Rachel Jones, Dispatcher From: Herbert G. Cooley, Chief of Police Re: Outstanding Dispatcher of the Quarter Congratulations! You have been nominated and named "Outstanding Dispatcher of the Quarter" for the quarter ending June 30, 2010. You were nominated for your team spirit and your willingness to help out in time of need. You have proven a valuable asset to the department by assisting with new employees, filling shifts when needed, and keeping a positive attitude and work ethic that stands above the rest. Your dedication to the department and your relentless work ethic makes you deserving of this recognition. 'y Herbert G. Cooley, Chief of Police CC: Chris Lawrence, Town Manager Beth Austin, Human Resources Director Mayor and Members of Council ,,Darlene Bailey, Town Clerk Vinton Police Department 311 SOUTH POLLARD STREET kyj 1011 161ORM M 1011 MARWK HERBERT G. COOLEY CHIEF OF POLICE PHONE (540) 983-0617 FAX (540) 983-0624 A State Accredited Agency June 30, 2010 To: Paul "Matt" Harris, Police Officer ZAMMW Re: Officer of the Month Congratulations! You have been nominated and selected as Officer of the Month for the month of June 2010. On June 29 you came across an accident at King Street and Gus Nicks Boulevard. The car had flipped over on its side. You were told by a citizen that there was a small child and a woman trapped inside, and that the woman had a serious laceration to her arm. The child was hanging by the belt attached to his side. You entered the vehicle through the rear and managed to free the child and get him safely out of the vehicle. You then assisted the mother in applying pressure to her wound and subsequently removed her safely through the rear of the vehicle. You had both parties safely out of the vehicle and was rendering first aid when Roanoke City Police and rescue arrived. Roanoke City later called dispatch to thank and commend you on your good work prior to their arrival. Well done! oley e Chief of Police CC: Chris Lawrence, Town Manager Beth Austin, HR Director Darieen Bailey, Town Clerk' Mayor and Council Department Routing