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HomeMy WebLinkAbout1/19/2010 - Regular T Bradley E.Grose, Mayor fell 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 1 84 Vinton Town Council Regular Meeting Tuesday, January 19, 2010 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 1 Approval of Minutes: a. Special Called Meeting Held on December 22, 2009 - Declaration of a State of Emergency b. Special Called Meeting for a Closed Meeting Held on December 30, 2009 C. Special Called Meeting for a Closed Meeting Held on January 12,2010 E. AWARDS, RECOGNITIONS, PRESENTATIONS 1 Recognition of the Vinton Public Works Department's Efforts to Keep the Vinton Water System Operational During This Period of Extreme Cold Weather F. CITIZENS' COMMENTS AND PETITIONS G. PUBLIC HEARING 1 Request to Amend Town Charter, Section 3.2, Extending the Numberof Days from 30 to 45 to Fill Vacancies on Town Council - Resolution No. 1853 H. TOWN ATTORNEY I. TOWN MANAGER 1 Approval and Authorization to Award and Execute Professional Services Contract for the Preparation and Completion of Vinton Business District Revitalization Plans—Resolution No. 1854 2. Highway Safety Commission Recommendation for Pollard Street 3. New World System CAD and Records Management System—Resolution No. 1855 4. Grant Match to Allow Purchase of Mobile Data Terminals for Patrol Vehicles— Resolution No. 1856 J. MAYOR K. COUNCIL L. ADJOURNMENT NEXT TOWN COUNCIL MEETING: February 2, 2010 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 1. Economic Development Strategy Presentation 2 MINUTES OF A SPECIAL CALLED MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, DECEMBER 22, 2009 IN THE CONFERENCE ROOM OF THE VINTON FIRE HOUSE BUILDING LOCATED AT 120 WEST JACKSON AVENUE, VINTON, VIRGINIA, MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R.Altice Carolyn D. Fidler William W. Nance MEMBER ABSENT: William E. Obenchain, Jr. STAFF PRESENT: Chris Lawrence,Town Manager Agenda A. Roll Call and Establishment of a Quorum B, Discussion to Declare State of Emergency for Town of Vinton 1. Declare State of Emergency for Town due to large snowfall received on December 181h and 19th- Resolution No. 1851 D. ADJOURNMENT Mayor Grose called the special meeting to order and following roll call a quorum was Roll call established and discussion took place concerning declaring a State of Emergency for the Town. Mr. Lawrence noted that due to a major winter weather event that produced sixteen Declare State of inches of snow on Friday and Saturday, the Public Works department had worked Emergency due to around the clock until Sunday evening clearing the Town streets. He asked that Major Winter Weather Council adopt Resolution No.1851 declaring a state of emergency effective Saturday Event morning as an appropriate course of action to ensure the safety of citizens and cover operational cost of emergency snow removal. Mr, Nance moved to adopt proposed Resolution No. 1851, The motion was Adopted Resolution No. seconded by Ms. Fidler and passed unanimously on a roll call vote. 1851 There was no further business and Mayor Grose adjourned the special meeting, Adjournment APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk MINUTES OF A SPECIAL MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON WEDN13SDAY, DECEMBE'R 30, 2009 IN THE, CONFERENCE ROOM 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 MEMBER ABSENT- William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Agenda A. 7:00 P.M.— Roll Call and Establishment of a Quorum B. Discussion of Council Appointment Process C. CLOSED MEETING 1. Request to Convene in a Closed Meeting Pursuant to §22-3711 (A) I — Discussion or consideration of prospective candidates for an interim appointment to the Town Council D. ADJOURNMENT Mayor Grose called the special meeting to order at 7:00 p.m. Following roll Roll call calf a quorum was established and discussion took place concerning filling the vacancy on Town Council left by the loss of Vice Mayor Obenchain. Mr. Lawrence noted that the"Town of Vinton Charter requires Council to till Discussion of Council a vacancy on Council within 30 days or by January 23, 2010. Mayor Grose Appointment Process stated that prior to discussion of potential individual candidates by name he felt it was important to establish a process that allowed citizens to submit names of interest to the Town Clerk. He felt that it was important to allow involvement by the public to avoid the perception of a closed door decision. Mr, Lawrence stated that since individual names would not be discussed there was no need to go into a Closed Session. Mr. Altice commented that the Planning Commission and Board of Zoning Committee may contain potential candidates. Mayor Grose noted that the vacancy offered the opportunity to appoint an individual with fresh ideas that would complement Council and address important issues such as the current budget. Folloxving additional discussion, it was decided that a statement would be released to the press on Thursday, December 31, 2009 to announce the process for filling the vacancy on Town Council. It was decided that interested candidates must submit a letter of interest and Certificate of Candidate Qualification to the Town Clerk by five o'clock on Tuesday, January 12, 2010. Mayor Grose suggested that the January 5'�' Council meeting include a closed session for further discussion on potential candidates. A decision was also made to hold a special closed session on Tuesday, January 12 1h with tentative plans to hold closed sessions on January I 8'h and 19'h if needed. There was no further business and Mayor Grose adjourned the special Adjournment meeting at 8:15 p.m, APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, Town Clerk 2 MINUTES OF A SPECIAL MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, JANUARY 12, 2010 IN THE CONFERENCE ROOM 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 STAFF PRESENT: Chris Lawrence,Town Manager Agenda A. 7:00 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) 1 — Discussion or consideration of prospective candidates for an interim appointment to the Town Council D. Reconvene and Adopt Certification of Closed Meeting D. ADJOURNMENT Mayor Grose called the special meeting to order at 7:00 p.m. Following roll call, Mr. Roll call, convened in a Nance moved to convene in a closed meeting pursuant to §2,2-3711 (A) 1 - of the closed meeting 1950 Code of Virginia for discussion or consideration of prospective candidates for an interim appointment to Town Council. The motion was seconded by Ms. Fidler and passed on a unanimous roll call vote, Following the closed session, Council reconvened and the Certification that the Adopted Certification of Closed Meeting was held in conformity with State Law was approved on motion by Closed Meeting Ms. Fidler, seconded by Mr, Nance and approved unanimously on a roll call vote. A decision was made to hold a special closed session on Thursday,January 10 at 7 p.m, for additional discussion. There was no further business and Mayor Grose Adjournment adjourned the special meeting at 9:30 p.m, APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey,Town Clerk RESOLUTION NO. 1853 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JANUARY 19, 2010, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. A RESOLUTION REQUESTING THE 2010 SESSION OF THE VIRGINIA GENERAL ASSEMBLY TO ENACT AN AMENDMENT TO CHAPTER 3, SECTON 3.2 OF THE TOWN CHARTER OF THE TOWN OF VINTON, VIRGINIA, CONCERNING THE NUMBER OF DAYS TO FILL A VACANCY ON COUNCIL. WHEREAS, at a regular meeting of the Town Council held on January 19, 2010. t� y after due and proper publication of the notice Of public hearing pursuant to Section 15.2-202, Code of Virginia (1950), as amended, which notice contained, among other things, an informative Summary of the proposed amendment to the Town Charter of' the Town of Vinton, a public hearing with respect to such proposed amendment was held before the Town Council in which all citizens so desiring were afforded the opportunity to be heard to determine if the citizens of the Town desire that the Town request the General Assembly to amend its existing Charter in the form and manner hereinafter referred to and as provided in the aforesaid notice; and WHEREAS, upon conclusion Of Such public hearing and upon consideration of the proposed amendment to Such Charter, the Town Council is of the opinion that the 2010 General Assembly of Virginia should be requested to amend the Town Charter as hereinafter set forth. NOW, THEREFORE BE IT RESOLVED by the Town Council of the Town of Vinton, that the General Assembly of Virginia is hereby requested during its 2010 Session to amend the `Town Charter of the Town of Fairfax, Virginia (the Town Charter") as follows: Amend Chapter 3, Section 3.2 of the Town Charter to read in its entirety as follows: See, 3.2. Vacancies on council. Vacancies on the council shall be filled within thift-y forty-five days of when the vacancy occurs, for the unexpired portion of the term, by a majority vote of the remaining members of the council, If, however, the unexpired portion of the term is more than two years, the person appointed by council ' shall serve only until the next regular councilmanic election, at which time the vacancy shall be tilled by the electorate. This resolution shall be effective from and after the date of its adoption. This resolution adopted on motion made by Council Member and seconded by Council Member with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose,Mayor ATTEST: Darleen R. Bailey,Town Clerk 2 TOWN OF VINTON 311 So.Pollard Street o VINTON,VIRGINIA 24179-2531 z PHONE(540)983-0607 Darleen R.Bailey FAX(540)983-0626 Town Clerk TOWN OF VINTON NOTICE OF PUBLIC HEARING ON PROPOSED CHARTER AMENDMENT The Town of" Vinton has scheduled a public hearing to be held in the Council Chambers of the Vinton Municipal Building located at 311 South Pollard Street, Vinton, Virginia, on Tuesday January 19, 2010, at 7:00 p.m., to consider an amendment to the Town Charter extending the required time limit to fill vacancies on Town Council from 30 days to 45 days. All interested persons will be heard at the above public hearing. further information concerning this issue, please contact the Town Clerk's Office at (540) 983-0607. Given tinder my hand this 7th day of January, 2010. Chris Lawrence Town Manager NOTICE OF INTENT TO COMPLY 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 the meetings. Please call (540) 983-0607 at least 48 hours prior to the meeting so that proper arrangements may be made. A BILL to amend and reenact § 3.2 of Chapter• 618 of the Acts of Assembly of 1981, which provided a charter for the Toitw of Vinton, relating to vacancies on council Be it enacted by the General Assembly of Virginia: 1. That § 3.2 of Chapter 618 of the Acts of Assembly of 1981 is amended and reenacted as follows: Sec. 3.2. Vacancies on council. Vacancies on the council shall be filled within thirty forty-five days of when the vacancy occurs, for the unexpired portion of the term, by a majority vote of the remaining members of the council. If, however, the unexpired portion of the term is more than two years, the person appointed by council shall serve only until the next regular councilmanic election, at which time the vacancy shall be filled by the electorate. ACTION NO: Resolution No. 1854 ITEM NO: 1.1 TO: TOWN MANAGER'S OFFICE FROM: Anita J, McMillan, Planning and Zoning Director DATE: January 14, 2010 SUBJECT: Vinton Business District Revitalization Plans ISSUE/PURPOSE: Request to authorize the`Town Manager for and on behalf of the Town of Vinton, to execute a contract agreement and give notice to proceed to Hill Studio, P.C., for the preparation and completion of the Downtown Economic Restructuring/Marketing Plan and Downtown Physical Improvement Plan. JUSTIFICATION/SUMMARY: In June 2009, the Town of Vinton applied for Planning Grant from the Virginia Department of Housing and Community Development (VA DHCD) Community Development Block Grant(CDBG) funds. The VA DHCD approved and obligated planning grant funds assistance in the amount of $35,000 for the Town of Vinton Business District Revitalization planning project; which $3,000 has been allocated for pre-contract activities-. and $32,000 balance will be allocated for the completion Of Downtown Economic Restructuring/ Marketing Plan and Downtown Physical Improvement Plan. In November 2009, the Town issued a Request for Proposals for the Vinton Business District Revitalization: A Downtown Economic Restructuring/Marketing Plan and A Downtown Physical Improvement Plan, The Town received seven proposals that were reviewed by a selection panel consisting of Town Manager, Assistant Town Manager, Planning and Zoning Director, Public Works Director, and Special Programs Director. The panel selected proposals from four qualified and licensed firms be interviewed, finding that all met the Request for Proposals statements of qualifications and specifications;and an interview panel consisting of fourTown personnel and four members of the Downtown Management Team interviewed the four firms: K.W. Poore Team, I-IDLATcam, Frazier Assoc iatesTeam, and Hill Studio Team, on December 16,and December 18,2009, The interview panel recommended Hill Studio, P.C., to assist the Town in the preparation and completion of the Downtown Plans; Staff is requesting that Council authorize the Town Manager to execute necessary documents to enter into a contract with Hill Studio P.C. ACTION REQUESTED: Adopt Resolution accepting the proposal, authorizing the Town Manager to execute the contract agreement and give the notice to proceed. DATE ACTION NEEDED: January 19, 2010 Attachments: resolution No. 1854 Contractual Agreement Scope of Services RESOLUTION NO. 1854 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JANUARY 19, 2010, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. TOWN OF VINTON BUSINESS DISTRICT REVITALIZATION PROJECT A RESOLU710AI authorizing the Town Manager for and on behalf or the Town of Vinton, to execute a contract agreement and give notice to proceed to Hill Studio, P.C., for the preparation and completion of the Downtown Economic Restructuring/Marketing Plan and Downtown Physical Improvement Plan. WHEREAS, the Town of Vinton has applied for Planning Grant from the Virginia Department of Housing and Community Development (VA DHCD) Community Development Block Grant (CDBG) funds pursuant to the Housing and Community Development Act of 1974; and WHEREAS, the VA DI-ICD has approved and obligated planning grant funds assistance in the amount of $35,000 for the Town oil' Vinton Business District Revitalization planning project; which $3,000 has been allocated for pre-contract activities: and WHEREAS, $32,000 balance will be allocated for the completion of' Downtown Economic Restructuring/Marketing Plan and Downtown Physical Improvement Plan; and WHEREAS, in November 2009, the Town issued a Request for Proposals for the Vinton Business District Revitalization: A Downtown Economic Restructuring/Marketing Plan and A Downtown Physical Improvement Plan. and Town received seven proposals that were reviewed by a selection panel consisting of Town Manager, Assistant Town Manager, Planning and Zoning Director, Public Works Director, and Special Programs Director; and WHEREAS, the panel selected proposals from four qualified and licensed firms be interviewed, finding that all met the Request for Proposals statements of'qualifications and specifications; and WHEREAS, an interview panel consisting Of four Town personnel and four members of the Downtown Management Team interviewed the four firms: K.W. Poore Team, FIDLA Team, Frazier Associates Team, and I-lilt Studio`Team, on December 16, and December 18, 2009; and WHEREAS, the interview panel recommended Hill Studio, P.C., to assist the Town in the preparation and completion of the Downtown Plans; and WHEREAS, the proposed contract with Hill Studio, P.C. to prepare and complete the Downtown Plans is not to exceed $32,000, except for additional services not included in the scope ol'services; and WHEREAS, the "Town Planning and Zoning Director will manage the contract. NOW, THEREFORE, BE 11' RESOLVED, by the Council of the Town of Vinton, Virginia, that Hill Studio, P.C., is awarded the contract to prepare and complete the Dwvntown Plans and the Town Manager for and on behalf of the Town of Vinton, is hereby authorized to execute the necessary documents to enter into a contract with Hill Studio P.C., in substantially the same form attached hereto as Exhibit A. This Resolution shall be effective from and after the date of this adoption. This Resolution adopted on motion by Councilman , and seconded by Councilman with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST-. Darleen R. Bailey, Town Clerk CONTRACT FOR THE TOWN OF VINTON BUSINESS DISTRICT REVITIALIZATION PROJECT: DOWNTOWN ECONOMIC RESTRUCTURING/MARKETING PLAN AND DOWNTOWN PHYSICAL IMPROVEMENT PLAN 13), and Between TOWN OF VINTON, VIRGINIA and HILL STUDIO, P.C. Community Planning, Landscape Architecture, Architecture and Historic Preservation Consultants Roanoke, Virginia THIS AGREEMENT ENTERED INTO 'PHIS day ofJanuarv. 20l0, by and between the Town of Vinton, Virginia, a body politic of the Commonwealth of Virginia, hereinafter referred to as the "Town" and Hill Studio Professional Corporation, Community Planning, Landscape Architecture, Architecture and Historic Preservation Consultants, hereinafter referred to as the "Consultant". WITNESSE'71'1-11TIAT: WHEREAS, since May 2009, the 'town ol'Vinton has been participating in the Virginia Department of Housing and Community Development's (DFICD) Business District Revitalization Planning process and has been awarded a Planning Grant; and WHEREAS, the `Town has completed preliminary tasks as required as part ofthe DHCD planning process which involved management team meetings, a building and business inventory, a public meeting, and a facilitated planning session; and WHEREAS, the 'l'own desires that a qualified, licensed firm or a team of qualified. licensed firms render professional and technical services in the preparation of the Doti nimin Economic RestructuringlAlarketing Plan and the Doiswloit,n Physical Improvement Plan, hereinafter referred to as the "Plans" for its Business District Revitalization project. NOW, THEREFORE, in consideration of the mutual covenants set forth herein, the parties do mutually agree as follows: I SCOPE OF SEIZVICIES.. The Consultant shall perform all necessary services provided Linder this contract as required by the"Town in connection with and regard to Such plans as are described in Attachment A, Scope of Services, which attachments is incorporated herein by reference, and shall perform such services in a satisfactory and proper manner, Linder the direction of the Town Planning and Zoning Director. 2. 'I'OWN AND CONS U LTAN'f Rl:-:SPONS 1131 L lI'l ES. The Consultant will perform, Supervise, coordinate input by others and oversee production of the Plans. The Vinton Downtown Master Plan Toren of Vinton and Hill Studio January 15, 2010 Page 2 of Consultant will work with the Town and the established Downtown Management Team to develop "Downtown Plans" for enhancing and stimulating downtown bus iness/investment using the four-point Main Street approach to downtown revitalization. The strategy and plans will build upon on the Town's unique assets and identify opportunities for new businesses, areas for redevelopment or rehabilitation of under utilized areas, and areas for future investment. The Town will provide the Consultant with available maps and resource materials for the Vinton Downtown area. TheTo,.vn will also coordinate meetings with Downtown Management Tearn and stakeholders groups, and distribute preliminary reports for review. 3. TIMELY COMPLETION 01" PROJECT COMPONENTS. The timely completion orthe -Downtown Plans" is dependent on adherence to the schedule indicated in Attachment A. The schedule may be amended by mutual consent in writing, as needed. Preliminary drafts of each completed component of the "Downtown Plans" will be submitted to the Town prior to each scheduled meeting and/or work session, 4. CHANGE- ORDER FOR EXTRA OR ADDITIONAL SERVICES. Any extra work required for this planning effort will require written authorization in the form of a letter or change order from the Town Planning and Zoning Director, No officer, agent or employee of the Town is authorized to give verbal instructions as the basis for additional costs. Request for changes in the Scope of Services shall be made in writing by Consultant, reviewed by the Town, and either approved OF denied in writing prior to initiation of any extra or additional work. 5. MATERIALS TO BE FURNISHED BY THE TQWN. L Existing"Down Comprehensive Plan, Vinton Area Corridors Plan, Town Zoning and Subdivision Ordinances, and all other pertinent ordinances, studies, plans, and supporting maps. IL Maps and plans of streets. utility systems, road, and other public facilities as available and necessary. 111. Studies and data relating to environmental information, economic development, community facilities and infrastructures, historic resources, housing, or other Subjects as identified in the Scope of Services, plus maps and any other data or summaries relative thereto. 6. PERSONNEL The Consultant represents that he has, or shall secure at his expense, all personnel required to perform and complete the scope of work on this contract. No portion of the work shall be subcontracted without prior written consent of the Town of Vinton. In the event that the Contractor desires to Subcontract some part of the work specified herein,, the Contractor shall furnish the Town the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain full), liable and responsible for the work to be done by his subcontractors) and shall assure compliance with all requirements of the contract. 7. TIME OF PERFORMANCE. The above services shall commence upon execution of this contract agreement and shall be undertaken and completed in accordance with the schedule indicated in Attachment A herein. 8. COMPENSATION AND METHOD OF PAYMENT. The Town shall compensate the Consultant in accordance with the method of payment outlined below for services rendered. Payments are subject to receipt of requisition for payment from 2 Vinton Downtown,Master Plan Town of'Vinton and Hill StUdiO January 15.2010 Page 3 of'5 the Consultant and shall be adequately supported. All requisitions and supporting documents shall be acceptable to the Town before payment is made. The Consultant shall be paid a fixed fee amount not to exceed $32,000, payable no later thirty (30) days after receipt of a monthly statement based on the estimated percent of completion by work item and approved by the Town. The allocation of the fixed fee items appears in Attachment A, Scope of Services, which accompanies and is a part of this contract. The fixed fee includes the work described herein, including reports,drafts, presentation maps, renderings, drawings, final draft printings and attendance at meetings and/or work sessions described in Attachment A. It also includes all ordinary reimbursable expenses. Any extraordinary expenses will be first approved by the Town before they are incurred. 9. AMENDMENTS, The contract may be amended from time to time by the Town and shall be subject to renegotiation il'such amendment results in a change in the scope of services, compensation, or method of payment. As was properly advertised in the RFP, if the Town is awarded funding from DHCD, the Town has the right to contract with Hill Studio for final construction plans and specifications for the CDBG grant implementation, by amending this agreement. 10, DISPUTES. Should disputes, alternatives, or other disagreements related to the performance of the work hereunder arise between the Town and Consultant,the parties hereto shall negotiate in good faith in an attempt to resolve same. If these tail, the parties bind their next step to arbitration by a mutually-acceptable party. Such negotiations shall be a condition precedent to any remedy at law, 11. CONFIDENTIALITY. Some materials such as reports, drafts, information, data, drawings, estimates, and summaries as part of this process will be confidential. The Town will write confidential on these materials given to the Consultant, or will tell the Consultant when engaging in confidential discussions. Consultant will then refrain from sharing this information, until the Town allows sharing. We understand this entire process is federally-funded, and should be conducted in the sprit of sharing information for its best use. All materials are subject to FOIA. The Town will not unreasonably withhold the Consultant's marketing use of this information. 12. REPORTS OF WORK. The Town and Consultant shall schedule progress meetings or work sessions at appropriate intervals throughout the work as described in the Scope of Services. These meetings will provide for the exchange of information related to the status of the work and anticipated progress, presentation of reports and discussion of issues. 13 EMPLOYMENT DISCRIMINATION. During the performance of this contract, the Consultant agrees as follows: I. Tile Consultant will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Consultant. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Vinton Downtown Master Plan Town of Vinton and Ilifl Studio hInUan' 15.2010 Page 4 of 5 IL The Consultant, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, will state that such Consultant is an equal opportunity employer (EOE). 111. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purposes of meeting the requirement of this section. The Consultant shall include the provisions of the foregoing paragraphs 1, 11, and III in ever), subcontract or purchase of over $10,000 related to this work, so that the provisions shall be binding upon each subcontractor or vendor, 14. DRUG-FREE WORKPLACE During the term of this Agreement, Consultant agrees to (i) provide a drug-free workplace for its employees. (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in its workplace and specifying the actions that will be taken against employees for violations of such prohibition-, (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Consultant that it maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this section, "drug- free workplace" means a site for the performance of'work done in connection with a specific agreement, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution,, dispensation. it y, possession or use of n controlled substance or marijuana during the performance of the Agreement. 15, IMMIGRATION. During the term of this Agreement, the Consultant agrees that it will not knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986. 16. CONFLICT OF INTEREST. The Consultant certifies that to the best of his kno,.vIedge no employee of the Town, nor any public agency or official affected by this contract, has any pecuniary interest in the business of the Consultant, and that no person associated with the Consultant has any interest that would conflict in any manner with the performance of this contract. 17. COMPLIANCE WITH LAWS. The Consultant shall at all times observe and comply with all laws, ordinances, and regulations of the Federal, State, and local governments which may in any manner affect the performance of this contract. 18. TERMINATION. I. This contract may be terminated at any time by the Town by giving 30 days written notice to the Consultant. 11. Upon receipt of a notice of termination, the Consultant shall cease all work underway on behalf of the Town unless advised by the Town to do otherwise. 111. In the event of termination, the Consultant shall be compensated only for the services (as set forth herein) provided to the satisfaction of the Town and expenses incurred its of the date of termination. If termination for default is declared and effected by the Town, any payment due to the Consultant at the time of termination may be adjusted to the extent of any additional costs Occurred by the Town by reason of the Consultant's default, limited to the 4 Vinton Downtown Nlaster Man Town ol'Vinton and Hill Studio January 15.2010 Page 5 ol'5 maximum extent of the fee. IN WITNESSETH WHEREOF, the parties hereto have made and executed this contract as of the day and year as indicated in the contract. CONSULTANT TOWN OF VINTON, VIRGINIA BY: BY: David P. Hill, I-fill Studio Christopher S. Lawrence President Town Manager DATE: DATE: WITNESS: WITNESS: PRINTED NAME: PRINTED NAME: 5 ATTACHMENT A SCOPE OF SERVICES TOWN OF VINTON, VIRGINIA VINTON BUSINESS DISTRICT REVITALIZATION PROJECT Downtown Economic Restructuring/Marketing Plan and Downtovvn Physical Improvement Plan A. Scope of Services The following narrative identifies and describes specific planning elements and activities to be undertaken by the Consultant, 'rheTown of Vinton would provide Hill Studio, P.C., the Consultant with available maps., plans, and resource materials and coordinate meetings, work sessions, and workshops with Town Staff. Downtown Management 'ream, Town Council. and/or key stakeholders. The Plans text will be supplemented by tables, charts, maps, concept drawings, design renderings, and itemized cost estimates that are organized in phased action plan for realistic implementation. 1. Downtown Economic Restructuring/Marketing Plan: The Downtown Economic Restructuring/Marketing Plan will be a comprehensive study to identify trends, major problems, economic opportunities, and strategies to address the Town's economic decline. It shall include implementation recommendations, timeframes and the following minimum elements: • Downtown Business Market Analysis—An analysis of the Town of Vinton's downtown business market Should detail the economic goals, competitiveness, leakage, potential markets, and opportunities. The consultant will use economic data available from local, state, and federal agencies. What niche does the current economic activity fill ivithin the region? How(toes Vinton Downtown fit into the overall regional economic picture? Where are the itufaTilled niche opportunities? ff/hat strategies are available to stimulate new or e.ypauding businesses to fill this niche? 1,Phere can the Toivn realize early or strategic success? • Downtown Housing Market Anahvsis—An analysis of the market potential for revitalized or new housing opportunities within the downtown business district of the Town of Vinton. This analysis should focus on potential low- to moderate- income housing in vacant and unused space in existing downtown buildings, as well as adaptive reuse techniques to see this process through. Attachment A Vinton Downtown klaster Nan January 15.2010 Page 2 of 6 The consultant will review e.visting housing data far the Region, and where available, Town market area. Potential buildings and locations for housing development will be identified and assessed. During the design workshop, consultant will convene a rou►rdtable of real estate professionals and housing experts for a discussion on current housing gaps i►►supply,prices, and affordability. In addition to addressing potential for the development of low and moderate income housing, the Consultant will address the market rate housing opportunities in the downtown study area. Business Development Strategy,—Strategies to improve the economic viability of the Town of Vinton. Identify the following: Types ot'workforce training and what is needed'. Demand for business assistance (entrepreneurial) services; Types of businesses people want to see, Include market data to support commercial viability findings. Advise the management team on survey design. The management team will conduct surveys of the business district area and adjacent properties to assess need and demand for business. The Town will conduct intercept Surveys to identify unmet needs. Identify obstacles to attracting businesses to downtown Vinton by meeting with commercial realtors to obtain their feedback. The Consultant will assess the current mix of businesses in the context of the assessment and business market strategj, and the current approach to management of the Downtown business environment. The Consultant will conduct collaborative conversation with community stakeholders on new business market recruitment as well as opportunities to increase income potential for existing businesses. The Consultant will conduct local and regional dialogue, which involve input from workforce investment interests along with local businesses, regional initiatives, and other economic interests. Specific actions will be made available to the community to encourage and attract new and expanded businesses. ➢ The Consultant will design surveys, to be implemented and compiled ky the Town, of the e.visting, businesses its well its a customer intercept survey;to be followed with the Consultant evaluation of the survejl results and recommendations. Marketing Strategj,—Develop marketing and branding strategy to expand Vinton's markets, particularly how to get the morning and evening commuters to stop in Vinton. Help identify Vinton's marketing niche and who might be the best customers for those primary goods and services. Determine if there are unique products or services they want or need. The Town will determine by survey who presently uses downtown businesses— Residents ot'Vinton, E'ast Roanoke County, City of Roanoke or Commuters, etc. Identify Vinton's competitive advantage and what can be put in place to attract local residents and people from outside of the immediate area to the Vinton downtown district. Determine which outcomes from surveys and strategic visioning sessions should be represented and implemented. 2 Attachment A Vinton Downtown Nlaster Plan January 15, 2010 Page 3 of 6 The Consultant will take the lead in developing a Downtown Vinton brand concept that reflects the Vision and creates a compelling, attractive, and concise message. Targeted message will be directed at: commuters who pass through the area in the morning and evening;festivals andlor special events guests and vendors; and the general public. The marketing strategy will incInde the creation of a "message" with both te-vt and visual elements; the development of a program of design element application and activitj, options that exenrplifj, the brand(signage, cultural events, environmental improvements, new entplojwient opportunities). • Funding Opportnnities Strategjy Based on the list of sites provided by the Town, and a brainstorming session with the consulting teant (held during workshop) Consultant will develop loan and grant resource options for initial, cataij,tic development projects, which may include the creation of"development summaries"for lip to 12 keJ, projects that can be used in conjunction with contacts with potential lending and investments partners. The Consultant will work activeli, with the Downtown Management Team in identifj,ing ear1j,stage investors for foundational or early-win projects. • CodeslRegulations Analysis— Up to 12 man-hours conducting an analysis Of Current building codes, zoning and sign ordinances, requirements for change of use of an existing building, etc., that are impediments to attracting new businesses to downtown Vinton. The analysis and stratep,, will be focused on anj,elentents that tend to restrict economic development such as parking,signage, use of sidewalks, and building codes requirements. 2. Downtown Physical Improvement Plan: A downtown physical improvement plan will be developed for the future physical layout and characteristics of the Vinton Business District based on the community's vision and the economic restructuring plan. Physical improvements should include techniques to improve and establish historically therned building I*aqades along the downtown district, as well as, techniques to improve streetscape, sidewalks, parking, ,drainage, signage, traffic gvacant lots, and other physical and aesthetic improvements. The plan shall include preservation for historic architecture. The plan will contain current cost estimates, on an itemized basis, for the improvements and organized in a phased action plan. It will also contain concept plans and/or renderings of the proposed improvements. Additionally, it will make recommendations for funding opportunities for implementation Such as local, state.. and Federal sources, historic preservation tax credits, and other types or tax credits. The Town has completed a building property inventory with photos of all the buildings in the Town's business district and additional information that included square footage, tax assessments, current use of building, owner information, etc. A business inventory has been 3 Atuichment A Vinton Downtown Master Phin hinuan, 15.2010 Page 4 o1'6 completed which included surveying all businesses in the district for information regarding the type of business, number of employees, hours of operation, parking needs, broadband internet needs, and other relevant information. 0 The Doivittoivii Physical Improvement Plan should include thefolloiving elements: Improve and establish historicallj,thented building facades. Techniques to improve streetscapes, sideivalks,parking, drainage, signage, traffic flow, vacant lots. > Preservation strategj,for historic architecture. Current cost estimates, iteinizedfor improvements, and organized in phased action plan for realistic implementation. Concept PlanslRendering-s for public displays, grant applications, citizen tneetings and media sources. These concept plans/renderings establish and communicate a vision of proposed design and development, and assist to generate connnunitj, enthusiasm and support. Recotiinteittititiotis for fitit(litig opportunities. B. Meetings The Town will be responsible for inviting parties to all meetings, and scheduling all meetings. The proposed meetings include: I. Project Scoping Meeting 2. Up to two Coordination meetings with Town staff during the process I Initial Kick-off meeting w ni with the Management Team: Discuss work of the DFICD facilitator Discuss surveying methodologies and techniques Discuss goals, objectives, and desired Outcome Discuss materials available 4. Design Workshop—this will be a three day event (conducted April 22-24, 2010) During this session, our designers will be at work on draft downtown design ideas. We will also host several round-table discussions. These include: 1. The collaborative conversation with Community stakeholders on new business market recruitment as well as opportunities to increase income potential for existing businesses, IL The local and regional dialogue, from workforce investment interests along with local businesses, regional initiatives, and other economic interests. Ill. The Consultant will work actively with the Downtown Management Team in identifying early stage investors for foundational or early-win projects. 4 Attachment A Vinton Downtown Master Plan January 15,2010 Page 5 of 6 5, Community Wide Public Review(conducted in May 2010) This will be an all-day review with stakeholders and potential developers. 6. Attend one public hearing with Town Council. 7. Up to 12 man-hours with developer recruiting meetings, and misc. called meetings outside the ones listed above. C. Deliverables and Work Completion Hill Studio will provide: Final Plan Documents/Engineering Reports: 12 hardcopy reports I large size format of renderings, maps, etc. Electronic files (parts, in formats like excel, word, etc) to be furnished PDF Electronic files It is the goal of this Project to have all deliverables completed by.Tune 30, 2010, or as amended by mutual arrangement by the Town and Consultant. D. Basis Services: Fees The basic services of this agreement will be provided for a fee, including ordinary reimbursable expenses, of$32,000, Invoicing will be monthly, to a point of progress, on progress in each task, apportioned as Follows: Downtown Business Market Analysis 5,000.00 Downtown Housing Market Analysis 4,000.00 Business Development Strategy 5,000.00 Marketing Strategy 5,000.00 Downtown Physical Improvement Plan 5,000.00 Preliminary Engineering Report 4,000.00 Meetings 4,000.00 Total Fee: $ 32,000,00 E. Additional Services: Fees and Expenses For additional services not included in the scope of services, the Town will compensate Hill Studio, P.C. Oil all hourly basis at the rates set forth below, Until Rine 30, 2010, Hill Studio personnel Nvill be billed at the following rates: President 165.00/hr Director 125.00 Project Director/Senior Fellow 110.00 5 Attachment A Vinton Dowiltown Master Plan hanuan, 15.2010 Page 6 of 6 Project Planner/LA/Arch 95.00 Job Captain 90-00 Apprentice III Planner/LA/Arch 80.00 Apprentice 11 Planner/LA/Arch 70.00 Researcher 65.00 Apprentice I Planner/LA/Arch 60.00 CADD 'I'echnician 11 75.00 CADD Technician 1 55.00 Specs and Technical Composer 60.00 Clerical 45.00 Intern 35.00 For additional services, Hill Studio Neill bill consultants at 1,15 times their invoice to Hill Studio. For additional services, Hill Studio, P.C. will invoice at 1.15 times incurred cost for incidental expenses associated with the project. Reimbursable expenses include transportation and long distance telephone, blueprinting and photocopying of drawings, specifications and other project documents, postage and photograph), required by the project. Expenses will be itemized in accordance with good accounting practice. 6 TOWN OF VIINTON NOTICE TO PROCEED TO: Hill Studio DATE- January 20, 2010 120 W. Campbell Avenue PROJECT: Downtown Business District Roanoke, VA 24011 Revitalization: Economic Restructuring/ Attn: David P. Hill, ASLA Marketing and Physical Improvement Plans You are hereby notified that the effective date for commencement of work in accordance with the AGREEMENT dated January 20, 2010, shall be Januafy 25, 2010 and you are to complete the work within six months. The date of completion of all work shall be no later than June 30, 2010, Town of Vinton, Virginia OWNER By: Title: Planning,and Zoning Director ACCEPTANCE OF NOTICE Receipt of the above Notice to Proceed is hereby acknowledged by: This the 20 day of January 2010. By: David P. Hill, ASLA Title: President NOTICE TO PROCEED ACTION NO. Reso. 1855 ITEM NO. 1. 3 TO: Christopher Lawrence, 'Town Manager FROM: Herb G. Cooley, Chief of Police DATE: January 19, 2010 SUBJECT: Re-appropriation of funds ISSUE/PURPOSE: New World Records Management System ACTION REQUESTED: The Town of Vinton Police Department requests to spend approximately $150,000 from the Wireless 911 Grant expenditure line item 200.3105.324 to complete the purchase of the New World Computer Aided Dispatch (CAD) and Records Management System (RMS). JUSTIFICATION: The'rown of Vinton Police Department's communications center will be merging with Roanoke County's communications center. Roanoke County use New World System as its CAD and RMS. This necessitates the town converting our system to New World. In addition, our contract with Interact will reach its "end of life" in 2011, which would require the town to either renew or consider other vendors. Lastly, the contract with New World will save the town approximately $30,000 per year in maintenance fees. The Town has applied for a Wireless 911 Communication Center Merger grant that we hope will cover about half of the $150,000 expense. However, if this is not successful, the town needs to be positioned to pay for our responsible portion of this upgrade. The Town will have a contract with Roanoke County to bold the licenses and maintain our system. This agreement is part of the Communication Center merger agreement. BUDGETARY IMPACT: All payments will be made out of the Wireless 911 Fund. STAFF COMMENTS/ RECOMMENDATION: DATE ACTION NEEDED-. January 19, 2010 ACTION NO. Reso. 1856 ITEM NO. 1. 4 TO: Christopher Lawrence, Town Manager FROM: Herb C. Cooley, Chief of Police DATE: January 19, 2010 SUBJECT: DCJS Continuation of Criminal Justice Systems Improvement Grant ISSUE[PURPOSE: Replacement of 6 older model Mobile Data Terminals in the Patrol Vehicles, ACTION REQUESTED: The Police Department requests to spend 512,833.50 from the Wireless 911 Grant Expenditure line item 200.3105.324 to cover the 25% match for the $51,334.99 Grant received from DCJS Continuation of Criminal Justice Systems Improvement Grant JUSTIFICATION/ This Grant will allow the older Mobile Data Terminals to be replaced with the newer models BUDGETARY None IMPACT: STAFF COMMENTS/ RECOMMENDATION: DATE ACTION NEEDED: January 19, 2009 TA