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Home My WebLink About5/4/2010 - RegularBradley E. Grose, Mayor Robert R. Altice, Councilmember Carolyn D. Fidler, Councilmember Matthew S. Hare, Councilmember William "Wes" Nance, Councilmember • • Council Regular Meeting • May 4, 2010 AGENDA Consideration of: A. 7:00 P.M. — Roll Call and Establishment of a Quorum C. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 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 No. 1869 ACTION: ADOPT RESOLUTION E. AWARDS, RECOGNITIONS, PRESENTATIONS I . Designation of Torn 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 I. MAYOR J. COUNCIL K. ADJOURNMENT NEXT TOWN COUNCIL MEETING: Regularly Scheduled Meeting of May 18, 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. 1. Budget Work Session 0 MINUTES OF A REGULAR MEETING OF VINTON TOWN COUNCIL HELD AT 6:00 ON TUESDAY, APRIL 6, 2010, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Carolyn D. Fidler Matthew S. Hare William W. Nance STAFF PRESENT: Chris Lawrence, Town Manager Darleen Bailey, Town Clerk Adam Swann, Acting Town Attorney Barry Thompson, Finance Director/Treasurer Mary Beth Layman, Special Programs Coordinator Mike Kennedy, Public Works Director Beth Austin, Human Resources/Safety Manager M= A. 6:00 P.M. - Roll Call and Establishment of a Quorum B. Request to Convene in Closed Meeting, Pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, As Amended, for Discussion or Consideration of Personnel. Matters. C. 7:00 P.M. — Reconvene and Adopt Certification of Closed Meeting D. INVOCATION E. PLEDGE OF ALLEGIANCE TO THE U. S. FLAG F. CONSENT AGENDA 1 Approval of Minutes for Regular Meetings of February 16, and March 2, 2010 2. Adopt Proposed Resolution No. 1862 Establishing the Roanoke Area Criminal Justice Information Network (RACJIN) ACTION: Adopt Resolution 3, Request Authorization to Destroy Paid Personal Property and Real Estate Tax Records through 2004 — Resolution No. 1863 ACTION: Adopt Resolution 4. Request to Establish Budget Fund Accounts for the Downtown Vinton Business District Project and the CDBG Planning Grant Funds - Resolution No. 1864 ACTION: Adopt Resolution G. AWARDS, RECOGNITIONS, PRESENTATIONS 1. Presentation and Adoption of the 2010/2011 Annual Budget for the Roanoke Valley Resource Authority — Resolution No. 1865 H. CITIZENS' COMMENTS AND PETITIONS I. TOWN ATTORNEY J. TOWN MANAGER 1. Vinton Pool Update 2. Set Allocation Percentage for Personal Property Tax Relief (PPTRA) in the Town of Vinton for the 2010 Tax Year — Resolution No. 1866 3. Request to Renew Group Health Insurance Contract — Resolution No. 1867 4. Request to Authorize Treasurer to Write Off Delinquent Personal Property Taxes for 2004 — Resolution No. 1868 K. MAYOR 1. VML Policy Committee Nominations for 2010 2. Announce Arbor Day Celebration at 9:00 P.M. on April 15, 2010 at the Vinton Public Works Building L. COUNCIL M. ADJOURNMENT WORK SESSION 1. Bowman Street Closing 2. Farmer's Market Report Mayor Grose called the regular meeting to order at 6:00 p.m. Following roll call, Mr. Nance made a motion to go into a closed meeting, pursuant to § 2.2-3711 A (1) of the 1950 Code of Virginia, as amended, for discussion or consideration of personnel matters. The motion was seconded by Ms. Fidler and passed with all in favor. At 7:00 p.m., the regular meeting was reconvened and the Certification that the closed meeting was held in accordance with State regulations, was read and approved on a motion by Mr. Nance that was seconded by Ms. Fidler and passed with all in favor. Pastor Lynne Alley -Grant of Thrasher Memorial United Methodist Church gave the invocation and Mr. Altice led the Pledge of Allegiance to the U.S. Flag, The Consent Agenda was approved on motion by Ms. Fidler and seconded by Mr. Hare, with all in favor. Dan Miles from the Roanoke Valley Resource Authority gave a presentation on the Resource Authority's proposed budget for 2010- 2011. He advised that the combined budget for the upcoming year would be $9.8 million with a $2.7 million debt service. He noted that the 20 year revenue bonds were scheduled to be retired in the fiscal year 2012/2013, Mr. Miles pointed out that payment for the year 2012/2013 was already encumbered so the Resource Authority only has two more payments before the bonds are paid off. He reported that the current year's budget was reduced by $587,000 (5.6%) and is balanced. He also reported that the budget includes a draw down from the contingency reserve fund as they have been operating for several years in deficit mode in order to balance the budget and to avoid having to raise tipping fees. Mr. Miles advised that their reserve fund will be depleted the year before their debt service is retired. He advised that this will be the eighth consecutive Roll call, invocation and Pledge of Alle- giance to U.S. Flag 00 year with no increase in municipal tipping fees, Mr. Miles pointed out that if the $51.00 per ton tipping fee that was imposed eight years ago was inflated to today's dollars, the tipping fee would be equivalent to $86.00 per ton. Following his budget presentation, Mr. Miles gave a brief update on the Roanoke Valley Resource Authority's Hazardous Waste Program. He noted that the Authority assumed the responsibility for the HHW Program, effective July 1s'. He advised that the HHW events now occur on a monthly basis, the third Saturday of each month. He noted that costs have been reduced from over $100,000 for three events to $75,000. Mr. Hare inquired as to what was driving costs up and Mr. Miles replied that it was mostly due to investment income. He added that their contract with Norfolk Southern has escalated each year along with increases in health insurance costs for employees. He added that there are plans to reduce Norfolk Southern costs during the next few years. Mr. Miles warned Council that the Authority cannot go on indefinitely without a tipping fee increase as their reserve fund will be gone in two years. Mayor Grose inquired as to whether costs would go down if Vinton develops more efficient ways of disposing of refuse. Mr. Miles replied that costs are projected based on the amount of refuse brought to the landfill so if the Town brings in Jess refuse, the Town's cost would go down. The Mayor asked why costs for the City and the County were projected to go down while the Town's costs are projected to increase. Mr. Miles responded that both the City and the County's projections are lower because their total tonnage amount has gone down, probably due to the economy, while the Town's has increased. He noted that Vinton is an anomaly. Mayor Grose commented that he had noticed that the Resource Authority's reserve fund is projected to increase in the upcoming year and questioned why they would increase reserve funds while localities are struggling to pay their costs. The Mayor noted that if the Authority is able to increase their reserve funds, he felt the Town's costs should go down. Mr. Miles replied that when their bonds were issued, they were contractually required to retain reserves each year for landfill closings and for capital equipment purchases. He went on to explain that if the reserve funds are depleted before the loan is paid off, their bond issues would be in jeopardy. As a result, the Resource Authority has had to reduce the amount of construction to be done next year. In response to the Mayor's concerns, Mr. Miles explained that before 9 tipping fees can be lowered, the Resource Authority would have to make up the $1 .6 million draw -down in the proposed budget. Ms. Fidler moved to adopt proposed Resolution No. 1865 approving the Roanoke Valley Resource Authority's 2010/2011 budget. The motion was seconded by Mr. Altice and unanimously approved on a roll call vote. Mayor Grose welcomed Acting Town Attorney, Adam Swann, sitting in for Elizabeth Dillon, Town Attorney, who was out of town. The Town Manager brought up the question as to whether or not the Vinton Pool would operate this summer and if so, how it would be funded. He noted that last year, Council had determined that the Town would not have the funding to operate the swimming pool this year, however, within the last few months, had set a priority to find a way to keep the pool open for the upcoming season. Mr. Lawrence further noted that he could not assure the long-term viability of a 60- year old pool but that it is functional at the present time although it does need some minor repairs. Mr. Lawrence advised that Pastor Lynne Alley -Grant of Thrasher Memorial United Methodist Church, and other members of the church, have been meeting with the Mayor and staff in an attempt to work out a plan that would allow the pool to open for the up -coming season. Pastor Alley Grant gave a power point presentation highlighting various activities planned for the 2010 pool season that would attract children and families to come to the pool. During her presentation, she noted that swim lessons would be available as well as crafts and snacks. Pastor Alley -Grant noted that a meal would be offered every Wednesday evening for everyone at the pool, Mr. Lawrence pointed out that getting the information to the public on planned activities would be vital if the pool is to have a successful year. He noted that advertising could be done in local newspapers, posters, through established community networks, the schools and through the town's website and on Facebook. The Town Manager stressed that the town would continue to operate and manage the pool with the Church being responsible for programming. He advised that if Council agrees to re -open the pool this year, it would stay open later in the evening and would have a reduced evening rate. Mr. Lawrence explained that there would be changes in pricing to give people more options and incentives to attend the Vinton Pool. He recommended standard admission fees: Adults $4.00 Approved request to open the Vinton Swimming Pool for the 2010 summer season 4 Adults — 55 and over 3.00 Youth {5 —15 years} 3.00 Children (4 & under) FREE "Twilight" — 6:00 p.m. — 8:00 p.m. 1.00 He asked for a commitment from Council to keep the pool open for the upcoming summer. He assured Council there was enough money in the current budget to open the pool and run it through June 30th. Mr. Lawrence went on to say that he is recommending that the proposed budget include funds to keep the pool open through the remainder of the summer and to open the pool next year. Pastor Alley -Grant advised that the cookouts and special events would be open to the public at no cost. Mr. Nance stated that with the difficult economy, it would take public and private partnerships to keep town services in place. He inquired as to whether staff felt the expanded hours and activities would fall within the limits of previous pool budgets. Mr. Lawrence replied that staff would ensure that costs are kept within budget limits by reducing the number of lifeguards when attendance is down. He added that opening the pool in the evening would hopefully draw a new market of pool customers. Mr. Altice asked if staff had worked out a new budget for the swimming pool and Mr. Lawrence replied that funding would be based off the Town's historical pool budgets. He added that this year, the budget would be reduced by almost $20,000 to take into account that there would be days pool will not open due to bad weather. Mr. Nance reported that losing $30,000 of tax payer money on one particular item would be a real burden for a town the size of Vinton. He went on to say that he whole-heartedly supports opening the pool this year but stressed that staff needs to track expenses and revenues very closely. He noted that next year, he would want to know exactly how much was lost this year as the Town would continue to have the same concerns and issues if the economy does not improve. He emphasized that the Town would need to prioritize next year if revenues do not improve. Ms. Fidler concurred with Mr. Nance's statements and noted that opening the pool is very important to all of the Council members. Mr. Hare inquired as to what would be needed from management to make this project successful that has not been done in the past. Mr. Lawrence stated that the pool manager will need to understand the pool and be able to determine when fewer guards are needed. He further stated that expenses would need to be very closely tracked. Mr. Lawrence added that staff has always budgeted more than it costs because funding was not a big issue in the past. 5 Mr. Hare inquired as to who would be keeping track of the concessions that are sold and Mr. Lawrence replied that the church would be doing that. Mayor Grose stated that he felt this would be a great ministry for Thrasher Memorial United Methodist Church and it thrilled him personally to know that there was someone in the community that is willing to help the Town's children, He expressed his thanks to Pastor Alley -Grant and added that he hoped this would be the first of many future partnerships in support of the Town's children. Mr. Altice stated that the pool manager needs to do a better job of tracking expenses than in the past. Mr. Altice made a motion for the Town to go forward with plans to open the pool for the summer on June 5 Ih . The motion was seconded by Mr. Nance and passed unanimously on a roll call vote. Mr. Lawrence stated that he had drafted a press release that will be sent out as soon as Pastor Alley -Grant feels it is appropriate. Barry Thompson, Finance Director/Treasurer, made a public apology on behalf of himself and the Treasurer's Office, to Council and the Town for sending out inflated statutory business license bills to business owners in an attempt to collect their unpaid business license tax. He assured Council that it would not happen again and that it is the policy of the Treasurer's office to provide quality service and professional billings. Mr. Thompson reported on a request to set the allocation percentage for personal property tax relief in the Town for the 2010 tax year. He noted that Council passed an ordinance in December, 2005, implementing amendments adopted in 2004 for the Personal Property Tax Relief Act of 1998. He further noted that as a part of that ordinance, the Town is required each year to enact a resolution that would set that percentage of allocation. Mr. Thompson advised that based on the pro rats share of $950,000,000 set by the State, Vinton would receive $203,095.72 for the tax year 2009. He went on to say that using the state model for allocation of funds, the Town's computed tax relief would be 68.84% for 2010. Mr. Lawrence asked that Council adopt proposed Resolution No. 1866 setting the allocation percentage for Personal Property Tax relief and also indicating that the Town chose, by ordinance, the specific tax relief method of computing the tax relief. He noted that the Town would allocate the relief at a single percentage across the board to the first $20,000 of personal property vehicle value and would continue to exempt vehicles valued at $1,000 and below, from Adopted Resolution No. 1866 setting the allocation percentage for Personal Property tax relief 6 taxation. He advised that the Town is authorized to "balance bill" at 100%, any taxes from 2005 and prior that are still delinquent. ' Mr. Altice moved to adopt proposed Resolution No. 1866 setting the allocation percentage for Personal Property Tax Relief for 2010. The motion was seconded by Ms. Fidler and passed on a unanimous roll call vote. Beth Austin reported on a request for Council's authorization to renew the Group Health Insurance Contract through Local Choice, effective beginning July 1, 2010 running through June 30, 2011. She gave a brief history of the Town's health insurance history for the benefit of Councilman Hare, the Town's newest councilmember. She noted that this year, based on this current year's health care as well as the pools liability, the Town would receive a 7.6% increase. Ms. Austin pointed out that last year, the Town had a 0% increase, in 2008, the Town had an increase of less than 1% and in 2007, the increase was 10.4%. She advised that the last hard increase by Local Choice was 23% increase in 2006. Ms. Austin assured Council that staff has been working very hard to reduce claims and are encouraged to participate in wellness programs. She advised that staff recommends that the Town absorb this year's increase as employees will not receive a pay increase again this year. She noted that next year, employees may be required to pay a portion of the costs. She noted that Local Choice Health Insurance is a benefit for small localities that cannot afford to self insure their employees. Ms. Fidler asked if employees can carry insurance through Local Choice after they retire. She also asked if a retiree can go back on Local Choice if they drop their coverage after they retire.. Ms. Austin replied that as long as employees are active full-time employees, Medicare has to be the secondary insurance but as soon as they retire, Medicare steps into the primary roll. She went on to say that employees do have the option to remain with Local Choice after they retire but once they go off the Town's insurance, they cannot be reinstated. Mr. Altice asked if the health care cost increase had been included in the proposed budget and Mr. Lawrence replied that it had been included. He added that the 7.6% increase would amount to a $38.00 increase for each covered employee. Ms. Austin reported that the increase for an employee plus one plan would be $75.00 and the family plan increased by an additional $104 per month. Adopted Resolution No. 1867 authorizing renewal of group health insurance 0 It was the consensus of Council that staff advise employees that their options for health insurance may have to change next year. Mr. Altice moved to adopt proposed Resolution No. 1867 authorizing the renewal of the Town's Group Health Insurance Contract for the next fiscal year. He noted that he was making this motion because he wants the Town's employees to be able to go to a doctor or dentist when needed. The motion was seconded by Ms. Fidler and passed unanimously on a roll call vote. Mr. Thompson reported on a request to authorize him to write off delinquent personal property taxes for 2004. He advised that the State Code states that property taxes over five years old are not collectible and that these taxes may not be written off until after December 31st of the year for which such taxes were assessed. He stressed that all efforts were made to collect the taxes including reporting them to the Debt Set -Off Program. Mr. Thompson reported that the delinquent tax amount for 2004 is $2,920.01. Mr. Altice questioned whether the Treasurer's Office would continue to collect any taxes that are written off. Mr. Thompson advised that these taxes are kept in a separate file and are submitted to debt set-off. Mayor Grose commented that it sounds as if the Town has done a good job in collecting the taxes. He added that considering all of the Town's revenues, he felt this to be a very small amount, Mr. Thompson responded that the delinquent amount was .68% of the 2004 tax levy. Mr. Hare asked if there were any repeat offenders and Mr. Thompson replied that if someone comes into the office to pay a current tax bill and owe back taxes, the money they pay is applied to their oldest bill. Mr. Nance moved to adopt proposed Resolution 1868 authorizing the Treasurer to write off delinquent personal property taxes for 2004. The motion was seconded by Mr. Hare and approved unanimously on a roll call vote. Mr. Lawrence advised that council and staff would need to schedule a budget work session at the end of tonight's meeting for the end of April. The following nominations for the VIVIL Policy Committees: Community & Economic Development — Wes Nance Matt Hare Environmental Quality - Brad Grose Finance - Carolyn Fidler Adopted Resolution No. 1868 authorizing the Treasurer to write off delinquent personal property taxes for 2004 0 Transportation - R-OTOITOFTIM Ms. Fidler moved that the above noted nominations for the VML Policy Committee be approved. The motion was seconded by Mr. Hare and passed unanimously on a roll call vote. Mayor Grose announced the Arbor Day Celebration that would be taking place on April 15, 2010 at 9:00 a.m. at the Public Works Building. He invited everyone to attend. He also noted that he had received a letter from the "Rebuilding Together" organization thanking Council for their donation, The Mayor reported that there would be a design workshop and open house for the Vinton Downtown Revitalization Plan on April 14 th from 4:00 p.m. to 5:00 p.m. and again on April 15 th from 5:30 to 6:30 p.m. at the Vinton War Memorial. He noted that everyone was invited. Mr, Lawrence advised that there would be a three-day charette with landscape architects and planners who would be designing the project. Mr. Nance thanked Mr. Thompson for his public apology to Town Council and noted that the poor decision by the Finance Department was not indicative of the pro -business atmosphere that Council is attempting to cultivate. He went on to say that the decision was not indicative of Mr. Thompson, nor of his department. Mr. Nance assured Mr. Thompson that he had Council's full support. Mr. Altice concurred with Mr. Nance's remarks. Ms. Fidler added that Mr. Thompson had provided good service to the citizens of Vinton and has made some excellent changes that were greatly needed. Ms. Fidler made a motion that the Town establish a Business Advocate position and that it be done by the April 20th Council meeting. The motion was seconded by Mr. Hare and passed unanimously on a roll call vote. Mr. Lawrence explained the reason behind the decision to establish a business advocate is due to a perception by the business community that Vinton is not business friendly and that it is not the culture that the Town wishes to provide. He noted that he and the Mayor, in conjunction with Roanoke County, has been meeting with a group of business leaders for the past year on this issue. Mr. Lawrence explained that this position would be handled by an existing staff member and would begin immediately. He advised that he would have a formal plan for the position to present to Council at their next meeting. W The Mayor stated that he was very excited about the position as it is very much needed by the Town and the business community. Mr. Lawrence reported that Wayne Guffey, a Police Dispatcher. lost his father on the previous evening. As there was no further business, Mayor Grose adjourned the regular meeting at 9:00 p.m. WORK SESSION Boxvi-nan Street Closinp, Mr. Lawrence reported on a request to close a small piece of right ot'way property located on an unimproved section of' Bowman Street that runs through the middle of' property owned by Tommy Wood and his family. Mr. Lawrence noted that Mr. Wood's service station is located on the property in question. lie advised that Mr. Wood wants to replace the old sign at his business, but because the sign is located on property he does not own, Zoning Ordinance regulations will not allow him to replace the sign. Mr. Wood is also making improvements to the sign at his business on Hardy Road. Mr. Lawrence advised that when the Woods opened their business off or Washington Avenue, they were allowed to put up a sign on the right-of-way. He further advised that today's Zoning Ordinance regulations require a 5-foot setback from the right-of-way which Mr. Woods can meet, Mr. Lawrence referred to a plat drawn up when Washington Avenue was changed from a two-lane road to a four lane road, with a note stating that the unopened portion of Bowman Street Would be vacated by VDOT. He went on to say that apparently VDOT did not complete the paper work to officially vacate the unopened right-of-way when the road construction was completed. The Town Manager stated that as long as Council concurs, the Town would allow Mr. Woods to construct his new sign at the location of the old sign and the Town would initiate a right-ofway vacation for the unopened portion of Bowman Street, He noted that the Town would maintain a utility easement for a water line that runs through the property which would not impact the construction of the sign in any way. Mr. Lawrence, who is also the Zoning Administrator, stated that he fell it would be a reasonable interpretation of the Zoning Ordinance that Mr. Woods be allowed to replace the sign so long as the right -of way process has been initiated. Mr. Lawrence stated that Mr. Woods had a survey of the property and all the Town needs to do is to have the To\vil Attorney write up the deed and utility easement. Although the Town Code says that the petitioner is required to cover the costs for vacating a right-of-way, Mr. Lawrence felt the Town should be responsible for paying the costs and initiating the process since it should have been vacated several years ago. lMr. Lawrence asked for and received Council's concurrence to allow Mr. Wood to go ahead with his plans to replace his sign. Mr. Lawrence reviewed the process for vacating a right- of-,%,ay and advised that staff would advertise for and schedule a public hearing on the issue. Um 2, Farmers Market Report Mary Beth Layman, Special Programs Director, reported that Street Closing permits would be going out the next day for the Dogwood Festival, July 4"' and the events at the Farmers Market. Following a highlight of the 2009 season and a report on the 2010 plans, Ms. Layman advised that vendors have requested overhead tans to be installed in the canopy area and more publicity for the Farmers Market, She noted that some of the vendors and Town staff had met and decided that they could better serve the public if they focused on particular days (Thursdays, Fridays and Saturdays from 8:00 a.m. until 3:00 p.m.) to sell their produce rather than having to be at the Market six or seven days every week. She noted that this would allow the vendors to concentrate on planting and hanesting the produce they bring to the Farmers Market. Ms. Layman reported that she would be requesting the same funding for this year that was requested last year. Mayor Grose asked Ms. Layman about the car parts market held at shows such as the MDA show in Roanoke City that was very successful. She stated that they offered that option last year and people seemed to be excited about the possibility. Ms. Layman advised that the Fiddle and Banjo Club would be returning again this year on the first Saturday of the month from May through September. Also, the Chamber of Commerce and the Vinton Dogwood Festival are coordinating the Mingle at the Market event that will be held on Saturday evenings from June through September. Ms, Layman advised that there would be 24 special events this year at the Farmers Market. She noted that the Virginia Farm Bureau had donated $1.600 for promotional purposes. She noted that the money would be utilized for print ads in City Magazine and other promotional materials. Ms. Layman reported that the stage area recently had a face lift with carpentry and deck repairs. She added that the exterior siding received a coating of green acrylic stain, the stage deck was clear coated and the interior of the restroorris were painted as well. She concluded her report by pointing out her goal is to attract more vendors, visitors and shoppers to the Market and to make it a"fun" place for the public to gather to shop for local produce, crafts, art work and collectibles. She distributed a list of upcoming special events to Council and staff. The Town Manager pointed out that economic development and marketing for many small Manager is done through special events. He stressed that promotion of the Town's special events is %,cry, important and necessary if the Town is to be successful in economic development efforts. Mr. Lawrence reported that the "Gown would be getting an intern from Virginia Tech and her project focus will be to determine how to improve and promote the Farmers Market. He noted that this project would lead into the downtown economic development Ms, Layman reported that zip code surveys had been distributed for the downtown revitalization study and the results of the survey had been forwarded to Trip Muldrow, the Town's economic development specialist. She mentioned several businesses that did an exceptionally good job with their SUrVey. The work session adjourned at 9:55 p.m. ATTEST: Darleen R. Bailey, Town Clerk APPROVED: Bradley E. Grose, Mayor 12 1. Appointment of Town's Non -Elected Representative to the Roanoke Vallev Alleqhany Reqional Commission — Resolution No. 1869 ISSUE/PURPOSE: Appointment of the Town's non -elected representative to the Executive Committee of the Roanoke Valley-Alleghany Regional Commission. JUSTIFICATION: The Town Manager, Chris Lawrence, was appointed to fill the un-expired 3-year term of the former Town Manager, Kevin Boggess, as the Town's non -elected representative on this Commission on October 7, 2008 for a term of office that began July 1, 2007. RECOMMENDATION: Re -appoint Town Manager, Chris Lawrence, to serve a three-year term on the Executive Committee of the Roanoke Valley-Alleghany Regional Commission. Mr. Lawrence's term of office would run through June 30, 2013, AT A REGULAR MEETING OF VINTON TOWN COUNCIL HELD ON TUESDAY, MAY 47,2010, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town's non -elected representative on the Roanoke Valley-Alleghany Regional Commission's Executive Committee serves for a term of three years; and, WHEREAS, by Resolution No. 1790, adopted by Vinton Town Council on October 7, 2008, the Town Manager was reappointed to serve as the Town's non -elected representative on the Roanoke Valley-Alleghany Regional Commission's Executive Commission for a three-year term; and, WHEREAS, the Town Manager's current term of office will expire on June 30, 2010. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby appoint the Town Manager, Christopher S, Lawrence, as the non -elected member of the Roanoke Valley-Alleghany Regional Commission's Executive Committee for the remainder of a three-year term that expires June 30, 2013. This Resolution adopted on motion by Council Member , and seconded by Council Member , with the following votes recorded: AYES: NAYS. ATTEST: • The Regional Commission 313 Luck Avenue, SW / PO Box 2569 / Roanoke, Virginia 24010 TEL: 540.343A417 FAX: 540.343.4416 www.rvarc.org rvaro@rvarc.org April 26, 2010 Ms. Darleen R. Bailey, Clerk Town of Vinton 311 South Pollard Siiez:i. Vinton, 'Virginia 2417107 Dear Ms. Bailey: According to ot_ir record of appointments, the term of Chris Lawrence, non -elected representa".-IN,E of the Town of Vinton on the Roanoke Valley-Alleghany Regional Commission, expires June 30, 2010. The Regional Commission Bylaws state that all appointments are for three-year terms. Mr. Lawrence is, Of ::nurse, eligible for reappointment. 1312ase noti*V the Commission of the Town's offIci;fl action in filling this vacancy on the Commission. hank- you, Yotirs trily, )v ayne C. Strickland Se':retary to the Convirussion VVGS:jlp cc: Chris Lpwren�'-e The Regional Commission serves Alleghany, Botetourt, Craig, Franklin and Roanoke counties, the Aas, cities of Covington, Roanoke and Salem, the towns of Clifton Forge, Rocky Mount and Vinton. Part of I newva 'Arbor Dav Foundation- P.O. Box 81415 - Lincoln, NE 68501-1415 - 888-448-7337 arborday.org Me inspire people to plant,, nurture, and celebrate trees. March 29, 2010 Christopher Lawrence Town Manager 311 South Pollard Street Vinton, VA 24179 Dear Mr. Lawrence, The Arbor Day Foundation congratulates Vinton on being named a Tree City USA@ community for 2009, Residents of Vinton should take pride in the fact that they live in a community where planting and nurturing trees is a priority. You already know that trees are a vital component of the infrastructure in cities and towns, providing environmental and health benefits for your citizens. In fact, trees are a rare component of a community's infrastructure in that they actually increase in value and service over time from a modest investment. Enclosed is a press release for your convenience as you prepare to contact your local media to share this commendable achievement with the public. We hope you are excited to share the significance of this accomplishment. If YOU Wish to receive this press release in electronic form, please email Mark Derowitsch, Public Relations Manager of the Foundation, at mderowitsch(a)arbordav,orq. We will send it to you within one business day. The Tree City USA program is sponsored in cooperation with the National Association of State Foresters and the USDA Forest Service. Today, more than 3,400 cities and towns have been recognized as a Tree City USA community. State foresters are responsible for the presentation of the Tree City USA flag and other materials. We will forward your awards to Barbara White in your state forester's office. They will be coordinating the presentation with you. It would be especially appropriate to make the Tree City USA award a part of your community's Arbor Day ceremony. Again, we celebrate your diligence in improving the quality of life for the citizens of Vinton and thank you for creating a healthier, more sustainable world for us all. Best regards, John Rosenow Chief Executive cc: Anita J. McMillan Enclosure For more information, contact Mark Derowitsch, Public Relations Manager, at mderowitsch(a)arborday.ora, or call 888-448-7337. News from Arbor Day Foundatiow P.O. Box 81415 • Lincoln, NE 68501.1415. 888-448-7337 arborday.org 11'einspire people toplant, nurture, and celebrate trees. Arbor Day Foundation Names Vinton Tree City USAR) Community Vinton, VA, was recognized by the nonprofit Arbor Day Foundation as a Tree City USA community for its commitment to urban forestry. It is the eighth year Vinton has earned this national designation. The Tree City USA program is sponsored by the Arbor Day Foundation in cooperation with the National Association of State Foresters and the USDA Forest Service. Vinton has met the four standards to become a Tree City USA community. Tree City USA communities must have a tree board or department, a tree -care ordinance, a comprehensive community forestry program, and an Arbor Day observance and proclamation. "We commend Vinton's elected officials, volunteers and its citizens for providing vital care for its urban forest," said John Rosenow, chief executive and founder of the Arbor Day Foundation. "Trees provide numerous environmental, economical and health benefits to millions of people each day, and we applaud communities that make planting and caring for trees a top priority." Communities that earn Tree City USA recognition not only have taken the time to meet the four standards, they know that trees: • Promote healthier communities by filtering the air we breathe by removing dust and other particles. Moderate climate, conserve water and provide vital habitat for wildlife. • Reduce the heat island effect in urban areas caused by pavement and buildings. • Increase property values and reduce energy use and add beauty to our homes and neighborhoods. More information about Tree City USA can be found at www.arborday.ora/TreeCitvUSA. The Arbor Day Foundation is a nonprofit, environmental and education organization of nearly one million members, with a mission to inspire people to plant, nurture, and celebrate trees. More information on the Foundation and its programs can be found at www.arborday.ora. 1. Request for Approval of the FY 2010/2011 Operatine Budzet — Roanoke Valley Regional Cable Television Committee — Resolution No. 1870 ISSUE/PURPOSE: FY 2010-2011 Roanoke Valley Regional Cable TV Operating Budget ACTION REQUESTED: Approve the Operating Budget for the RVTV-Channel 3 station in the amount of $312,695, as recommended by the Roanoke Valle), Regional Cable Television Committee. JUSTIFICATION: The Roanoke Valley Regional Cable Television Committee discussed and recommended the annual budget as presented by the Cable TV Government Access Director, Elaine Simpson for operation of the cable access Channel 3 for FY 2010/2011. The recommended budget of $312,685 covers personnel, leasing fees, and general operations of the cable access channel. As you are aware, the budget is funded proportionately by the Town of Vinton, City of Roanoke, and County of Roanoke. Each locality contributes a percentage of the total budget based on the locality's percentage of Cox Cable subscribers. For the FY 2010/2011 operating budget, Vinton's percentage allocation based on subscribers at the end of December, 2009 is 4%. or the amount of $12,508 of the total budget as follows: Locality Subscribers Percentage Amount City 16,563 52% $162,596* County 23,385 44% $137,581 Vinton 2,501 4% $ 12,508 In addition to the City's share of the above $312,685, the City will also pay $3360 for closed captioning lor City Planning Commission meetings. For Your infort-nation., enclosed is a copy of the budget prepared by Elaine Simpson and presented to the Cable TV Committee for review and approval in the amount of $312,685. BUDGETARY IMPACT: As noted above, Vinton's share ofthe 2010/2011 budget would be $12,508., and will be appropriated in the upcoming FY 2010/2011 budget for the Roanoke Valley Regional Cable Television Committee. RESOLUTION NO. 1870 AT A REGULAR MEETING OF THE VINTONTOWN COUNCIL HELD ON TUESDAV, MAI' 4, 2010, AT 7:00 P.M. IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton, along with Roanoke County and the City of Roanoke pursuant to ordinance, have established the Roanoke Valley Regional Cable Television Committee, in part to assist with the development of educational channels and governmental access cable programming-, and. WHEREAS, each member jurisdiction annually approves the operating budget prepared by the Cable TV Government Access Director and recommended by the Roanoke Valley Regional Cable Television Committee t6r operation of the cable access Channel 3. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the 2010-2011 operating budget far Roanoke Valley Regional Cable Television Committee in the amount of $312,685, of which Vinton's allocation based on subscribers is 4%, or the amount of $12.508 of the total budget. This resolution adopted on motion made by COUncilmember , and seconded by Councilmember I with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: Darleen R. Bailey, ]'own Clerk' To: Roanoke Regional Cable Television Committee From: Elaine Bays, Director of Cable Access Date: April 7, 2010 Re: FY 2010-2011 Operating Budget Proposal C� LIEU►11 1 W11 HIN 111121 OW 11,30 Roanoke Valley Television, RVTV Channel 3, is a Government & Educational Access Station serving the City of Roanoke, Roanoke County, the Town of Vinton and their respective school systems. The operational budget for RVTV is provided by the three governments, based on the proportion of Cox Customers located in each jurisdiction. Currently, RVTV employs five full time staff members. The staff produces original videos, monthly television shows, and covers live government meetings. Roanoke Valley Television produced the following for 2009 — 2010: • 54 Original Television Shows (12) Inside Roanoke, (12) Roanoke County Today, (12) Spotlight On City Schools, (12) Accent Excellence, (3) Roanoke Count), Business Partners (3) REConnection • 63 Government Meetings (24) Regular Roanoke City Council, (23) Regular Roanoke County Board of Supervisors, (1.1) City Planning Commission Meetings, & other additional meetings 49 Original Video Productions Ex. Greenway Etiquette, Roanoke's Star is Rising, Citizen Appreciation Day Additionally, Roanoke Valley Television covered numerous special events including ground breakings, dedication ceremonies and news conferences. Roanoke Valley Television produced a total of 49 Stand Alone Video Productions last year for the three localities and their school systems. The approximate rate for video production work in the private sector is S1,500 per finished minute. Roanoke Valley Television produced 336 Minutes of Video Programming which totals $504,000 in Production Value. RV'I'VaIso produced 54 Original TV Shows for a total of 27 Hours (1,620 Minutes) of Programming. SUMMARY OF INFORMATION: The proposed RVTV FY 2010-2011 Operating Budget is $359,408. The Cable TV Committee is being requested to reduce the current 2009-2010 Operating Budget ($359,411) by H) %, and use that reduced amount ($312,685) as `the amount to request from the member localities. The Committee is being requested to fund the 13% reduction ($46,723) from the RVTV Year -End Rollover Account, which represents the unused funds from the Operating budget since 1991. The Year -End Rollover Account has a current balance of $114,194.72 (02/28/10). The individual line items for the Proposed 2010-2011 Operating Budget are listed on Page 5 of the Operating Packet. The proposed budget includes funding for closed captioning services for both City Council and Board of Supervisors Meetings. Our current rent is $3,212.16 per month. Beginning March 1, 2011, the rent will increase to $3,308.52 per month. RVTV expended 97.68% of its FY 2008-2009 Operating Budget. FISCAL IMPACT: The total RVTV budget request is $359,408, consisting of $3 12,685 from the member localities and $46,723 from the RVTV Rollover Account. Cox calculates the percentage of subscribers (Decernber 31, 2009) in each locality as follows: (2008 number of Subscribers in parenthesis) Localit-N, Subscribers Percentage City 27,665 (27,543) 52% (52% - 2008) County 23,385 (23,406) 44% (44% - 2008) Vinton 2,501 (2,483) 40% (4% - 2008) Total 53,551 (53,432) 100% (100%) 2 Based on the subscriber percentages, each member's contribution to the $3 ) 12,685, for the localities part of the total 2010-2011 Operating Budget of $3 )59,408 ($46,723 funded from the RVTV Rollover Account) would be as follows: 2009— 2010 Budget 2010 — 2011 Budget City $165,563* $162,596* (52%) County $140,091 $137,581 (44%) Vinton $12,736 $12,508 (4%) Total $318,390 $312,685 *In addition to the City's share of the above $3 12,685, the City will also pay $3,360 for closed captioning for City Planning Commission meetings, NMI: Based on the 2010-2011 Operating Budget of $359,408, without the $46,723 funding from the RVTV Roll -Over Account, each member's contribution would have been: City: $186,892, County: $158,140, Vinton: $14,376. 3 Roanoke-& Valley Television "l i M i f 'NJ www.rvtv.org Title Client Length Town of Vinton — 12511 Anniversary '['own of Vinton 5:00 Educators Tribute — Black History Month City of Roanoke 5:00 Budget Work -shop PSA City of Roanoke :30 "COPS Camp" Promotional Video County of Roanoke 3:00 Vinton Student Government Day Town of Vinton 10:00 Citizen Appreciation Day City of Roanoke 10:00 Fallon Park National Excellence Award City Schools 5:00 (3) Teacher of the Year Highlight Videos City Schools 15:00 New Roanoke Co. Business Partners Open County of Roanoke :30 Recycling PSA City of Roanoke :30 2009 Citizen of the Year PSA Citv of Roanoke :30 Residential Pattern Book City of Roanoke :30 (3) Focus on Community Policing County of` Roanoke 7:00 ca. (SWAT Team, Home Security, Project Lifesaver)) (4) Monthly Show PSAs City / County :30 c a. State of the City Address City of Roanoke 25:00 Leaf Collection Changes PSA City of Roanoke :30 Greenway Etiquette Video City / County 3 0 2009 Convocation Video City Schools 10:00 WFHS Ribbon -Cutting Ceremony City Schools 10:00 Roanoke's Star is Rising City of Roanoke 7:00 Lead -Safe Roanoke 11 PSA City of Roanoke :30 Update of Vinton Public Works Town of Vinton 2 2 : 0 0 State of the County Address County of Roanoke 28:00 Fill Your Bin & Win PSA City of Roanoke .30 City Hall Without Walls City of Roanoke 16:00 K (2) Green Ridge Rec. Center PSAs County of Roanoke :30 Investiture Ceremony County of Roanoke 43:00 Roanoke Valley Resource Authority City/County/Town 6:30 Leadership College PSA City of Roanoke :3 0 (12) Library Happenings City of Roanoke 7:00 ea. Total Minutes Produced 336 Minutes The approximate rate for Video Production work in the private sector is $1,500 per finished minute. RVTV produced 336 Minutes of Stand Alone Video Productions in 2009 which totals S504,000 in Production Value. 2009 Television Shows Total Title Client Time 12 Inside Roanoke City of Roanoke 30:00 ea. 12 Roanoke Count), Today Roanoke County 30:00 ea. 12 Spotlight On City Schools Roanoke City Schools 30:00 ca. 12 Accent Excellence Roanoke County Schools 330:00 ea. 3 Roanoke County Count), of Roanoke 30:00 ea. Business Partners 3 REConnection County of Roanoke 30:00 ea. Total: 54 Television Shows 1,620 Minutes (27 Hours) Total Video Productions Total Productions Ciq of Roanoke Roanoke Count), ToNv,n of Vinton 103 56 41 3 Percentage 57% 38% 5% 3 2009 Government Meetinas. Totals 24 11 23) Total: 63 Government Meetings Meetings Regular City Council Meetings City Planning Commission Meetings City Budget Public Hearing (April 30) City Council Budget Adoption (May 11) City Schools Facility Meeting (Nov. 12) Regular Board of Supervisors Meetings Special BOS Meeting —(May 19) County / City — Joint Meeting WV WA (Nov. 5) Z:) RVTV additionally covers many Groundbreakings, News Conferences, and Special Events Regional Fire Training Tower Dedication WFHS Ribbon -Cutting Ceremony Fleet Service Center Dedication Jackson Park Library, Grand Re -Opening Western VA Regional Jail Dedication Green Ridge Recreation Center Dedication Reading Garden Installation, Gainsboro Library North Co. Fire & Rescue Station Dedication 4 RVTV Proposed 2010 - 2011 Budget 2009-2010 Budget 1010 Regular 192,967.00 2100 FICA (Employer 7,65%) 14,762.00 2200 Retirement - VRS 27,074.00 (Actual 29,041) 2202 Deferred Comp Match (650 x 4) 2300 Group Health Insurance 2310 Group Dental Insurance (Actual 1,515) 2400 VRS Life 2500 Long Term Disability Insurance 3013 Professional Services - Other (Closed Captioning) 301' )A CC - City Planning Commission 32 04 Repairs Vehicles (By Garage) 32 09 Repairs (Other Equipment) 3305 Maintenance Service Contracts (Telephone) 5210 Postage 5230 Telephone 5235 Cellular Phones 5305 Motor Vehicle Insurance 5' )08 General Liability Insurance 5410 Lease/Rent of Equipment 5420 Lease/Rent of Buildings (8 x $3,212.16 4 x $3,308,52) 5501 Travel (Mileage) 5520 Dinner Meetings & Luncheons 5801 Dues & Association Membership (Public Relations Society of America) 2,600-00 28,182.00 1,131.00 2,179.00 360.00 27,500.00 Proposed 2010-2011 192,967.00 14,762.00 29,041.00 2,141,00 360.00 27,500.00 City Only 300.00 1,000.00 750,00 Remaining Balance 81,164.73 67604.97 10,153.55 1.025.00 10,569.45 206.85 628.35 133.90 12,279.90 349.00 1,472.00 567.07 % Expended (01/31/10) 58.48 55,83 62.50 60.26 62,60 55.35 12.75 2.00 36,99 100.00 100.00 74.51 25A9 4,000.00 4,000.00 1,742.13 56.45 480.00 480.00 214.97 55.22 1300,00 1,300.00 245.00 81.15 2,550.00 2,550.00 113.00 95.57 250.00 0 250,00 0 37,798.00 38,93100 15,967.80 57.76 200.00 100-00 187.90 6.05 200.00 150.00 80.00 60.00 278.00 278.00 0 100.00 6010 Office Supplies - General 800.00 6013 Small Equipment & Supplies 2,700.00 6014 Video Supplies 7,700.00 6080 Gas, Oil & Grease 1,300,00 6091 Tires 200.00 Total S359,41 1.00 Amount funded from RVTV Roll -Over Account (273500) -541,021.00 Member Localities $318,390.00 600.00 512,24 35.97 2,000.00 1,991.58 26.24 6,600.00 3,33) 7.42 56.66 1,000m 851.73 3 4.4 8 200.00 178.10 10.95 5359,408.00 $147,055.19 59.39% -46,723.00** 5312,685.00 *In addition to the City's share of the above budget of $33 12,685, the City will also pay $3.360 for closed captioning for City Planning Commission meetings. Amount of 546,723 (Roll -Over Account) is a 13% reduction of last year's budget. RVTV expended 97.68% of its FY2008-2009 Operating Budget 5 RVTV Financial Report Current Account Balances as of February 28, 2010 273200 (Operating Budget) ... .................. ................ $147,055.19 273450 ( Cox Cable Capital Grant) ..................................................... $1,251,214.95 (Balance includes accrued interest.) 273500 (RVTV Year -End Rollover Account) .............. $114,194.72 Account 273500 (RVTV Year -End Rollover) represents the unused funds from the Operating Budget since 1991. RVTV does not lose these funds at the end of the Fiscal year, rather they are rolled over into this savings account which may be used for future capital purchases or the operating budget. I 2009 Virginia Communications Sales and Use Tax Revenue Paid by Cox Communications to the Commonwealth of Virginia for the Benefit of the City of Roanoke, Count), of Roanoke, and Town of Vinton Starting on January 1, 2007, the Virginia Communications Sales and Use Tax Act of 2006 (Va. Code 58.1-645 et ZD seq.) required Cox Communications, as well as other cable television providers, to pay a five percent (5%) sales or use tax to the Commonwealth of Virginia in place of paying franchise fees to the localities, including the City of Roanoke, County of Roanoke, and Town of Vinton. Under the Act, the Commonwealth pays the amount of revenues it receives from cable television providers, like Cox., to the localities. For the calendar year 2009, Cox Communications paid to the Commonwealth of Virginia a total of 52,288,602. The Commonwealth of Virginia paid to the three localities the appropriate share of this total amount as a replacement amount for the franchise fees. City of Roanoke: $1,160,374 Roanoke County: 51,027,125 Town of Vinton: 5101,103 Total: $2,288,602 I 2009 Cox Cable Subscribers Cox calculates the percentage of subscribers (December 31, 2009) in each locality as follolvs: 2008 number of subscribers in parenthesis. Locality Subscribers Percentage City 27,665 (27,543) 52% (52% - 2008) County 23,385 (23,406) 44% (44% - 2008) Vinton 2,501 (2,483) 4% (4% -2008) Total 53,551 (53,432) 100%(100%) Based on the above figures, each member's contribution to the $3 12,685 for the localities part of the total 2010-2011 Operating Budget of $359,408 ($46,723 of which amount will be funded from the RVTV Rollover Account) would be as follows: 2009 — 2010 Budget 2010 — 2011 Budget City $165,563* $162,596* County $140,091 $137,581 Vinton $12,736 $12,508 Total $318,390 $312,685 *In addition to the City*s share of the above $3 ) 12,685, the City will also pay $3,360 for closed captioning for City Planning Commission Meetings. NOTE: Based on the 2010-2011 Operating Budget of $359,408, without the $46,723 funding From the RVTV Roll -Over Account, each member's contribution would have been: City: $186,892, County: $158,140, Vinton: $14,376. 7