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HomeMy WebLinkAbout6/15/2010 - 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, June 15, 2010 AGENDA Consideration of: Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 6:30 P.M. — Reception to Recognize Town's Communication Officers A. 7:00 P.M. — Roll Call and Establishment of a Quorum �-� �L* �-,*U C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG 1 Request to Approve Minutes for Work Session of February 23, 2010 and Regular Meeting of May 4, 2010 2. Request to Approve Recorder Playback Grant — Resolution No. 1873 1 Request to Adopt Emergency Operations Plan — Resolution No. 1874 1 Adopt Resolutions Recognizing Town of Vinton Communication Officers — Resolution Nos. 1875 - 1881 2. Recognition of Police Officer of the Month for May, 2010 — Keith Dalton rel 0 0 0 ff 1* 11 ---1 we] M. 9-11 N 1 LN 1 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 — Action on Proposed Ordinance No. 902 is Scheduled for July 6 Meeting TOWN MANAGER Request to Approve Change of Use Grant Proposal 2. Authorization to pick-up Employee's Contribution to VRS Under § 414 (h) of the Internal Revenue Code for Plan 2 Employees — Resolution No. 1882 J. MAYOR K. COUNCIL T IWA a COITITIZIM9111MOIN t,14 A 9 1 k, Regularly Scheduled Meeting of July 6, 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. WORK SESSION 1. Spruce Street/Old Virginia Avenue Citizen Request 2. Farmers Market Business Plan 1 Mutual Aid Agreement with Rocky Mount for Accounting System I MINUTES OF A BUDGET WORK SESSION HELD BY VINTON TOWN COUNCIL ON TUESDAY, FEBRUARY 23, 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 W. Wesley Nance Matthew S. Flare Town Manager, Chris Lawrence opened the meeting and thanked Council, Department heads and staff members for their attendance. He explained that the purpose of the meeting was to present a perspective of budget options and needs from the staff point of view and obtain guidance and input from Council on their priorities, Mr. Lawrence directed Council's attention to a handout that summarized the results of the 2009 Council retreat. He noted that the Town's vision, adopted by Council in 2009 focused on six key areas-, neighborhood vibrancy, downtown re -invented, Town as a destination and a gateway, talk of the Town, community spirit and best managed Town. He encouraged Council members to keep the vision in mind as they focused on short and tong term budget goals for the Town. Mr. Lawrence briefly reviewed another handout that summarized budget areas highlighting the current revenue deficit of approximately $440,000. Among some of the larger dollar deficit areas briefly reviewed, $70,000 less for the highway maintenance fund and $27,000 less for law enforcement funding both of which are related to reduced state contributions. He also briefly reviewed other affected areas such as meals tax, business licenses, rental of Health Department building, public utility taxes and minimum income on the investment bonds due to current low interest rates and a lower fund balance. Mr. Lawrence stated that staff would welcome any suggestions that Council may have to encourage public participation in the budget process. He explained that three basic options could be utilized to bridge the $440,000 budget deficit; reduction or elimination of services to cut expenses, revenues raised to fund the deficit gap, monetary cuts to the budget or a combination of all three options. Mr. Lawrence also explained that the budget was already fairly lean due to cuts over the past several years. Mayor Grose stated that after seeing the proposed budget figures, he and other members of Council had realized their list of priorities would have to be adjusted, Mr. Attice commented that he would like to hear from department heads as to what areas of the budget they fell could or could not be cut. Ms. Fidler sugge sted that it would be helpful if Council gave department heads an idea of budget items that Council did not want to cut, Mr. Nance and Mayor Grose both stated that retaining staff jobs must remain a number one priority if at all possible, Mr. Hare advised that the timeframe of the expected economic recovery would determine whether to make permanent versus temporary budget adjustments. Mr. Lawrence reported that according to current economist forecast there will probably be two more years before major improvements are seen in the economy. In response to questions From Council concerning the larger portion of the budget, Mr. Thompson explained that out of the total 7.6 million dollar budget, Salaries and Benefits from the general fund made Lip about 4.6 million dollars or 60.69% of the total budget. Mr. Hare asked if the Town bid Out the current employee health insurance for the best pricing and what percentage of the premium was paid by the Town for the employees. Mr. Thompson advised that the health insurance contract had been put out to bid in the past and was determined to be the best value at that time. He also explained that the Town currently pays 100% of the "employee only" premium which is currently around $500 per employee. He noted that it's been three years since the last health insurance increase due to employee's excellent job of maintaining health insurance cost. However, he explained there was a possibility of a 10% increase this year and stated that employees had been notified two years ago that in the event of a health insurance increase they would be expected to share in any cost increase. Mr. Altice commented that it would be logical to consider cutting part time staff before cutting full time staff members. Mr. Hare and Mr. Nance inquired as to whether part time staff received paid benefits such as health insurance. Mr. Lawrence explained that part time staff does not receive benefits. He pointed out that from a management perspective it was effective to utilize part time help. He noted that most departments are currently using part time staff to help deliver service to the Towns citizens. He also explained that many of the part time staff are former semi -retired Town workers with valuable knowledge, skills and expertise. Mayor Grose asked if there was any expected attrition or planned retirements for this coming year, Mr. Lawrence explained that there are some employees in the higher threshold salary range that meet the criteria and are eligible to retire, however, he stressed that is their personal decision to make. He noted that there are currently no incentives offered to retire early and even if the town incentivized early retirement those savings would not be reflected in the budget until the following year. Mr. Flare inquired about the cash flow statement and Mr. Thompson explained that information on cash flow was included in the quarterly report that had recently been forwarded to Council members. Mr. Hare questioned if the Town had any assets that Could be sold and Mr. Lawrence stated that there was a nice lot located in Falling Creek that housed a well pump house no longer in operation. He also explained that there are several lots available for new business to locate in the Vinton Business Center. Other miscellaneous items included a dump truck from public works and several Surplus desk and computers. Mr. Lawrence advised Council that many of the fees currently charged by Town Departments such as the Police Department and Planning Department are very lo\v and do not cover the cost of staff time spent processing the fees. Some of the examples given included $10 parking tickets and permit application fees. Mr. Lawrence noted that although these are small amounts it may 2 be worth reviewing tern and to consider raising Ices in these areas as it may make a small difference in upcoming budgets. Mr. Nance stated that he was not in favor of a tax increase and felt that the majority of the money to meet the $440,000 deficit should come through reduction of budget which could ultimately mean reduction of services. Mayor Grose agreed that now was not a good time to raise fees or taxes on existing businesses. Instead, he suggested a renewed focus on attracting new businesses. He suggested that it may be productive to exert extra effort to work with the Chamber of Commerce to bring new business to the downtown area. Mr. Lawrence pointed out that the Town has a lot to offer new businesses. Fie expressed concern that the Town is not capitalizing on its close proximity to the Blue Ridge Parkway. Mr. Lawrence noted that Vinton has its own exit off the parkway that routes visitors and traffic through Our Community. He commented that our Town needs to figure out ways to obtain the business of those people that drive through Vinton. He recognized Ms. Layman for her continual efforts to promote Vinton and recommended she keep in contact with various networking groups to make sure Vinton is actively represented and promoted, Mr. Lawrence agreed with Mayor Grose that it is important to remain active with the Roanoke and Vinton Chambers of Commerce to look at what type incentives can be made available to attract new business. He gave the example of a pottery studio that has relocated to Vinton. He explained that as a result of this relocation the owner now owned the property instead of renting,, had three times the space of his previous location which enabled him to not only have a studio but also additional space to display and sell his product. Mayor Grose noted that he had received comments about the appearance of the Town entrance signs. He inquired as to whether there was any low-cost way to improve the looks of the signs. Mr. Thompson located a "flower fund" account that had been left to the Town by Mr. Vinyard Sr. that had accumulated $5000 in interest over the years. Mr. Altice explained that many years ago, Mr. Vinyard Sr. had left the town $20,000 to be used for beautification of the Town. After further discussion, Council agreed to use the accumulated interest toward improvement of' the Town entrance signs, Z� Mr. Nance inquired about funding for the Walnut Avenue bridge replacement project. Mr. Lawrence explained the project has three planned phases; phase one being the cost of replacing the bridge which is fully funded, phase two will include work on the railroad and 8' replacing intersection and phase three involves work on curbs, sidewalks and a trail bridge. Mr. Lawrence advised Council that the Town currently has three ambulances, two of which have high mileage and noted that within the next several years another ambulance will need to be purchased. He suggested that the Town partner with Roanoke County to fund new fire and rescue equipment and consider implementing a replacement schedule to prepare and plan for these larger type purchases in the future. Ms. Fidler stated that she would really like to figure out a way to keep the Vinton pool open for the young people in town, Mayor Grose noted that he felt the Town had more interest invested in operating the pool this year as more of the population would be in need of the service due to 3 the recession and smaller vacation plans. Mr. Altice commented that he also would like to see the pool stay open but wondered if the town could afford it, Ms. Fidler commented that to her recollection the reason Council discussed closing the pool last year was the original projections of'$125,000 to $150,000 needed to correct and fix items at the pool. Special Programs Director, Ms, Layman reported that the issue with the drain and water leak at the pool was not as complex and expensive as had been originally projected. She explained that the Town had been very fortunate to find an individual who was able to diagnose the problems and complete repairs for about $2000.00. She stated that the pool was now functional and with regular maintenance could be ready to re -open for this season. Mr. Lawrence explained that the pool cost approximately $65,000 per season to operate with about $25,000 of revenue received which results in a $40,000 to $45,000 dollar difference in revenue. In response to questions from Council concerning raising pool entrance fees, Mr. Lawrence explained that pool fees had been raised at the beginning of last season to $4 for ages sixteen and higher and to $3 for ages five to fifteen. He noted in comparison, Green Ridge Recreation Center rates run $6 to $7 dollars but pointed out that is a newer and larger facility. Mr. Lawrence noted that a zip code survey had been conducted two summers ago that revealed approximately 40% of the Town citizens utilize the Vinton pool and the other 60% are people from surrounding localities. Mr. Altice questioned if it was fair for the Town's general fund to operate a pool used by a large majority of people other than citizens who pay taxes in the Town. Ms. Fidler commented that there was no way the Town could afford to operate the pool if only Vinton citizens were allowed to use the pool and noted that many of the people who use the Vinton pool do not have the transportation or funds to patronize other locations such as Green Ridge. Mr. Nance commented that he also would like to see the pool remain open but the Town had a $440,000 budget deficit. He pointed out the pool cost $65,000 to operate but only brings in about $25,000 per season which means approximately a $40,000 plus loss. Mr. Nance also noted that earlier in the meeting there had been discussion of possible staff reduction along with other ways to possibly cut the budget and stated that opening the pool had dropped to the bottom of his priority list. Mayor Grose asked if there was a way to compromise and reduce pool operating cost by supplementing personnel from local churches or other private organizations. He questioned if it was feasible for the Town to take care of pool maintenance and have a private organization or church provide the personnel such as life guards. Mr, Lawrence advised that it would probably be best for the Town to operate and staff the pool. He suggested that the Town may want to consider partnering with a church or private organization to provide swim lessons. He noted this would bolster pool attendance and help build up the swim class, Ms. Layman explained that in the past Vinton had a high success rate for swimming classes; however over the past few years the Red Cross had sponsored a free swim class in another location which had decreased participation at the Vinton pool classes. 4 Mr. Lawrence explained that Thrasher Memorial United Methodist Church had expressed an interest in providing programming for the pool and Town staff had met with church members for discussion. However no solid proposal had been received at this point in time from the church. Mr. Lawrence advised Council that the pool is sixty years old pool and noted that eventually the question would have to be asked and a decision made as to when the pool has met its useful life span. He explained that as the pool ages, more repairs and maintenance are needed to the filtration system, structure and terrace area, bathrooms and fencing surrounding the pool. Mr, Lawrence commented that if the pool is eventually closed there will also be cost involved such as labor to remove the concrete and refill the area with dirt and reseed grass. Mr, Lawrence stated that there is previously allocated money in the current 2010 fiscal budget to open the pool but suggested that serious thought will need to be given to the subject of opening and maintaining the pool next year if the economy does not improve. Mr. Lawrence stated he and staff would continue to communicate with Thrasher Memorial United Church and explore available programming options for the pool and present any information back to Council, Mayor Grose stated that he had received more comments about the pool then any Issue since he had been elected to Council. He expressed concern about public reaction if the Town does not open the pool and there are other people in Town who are willing to operate the facility. Mayor Grose noted that the town had a "rainy day fund" and wondered if some of that money could be spent to keep the pool open. He explained that although he did not favor the idea of using non - reoccurring revenue for budget operations if a repayment schedule could be set up, he could live with borrowing some money from the "rainy day fund." Mr. Altice noted that several years ago there was twice the amount of money in the fund balance as compared to now. He commented that the fund balance has been spent down and he was not Sure it* he would consider the swimming pool an emergency. Mayor Grose inquired as to the amount of funds available and Mr. Thompson stated there is about 2.5 million in the bank. Mr. Thompson explained that in the past Council has allowed this money to be available for urgent operational needs if the money is replaced within a short period of time as regular revenues flow back in. Mr. Nance commented that any money pulled from the fund balance should be for a really good reason because the economy may not improve for several years which in turn means the Town would not be able to replace the money taken out until the economy picks Lip. Ms. Fidler stated that she agreed with the N/layor and felt the Town either had to open the pool or find someone else \villing7 to operate the facility for us, Mr. Altice felt a decision had to be made whether to operate the pool this season or not but noted that there is no monetary return on the pool. Mr. Lawrence advised that utilizing the fund balance in this situation is a philosophical decision that Council would need to make. He suggested researching the amount of money currently in the fund balance and looking at what has been spent over the past years. He also suggested analyzing the fund balance to determine the safe percentage amount to use and still maintain a fiscally responsible budget. I After further discussion Nvith Council members, Mr. Lawrence noted that Council had expressed that it would be beneficial to have a detailed report on the fund balance to help when deliberating budget choices and enable them to make informed decisions. He stated that this information would be assembled and presented to Council, Mayor Grose and Mr. Lawrence thanked everyone for their time and attention, The budget work session adjourned at 8:50 p,ni, rrr Bradley E. Grose., Mayor ATTEST: Darleen R. Bailey, Town Clerk MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 7:00 P.M. ON TUESDAY, MAY 4, 2010, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Darleen Bailey, Town Clerk Elizabeth Dillon, Town Attorney Barry Thompson, Finance Director/Treasurer Michael Kennedy, Public Works Director Agenda 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. Request to Approve Minutes for Regular Meeting of April 6, 2010 2. Request to Appoint Town Manager to the Roanoke Valley-Alleghany Regional Commission — Resolution Nd. 1869 ACTION: ADOPT RESOLUTION E. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Designation of Town of Vinton as a Tree City USA Community F. CITIZENS' COMMENTS AND PETITIONS G, TOWN ATTORNEY H. TOWN MANAGER 1 Request to Approve Roanoke Valley Television Budget for 2010/2011 --- Resolution No. 1870 L MAYOR J. COUNCIL K. ADJOURNMENT WORK SESSION 1. Budget Work Session Mayor Grose called the regular meeting to order at 7:00 p.m. Roll call, invocation Following roll call, Mr. Bill Booth gave the invocation and Councilman and Pledge of Hare led the Pledge of Allegiance to the U.S. Flag. Allegiance to U.S, Flag. The Consent Agenda was approved on motion by Ms. Fidler and seconded by Mr. Nance, with all in favor. The Town Manager reported that this year is the eighth consecutive year that the town has been designated as a "Tree City". He noted that the Town currently has 35% tree canopy coverage, He further noted that the national goal for -tree canopy coverage is 40%. The Town Manager thanked staff and Anita McMillan in particular, for all the work done to get the trees planted. He pointed out that the trees were purchased with grant funds. Mr. Lawrence also expressed his appreciation to Public Works for helping to prepare the sites for planting and for keeping the trees alive after they were planted. Mr. Booth pointed out the trees planted by PFG two years earlier. Mr. Lawrence added that PFG had planted 11,000 trees on their property which will help deter erosion on Tinker Creek. Mayor Grose expressed his appreciation to staff for getting the trees planted and taking care of them as the trees will improve the appearance of the town and as well as the quality of life. Mr. Lawrence commented that over 1,700 trees have been planted in the Town over the past eight years, Mr, Hare asked about comments on the outdoor concerts at the Dogwood Festival and was advised by Sabrina Weeks, President of the Chamber of Commerce that she attended the concert on Friday evening and worked as a volunteer at the Saturday night concert. She reported that there were no disruptions or arrests made at either event. She went on to say that the Friday evening concert was very well attended but the Saturday evening event was not as successful due to the rain. She went on to say that she received mostly positive comments on the event. Mary Beth Layman updated Council on the Dogwood Festival event. Chris McCarty reported that he had a considerable amount of positive feedback on the Dogwood concert events and noted that he had received several comments from restaurants in town that they had a considerable increase in business during the Dogwood Festival events. Elaine Bays, the Cable TV Access Director for Roanoke Valley Television (RVTV), gave a brief report on RVTV. She explained that RVTV serves the City of Roanoke, the County of Roanoke, the City and County School Systems and the Town of Vinton. Ms. Bays went on to say that RVTV is governed by the Roanoke Valley Regional Cable Television Committee made up by representatives from the three localities and the two school systems. Ms. Bays explained that all productions at RVTV are original productions. She noted that last year, RVTV produced the following IN videos for the Town of Vinton: 1, the 125 Anniversary Celebration 2, the Vinton Student Government Day 3. Updated Vinton Public Works Video that was done several years ago 4. segments for Roanoke County Today of the Veterans Monument Memorial 5. a segment on the Vinton Corridor Study and the Vinton Fagade Program Ms. Bays advised that RVTV has a message board that runs when programming is not on, providing information on Town functions and events. She complemented the Town on being very accommodating and understanding regarding deadlines for Town videos they produce and that her employees enjoy working on Town of Vinton projects. Ms. Fidler complemented Ms. Bays and her staff for their work. Ms. Altice stated that Ms. Bays does a very good job for RVTV. Mr. Nance pointed out that he feels RVTV is an important tool for the Town to use to get information out to the Town's citizens, Mr. Hare asked if the Town was locked into a certain amount of time for programming and Ms. Bays replied that the time is somewhat flexible and is based on the percentage of cable subscribers in each locality. She noted that Vinton has 4% of cable subscribers and added that she can usually accommodate the Town's requests on stand-alone programming because the Town never asks for more than RVTV can handle, Ms. Bays advised that most videos produced by RVTV are done for the City, the County or the Town, but will work with regional partners as long as there is a strong tie-in with one of the three localities such as the Resource Authority and the Water Authority. Mr. Altice moved to adopt proposed Resolution No. 1870 approving the Roanoke Valley Television's FY 2010/2011 Budget. The motion was seconded by Ms, Fidler and passed on a unanimous roll call vote, Mayor Grose reported that he had received a letter from the National Association of Letter Carriers who are the sponsors for the Stamp Out Hunger Day, a one -day food drive that will be held on Saturday, May 8. He went on to say that the Organization has asked the Mayor to proclaim this day as Stamp our Hunger Day in the Town of Vinton. The Mayor requested that Ms. Bailey, the Town Clerk, prepare a proclamation for the Saturday event. Mr. Lawrence added that information on the event can be placed on the Town's Facebook 3 Mayor Grose reported that it was Election Day in the Town and hoped that everyone had voted for the persons they want to see represent the Town. Mark McKaskill who is with the Roanoke Valley-Alleghany Regional Commission, reported that some of his colleagues had worked on the tree canopy grant. He stated that the Regional Commission is looking for other grants such as the sustainability grants that were recently announced. Mr. McKaskill noted that these grants will be available for projects when land use and transportation are tied together. He added that there would soon be a second round of the Tiger grants for the Valley's greenway system. Mr. Hare asked if it would be possible for the Town's new Economic Development person to come up with a way to measure the impact of the Dogwood Festival on the restaurants in Town. He reported on a citizen's concerns that Augusta Avenue had become a by-pass and that there is a serious problem with speeding vehicles on Augusta. Mr. Hare stated that he felt that a "stepped up" Police presence would help remedy the situation. Mr. Hare also reported that a large number of trucks are traveling on Augusta Avenue and asked that staff contact some of the companies that are using that street that they need to stay on the main roads and out of the neighborhoods. Ms. Fidler complained that Third Street is being used as a cross -over from Virginia Avenue to Walnut Avenue. She went on to say that when vehicles travel up Fourth Street and make a wide turn to the left to go down Fourth Street, they do not heed the Yield sign at the top of Fourth Street and Cedar Avenue. Mr. Nance commented that the Dogwood Festival event on Friday night was a family event and was very well organized and attended. He noted that events of this type and size need to be very tightly managed if more events are to be held in the future. Mr. Altice stated that he would like for Council to plan a visit to the RVTV studio sometime in July, Mr, Lawrence replied that staff will coordinate that visit. Ms. Fidler commented that her family had a wonderful time at the Dogwood Festival's Fair. Mr. Lawrence commented on the very successful Dogwood Festival 5-K Run on Saturday morning. Mr. Donald Altice, Councilman Altice's son, announced the unofficial results of the Council election. 4 Matthew Hare — 301 Robert Altice — 247 Aaron Lyle — 234 Paul St.Clair— 86 The regular meeting adjourned at 7:51 p.m. WORK SESSION Budget Worksession A discussion took place regarding the closing of a tobacco store in the Town and the opening of another and how it would affect the Town's revenues. Mr. Thompson reviewed his department's accomplishments for the past year. a. Conversion of real estate and personal property to MUNIS Tax Software with Roanoke County. He discussed the many difficulties he has encountered this year with the new MUNIS software used by the County, especially with personal property tax bills. The difficulties with the collection of the VLF fee and ideas on how to improve collection was also discussed. b. Implementation of New Tvler Cashierinq for new Tax Software Mr. Thompson noted that his department is running off of two cashiering systems which is not an ideal solution. He stated that he had hoped to move to a new computer system that could interface the two systems but due to financial constrictions, he will not be able to purchase a new system in the foreseeable future. Mr. Thompson advised that his staff is working to increase the capabilities of the Town's AS 400 software. He reported that his staff is also in the process of moving the system to a point where department heads will be able to make more detailed inquiries and run reports. Mr. Hare inquired as to whether the Town has a disaster recovery plan for the Town's accounting system. He was advised by the Town Treasurer that the Town does not presently have a formalized disaster recovery plan. He went on to say that the system is backed up each evening and the back-up tapes are removed and taken to the Town's bank vault for safe keeping. He stated that he has sent a memo to the Town Manager advising that the auditors have requested that the Town devise a formal disaster recovery plan. Mr. Thompson commented that he has worked out a reciprocal agreement with Rocky Mount, who also has an AS 400 system, to use their system as a backup if the Town's system is down. 5 The Mayor asked if the Town Manager is now able to look at all department's accounts. Mr. Thompson replied that the capability is there but has not been implemented at this time. Mr. Hare inquired as to if and when these capabilities would be implemented and was advised by Mr. Thompson that it is slated to be completed by June. Mr. Lawrence added that implementing the AS 400's capabilities is a part of the Town's succession planning. The Mayor asked if there is local support for the AS 400 system and was advised by the Mr. Thompson that there is local support that is now provided by a third party. C. Development of an Identity Theft Policy and upqraded utility system to comply with "Red Flaq" legislation. Mr. Thompson reported that because of the "Red Flag" legislation, the Town is now requiring more information from applicants which has helped collect outstanding bills. d. Implemented Tobacco Tax and Tax Stamps effective Auqust, 2009 e, Set up FTP site for Audit purposes Mr. Thompson advised that setting up the FTP site improved the transfer of information between staff and the auditors. f. Revised the Budqet Document with new graphs and charts Mr. Thompson reported that last year, the Town Manager had requested that graphs and charts be added to the budget by this year. 9- Department received the GFOA Award for Financial Reportinq The Treasurer reported that he has just received notification that his department will receive the GFOA Award again for the 2009 CAFR and expected to receive a plaque sometime in June. Mr, Hare asked if a notice of this award would be placed on the Town's website, Mr. Thompson stated that he had a press release that he will send out to the local media. Mr. Thompson reviewed his department's goals for FY 2010-2011: a. Improve customer service and office perception in all aspects of operations by providing the highest level of customer service to our external and internal customers Mr. Thompson reported that he feels that, over all, his department provides very good customer service to its citizens as well as to all of the Town's departments. b. Elimination of the business license sticker and move to a certificate 501 Mr. Thompson noted that he is planning to go back to a business license certificate which will be less expensive than the sticker was. C. Increase collection activity through automated debt set-off of personal Propertv and real estate through the MUNIS Tax Software. Mr. Thompson advised that staff has been trained to generate a debt set-off file that has to be submitted to the State of Virginia in order for the Town to be eligible to collect outstanding taxes through the debt set-off system. He noted that this system is on a first come/first serve basis. Mr. Thompson commented that he is planning to meet with the Town Attorney to discuss the different methods that are available to collect outstanding debts and will forward the information to the Finance Committee. d. Training on the ACS Computer Svstem to better use the existing financial software He reported that he had communicated with ACS and they are willing to use webinars to train staff on their software. e. Develop a TOV Utilitv Procedure Manual Mr. Thompson reported that currently, most of the Town's utility procedures are in the form of memos and are scattered. A procedure manual will ensure that everyone in his office and the Public Works Administration will have the same information when utility issues arise. Mr. Thompson pointed out that along with the GFOA award for financial reporting, there is an award for budgeting. He noted that, this year, he planned to submit the Town's budget to GFOA for evaluation. He warned Council that most localities do not receive an award on their first submission. 9- Attain GFOA Award for Financial Reoortinq, Budget Highlights Mr. Thompson reported an over all budget increase of .11 % from last year and that salaries had been reduced by $3,005 or 2.59%. He reported an increase in benefits of 2.55% due to increased health insurance costs in the amount of $962. Mr. Thompson reported that operating costs decreased by $960 or 1.26%. He advised that the Maintenance Service Contract item decreased by $3,000 and Merchandise for Resale increased by $6,100 due to the need to purchase additional tobacco tax stamps. 7 Mr. Thompson reported that Capital Outlay was decreased by $1,000 to cover unexpected costs for computers that need to be replaced. Mr. Thompson reported that analysis fees, a new line item, increased by $4,500 or 100% due to bank fees. He explained that he has not been able to retain the Town's compensating balance at a half million dollars as required by the bank and they charge the Town a fee for every transaction when the balance falls below that amount. Mr. Hare inquired as to when the Town last negotiated a bank contract. Mr. Thompson replied that a contract had not been negotiated recently. He added that this would be one way to reduce this fee. Mr. Hare asked if the Finance Department coordinated the purchase/lease of all department's purchase/lease of copiers/printers. Mr. Lawrence advised that Finance, Administration, Planning and Special Programs have all leased copier/printers from one vender. Mr. Thompson noted that the Police Department leases their machine from a different company. Mr. Hare pointed out that some companies will buy out contracts in order to get a companies business. Mr. Hare made the statement that the Town needs to look at some kind of delegation authority to determine who can purchase or lease a copier, The Mayor stated that he is impressed with this year's budget format because it is much easier to understand than some of the past budgets have been, Mayor Grose stated that he wants Council to make some kind of effort to let staff know how much their work is appreciated and pointed out that this is the third year that staff has not received salary increases. The Mayor advised that he feels that it is necessary for Council to have more discussion on the Town's reserve fund sometime in the near future as he is very uncomfortable with what is happening with the fund balance. He questioned o what could be done to ensure that tax payers pay their VLF fees. He asked if the fee could be incorporated with the personal property tax and was advised by Mr. Thompson that the fee cannot be hidden as long as the VLF ordinance is in force and has to be shown on the tax bills as a VLF fee, Mr. Lawrence pointed out that Mr. Thompson has changed the priority of tax payments made so that the VLF fee is paid before any payment is applied to the taxes that are owed.. He noted that taxes are easier to collect than the VLF fee. Mr. Hare asked if it was time to talk about replacing two part-time employees with one full time collections person. Mr, Lawrence replied that Council can make this decision whenever they feel it is needed if they are willing to change the budget. Mr. Lawrence reported on the HR budget in the absence of Beth Austin who is ill. He noted that Ms. Austin spent a lot of time this year on implementing wellness programs. He advised that Ms Austin has worked diligently to have the Town removed from VIVIL Insurance's "watch list" which will save the Town approximately 5% on their yearly premium. EO Mr. Lawrence reported that the Town had no grievances this year and the Town's year-to-date voluntary turnover has been reduced by 40%, He noted that Ms. Austin has a very good relationship with all of the Town's department heads and employees. Mr. Hare inquired about employee's responses to the fact that they would not be getting a salary increase again this year. Mr. Lawrence responded that it has not been an issue so far and felt that part of the reason for that was because none of the other local governments have given employee raises. He pointed out that another reason could be that the Town had recently raised employees' salaries up to a competitive level. Human Resources Mr. Lawrence stated that there are several employees who will be reaching retirement age within the next five years. Mr. Hare asked if there was a formalized plan for the succession of retiring employees. Mr. Lawrence replied that he would have to speak to Ms. Austin to get an answer to that question. Mr. Nance inquired as to how much of the $10,000 in the education budget was used this year. Mr. Lawrence replied that $8,000 was used this year. He went on to say that if more money was in the fund, it would be used because the town has several employees who are working on their Bachelor's Degree. Continue to foster and build employee relations Continue to provide leadership training that supports the Town's vision and strategic plans Evaluate the structure of the employee's health insurance anddetermine alternative options that may Promote financial wellness for the Town Mr. Lawrence noted that Ms. Austin is currently working on a plan to connect customer service with the Town's vision and mission. He noted that the HR Manager is currently working with a trainer at Virginia Western on this issue. Budget Highlights Mr. Lawrence reported that HR reduced Legal Services by $3,500 because she has used this line item very little in the past couple of years. He noted that when she does need legal advice, she uses the Town Attorney which gets charged back to the Town Manager's budget. Contractual Services was reduced by $1,650 because the number of employees leaving the Town has decreased and if someone leaves a position, it will probably be left empty for a while, It Tuition Reimbursement Mr, Lawrence reported that Tuition Reimbursement has been decreased this year by $2,000. He noted that those employees already in the system will continue to be supported but any employee planning to begin work on their degree next year may not get any support from the Town due to a lack of available funds, . The Town Manager reported that, overall, the HR Department budget was reduced by 9%. Mr. Thompson noted that there is $5,000 in the budget for customer service training that was not mentioned. Mayor Grose stated that he is really happy to hear about the upcoming customer service training. He stated that the training that staff has received has made a huge difference in the Town's employees. He noted that some of the training should not be optional. Town Manager's Office Accomplishments Mr. Lawrence reported on the assessment of the Municipal Building as well as the Health Department Building and the Fire House that was completed this year. He noted that the assessment of other Town buildings will continue. He reported that the Town received a $35,000 grant for downtown improvements. He stated that the Town continues to work with Roanoke County on change of use issues, development and business codes. The Town Manager's Office has made strides and continues work on electronic documentation through a Laserfiche system. He gave a brief explanation as to how the system works. NO M. Development of a New Town Website The Town Manager advised that the new website will not be completed until after the town's consultants have completed work on the "branding of the Town". He reported that the County has contracted with a company to develop a new website for them and has allowed the Town to "piggy -back" on their contract. This has saved the Town a considerable amount of money without losing any control of the website. It was noted that the only requirement would be that the Town has to work off of the County's schedule. Mr. Lawrence commented that he believes Council will be very proud of the new website. Mr. Nance asked if the timing for the branding would interfere with the timing for the website. Mr. Lawrence replied the timing should work out okay. 9 Facilitate and Engage Town Council and the Community to Develop a Long Term Financial Plan to Ensure Financial Sustainabilitv of the Town. Mr. Lawrence noted that the Town's long-term financial sustainable model as a town has big hurdles to overcome such as the Gainsharing and Utility system agreements with Roanoke County. He went on to say that now is a very good time to get conversations underway on how to replace the funds from the County that the Town will lose when the agreements end. Provide leadership and direction to town departments to improve customer service value in all operations of town services Evaluate and continue implementation of the electronic document management program for use by other departments Mr. Lawrence stated that this goal will help manage information and reduce the amount of printing that has to be done. Improve customer service and provide a stronger more unified connection between the multiple departments and agencies that impact the business community Enhance and continue to develop the branding and market positioning of the Town of Vinton Mr. Lawrence advised that this will be accomplished through the website and by tying it into the Town's special events. Mr. Lawrence reported that the Town Manager's Office is the only department that has a sizeable increase. He explained that it was discovered that, somehow, one employee's VRS contribution in the amount of $3,500 had not been allocated to the correct account. He noted that all of the other accounts had been reduced. Mr. Hare asked if funds from the Flower Fund had been included in the budget and was advised that they had not been. After some discussion, it was the consensus of Council to use the $5,000 interest from the flower fund to refurbish the Town's seven welcome and wayfinding signs. A discussion then took place on ways to use the flower fund's principal amount. Council recommended using the Flower Fund principle to tear down the garage on Walnut that is owned by the Town and currently being used as a storage area. The Town Manager commented that destruction of the building will have to be further discussed before a decision is made to tear it down. Ms. Fidler asked if there was money in the budget to repair the railing at the Council Chambers back exit steps. Economic Development Accomplishments In response to a question from Mr. Nance, Mr. Lawrence gave a brief update on the Fagade Program and discussed the possibility of expanding the grant area district. Successful in receiving $10,000 grant from VHDA to develop a feasibility study for Vinton Ford property Reorganization of Town Manner's Office staff to increase the focus and resources dedicated to economic development and improving business relationships Mr. Lawrence reported that the Fagade Grant was not funded in the proposed budget but that $40,000 remains in the Town/County project account for the upcoming year's applications. He also pointed out that the web redesign is scheduled for implementation by the fall of 2010. Mr. Lawrence advised that training, travel and membership funds were added to the Economic Development as Ms. Caudill would need these tools if she is going to be successful in her new endeavor. It was the consensus of Council that they not attend the VML Conference in October due to budget constrictions. The work session adjourned at 10:30 p.m, ATTEST: Darleen R. Bailey, Town Clerk Bradley E. Grose, Mayor 12 13 ACTION NO. Reso. 1873 ITEM NO. D-2 DATE: June 1, 2010 SUBJECT: Recorder Playback Station Grant ISSUE/PURPOSE: The Town of Vinton has been awarded a grant from the Virginia Wireless Board for purchase of a recorder for the Public Safety phone and radio systems. ACTION REQUESTED: Approval at the June 15'1' meeting of accepting the grant and purchase of two Recorder Playback stations at S20,035.90 a piece for a total of S40,071.80 JUSTIFICATION/ SUMMARY: The 9-1-1 center is merging vvith the County and will need the capability to directly listen to recordings of the Public Safe", radios and phone lines. This will allow this to occur with no delay. BUDGETARY IMPACT: None. Fully funded vvith the Wireless Board Grant STAFF COMMENTS/ RECOMMENDATION: Approval DATE ACTION NEEDED: June 15, 2010 RESOLUTION NO. 1873 AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 PM ON TUESDAY, June 15'h, 2010 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, The Vinton Town Council recognizes the importance of the Police Department having immediate access to recorded 9-1-1 calls and recorded phone conversations involving crimes and emergencies in the Town of Vinton, and WHEREAS, certain special equipment must be purchased to integrate with the County's PSAP Recorder, and NNIHEREAS, the current Recording System has been upgraded by Roanoke County and the ability to directly listen to said recordings is no longer available with our on site equipment, WHEREAS, the Town has the opportunity to utilize Lip to $65,000 in grant funds over the next month for this project. With a purchase of two of said playback stations this will provide the access needed. NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby grant the Town Manager to enter into an agreement to purchase two Recorder Playback Stations for the amount of $3 1,792.70 and said funds will come from the award of the Wireless Board's Grant: Wireless Grant Fund (200) 3105 Police Grants 349 Recorder Grant S31,792.70 Motion made by Councilman seconded by Councilman the following votes recorded. AYES: NAYS: APPROVED: Bradley Iu. Gross, Mayor ATTEST: Darleen R. Bailey, Town Clerk I with RESOLUTION NO. 1874 AT REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 7:00 I'M ON TUESDAY, JUNE 15, 2010 IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, The Vinton Town Council recognizes the importance of the being prepared for unusual circumstances to protect the community and adopting an Emergency Operation Plan WHEREAS, the Virginia Department of Emergency Management requires an updated Emergency Operations Plan be adopted by the Town of Vinton every 5 years, WHEREAS, the current Emergency Operations Plan has been completely reformatted and updated, WHEREAS, the Town Council adopts the newly revised plan and it is in full effect at the time of' adoption, NOW THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby adopted the revised Emergency Operations Plan Dated May 2010 and grants it full operational authority. Motion made by Councilman seconded by Councilman with the following votes recorded. ITM NAYS: APPROVED: Bradley E. Gross, Mayor ATTEST: Darleen R. Bailey, Town Clerk RESOLUTION NO. 1875 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAN7, ,TUNE 15, 2010 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUI-1-1 11-OLLAIZD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke County Emergency C0111111LInications Center, and WHEREAS, the employees of the Vinton Communications Center will be integrated into the Roanoke Count), Emergency Communications Center and will become employees of the County of Roanoke, and WHEREAS, Craig Allen Sheets has faithfully, honorably, and effectively served the citizens of the Town of Vinton and the Vinton Police Department as a comnlLinications officer, and as the Communications Supervisor, and WHEREAS, Craig Allen Sheets has served with dedication and distinction for the past 10 years, in Public Service to the Town of Vinton, and WHEREAS, Craig Allen Sheets has been recognized by the department as Dispatcher of the Year 2005, received the Chiefs Achievement Award, Good Samaritan Award, Unit Citation and Dispatcher of the Quarter, and WHEREAS, Craig Allen Sheets has demonstrated a commitment to the Vinton Police Department's mission of excellent customer service, and NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby extends its gr atitude and commendation to Craig Allen Sheets for his distinguished and outstanding service to the C0111111LInit , and extends best wishes to him and his family for man)' Y, happy and successful years in the future. ']'his Resolution adopted on motion made by and seconded by Council With the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E. Grose ATTEST: Darleen R. Bailev.To`wn Clerk RESOLUTION NO. 1876 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010 AT 7:00 PJNIL IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILI)ING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke Count), E-mergency Communications Center. and WHEREAS, the employees of the Vinton Communications Center will be integrated into the Roanoke County Emergency Communications Center and will become employees of the Count), of Roanoke, and WHEREAS, O. Wayne Guffey has faithfully, honorably, and effectively served the citizens of the Town of Vinton and the Vinton Police Department as a communications officer, and WHEREAS, 0, Wayne Guffey has served with dedication and distinction for the past 6 years, in Public Service to the Town ot'Vinton, and WHEREAS, O. Wayne Guffey has been recognized by the department as Dispatcher of the year 2008, received the Good Conduct and Unit Citation Award and Dispatcher of the Quarter, and WHEREAS., O. \Nlaync Guffey has demonstrated a commitment to the Vinton Police Department's mission of excellent Customer service, and NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby extends its gratitude and commendation to O. Wayne Guffey for his distinguished and outstanding service to the Community, and extends best wishes to him and his family for many happy and successful years in the future. This Resolution adopted on motion made by and seconded by Council with the fiollowing votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E. Grose Darleen R. Bailey, Town Clerk RESOLUTION NO. 1877 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke Count), Emergency Communications Center, and WHEREAS, the employees of' the Vinton Communications Center will be integrated into the Roanoke County Emergency Communications Center and will become employees ol'the County of Roanoke, and WHEREAS, Charles Ferguson has Iaithfully, honorably, and effectively served the citizens of the Town of Vinton and the Vinton Police Department as a communications oficer, and WHEREAS, Charles 1erguson has served with dedication and distinction for the past 3 years.. in Public Service to theTown of' Vinton. and WHEREAS, Charles Ferguson has been recognized by the department as Dispatcher of' the Quarter, and WHEREAS, Charles Ferguson has demonstrated a commitment to the Vinton Police Department's mission of'exccllcnt CLISIOMU service., and NOW, THERFORE, BE IT RESOLVED, that the Town Council of the "Down of Vinton hereby extends its gratitude and commendation to Charles Ferguson for his distinguished and outstanding service to the Community, and extends best wishes to him and his family for many happy and SLICcessf'Lil years in the future. 'I'his Resolution adopted on motion made by and seconded by Council With the following votes recorded: AYES: NAYS: APPROV171): Mayor Bradley E. Grose A'I-I'EST: Darleen R. Bailey, "own Clerk RESOLUTION NO. 1878 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET,, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department C01nl1lL111iCati011S Center is merging with the Roanoke County Emergency Communications Center, and WHEREAS, the employees of the Vinton Communications Ccnter��,ill be integrated into the Roanoke County Emergency Communications Center and will become employees of the Count), of Roanoke, and WHEREAS, Ashley Renaye Sizemore has faithfully, honorably, and effectively served the citizens of the'l-own of' Vinton and the Vinton Police Department as a communications officer, and WHEREAS, Ashley Renaye Sizemore has served with dedication and distinction for the past 3 years, in Public Service to the Town of Vinton, and WHEREAS, Ashley Renaye Sizemore has been recognized by the department as Dispatcher of the Quarter, and received the Good Samaritan Award, and WHEREAS, Ashley Renayc Sizemore has demonstrated a commitment to the Vinton Police Department's mission of excellent customer service, and NONNI, THERFORE, BE IT RESOLVED, that the Town Council of the Town of' Vinton hereby extends its gratitude and commendation to Ashley Renaye Sizemore for her distinguished and outstanding service to the Community, and extends best wishes to her and her J'amily for many happy and successful years in the future. This Resolution adopted on motion made by and seconded by Council with the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley 13. Grose ATTEST: Darleen R. Bailey, Town Clerk RESOLUTION NO. 1879 AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke County 1---'rnergency Communications Center, and WHEREAS, the employees of the Vinton Communications Center will be integrated into the Roanoke County Emergency Communications Center and will become employees of the County of Roanoke, and WHEREAS, Rachel Elizabeth Jones has faithfully, honorably, and effectively served the citizens of the Town of` Vinton and the Vinton Police Department as a communications officer, and WHEREAS, Rachel Elizabeth Jones has served with dedication and distinction tor the past 2 years, in Public Service to the 'Town of'Vinton, and WHEREAS, Rachel 1--Ilizabeth Jones has been recognized by the department as Dispatcher of' the Quarter, and WHEREAS, Rachel Elizabcth Jones has demonstrated a commitment to the Vinton Police Department's mission of excellent Customer service,, and NOW, THERFORE, BE IT RESOLVED, that the "Town Council of the Town ol'Vinton hereby extends its gratitude and commendation to Rachel Elizabeth Jones for her distinguished and outstanding service to the Community, and extends best wishes to her and her family for many happy and successful years in the future. 'Phis Resolution adopted on motion made by and seconded b., Council with the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E. Grose FAWWW" Darleen R. Bailey, `Town Clerk AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, DUNE 15, 2010 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke County Emergency Communications Center, and WHEREAS, the employees of the Vinton Communications Center will be integrated into the Roanoke Count), Emergency Comm Lini cations Center and will become employees of the County of Roanoke,and WHEREAS, Erica Lynn Lloyd has faithfully, honorably, and effectively served the citizens of the Town of Vinton and the Vinton Police Department as ,I communications officer, and WHEREAS, Erica Lynn Lloyd has served with dedication and distinction for the past 6 months, in Public Service to the Town of Vinton, and WHEREAS, Erica Lynn Lloyd has demonstrated it commitment to the Vinton Police Department's mission of excellent customer service, and NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby extends its gratitude and commendation to Erica Lynn Lloyd for her distinguished and outstanding service to the Community. and extends best wishes to her and her family for many happy and successful years in the future. This Resolution adopted on motion made by and seconded by Council with the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E— Grose ATTEST: Darleen R. Bailey, Town Clerk I AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010 AT 7:00 PA1. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Police Department Communications Center is merging with the Roanoke County Emergency Corninuni cations Center, and WHEREAS, the employees of the Vinton Communications Center will be integrated into the Roanoke County Emergency Communications Center and will become employees of the County of Roanoke, and WHEREAS, Carrie Elizabeth Eakin has faithfully, honorably, and effectively served the citizens ofthe Town of Vinton and the Vinton Police Department as "A Communications officer, and WHEREAS, Carrie Elizabeth Eakin has served with dedication and distinction for the past 6 months, in Public Service to the Town of Vinton, and WHEREAS, Carrie Elizabeth Eakin has demonstrated a commitment to the Vinton Police Department's mission of excellent customer service, and NOW, THERFORE, BE IT RESOLVED, that the Town Council of the Town of Vinton hereby extends its gratitude and commendation to Carrie Elizabeth Eakin for her distinguished and o y outstanding service to the Community, and extends best wishes to her and her famil for mantic happy and successful years in the future. This Resolution adopted on motion made by and seconded by Council with the following votes recorded: AYES: NAYS: APPROVED: Mayor Bradley E. Grose A'F1'l---S'F: Darleen R. Bailey, Town Clerk TO: FROM: CC: DATE: SUBJECT: 311 S. POLLARD STREET VINTON, VIRGINIA 24179 PHONE (540) 983-0605 FAX (540) 983-0621 Chris Lawrence,'I'own Manager Karla Turman Enforcement Officer/Associate Planner Karla Turnian, Associate Planner/Code Enforcement Officer Antia McMillan, Planning and Zoning Director May 26, 2010 Proposed Zoning Ordinance Changes for Fence Regulations ISSUE/PURPOSE: To update the zoning ordinance regarding the proposed amendments, which are attached. BACKGROUND INFORMATION: In recent vears, the town has seen a relatively high number of` fences erected which do not meet the Current fence regulations. In 2009, staff was asked to review our regulations, as well as those of nearby localities, to deten-nine if amendments to the regulations might be appropriate. Staff and Planning Commission members have discussed these regulations for several months. Attached is a document that outlines the proposed amendments. A lot of the amendments are based on the City of Roanoke's regulations. The Planning Commission held a public hearing on Tuesday, April 27, 2010. They voted 4-0 in favor of recommending the proposed amendments to Town Council. Please see attached draft minutes from that public hearing. IfYOU have questions about the proposed amendments, please feel free to call meat 983-0605. MINUTES OF THE MEETING OF THE TOWN OF VINTON PLANNING COMMISSION HELD ON TUESDAY, APRIL 27,2010, AT 6:30 P.M., AT THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET. MEMBERS PRESENT: Dave Jones, Chairman Dawn Michelsen, Vice Chairperson Bob Patterson C.W. Pace, Jr. STAFF PRESENT: Anita McMillan, Planning and Zoning Director Karla Turman, Associate Planner/Code Enforcement Officer Julie S,'I'ucei, Planning and Zoning Coordinator OTHERS PRESENT: Lee Bosworth, 814 Bedford Road, Vinton AGENDA 1. Call to Order 11. Approval of Minutes: Public Hearing, January 27,2010 Work Session, March 18,2010 1.11. Public Hearing: The 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. The proposed amendments are related to placement and height of fences, walls, arbors, and trellises within residential districts. IV. Other Business V. Adjournment The meeting of the Vinton Planning Commission was called to order at 6:30 p.m. All four members were present. The first item on the agenda was the approval of minutes from a public hearing held on January 27, 2010, and minutes from a work session held on March 18, 2010, There were no corrections or additions to the minutes; therefore, a motion to approve both sets as submitted was made by Mr. Patterson. The motion was seconded by Ms. Michelsen. A roll call vote was taken, mid all members voted in favor of the motion. The second item on the agenda was the 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. The proposed amendments are related to placement and height of fences, walls, arbors, and trellises within residential districts. Chairman Jones mentioned that notice of this meeting had been advertised in the paper, Ms. Turman stated that recently there have been several fences that have been erected that do not meet the zoning ordinance requirements. She said that, in 2009, the Planning Commission had been asked to look into the regulations due to the increase in variance requests mid new fences not meeting the ordinance. Ms. Turman went over some of the changes that are proposed, a copy of which will be made a part of the permanent record of this meeting. She mentioned that there were also changes made concerning arbors and trellises. She stated that they would check with the building commissioner to make sure whether or not arbors or trellises are exempt from building code. Under the proposed regulations, a zoning permit would be required for all fences, arbors, or PLANNING COMMISSION P, M tnJ PUBLIC HEARING APRIL 27,2010 PAGE 2 trellises, and nothing will be allowed within the sight visibility triangle. Ms. Turman asked if they had any questions. No one did. Chairman Jones asked the gentleman in attendance if he wished to speak about the proposed amendments. Mr. Bosworth, of 814 Bedford Road, said he purchased the property recently. He stated that he loves the area. He said he would like to be able to beautify his property. He mentioned that his property comes to a point (triangle). He stated that there is a chain link fence in the back and he would like to put up a picket fence in the front to beautify the lot. He said the line of sight for drivers would not be affected by where he'd like to put ' the fence. He stated that the new regulations would make it nearly impossible to put up a fence in ,the front. He said there should be consideration in the regulations for oddly shaped properties, such as his, where the owners would not have to obtain variances. The fence he is proposing would be four feet tall or less. He stated that he would also like to put a fence up so people would not walk across his property right in front of his porch. Chairman Jones asked if there were any questions for Mr. Bosworth. There were none. Chairman Jones stated that this was an amendment that they had been working on for months. Ms. McMillan mentioned that, with these amendments, they try to consider the town as a whole rather than lot by lot. She said that Mr. Bosworth would be able to apply for a variance from the Board of Zoning Appeals (BZA) and, perhaps because his lot is oddly shaped he may have a hardship. However, staff cannot guarantee a variance being granted. With there being no further business, Chairman Jones declared the public hearing closed and asked for a motion. Ms. Michelsen commented that it is always difficult as a citizen of Vinton to balance what is good for the entire Town, as well as for those with oddly shaped lots. She said that they have really studied this issue, tried to be as fair and open as possible, and that they try to keep the streets safe. She said, from her position, she would like to see him be able to do what he would like to do with his property, but she said she must also weigh what is good for the Town as a whole. Mr. Bosworth stated that he wants to put his fence 25 feet back from the point. He said his issue is with the 5 feet setback that is required on the sides of his property. Ms. Michelsen asked if that would qualify him to request a variance from the BZA. Ms. McMillan said he could, but would need to prove a specific hardship, as defined by code. Mir. Bosworth said he had already considered the line of sight for drivers in his plans. Chairman Jones said the Planning Commission takes into consideration what is good for the entire Town. He mentioned that they would make a recommendation to Town Council who will consider that in making their final decision. He asked for a motion. Ms. Michelsen made a motion to recommend to Council the zoning requirements for fences, trellises, and arbors as discussed. Mr. Patterson seconded the motion. A roll call vote was taken, and all members voted in favor of the motion. Ms. McMillan stated that Town Council will be considering the issue on May 18'h, and encouraged Mr. Bosworth to attend and discuss it with Town Council. In other business, Mr. Bosworth also spoke about his lot not having curbing and stated that he would like to have curbs to help protect his home from cars that could crash into it. He stated that he had talked with a couple of Town employees and was told that someone would have to call him back. He stated that he had never received a call back. Ms. McMillan recommended that he write up something to submit to the Highway Safety Committee. Ms. McMillan said that the Public Works Director and members of the Police Department are on that committee. Mr. Bosworth also stated that he was told by VDOT that he might be able to request a guardrail. However, Mr. Bosworth said he did not think a guardrail would look very good. PLANNING COMMISSION PUBLIC HEARING APRIL 27,2010 PAGE 3 Chairman Jones asked if there was anything else to discuss. Ms. McMillan mentioned that Arbor Day was held recently at Vinton Public Works. She also said that 348 trees had been planted on Town property along Tinker Avenue in Midway around the same time with grant money. Ms. McMillan said she would keep them posted on the progress of the Corridors Plan and also the Downtown Revitalization project. There was no further business; therefore, Chairman Jones adjourned the meeting at 7:04 p.m. Respectfully Submitted, Anita McMillan Planning Commission Secretary TO: TOWN MANAGER'S OFFICF FROM: CONSU17-LLA CAUDILL, ASST. TOWN' MANAGERJDIR. OF ECON. Dl-1Vl— DATE: JUNE 15,2010 ISSUE/ Review a request to vacate part of Spruce Street for consolidation of a PURPOSE: business site. ACTION Decide whether to pursue additional information (e.g. a traffic study and REQUESTED: public hearing) to see the warrants/concerns ofthe proposal. SUNNIMARY: Mr, Tony Montuori came to the Town staff on April 30, 2010 indicating lie had been approached by a rcaltor and owners of the parcel 520 Hardy Road (previous location for Tires for Less). He currently owns 0. 622 and 626 Spruce Street, parcels he would combine to offer an expanded parcel. He has expressed an interest in the property but wanted to know if the Town would consider opening the section of Old Virginia Avenue. north ofthe property to tie in with 1-lardy Road. Staffdiscussedthe issue with the Chairman of Highway Safety Committee and whether this would be a matter for consideration by that entity. The Chairman felt it would not, but rather Should go to full Council; the staffagreed. Mr. Montuori also asked if Old Virginia could not be opened to Hardy Road, if Spruce Street could be vacated. Mr. M01111,1017i came in and discussed this with staff on May 18, 2010. At that meeting staff expressed concerns with the proposal of opening a section of Old Virginia Avenue. Specifically staff concerns were: 1. The alignment of Old Virginia Avenue With Chestnut would create a high degree of'conflict for vehicles entering off Virginia Avenue. This could negatively impact public sat'ety. 2. The costs to reopen the section of Old Virginia Avenue would be high, requiring a traffic engineering study, real estate acquisition and field Survey to identify the best option for new alignment. 3. Closing Chestnut might have to be an option. 4. There is a current PRV station in the ROW and there would be some costs to relocate that. 5. Closing of Spruce Street would likely be a concern to residents who live on Spruce and those who frequently travel Spruce, north and South directions. 6. Closing of Spruce Street, with out opening Old Virginia Avenue, may cause shifting of more traffic to the surrounding streets and a higher volume on them, creating safety and other maintenance concerns. Staff was also concerned with the timing of the request. Mr. Montuori indicated he did not have immediate plans for the site, but would want to (in the near future 3-5 years) want to market the site (parcels 060.20-05.30.00-0000 and 060.20-053 ) 1.00.0000 and 060.20-05,29,00,0000) for development. He would plan to use the vacated portion as parking lor a larger development,. or use the parcel for two separate business sites. The timing concern is that if the Town were to vacate the property now,, there would be significant delay before any development happened on the parcel. This would cause a concern from the public perceptions of the vacation. If the Town decided to not vacate the property until such time as Mr. Montuori indicated he would initially start any development, if there were nothing in writing, Mr. Montuori may not be assured a similar action by a different Council, The Town Attorney has advised staff that pursuant to Virginia Code section 15.2-2006, if an applicant for a street vacation is pursuing the vacation to accommodate expansion or development of an existing or proposed business, Council may condition the vacation upon commencement of the expansion or development within a specified period of time. Localities may require payment for the purchase of the property in these situations. If Council conditions the vacation, the vacation generally is not effective until the work begins on the expansion or development of the business. The vacation does not have to be conditional. In general, there is no statutory prohibition to conditioning the street vacation on an event 3 ),ears away, but there is risk involved. Mr. Montuori has indicated he understands that he would have to pay the expense ofa traffic engineering study and appropriate public hearing costs. DATE ACTION July 7, 2010 NEEDED: PROPOSED ORDINANCE NO. 902 AT A PUBLIC HEARING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15, 2010, AT 7:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE to arnend the Vinton Zoning Ordinance No. 634 dated December 19, 1995, Appendix 13 of the Vinton Town Code, Article 1/, Suppletnentarj, Regulations, DiVision. 3, Section 5-5, Exceptions to j,ard requirements and Section 5-11, Visibilitj, at intersections. 'ITIERI]FORI-7, 131-_ I'l'ORDAINED by the Council ol7the Town of Vinton, Virginia that the Article K Suj3pleinenlarj, Regidalions, Division. 3, Section 5-5. Evcej)tions to ' J'ard requirements and Section 5-11. flisibility of intersections, be amended and added as follows: AMENDMENT TO APPENDIX B OF THE TOWN OF VINTON ZONING ORDINANCE ARTICLE V. SUPPLEMENTARY REGULATIONS See. 5-5. Exceptions to yard requirements (a) Fences, walls, arbors, and trellises. ApIkcabilitY Fences, walls, arbors, and trellises shall be Subject to the Supplemental regulations of this section. For the purpose of this section, "walls" shall include decorative walls and walls intended as a bLiffer or screen. The supplemental regulations of this section shall not apply to retaining walls. The supplemental regulations of this section shall apply to freestanding trellises and arbors as well as trellises attached to fences. (b) Fence and wall standards. (1) No fence or wall shall be permitted within a sight distance triangle, as defined in Section 5-11 of this appendix. (2) No fence or wall located in an area as set forth in subsections (A) and (B) below shall be permitted: A. On a lot with only one (1) lot Frontage: Within the first five (5) feet of the front property line ; or 13. On a lot with more than one (1) lot frontage: Within the first five (5) feet of' the property line on the principal lot frontage, nor within 5 feet of the property line on the street side lot frontage. (3 )) The maximum height for fences and walls shall be based on the following schedule: Zoning District R-1-DI, R-1, R-2, R-3, RB Location on Lot !On a lot with only one (I ) lot frontage Maximum Height of Fence or Wall Within the first five (5) feet of I None the front property line ; or On a lot with more than one (1) lot frontage: Within the first five (5) 1'ect of the property line on both lot frontages. Oil a lot with only one (I) lot frontage: Between five (5) feet of the front property line and front comer of the house; or !Oil a lot with more than one (1) lot frontage: Between five (5) feet of the front property line and front corner of the house on the principal lot frontage, or between five (5) feet and fifteen (15) feet of the property line on the street side lot frontage. Oil a lot with only one (I lot frontage: After the front corner of the 16,5 feet house ; or Oil a lot with more than one (I) lot frontage: After the front comer of 1 the house facing the principal lot frontage, or beyond 15 feet of the I a ,property line on the street side lot from,ge. Any required side or rear yard 16.5 feet (c) Arbor and trellis standards. allowed 4 feet (1) No arbor or trellis shall be permitted within a sight distance triangle, as defined in Section 5-11 of this appendix. (2) On a lot with only one (1) lot frontage, all arbor or trellis shall not be permitted between the building line and the lot frontage, except that in the case of any lot with no principal building, all arbor or trellis shall not be located within the required minimum front yard ofthe applicable zoning district. (3) On a lot with more than one (I ) lot frontage: an arbor or trellis shall not be permitted between the building line and the property line on the principal lot frontage, nor between the building line and the property line on the street side lot frontage, except that in the case of any lot with no principal building, an arbor or trellis shall not be located within the required minimum front yard of the applicable zoning district. (d) Y(ird (tc-cessories. Poles, posts, similar customary yard accessories and ornaments, and permitted signs for which no specific yard requirement is specified elsewhere in this appendix, may be located within required yards. No accessory may be placed within a sight distance triangle.. as defined in Section 5-11 of this appendix. (c) A zoning permit is required for all fences, walls, arbors and trellises. See. 5-11. Visibility at intersections. (b) Visibilit ' v triangle, On a corner lot in any district other than a CB central business district, nothing that would materially obstruct the vision of operators of motor vehicles shall be erected, placed, planted or allowed to grow illy, within the following described area: -- A triangular shaped area on the ground bounded on two sides by the street lines abutting the lot, and bounded on the third side by a line joining points on said street lines 20 feet from the point of their intersection. km SUMMARY: Fmilrell-I'Ll 1111MANON Town Council Consuella Caudill Director of Economic Development Request for approval of a "Change in Use Incentive Grant Program". As you are aware, increased regulatory requirements and procedures have made the process of converting a single family residence into a commercially used structure increasingly more expensive and challenging to accomplish. Many of these requirements are a result of changes to the uniform building code that we, along with most localities enforce. While this situation only occurs occasionally in the Town of Vinton, staff appreciates the concerns that have been expressed to us on numerous occasions by property owners and small businesses who are attempting to make such a conversion. These property owners and entrepreneurs are creating new jobs and tax base and are taking a calculated risk when they invest private dollars into these properties. Recognizing that there is currently no local program to assist individuals when they confront these issues, staff has attempted to design a simple, affordable and effective tool to not only financially assist them, but to also encourage more of this building conversion activity which is beneficial to us all. Attached for your review and approval is a draft guideline of a program being proposed that would provide financial assistance to property owners after they successfully complete a residential to business conversion. To summarize, the program would offer a grant equal to 30 percent of eligible "change in use" renovation costs with a minimum investment of $10,000 in total facility upgrades. The maximum grant allowable would be $5000 and would be tied to the establishment of a business at the property. This may seem like a small amount, but to the small business/property owners who attempt these conversions, this amount could make the difference in whether a proposed project is financially feasible. The County has expressed great interest in partnering with us on this initiative, much like we do with the matching grant facade improvement program. Vinton has agreed to financially participate on a 50/50 basis with the County on the grants that apply to properties physically located in the Town. The Town has recently adopted the FY 10- 11 budget which allows $10,000 in line item 200.8105.342 Fagade/Change of Use Grant. Staff and legal counsel advises that the Roanoke County Economic Development Authority (EDA) must administer this proposed grant program, just as they currently administer the Commercial Fagade Matching Grant Program. At their May 19, 2010, Page 1 of 2 meeting staff briefed the EDA on this proposal and they unanimously approved a request by staff to administer the program if the Town Council so desires. The EDA further stated that they feel these types of initiatives are badly needed, especially in consideration of the challenges small business and investors have to contend with when they attempt to finance a commercial development project as a result of a tightened lending environment. In closing, staff believes the program will be easy to manage with a minimal amount of "red tape". The increased tax revenue as a result of these structures being converted to business should pay for the average grant in one or two years. Staff further believes that this is not only a wise investment but perhaps just as important, it serves as an expression of good will and commitment by local government to those small businesses that are looking for some assistance, and many times just aren't able to access larger scale economic development initiatives. ALTERNATIVES: 1 Approve the establishment of a "Change in Use Incentive Grant" based on the attached guidelines, 2. Do not approve the grant program. Fly; TO] Til hT, FA P11 FOYM01 Z, I Staff recommends Alternative 1. Change in Use Incentive Grant Program Guidelines (Existing Single Family Structures to Commercial Structures) Purpose/Scope To offset increased costs related to a change in use ofan existing residential structure from residential to commercial-, to be applied in all areas of Roanoke County and the Town of Vinton that are zoned for commercial activity. To encourage facility improvements throughout the County and the Town of Vinton that will enhance property values and increase revenues Irorn real estate, business personal property and business license taxes generated by the improvements and/or change in use of the propertN , To facilitate and encourage new business growth and expansions within the Town and County. Prooeram Requirements The Roanoke Economic Development Authority (EDA) will administer the program for both the County and the Town, A minimum investment of $10,000 in existing facility upgrades and/or renovations, including engineering costs and building permit fees associated with the project. Documentation of the "Total Renovation Cost" must be provided to county/town staff. "Eligible Reimbursable Expenditures" are those items that have been required by the county/town through Zoning and Building Code requirements that apply specifically to meeting commercial use standards. Examples are: Structural Compliance, Fire Flow Compliance, Handicap Accessibility, Parking Requirements, Landscaping, Off Site Roadway Improvements and any and all other costs determined by staff to be necessary to meet commercial use standards. Documentation of items eligible for reimbursement to the grantee shall be provided to county/town staff. along with verification of the change in use of the property from residential to commercial. The grant request must be tied to the establishment ofa business at the property, and will only be approved at such time that a business occupies the building with the appropriate Business License (BPOL). If no business has located at the property within the one year eligibility period, grants will be awarded at the discretion of the EDA, and will be based on the applicant documenting their good faith efforts to locate a business on the property, thus honoring the intent of the Grant. An incentive grant of the "Eligible Reimbursable Expenditures" equal to 30% of' "Total Renovation Costs" will be awarded to projects with a minimum investment of$1 0,000 in facility upgrades. The maximum grant allowable is $5,000. Grant requests must be submitted in writing to the Town of'Vinton or the Roanoke County Off -ice of Economic Development within one year from the date the improvements are completed and a final certificate of occupancy is issued. Requests submitted after that time will be denied. * Grants are made available oil a one-time basis to any specific property/address. ACTION NO.: Reso. 1882 ITEM NO.: 1-2 TO: Town Council FROM: Beth Austin Human Resource Director DATE: June 7, 2010 SUBJECT: Authorization to pick -tip 1--mployee's contribution to VRS Under § 414 (h) of the Internal Revenue Code for Plan 2 Employees Issue/Purpose: The Virginia General Assembly, in its 2010 session passed legislation creating a separate retirement plan for employees hired on or after July 1, 2010 (hereafter referred to as "Plan 2" employees). The legislation amended VA Code § 51.1-144 to provide that Plan 2 employees will pay their 5 percent member contribution and that, absent other action by the employer, such contribution will be paid through salary reduction according to Internal Revenue Code § 414 (h). Internal Revenue Code § 414 (h) provides that a governmental employer may ',.pick-up" mandatory employee contributions and thereby cause the contributions to be made on a pre-tax basis. The formal written action required by internal Revenue Code § 414 (h) to effect the pick-up has been taken by the General Assembly with the Governor's signature. The legislation also permits each county. city, town, local public school board or other local employer to pick-up, in whole or in part (in I percent increments), the 5 percent member contribution as an additional benefit not paid as salary. The employer's optional payment of the 5 percent member contribution may be phased in over a period approved by the VRS Board not to exceed 6 years and may only be made on a uniform basis for all its Plan 2 employees. The l'ormal written action required by Internal Revenue Code § 414 (h) to effect the pick-t►p using the alternatives permitted by the legislation must be taken by the governing body of the specific employing entity and must be effective only on a prospective basis. Staff recommendation: Staff recommends that Council authorize to approve Resolution No, 1882 allowing the Town to pick-up all the 5% of member contributions for those new employees hired after Jul), 1, 2010. Please indicate. by selecting one option below, hoxv member contributions will be paid: ❑ This is to acknowledge that (Employer Name) will have the employees pay the 5 percent member contribution according to the terms of the legislation. This action does not require action by your governing body. (Authorized Signature) (Date) This is to acknowledge that the Town of Vinton elects to pick -Up Some or all of the 5 percent member contributions as detailed in the following duty approved resolution. I N IRT41 9 at Eel 9 1IM01 I ff TIN AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 15 AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WI-IEREAS. the Virginia General Assembly, in its 2010 session passed legislation creating a separate retirement plan for employees hired on or after Jul), 1, 2010 (hereafter referred to as "Plan 2 Employees"). The legislation stipulates that Plan 2 Employees will pay their 5 percent member contribution and that, absent other action by the employer, such contribution will be paid through salary reduction according to Internal IZevenue Code § 414 (h) on a pre-tax basis. and WI-IERE AS, the legislation allows certain employers, including the Town of Vinton to pick -LIP and pay all or a portion ofthe member contributions on behalf'of its Plan 2 Employees as an additional benefit not paid as salary-, and WI-IEREAS, the election to pick-up and pay all or a portion ofthe member contributions on behalf of its Plan 2 Employees as an additional benefit not paid as salary shall, once made, remain in effect for the applicable fiscal year (July I - June 30) and shall continue in effect beyond the end of such fiscal year absent a subsequent resolution changing the way the 5 percent member contribution is paid, and WI-IE.RE-AS, employee contributions that are picked -tip as an additional benefit not paid as salary are not considered wages for purposes of VA Code § 51.1-700 et seq. nor shall the), be z:; considered salary for purposes of VA Code § 5 1, 1 -100 et seq.; and WHEREAS, the Town of Vinton desires to pick-up and pay its Plan 2 Employees' member contributions to VRS as an additional benefit not paid as salary in an amount equal to (5%) of creditable compensation; and WHEREAS, VRS tracks such picked -tip member contributions and is prepared to treat such contributions as employee contributions for all purposes of VRS. NOW, 'ITIEIZEFORE, ITIS I-IEIZ17-BY RESOLVED that effective the first day of July 2010, the Town of Vinton shall pick -Lip member contributions of its Plan 2 Employees to VRS as an additional benefit not paid as salary 1 0/,,) of creditable compensation in an amount equal to (5 subject to the terms and conditions described above; and it is further RESOLVED that Such contributions, although designated as member contributions, are to be made by the 'Town of Vinton in lieu of member contributions; and it is further RESOLVED that nothing herein shall be construed so as to permit or extend an option to VRS members to receive the picked -up contributions made by the Town of* Vinton directly instead of' having them paid to VRS. AYES: NAYS: Brad Grose, Mayor An-Es-r: Darleen Bailey, Town Clerk TO: TOWN MANAGER'S OFFICE FROM: CONSUELLA CAUDILL, ASST,TOWN MANAGE:R/DIR. OF ECON. DEVL. DATE: JUNE 15,2010 ISSUE/ Review a request to vacate part of Spruce Street for consolidation of a PURPOSE: business site. ACTION Decide whether to pursue additional information (e.g. a traffic study and REQUESTED: public hearing) to see the warrants/concerns of the proposal. SUMMARY: Mr. Tony Montuori came to the `town staff on April 10, 2010 indicating lie had been approached by a realtor and owners of the parcel 520 Hardy Road (previous location for Tires for Less). He currently owns 0, 622 and 626 Spruce Street, parcels he would combine to offer an expanded parcel. He has expressed an interest in the property but wanted to know if the Town would consider opening the section of Old Virginia Avenue, north of the property to tie in with Hardy Road, StaffdiSCLIssed the issue with the Chairman of the Highway Safety Committee and whether this would be a matter for consideration by that entity. The Chairman felt it would not, but rather should go to full Council; the staff agreed. Mr. Montuori also asked if Old Virginia could not be opened to Hardy Road, if Spruce Street could be vacated. Mr. Montuori carne in and discussed this with staff on May 18, 2010. At that meeting staff expressed concerns with the proposal of opening a section of Old Virginia Avenue. Specifically staff concerns were: I. The alignment of Old Virginia Avenue with Chestnut would create it high degree of conflict for vehicles entering off Virginia Avenue, This Could negatively impact public sal'ety. 2. The costs to reopen the section of Old Virginia Avenue would be high, requiring a traffic engineering study, real estate acquisition and field survey to identify the best option for new alignment. 3. Closing Chestnut might have to be an option. 4. There is a Current PRV station in the ROW and there would be some costs to relocate that. 5. Closing of Spruce Street would likely be a concern to residents who live on Spruce and those who frequently travel Spruce, north and South directions. 6. Closing of Spruce Street, with out opening Old Virginia Avenue, may cause shifting of more traffic to the surrounding streets and a higher volume on them, creating safety and other maintenance concerns. Staff was also concerned with the timing of the request. Mr. Montuori indicated he did not have immediate plans for the site, but would want to (in the near future 3-5 years) want to market the site (parcels 060.20-05,30.00-0000 and 060.20-05.31.00.0000 and 060,20-05.29.00.0000) for development. He would plan to use the vacated portion as parking for a larger development, or use the parcel for two separate business sites. The timing concern is that ifthe Town were to vacate the property now, there would be significant delay before any development happened on the parcel. This would cause a concern from the public perceptions of the vacation. If the Town decided to not vacate the property until Such time as Mr. Montuori indicated he would initially start any development, if there were nothing in writing, Mr. Montuori may not be assured a similar action by a different council. Y -2006, if an The Town AttorneN has advised staff that pursuant to Virginia Code section 15.2 applicant for a street vacation is pursuing the vacation to accommodate expansion or development of an existing or proposed business, Council may condition the vacation upon commencement of the expansion or development within a specified period of time. Localities may require payment for the purchase of the property in these situations. if Council conditions the vacation, the vacation generally is not effective until the work begins on the expansion or development of the business. The vacation does not have to be conditional. In general, there is I no statutory prohibition to conditioning the street vacation on an event 3 -) years away, but there is risk involved. Mr. Montuori has indicated he understands that he would have to pay the expense of a traffic engineering study and appropriate public hearing costs. DA'rE ACTION July 7, 2010 NEEDED: To: Vinton Town Council From: Jessi Schniale, Intern for Town Manager's Office Date: Wednesday, June 9 2010 Subject: Farmers Market Discussion Members of Vinton Town Council, As all intern for the Town Manager's office. I am currently developing a business plan for the Vinton Farmers Market. I have spoken with administrators at Farmers markets around the Commomwealth, gathering valuable information about best practices and business procedures. The field research has been very helpful —additional information from members of Vinton's Town Council will further enrich my assessment of the current state of the market. I Would appreciate your insight on the following topics, in order to better understand Council's perspective on farmers market characteristics. - What are the strengths and weaknesses of the Vinton Farmers Market? - \Vha( opportunities are available for the market'? What are potential challenges or competition'? - What other markets or examples stand out in your mind? What have you seen that is inspiring, intriguing, or memorable? - What are your thoughts on the following aspects of the farmers market: mission, goals, vision, values? - What segments of the local Population are missing from the farmers market customer base? I -low can we tap into those populations? Thank vou for vour time and attention. I took forward to our discussion on Tuesdav, WHEREAS, the Commonwealth of Virginia Emergency Services and Disaster Law of 2000, (Title 44, Chapter 3.2 of the Virginia Code) authorizes the Commonwealth and its political subdivisions to provide emergency aid and assistance in the event of a disaster; and WHEREAS, the governing bodies or the Town or Vinton and the Town of Rocky Mount in the Commonwealth of Virginia believe that sharing their respective personnel and equipment during a time of emergency would increase the welfare and safety of their towns; and THEREFORE, the parties hereby agree that their respective finance departments will render mutual aid to one another in accordance with the following provisions: SECTION 1. DEFFNITIONS A. "Agreement" — the mutual aid agreement between the Town of Vinton, Virginia, and the Town of Rocky Mount, Virginia. B. "Assisting Party" — the town Furnishing equipment, services and/or manpower to the Requesting Party. — pursuant to the terms in this Agreement. C. "Authorized Representative" — the town manager, mayor, treasurer, finance director,, emergency management coordinator or other such individual serving as a governing or managing party of the participating governmental unit, or other officer or employee of a member political subdivision authorized in writing by that entity to request, offer, or provide assistance under the terms of this Agreement, D. "Disaster" — (i) any man-made disaster including any condition following an attack by any enemy or foreign nation upon the United States resulting in substantial damage of property or injury to persons in the United States and may be by use of bombs, missiles, shell fire, nuclear, radiological, chemical., or biological means or other weapons or by ' overt paramilitary actions; terrorism, foreign and domestic; also any industrial, nuclear, or transportation accident, explosion, conflagration, power t1tilure, resources shortage, or other condition such as sabotage, oil spills, and other injurious environmental contaminations that threaten or cause damage to property, human suffering, hardship, or loss of life; or (ii) any natural disaster including any hurricane, tornado, storm, flood, high water, wind -driven water, tidal wave, earthquake, drought. fire, communicable disease of public health threat, or other natural catastrophe resulting in damage, hardship, suffering, or possible loss of life. E. "Requesting Party" — the town requesting aid in the event of a disaster, pursuant to the terms and conditions of this Agreement. SECTION 2. PROCEDURES FOR PROVISION OF MUTUAL AID When the Town of Vinton or the Town of Rocky Mount becomes affected by, or is under imminent threat of a disaster and, as a result, has officially declared an emergency, it may request emergency -related mutual aid assistance by: (1) submitting a request for assistance to the other town or (2) orally Communicating a request for mutual aid assistance to the other town, followed as soon as practicable by written confirmation of the request. Mutual aid shall not be requested by a town unless resources available within the stricken area are deemed to be inadequate. All requests for mutual aid must be transmitted by the Authorized Representative of the town. Neither town shall be required to provide mutual aid to the other unless it determines it has sufficient resources to do so, and neither town shall be liable to the other to,,vii or any third party for not responding to a request lor aid. A. REQUESTS DIRECTLY TO ASSISTING PARTY: The Requesting Party may directly contact the Authorized Representative of the Assisting Party. B. ASSESSMENT OF AVAILABILITY 01' RESOURCES AND ABILITY TO RENDER ASSISTANCE: When contacted by a Requesting Party, the Authorized Representative of the other town agrees to assess local resources to determine available personnel, equipment and other assistance. C. SUPERVISION AND CONTROL: When assis tance under the terms of this , Agreement, the personnel, equipment, and resources of any Assisting Party will be under the operational control of the Requesting Party, which shall advise supervisory personnel of the Assisting Party of work tasks, for assignment to personnel. Direct supervision and control of personnel, equipment and resources shall remain with the designated supervisory personnel of the Assisting Party. The designated supervisory personnel of the Assisting Party shall: maintain daily personnel time records, material records, and a log of equipment hours-, be responsible for the operation and maintenance or the equipment and other resources furnished by the Assisting PartN. I and shall report work progress to the Requesting Party. The Assisting Party's personnel and other resources shall remain subject to recall by the Assisting Party at any time, subject to reasonable notice to the Requesting Party. At least twenty-IbLir hour advance notification of intent to withdraw personnel or resources shall be provided to the Requesting Party unless such notice is not practicable, in which case Such notice as is reasonable shall be provided. 2. The personnel and equipment of the Assisting Party shall be utilized in the capacity for which they are intended, and they shall not be held in reserve or stand by for a period exceeding twenty-four (24) hours. If said personnel and/or equipment are not needed in the disaster area by the Requesting Party, the), shall be returned to the Assisting Party. D. FOOD, HOUSING, AND SELF-SUFFICIENCY: Unless specitically instructed otherwise, the Requesting Party shall have the responsibility of providing food and housing for the personnel of the Assisting Party from the time of their arrival at the designated location to the time of their departure. However, Assisting Party personnel and equipment Should be, to the greatest extent possible, selt'sufficient while working in the emergency or disaster area. The Requesting Party may specify only self-sufficient personnel and resources in its request 1br assistance. E. COMMUNICATIONS: Unless specifically instructed otherwise, the Requesting Party shall have the responsibility for coordinating communications between the personnel of the Assisting Party and the Requesting Party. Assisting Party personnel should be prepared to furnish communications equipment sufficient to maintain communications among their respective operating units. The Requesting Party shall further be responsible for notifying, where necessary, the appropriate state or other applicable governmental agencies, in accordance with all applicable laws and/or policies. F. RIGHTS AND PRIVILEGES: Whenever the officials, employees and volunteers of the Assisting Party are rendering aid pursuant to this Agreement, Such persons shall have the powers, duties, rights, privileg ges, and immunities, and shall receive the compensation, incidental to their employment or position. G. TERM OF DEPLOYMENT: The initial duration of a request for assistance is normally seven days and may be extended, if necessary, in seven day increments. The duration may be shorter or longer as reflected in writing. 1-1, SUMMARY RI -:PORT: Within ten days of the return of' all personnel deployed Linder this Agreement, the Requesting Party will prepare a summary report of the event and provide Z:� Z, copies to each Assisting Party. The Report shall include a chronology of events and description of personnel, equipment, and materials provided by one part), to the other. SECTION 3. REIMBURSABLE- EXPENSES The terms and conditions governing reimbursement for any assistance provided pursuant to this Agreement shall be in accordance with the following provisions, unless otherwise agreed upon in writing by the Requesting and Assisting Parties. A. PERSONNELL: During the period of assistance, the Assisting Party shall continue to pay its employees according to its then prevailing ordinances, rules, and regulations. The Requesting Party shall reimburse the Assisting Party for all direct and indirect payroll costs and expenses (including travel expenses, benefits, workers' compensation claims and expenses) incurred during the period of assistance, unless agreed to otherwise by the parties in writing. B. EQUIPIMENT: Costs of repairs and maintenance of equipment used or expended while rendering assistance Linder this Agreement will be borne by the town owning the equipment, if said equipment is operated by employees of the Assisting Party for a period not exceeding 24 hours. If said equipment is operated by personnel from the Requesting Part), or is requested for a period of more than 24 hours, then the Requesting Party shall assume the expense of any repairs and/or maintenance required by the said equipment. The Assisting Party shall be reimbursed by the Requesting Party for the use of its equipment according to either a pre -established local or state hourly rate or according to the actual replacement, operation, and maintenance expenses incurred. For those instances in which some costs may be reimbursed by the Federal Emergency Management Agency, the eligible direct costs shall be determined in accordance with 44 CFR 206.228, or other regulations in elIect at the time of the disaster. Each Party shall maintain its own equipment in safe and operational condition. At the request of the Assisting Party, fuels, miscellaneous supplies, and minor repairs may be provided by the Requesting Party, if practical. It' the equipment charges are based on a pre -established local or state hourl}r rate, then these charges to the Requesting Party shall be reduced by the total value of the fuels, supplies, and repairs furnished by the Requesting Part), and by the amount of any insurance proceeds received by the Assisting Party. 2. If the equipment is required by the Requesting Party for a period exceeding 24 hours, the Requesting Party shall be responsible for returning the requested equipment, in good condition, to the Assisting Party. C. MATERIALS AND SUPPLIES: The Assisting Party shall be reimbursed for all materials and supplies furnished by it and used or damaged during the period of assistance, except for the costs of equipment, fuel, maintenance materials, labor and supplies, which shall be included in the equipment rate established above, unless such damage is caused by gross negligence, or willful and wanton misconduct of the Assisting Party's personnel. The measure of reimbursement shall be determined in accordance with 44 CFR 206.228 or other regulations in effect at the time of the disaster. In the alternative, the Parties may agree that the Requesting Part), will replace, with like kind and quality as determined by the Assisting Party, the materials and supplies used or damaged. If Such an agreement is made, it shall be reduced to writing. D. RECORD KEEPING: The Assisting Party shall maintain records and submit invoices for reimbursement by the Requesting Party in accordance with existing policies and practices. Requesting Party personnel shall provide information, directions, and assistance for record keeping to Assisting Party personnel. E. PAYMENT: Unless otherwise mutually agreed, the Assisting Party shall bill the Requesting Party for all reimbursable expenses with an itemized statement as soon as practicable after the expenses are incurred, but not later than sixty (60) days following the period of assistance, unless the deadline for identifying damage is extended in accordance with applicable federal or State regulations. The Requesting Party shall pay the bill, or advise of any disputed items, not later than sixty (60) days following receipt of the statement, unless otherwise agreed upon. F. WAIVER Of REIMBURSEMENT: Each town may donate. in whole or in part, the costs associated with any loss, damage, expense or use of personnel, equipment and resources provided. SECTION 4. INSURANCE A. 'WORKERS' COMPENSATION COVERAGE-: Each town shall be responsible for its own actions and the actions of its employees and is responsible for complying with the Virginia Workers' Compensation Act. B. AUTOMOBILE LIABILITY COVERAGE: Each town shall be responsible lor its own actions and is responsible for complying with the Virginia motor vehicle financial responsibility laws. The Town of Vinton and the Town of Rocky Mount agree to obtain automobile liability coverage with a limit of at least $1,000,000 combined single limit and coverage for owned, non -owned, and hired vehicles, or maintain it comparable self-insurance program. 4 C. GENERAL LIABILITY, PUBLIC OFFICIALS LIABILITY, AND LAW ENFORCEMENT LIABILITY: To the extent permitted by laxv and without waiving sovereign immunity, each town shall be responsible for any and all claims, demands, stilts, actions, damages, and causes for action related to or arising out of or in any, way connected with its own actions, and the actions of its personnel in providing mutual aid assistance pursuant to the terms and conditions of this Agreement. Each town agrees to obtain general liability, public official's liability and law enforcement liability, if applicable, with minimum single limits of no less than one million dollars, or maintain a comparable self-insurance program. SECTION 5. SEVERABILITY AND THE EFFIECTON OTHER AGREEMENTS Should any portion, section, or subsection of this Agreement be held to be invalid by a court of competent jurisdiction., that fact shall not affect or invalidate any other portion, section or subsection, and the remaining portions of this Agreement shall remain in full force and effect without regard to the section, portion, or subsection or power invalidated. In the event that any parties to this Agreement have entered into other mutual aid agreements, those parties agree that said agreement will remain in effect unless in conflict with this Agreement in which case they are superseded by this Agreement for the purposes of provision of mutual aid pursuant to 'Title 44 of the Virginia Code, SECTION 6. TERMINATION 017 AGREEMENT Any party to this agreement may, upon thirty (30) days written notice to all parties to this agreement, withdraw from further participation. ['Rl'-TMAINDI"-,R OF PAGE I-El"T BLANK INTENTIONALLY] M EXECUTION OF AGREEMENT IN WITNESS WHEREOF, the parties to this Agreement through their duly authorized Y on the dates set out below, and in doing so certify officials, hereb\ execute this Agreement that each has read, understood, and agreed to the terms and conditions of this Agreement as set forth herein and has the authority to enter into this legally binding contractual agreement. The effective date of' this Agreement is the date of the signature and seal last affixed to this page. Town of Vinton, Virginia Signature Date Printed Name and Title Attested by: Clerk/Notary Date Town of Rocky Mount, Virginia Signature Date Printed Name and Title Attested b,, - Clerk/Notary Date 6