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HomeMy WebLinkAbout6/17/2025 - Public Hearing1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, June 17, 2025 AGENDA Consideration of: A. 6:00 p.m. - ROLL CALL AND ESTABLISHMENT OF A QUORUM AND CITIZEN GUIDELINES B. MOMENT OF SILENCE AND PLEDGE OF ALLEGIANCE TO THE U.S. FLAG C. COMMUNITY EVENTS/ANNOUNCEMENTS/COUNCIL ACTIVITIES D. REQUESTS TO POSTPONE, ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS E. CONSENT AGENDA 1. Consider a motion to approve the minutes of the Regular Meeting on June 3, 2025 F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. ITEMS REQUIRING ACTION 1. Consider a motion to adopt a Resolution to award the construction contract for the Vinton War Memorial Park to G & H Contracting Inc.- Jamie Hurt I. PUBLIC HEARING 1. Consideration of public comments concerning the proposed amendment to the Town of Vinton’s FY 2024-2025 budget to appropriate funding for the Town’s multigenerational park project, HVAC replacement and various operational expenditures including personnel expenditures, maintenance projects, contractual services, equipment, economic development initiative, and materials and supplies in the total amount of $1,701,649.00 in the General Fund and the Capital Fund. a. Open Public Hearing Bradley E. Grose, Mayor Laurie J. Mullins, Vice Mayor Keith N. Liles, Council Member Sabrina M. McCarty, Council Member Michael W. Stovall, Council Member Vinton Municipal Building 311 South Pollard Street Vinton, VA 24179 (540) 983-0607 2 • Report from Staff – Cody Sexton • Receive public comments • Council discussion and questions b. Close Public Hearing c. Consider the adoption of a Resolution to amend the Town of Vinton’s FY 2024-2025 budget to appropriate funding for various operational expenditures, including the Town’s multigenerational park, personnel expenditures, maintenance projects, contractual services, and materials and supplies in the total amount of $1,701,649.00 in the General Fund and Capital Fund. – Cody Sexton J. REPORTS FROM COMMITTEES 1. Community Development Committee – Nathan McClung K. TOWN ATTORNEY L. TOWN MANAGER’S PROJECT UPDATES/COMMENTS M. COUNCIL AND MAYOR N. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS AND TOWN EVENTS: June 19, 2025 – Town Offices Closed in Observance of Juneteenth July 1, 2025 – 6:00 p.m. – *CANCELLED* Regular Council Meeting – Council Chambers July 4, 2025 – Town Offices Closed in Observance of Independence Day July 4, 2025 – 8:00 a.m. Boys and Girls Club Four on the 4th Run – Vinton War Memorial July 4, 2025 – 6:00 p.m. 4th of July Celebration on the Vinton War Memorial Lawn with Fireworks at 9:30 p.m. July 9, 2025 – 9:00 a.m. – Public Works Committee Meeting – TOV Annex July 14, 2025 – 10:00 a.m. – American Red Cross Blood Drive – Council Chambers July 15, 2025 – 3:00 p.m. – Finance Committee Meeting – TOV Annex July 15, 2025 – 6:00 p.m. – Regular Council Meeting – Council Chambers 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. Meeting Date June 17, 2025 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of June 3, 2025 Attachments June 3, 2025, minutes Recommendations Motion to approve consent agenda as presented Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JUNE 3, 2025, IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON, VIRGINIA MEMBERS PRESENT: Bradley E. Grose, Mayor Laurie J. Mullins, Vice Mayor Keith N. Liles Sabrina M. McCarty Michael W. Stovall STAFF PRESENT: Richard Peters, Town Manager/Town Clerk Cody Sexton, Deputy Town Manager Megan Lawless, Executive Assistant Julie Tucei, Planning Coordinator Andrew Keen, Finance Director/Treasurer Donna Collins, Human Resources/Risk Management Director Jeremy Carroll, Town Attorney Fabricio Drumond, Police Chief Timothy Lawless, Deputy Police Chief Nathan McClung, Planning and Zoning Assistant Director Scott Stephenson, Code Enforcement Officer Mayor Grose called the meeting to order at 6:00 p.m. The Executive Assistant called the roll with Council Member Liles, Council Member McCarty, Council Member Stovall, Vice Mayor Mullins, and Mayor Grose present. Roll call After a Moment of Silence, Mr. Stephenson led the Pledge of Allegiance. Under upcoming community events/ announcements, and Council Activities, Council Member McCarty announced the following: June 7 from 10AM until 1PM – Vinton History Museum Community Ice Cream Social. June 14 at 7PM Mingle at the Market with Filthy Souls & Gasoline Alley. June 17 at 10:30AM, Glade Creek Greenway Ribbon Cutting. June 19 the Town Offices will be closed in observance of Juneteenth. June 28 at 7PM, Mingle at the Market with Karlee Raye & Eric Wayne Band. July 4 – Four on the Fourth, Fireworks and Town Offices will be closed in observance of Independence Day. Vice Mayor Mullins announced the following Council activities: May 22 – Mayor Grose, Vice Mayor Mullins and Council Member Liles attended the Public Works Appreciation Luncheon. June 3 – Mayor Grose attended the Roanoke Regional Partnership Board of Directors meeting. June 3 – 2 All Council Members attended the Town of Vinton Comprehensive Plan Work Session. Under requests to postpone, add to or change the order of the agenda, there were no requests. Vice Mayor Mullins made a motion to approve the Consent Agenda as presented with the minutes of the Regular Meeting on May 20, 2025; the motion was seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) -Liles, McCarty, Stovall, Mullins, Grose; Nays (0) – None. Approved minutes of the Regular Meeting of May 20, 2025 Under awards, introductions, presentations, and proclamations, Vice Mayor Mullins read the proclamation on National Safety Month. Mayor Grose expressed how fortunate we have been with workplace safety. Under awards, introductions, presentations, Chief Drumond introduced the two new police recruits, Jordan R. Henegar and Derrik A. Runyon. The Town Clerk read the oaths of office for each recruit. Council shared words of appreciation and welcomed the new police recruits. Under awards, introductions, presentations, Mr. Keen introduced Kimberly Hartman for the Finance Department. Her primary duties will be accounts payable processing, payroll processing and procurement duties. Council welcomed Ms. Hartman. Mr. Keen introduced Jackson Smith. Mr. Smith will be serving as an intern through mid-August with the Finance Department. He will be working on accounting and treasury duties. Council welcomed Mr. Smith. Under awards, introductions, presentations, Mr. McClung introduced Scott Stephenson, Code Enforcement Officer with the Planning and Zoning Department. Mr. Stephenson will be working in a part-time capacity. Council welcomed Mr. Stephenson. Swearing-in Ceremony for Police Recruits 3 Under awards, introductions, presentations, Mr. Sexton introduced Carrie Glass, Administrative Assistant with the Public Works Department. She will be working in a part-time capacity. Council welcomed Ms. Glass. Under citizens’ comments and petitions, no one offered any comments. Under Items requiring action, Mr. Keen commented on the Fiscal Year 2025-2026 (FY26) Budget. Mr. Keen reviewed a PowerPoint that will be available at the Town Clerk’s office as part of the permanent record. The general fund amount is $13,557,181.00. The total capital fund amount is expected to be $500,000.00. The total grant fund amount is $4,000.00. The total revenues for all funds are $14,061,181.00. Council Member Liles had a question about the budget for Council and wanted to know the breakdown of it. Mr. Keen explained that the budget is not exclusive to just salaries. It includes meeting expenses, travel expenses, and other operational expenses to support the work of Council. Mr. Peters added that it includes membership dues for community organizations. Council thanked Mr. Keen for the presentation and expressed appreciation for how the funds are being spent for economic development and for quality of life. Council did not offer additional comments or concerns. Council Member Stovall made a motion to approve the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2025, and ending June 30, 2026; the motion was seconded by Council Member Liles, carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Approved Ordinance No. 1068 adopting and appropriating the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2025, and ending June 30, 2026. Under briefings, Mr. Stephenson provided an update on the latest code enforcement activities in the last five weeks. For the month of May, there are 40 weeds violations, 47 inoperable vehicle 4 violations, 4 RV and boats violations, 1 trash violation, 2 bushes on the sidewalk violations, and 1 commercial vehicle violation. 95 letters have been sent for 117 violations since Mr. Stephenson began his work. Council expressed appreciation for the work that Mr. Stephenson is doing. Under appointments to boards and committees, the Town Clerk asked Council to re- appoint Richard Peters, Jr., as a member and Cody Sexton as an alternate member of the Roanoke Valley-Alleghany Regional Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028. Council Member McCarty made a motion to re- appoint Richard Peters, Jr., as a member and Cody Sexton as an alternate member of the Roanoke Valley-Alleghany Regional Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028; the motion was seconded by Vice Mayor Mullins, carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Re-appointed Richard Peters, Jr., as a member and Cody Sexton as an alternate member of the Roanoke Valley-Alleghany Regional Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028. Under appointments to boards and committees, the Town Clerk asked Council to re- appoint Arthur LaRoche, III and Rob Lyon as members of the Greenway Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028. Council Member Liles made a motion to re- appoint Arthur LaRoche, III and Rob Lyon as members of the Greenway Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028; the motion was seconded by Council Member McCarty, carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Under appointments to boards and committees, the Town Clerk asked Council to re- appoint Andrew Keen as a member of the Greater Roanoke Transit Board to a new one-year term beginning July 1, 2025, and ending June 30, 2026. Re-appointed Arthur LaRoche, III and Rob Lyon as members of the Greenway Commission to new three-year terms beginning July 1, 2025, and ending June 30, 2028. Re-appointed Andrew Keen as a member of the Greater Roanoke Transit Board to a new one- year term beginning July 1, 2025, and ending June 30, 2026. 5 Council Member Liles made a motion to re- appoint Andrew Keen as a member of the Greater Roanoke Transit Board to a new one-year term beginning July 1, 2025, and ending June 30, 2026; the motion was seconded by Council Member McCarty, carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Under comments from the Town Attorney, no comments were offered. Under Town Manager’s Projects Updates, Mr. Peters shared that we received the bid packages for the park. Details are being finalized with the engineers. The request to enter into a contract will be presented at the next Council meeting on June 17, 2025. Mr. Peters acknowledged Ms. Collins for her efforts in onboarding staff and the contributions from the Department Heads. Mayor Grose congratulated the work that was put into hiring the recent employees. Under Council and Mayor Comments, Council Member Stovall thanked a citizen for the card of appreciation that she provided for each Member and staff sitting at the dais. Vice Mayor Mullins expressed her appreciation for the work on the budget. Council Member McCarty also thanked the citizen for the card. She then thanked everyone who helped with the Planning Commission’s work session. Restaurant week was acknowledged, pointing out that seven restaurants within the Town were participating. Council Member McCarty gave a shout out at the Dogwood Restaurant with compliments on their new patio, clean bathrooms and excellent food. Council Member Liles thanked the citizen for the card. He shared appreciation for the staff. Council Member McCarty complimented Mrs. Lawless and Mr. Peters for their roles in the meeting. 6 Mayor Grose commented that a citizen expressed great appreciation to him for the Town of Vinton. She complimented the well-maintained roads, cut grass, and the overall appearance of the Town. She shared a quote with him, “you can pay anyone to work, but you cannot pay anyone to care”. Mayor Grose went on to say that describes our staff very well. There was no further discussion. Vice Mayor Mullins made a motion to adjourn the meeting at 7:02 p.m.; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0, Yeas (5) – Liles, McCarty, Mullins, Stovall, Grose; Nays (0) – None. Meeting Adjourned ATTEST: _______________________________ Richard W. Peters, Jr., Town Clerk APPROVED: _______________________________ Bradley E. Grose, Mayor Meeting Date June 17, 2025 Department Capital Projects Issue Resolution to award construction bid for the Vinton War Memorial Park Summary Consider adoption of a Resolution awarding a construction bid and authorizing the Town Manager to execute a contract with G & H Contracting, Inc., in the amount of $884,730.00 for the construction of the Vinton War Memorial Park located at the former town pool site on the War Memorial campus. Attachements Resolution Recommandations Motion to adopt resolution to award construction contract to G & H Contracting Inc. in the amount of $884,730.00. Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JUNE 17, 2025, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Invitation for Bids (IFB) notice for the construction Project for Vinton War Memorial Park was advertised on April 28, 2025; for The construction of a new playground for the Town of Vinton. Associated with the new playground are two new pickleball courts, a concrete pad for a skateboard park, sidewalks and site lighting. This project also includes a new handicap ramp, reworking an existing paved area to accommodate a new parking lot, and repairing, milling and overlaying the existing driv eway from Meadow Street.; and WHEREAS, on May 27, 2025, the due date of the Invitation for Bids (IFB), the Town received two bids; (1) G & H Contracting, Inc., with a bid of $884,730.00; and (2) KNA Contracting, LLC., with a bid of $987,696.00; and WHEREAS, The Town’s engineering firm Hughes Associates Architect & Engineers is recommending the Town award the construction contract to G & H Contracting, Inc.; and WHEREAS, the Project construction bid needs to be awarded and a contract executed for the construction of the Vinton War Memorial Park. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby award the bid and authorizes the Town Manager to execute a contract with G & H Contracting Inc., in the amount of $884,730.00, for the construction of the Vinton War Memorial Park. This Resolution adopted on motion made by ____________________, seconded by ________________with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________ Richard W. Peters, Jr., Town Clerk Meeting Date June 17, 2025 Department Administration Issue Consideration of public comments concerning the proposed amendment to the Town of Vinton’s FY 2024-2025 budget to appropriate funding for the Town’s multigenerational park project, HVAC replacement, and various operational expenditures, including personnel expenditures, maintenance projects, contractual services, equipment, economic development initiatives, and materials and supplies in the total amount of $1,701,649.00 in the General Fund and the Capital Fund. Summary Throughout the fiscal year, Town staff monitor revenues and expenditures as compared to the current year budget. Revenues for Fiscal Year 2024-2025 are currently performing better than expected. Moreover, some expenditures have exceeded budget or have been added midyear as priorities have changed. As a result, Town staff have proposed a series of budget transfers and appropriations to align the new anticipated revenues with expenditures of immediate impact on the community. The Town has had several opportunities this year to enhance service delivery and improve infrastructure. As a result of utilizing those opportunities when available, some expenditures have exceeded the original budgeted amounts, such as HVAC replacements, personnel expenditures, maintenance projects, contractual services, economic development initiatives, equipment purchases, repairs, and materials and supplies. Moreover, Council has identified completion of the Town’s multigenerational park as a top priority. Most of these increased expenditures can be covered by several major revenue streams performing better than anticipated. The balance of the park project is being covered using fund balance, which is prudent due to the nonrecurring nature of the expense. Section 15.2-2507 of the 1950 Code of Virginia, as amended, requires any locality to hold a Public Hearing to amend its budget when any such amendment exceeds one percent (1%) of the total expenditures show in the currently adopted budget. The Notice of this Public Hearing was advertised in The Vinton Messenger on June 5, 2025. Town Council Agenda Summary Attachments Resolution List of Transfers Recommendations Conduct Public Hearing Motion to adopt Resolution RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JUNE 17, 2025, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, as the end of the current fiscal year approaches, staff have been projecting the end-of-year revenues and expenditures; and, WHEREAS, Town staff have proposed a series of budget transfers and appropriations to align the anticipated revenues with expenditures of immediate impact on the community to enhance service delivery and improve infrastructure; and, WHEREAS, the proposed amendment to the Town of Vinton’s FY 2024-2025 budget is intended to appropriate funding for the Town’s multigenerational park project, HVAC replacement, and various operational expenditures, including personnel expenditures, maintenance projects, contractual services, equipment, economic development initiatives, and materials and supplies in the total amount of $1,701,649.00 in the General Fund and the Capital Fund; and, WHEREAS, Section 15.2-2507 of the 1950 Code of Virginia, as amended, requires any locality to hold a Public Hearing to amend its budget when any such amendment exceeds one percent (1%) of the total expenditures show in the currently adopted budget; and, WHEREAS, the Notice of this Public Hearing was advertised in The Vinton Messenger on June 5, 2025; and, NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the transfers and appropriations as shown on the attached. This Resolution adopted on motion made by _______, seconded by ________, with the following votes recorded: AYES: ABSENT: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ______________________________________ Richard W. Peters, Jr., Town Clerk GENERAL LEDGER GL Account Description Debit Credit 10010000-334401 Appropriations 621,649.00 10010000-334404 Estimated Revenue 621,649.00 MOVE FUNDS TO: GL Account Description 10012114-501000 Salaries & Wages 32,000.00 10012224-501000 Salaries & Wages 9,000.00 10012414-501000 Salaries & Wages 25,000.00 10031104-501000 Salaries & Wages 10,000.00 10041204-501000 Salaries & Wages 10,000.00 10041204-505000 Maintenance and Reparis Equipment 25,000.00 10043104-503000 Contractual Services 10,000.00 10043104-505610 Lease of Equipment 5,000.00 10043104-506000 Materials and Supplies 1,000.00 10071504-505701 Farmers Market 5,000.00 10071504-506000 Materials and Supplies 3,000.00 10081504-561706 Special Projects 45,000.00 10041104-508200 Computers (Public Works)10,000.00 10041104-508200 Security System (Public Works)15,000.00 10031104-508210 Vehicle (Police)16,649.00 10099000-509900 Transfer to Cap 400,000.00 621,649.00 MOVE FUNDS FROM: GL Account Description 10035003-121801 Pari-Mutuel Tax 270,000.00 10022003-121101 Prepared Food Tax 200,000.00 10025003-120801 Cigarette Tax 100,000.00 10031003-422019 Police Assistance (HB599)41,649.00 10035003-189912 PD Donation 10,000.00 621,649.00 GENERAL LEDGER GL Account Description Debit Credit 20010000-334401 Appropriations 1,080,000.00 20010000-334404 Estimated Revenue 1,080,000.00 MOVE FUNDS TO: GL Account Description 10043104-508200 Municipal Building HVAC 80,000.00 20043104-508000 Capital Outlay (Park)1,000,000.00 1,080,000.00 MOVE FUNDS FROM: GL Account Description 20032003-150102 Interest on Investments 50,000.00 20099993-410901 Transfer in 400,000.00 20035003-499999 Re-appropriated Fund Balance 630,000.00 1,080,000.00 BUDGET TRANSFERS - COUNCIL ACTION ITEM - JUNE 17, 2025 GENERAL FUND CAPITAL FUND Meeting Date June 17, 2025 Department Planning and Zoning Issue Community Development Committee Summary The Community Development Committee met on June 11, 2025. Mr. McClung will provide a report on the items discussed at the Committee Meeting. Attachments None Recommendations No action required Town Council Agenda Summary