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HomeMy WebLinkAbout9/16/2025 - Regular1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, September 16, 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 of September 2, 2025. 2. Consider a Resolution appropriating funds in the amount of $22,900.00 for the receipt of an insurance claim made on a traffic signal pole that was damaged by a motor vehicle. 3. Consider a Resolution appropriating funds in the amount of $251.20 received for scrap metal to the Public Works budget. F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Extended Stay America Proclamation – Council Member Stovall 2. Constitution Week Proclamation – Vice Mayor Mullins 3. Police Officer Introductions – Chief Drumond G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions about issues not listed on the agenda I. ITEMS REQUIRING ACTION 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 J. REPORTS FROM COMMITTEES 1. Public Works Committee – Bo Herndon 2. Finance Committee – Andrew Keen a. Consider a motion to approve Financial Statements for July and August 2025 K. TOWN ATTORNEY L. TOWN MANAGER’S PROJECT UPDATES/COMMENTS M. COUNCIL AND MAYOR N. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS AND TOWN EVENTS: September 23, 2025 – 4:30 p.m. – Ribbon Cutting Ceremony at Cleveland Commons October 7, 2025 – 6:00 p.m. – Regular Council Meeting – Council Chambers October 11, 2025 – 10:00 a.m. - 4:00 p.m. – Vinton Fall Festival October 13, 2025 – Town Offices Closed in Observance of Columbus Day October 15, 2025 – 9:00 a.m. – Community Development Committee Meeting – TOV Annex October 21, 2025 – 3:00 p.m. – Finance Committee Meeting – TOV Annex October 21, 2025 – 6:00 p.m. – Regular Council Meeting – Council Chambers October 28, 2025 – 3:00 p.m. – 6:00 p.m. – Downtown Trick or Treating 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 September 16, 2025 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of September 2, 2025 Attachments September 2, 2025, minutes Recommendations Motion to approve the 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, SEPTEMBER 2, 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 Michael W. Stovall MEMBERS ABSENT: Sabrina M. McCarty STAFF PRESENT: Richard Peters, Town Manager Cody Sexton, Deputy Town Manager Megan Lawless, Admin. Operations Manager / Town Clerk Jeremy Carroll, Town Attorney Timothy Lawless, Deputy Chief of Police Jamie Hurt, Capital Projects Director Mandy Adkins, Director of Cultural Placemaking and Events Anita McMillan, Director of Planning and Zoning Mayor Grose called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member Liles, Council Member Stovall, Vice Mayor Mullins, and Mayor Grose present. Council Member McCarty was absent. Roll call After a Moment of Silence, Council Member Liles led the Pledge of Allegiance. Under upcoming community events/ announcements, and Council Activities, Vice Mayor Mullins announced the following events: September 6 – Annual Yard Sale at the Vinton History Museum. September 8 – Red Cross Blood Drive. September 10 – Vinton Area Chamber of Commerce Lunch & Learn with Bank of Botetourt. September 13 – Mingle in the Market with Supafly Five band. September 19 – Vinton Area Chamber of Commerce Fall Golf Tournament. September 27 – Mingle in the Market with Solacoustix and Justin & Lyndsay Prillaman. Vice Mayor Mullins announced the following Council activities: July 30, Mayor Gross attended the Roanoke Valley Alleghany Regional Commission Executive Committee meeting. August 5 – All members of Council attended Vinton Police Department’s National Night Out event. August 7 – Vice Mayor Mullins attended the RVTV Committee meeting. August 11 – Mayor Grose 2 attended the Roanoke Valley Alleghany Regional Commission Work Session. August 19 – Mayor Grose and Council Member Stovall attended the Finance Committee meeting. August 21 – Mayor Grose and Vice Mayor Mullins attended the State of the City for Roanoke. August 21 – Council Member Stovall attended the Virginia Municipal League Policy Committee meeting. August 24 – Mayor Grose attended the Greenway Annual Picnic. August 26 – Mayor Grose attended the Roanoke Valley Alleghany Regional Commission Executive Committee meeting. Under requests to postpone, add to or change the order of the agenda, there were no requests. Council Member Stovall made a motion to approve the Consent Agenda as presented with the minutes of the Joint Public Hearing meeting of July 15, 2025; the motion was seconded by Council Member Liles and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) - Liles, Stovall, Mullins, Grose; Nays (0) – None; Absent (1) – McCarty. Approved minutes of the Joint Public Hearing meeting of July 15, 2025 Under awards, introductions, presentations, there were no awards, introductions or presentations. Under citizens’ comments and petitions, no one offered any comments. Under Briefings, Mr. Hurt provided an update on the bid process for the Vinton War Memorial Renovation. There were 11 contractors that showed up for the pre-bid meeting. Out of that group of contractors, we received six bid submissions. The bids were competitive and very close together which raised concern over the complexity of the bid. After careful review, it was decided that awarding the bid was not in the best interest of the project. To ensure fairness and clarity moving forward, we have decided to reject all the current bids. This will allow us to refine bid documents and simplify the process and make it as equitable as possible for all the contractors. The process of refining the documents will conclude this week, which will then allow time for re- advertising the project. The goal is to award the bid in October. Mr. Hurt then expressed his gratitude for the Council’s patience as we work on this project. 3 Mr. Hurt provided a brief update on the Vinton War Memorial Park advising construction has begun. He shared an aerial photo of the construction site. This photo will be on file in the Town Clerk’s office as part of the permanent record. He went on to explain that the playground equipment will be installed on September 3, and the skate park equipment will be delivered on September 15. The restrooms are scheduled to be out of production on September 19. Last, Mr. Hurt shared a photo of the construction site for the restrooms at Wolf Creek Greenway. The site itself is ready for the restroom building to set. Once the building is in place, the electricity will be hooked up and sidewalks installed. This photo will be on file in the Town Clerk’s office as part of the permanent record. Council thanked Mr. Hurt for his briefing. Mr. Peters made additional comments to include appreciation for the staff and the work being put into all the projects. He went on to explain that the restroom at the Vinton War Memorial Park and the one at Wolf Creek Greenway are funded by grants. Mayor Grose is proud of the staff and the work they do. Mr. Peters added that the Vinton War Memorial is closed now, and staff have moved out of the building in preparation for the renovations. The facility will re-open once the renovations are complete. Mayor Grose expressed his excitement for this project. No further comments. Under Items requiring action, Mrs. McMillan shared that the renaming of Bypass Road to Dogwood Boulevard has been considered for a while. She could not find any official action for the name Bypass Road when she was doing her research. Mrs. McMillan shared that Vinton is known as the Dogwood Capital of Virginia. The goal is to plant Dogwood trees in the median to go along with the name Dogwood Boulevard. Mrs. McMillan advised she mailed letters to all the 4 property owners who would be impacted by this name change. Mrs. McMillan presented a Resolution to Council to rename Bypass Road to Dogwood Boulevard. Mr. Peters added that Public Works has done a lot of work along the right of way to cut back some of the vegetation. There are preliminary plans in the works for additional sidewalks. Mr. Peters reiterated there will be an effort to plant Dogwood trees along the roadway. Mr. Peters advised there were two responses to Mrs. McMillan’s letters. One was from a business, the other from a resident. The business owner was concerned about the timing of the name change because it will take some time to update systems, insurance companies, and client information. The business owner has requested the name change be delayed. The original implementation date is set for October 1, 2025. Mr. Peters explained we can accommodate a delay in the project schedule and suggested delaying the name change until the first of the year, with January being a four-month delay and March being a six-month delay. Mayor Grose emphasized the business owner’s comments on delaying the name change until 2026. Council Member Stovall clarified the request was to delay the name change until January 2026. Mr. Peters advised the delay request did not specify a specific date, just sometime in 2026. He offered the January and March dates as options to help Council decide. Council Member Stovall asked if Dale Wilkinson will be responsible for changing the address for River Park Shopping Center so it is correct on Google. Mrs. McMillan advised that we can approach Google about the name of the street once we have the effective date. Mr. Carrol added that the current Resolution does not have an effective date so in the motion, the effective date needs to be specific. 5 Council Member Liles made a motion to adopt the Resolution to change the name of Bypass Road to Dogwood Boulevard with the effective date of March 2, 2026; the motion was seconded by Vice Mayor Mullins, carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) – McCarty. Approved Resolution No. 2649 approve the name change of Bypass Road to Dogwood Boulevard effective March 2, 2026. Under appointments to boards, commissions and committees, Mr. Peters recommended Megan Lawless to become the Town Clerk. Council Member Stovall made a motion to make Megan Lawless the Town Clerk; the motion was seconded by Vice Mayor Mullins, carried by the following vote, with all members voting: Vote 4-0- 1; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) – McCarty. Council Member Stovall commented that Mrs. Lawless has been attentive and he welcomed her aboard. Vice Mayor Mullins said she is excited and glad Mrs. Lawless is here. Council Member Liles shared his excitement. Mayor Grose shared appreciation for the work Mrs. Lawless has done so far. He said she has come to the position with a lot of professionalism. Mrs. Lawless shared appreciation for the warm welcome. Under reports from committees, there were no reports this evening. Under Town Manager’s Projects Updates, Mr. Peters acknowledged that tonight’s agenda was short due to the time of year. He went on to explain that the next agenda will have more items. Mr. Peters let Council know the Groundbreaking Ceremony for the hotel is on September 16th at 4:00 p.m., and the Ribbon Cutting Ceremony for the Cleveland Commons will be on September 23rd at 4:30 p.m. The ribbon cutting will include a brief tour of the facility. 6 Under Council and Mayor comments, Council Member Stovall commented on National Night Out and how great it was. He has received some positive comments from citizens about the hotel project. Vice Mayor Mullins commented on National Night Out as well by saying it was great to see it grow this year. She complimented Public Works and the talent within that department which allows us to host in-house events such as this one. On behalf of Council Member McCarty, Vice Mayor Mullins gave a shout out to Our Daily Bread. Council Member Liles also commented on National Night Out and complimented the new set up of vendors and how the entire parking lot was utilized. Mayor Grose agreed with all the comments on the National Night Out event. He acknowledged that while it was a light agenda, there are plenty of projects going on around the Town as previously mentioned. No other comments were offered. Vice Mayor Mullins made a motion to adjourn the meeting; the motion was seconded by Council Member Liles and carried by the following vote 4- 0-1; Yeas (4) – Liles, Mullins, Stovall, Grose; Nays (0) – None; Absent (1) – McCarty. Meeting Adjourned at 6:41 p.m. ATTEST: _______________________________ Megan K. Lawless, Town Clerk APPROVED: _______________________________ Bradley E. Grose, Mayor Meeting Date September 16, 2025 Department Public Works Issue Consider adoption of a Resolution appropriating funds in the amount of $22,900.00 for the receipt of an insurance claim made on a traffic signal pole that was damaged by a motor vehicle. Summary On July 6, 2025, a motor vehicle collided with the traffic signal pole located at the intersection of Hardy Rd and Bypass Rd causing damage to the pole, mast arm and signal heads. A check in the amount of $22,900.00 has been received from Virginia Risk Sharing Association (VRSA) and deposited in Revenue Account 10035003 190204 Recoveries and Rebates. The check less the deductible of $2,500.00 is for the payment of the repair invoice. It is necessary to appropriate the $22,900.00 to Public Works, Traffic Signs and Street Lights, Account 10041324 503000 Contractual Services to pay the repair invoice when received. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 16, 2025, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, on July 6, 2025, a motor vehicle collided with the traffic signal pole located at the intersection of Hardy Rd and Bypass Rd; and WHEREAS, the proper insurance filing was made to the Virginia Risk Sharing Association (VRSA), and a check has been received into the Revenue Account 10035003 190204 – Recoveries and Rebates in the amount of $22,900.00; and WHEREAS, in order that the repair invoice can be paid when the invoice is received, it is necessary for the Vinton Town Council to appropriate the funds from the Revenue Account 10035003 190204 – Recoveries and Rebates to the Public Works Operating Budget Account Number 10041324 503000 Contractual Services. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER: 99999999 334401 Appropriations $22,900.00 99990000 334404 Estimated Revenue $22,900.00 FROM REVENUE: 10035003 190204 Recoveries and Rebates $22,900.00 TO EXPENDITURE: 10041324 503000 Contractual Services $22,900.00 This Resolution adopted on motion made by Council Member______ , seconded by Council Member ___________________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ______________________________________ Megan K. Lawless, Town Clerk Meeting Date September 16, 2025 Department Public Works Issue Consider adoption of a Resolution appropriating funds in the amount of $251.20 received for scrap metal to the Public Works budget. Summary A check for $251.20 has been received from D. H. Griffin Wrecking Co., Inc. and deposited in Revenue Account 10035003 190204 Recoveries and Rebates. The check is for scrap metal from the Public Works Department. It is necessary to appropriate the $251.20 to Public Works Administration Operating Budget Account Number 10041104 505040, Maintenance Highways, Streets and Bridges Admin Other. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, SEPTEMBER 16, 2025, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA WHEREAS, the Town of Vinton had scrap metal from the Public Works Department through D. H. Griffin Wrecking Co., Inc.; and WHEREAS, the revenue received from the scrap metal has been received into the Revenue Account 10035003 190204– Recoveries and Rebates in the amount of $251.20; and WHEREAS, in order that the money can be used for maintenance and repairs to Public Works building, it is necessary for the Vinton Town Council to appropriate the funds from the Revenue Account 10035003 190204 – Recoveries and Rebates to the Public Works Operating Budget Account Number 10041104 505040, Maintenance Highways, Streets and Bridges Admin Other Maintenance Cost. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following transaction: BUDGET ENTRY GENERAL LEDGER: 99990000 334401 Appropriations $251.20 99990000 334004 Estimated Revenue $251.20 FROM REVENUE: 10035003 190204 Recoveries and Rebates $251.20 TO EXPENDITURE: 10041104 505040 Maintenance Highway, Streets Adm Other $251.20 This Resolution adopted on motion made by Council Member______ , seconded by Council Member ___________________, with the following votes recorded: AYES: NAYS: APPROVED: Bradley E. Grose, Mayor ATTEST: ______________________________________ Megan K. Lawless, Town Clerk Meeting Date September 16, 2025 Department Council Issue Proclamation – Extended Stay America Summary The development of the new Extended Stay America Premier Suites hotel represents a significant investment in the future of our town. Attachments None Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, the development of the new Extended Stay America Premier Suites hotel, located at 525 S. Pollard Street in Vinton, represents a significant investment in the future of our town; and WHEREAS, Mitesh Amin, Managing Partner for KARA Hospitality, a distinguished leader in the hotel industry, recognized the market demand for lodging and partnered with the town to bring the first Extended Stay America Premier Suites hotel to the community; and WHEREAS, the development brings a 92 room four story hotel with a $12 million investment and the creation of 10 new construction, hospitality, and management jobs; and WHEREAS, the Extended Stay America Premier Suites hotel will attract visitors, business travelers, and tourists, thereby increasing tax revenue and stimulating the local economy; and WHEREAS, the project includes sustainable design and construction practices demonstrating a commitment to environmental stewardship; and WHEREAS, the Extended Stay America Premier Suites hotel will enhance our town’s downtown revitalization efforts and serve as a modern and welcoming destination for visitors. NOW, THEREFORE, Mayor Bradley E. Grose and the Vinton Town Council, on behalf of the citizens of our town, hereby recognize and commend KARA Hospitality LLC for their outstanding contributions to our community through the development of the Extended Stay America Premier Suites hotel. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia, to be affixed on this 16th day of September 2025. _____________________________________ Bradley E. Grose, Mayor Meeting Date September 16, 2025 Department Council Issue Proclamation – Constitution Week Summary September 17-23 is National Constitution Week to commemorate its history and importance and bring attention to how it serves still today. Attachment Proclamation Recommendations Present Proclamation Town Council Agenda Summary PROCLAMATION WHEREAS, September 17, 2025, marks the two hundred and thirty-eighth anniversary of the drafting of the Constitution of the United States of America by the Constitutional Convention; and WHEREAS, it is fitting and proper to accord official recognition to this magnificent document and its memorable anniversary; and to the patriotic celebrations which will commemorate the occasion; and WHEREAS, Public Law 915 guarantees the issuing of a proclamation each year by the President of the United States of America designating September 17 through 23 as Constitution Week, NOW, THEREFORE, Mayor Bradley E. Grose and the Vinton Town Council, on behalf of the citizens of our town, proudly proclaim the week of September 17 through 23 as Constitution Week. IN WITNESS WHEREOF, I have set my hand and caused the seal of the Town of Vinton, Virginia, to be affixed on this 16th of September 2025. _____________________________________ Bradley E. Grose, Mayor Meeting Date September 16, 2025 Department Police Issue Introducing new employees 1. Officer Anthony Walker 2. Officer Jeremy Marsh Recognition of Officer Jake Miller for transferring to the Criminal Investigation Division as a detective. Attachments None Recommendations N/A Town Council Agenda Summary Meeting Date September 16, 2025 Department Public Works Issue Public Works Committee Summary The Public Works Committee met on September 10, 2025. Bo Herndon, Public Works Director, will be present to provide a report to Council on what the Committee discussed. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date September 16, 2025 Department Finance Issue Finance Committee Summary The Finance Committee met on September 16, 2025. Andrew Keen, Finance Director, will be present to provide a report to Council on what the Committee discussed. Attachments None Recommendations Consider a motion to approve Financial Statements for July and August, 2025. Town Council Agenda Summary