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HomeMy WebLinkAbout6/2/2026 - Regular 1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, June 2, 2026 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 May 19, 2026. F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Street Sign Sale Presentation with Boys and Girls Club – Jill Acker, Assistant Director of Public Works 2. Introduce the new director of finance – Cody Sexton, Deputy Town Manager 3. Introduce new police officer – Fabricio Drumond, Chief of Police G. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES 1. Consider adoption of a Resolution appointing a Town Treasurer – Cody Sexton, Deputy Town Manager 2. VML Policy Committees – Megan Lawless, Town Clerk H. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions about issues not listed on the agenda. I. BRIEFINGS 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. ITEMS REQUIRING ACTION 1. Consider adoption of an Ordinance approving the Town of Vinton, Virginia budget for fiscal year beginning July 1, 2026, and ending June 30, 2026 – Richard “Pete” Peters, Town Manager 2. Consider a motion to adopt a Resolution authorizing the renewal of the Town of Vinton Employees’ group health insurance coverage with The Local Choice Program for the contract year July 1, 2026, through June 30, 2027. – Donna Collins, Director of Human Resources & Risk Management 3. Consider adoption of a Resolution authorizing the Town Manager to update the Collaboration Agreement with the Vinton Area Chamber of Commerce – Mandy Adkins, Director of Cultural Placemaking and Events 4. Consider the adoption of a Resolution authorizing the Town Manager to update the Collaboration Agreement with the Vinton Historical Society to operate the Vinton History Museum. – Mandy Adkins, Director of Cultural Placemaking and Events K. PUBLIC HEARING L. REPORTS FROM COMMITTEES 1. Public Works Committee – Jill Acker, Interim Director of Public Works M. TOWN ATTORNEY N. TOWN MANAGER’S PROJECT UPDATES/COMMENTS O. COUNCIL AND MAYOR P. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS AND TOWN EVENTS: June 16, 2026 – 3:00 p.m. – Finance Committee Meeting – TOV Annex June 19, 2026 – Town Offices Closed in Observance of Juneteenth July 3, 2026 – Town Offices Closed in Observance of Independence Day 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 2, 2026 Department Town Clerk Issue Consider approval of the minutes of the Regular Meeting of May 19, 2026 Attachments 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, MAY 19, 2026, 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 Sabrina M. McCarty Michael W. Stovall MEMBERS ABSENT: Keith N. Liles STAFF PRESENT: Richard Peters, Town Manager Cody Sexton, Deputy Town Manager Megan Lawless, Town Clerk Jeremy Carroll, Town Attorney Tiffany Stewart, Interim Director of Finance Kimberley Ramsey, Interim Town Treasurer Fabricio Drumond, Chief of Police Jill Acker, Interim Director of Public Works Administration Jason Davison, General Services Manager Andrew Critcher, Crew Leader Mandy Adkins, Director of Cultural Placemaking and Events Judy Cunningham, Museum Coordinator Mayor Grose called the meeting to order at 6:00 p.m. The Town Clerk called the roll with Council Member McCarty, Council Member Stovall, Vice Mayor Mullins, and Mayor Grose present. After a Moment of Silence, Council Member Stovall led the Pledge of Allegiance. Announcements, and Council Activities, Council Member McCarty announced the following events: May 25 – Town offices will be closed in observance Lieutenant Michael P. Murphy; June 13 – Mingle in Farmers’ Market. Vice Mayor Mullins announced the following Council activities: May 13 – Mayor Grose attended Good Morning Series with Virginia Blue Ridge; May 13-15 – McCarty and Council Member Stovall attended the Small Towns Conference; May 14 – Mayor Grose attended the Roanoke Valley Alleghany Regional 19 – attended the Finance Committee meeting. 2 Requests to postpone, add to or change the order of agenda items, no requests were offered. Council Member Stovall made a motion to approve the Consent Agenda as presented; the motion was seconded by Vice Mayor Mullins and voting: Vote 4-0-1; Yeas (4) - 5, 2026. Under Awards, Introductions, Presentations, Proclamations, Council Member Stovall read the proclamation for ALS Awareness Month. Mrs. Cunningham and her family were present to accept who was diagnosed with ALS in April. Council for spreading awareness of this disease. was present to accept the proclamation and briefly shared his journey with this diagnosis. Council Member McCarty read the proclamation for National Public Works Week. Mrs. Acker accepted Department. Achievement placing 3rd in the Bucket Truck Competition, Jason Davison for placing 1st Competition and 2nd Competition and Chris Lawhorn (not present at the meeting) for placing 1st Works (SWVA- Berglund Center on April 8, 2026. Also, there was recognition of Andrew Critcher for placing 3rd in the Mini-Excavator Competition and Jason Davison for placing 1st in the Bucket Truck Competition at the APWA Mid-Atlantic Roadeo in Ocean City, Maryland on May 13, 2026. Lastly, Mr. Sexton GFOA Distinguished Budget Award for FY2025- 2026. 3 Under Citizens’ Comments and Petitions, Mr. George Baldwin spoke in support of the Vinton Police Department Drumond and Deputy Chief Lawless. He continued to share that he has watched the Town grow over the years and reminded Council to pay, honor and support the police officers. community involvement, morale, promotion of the Town and an overall lack of connection between Town leadership, employees, and residents. She continued to express concern about an employee review leadership practices and work culture within the current administration to ensure employees are being treated professionally, ethically and with the respect they have earned through years of service and work to rebuild community engagement. Ms. Gloria Charlton requested a community churches, and others before this year’s election to from Vinton to be hired for projects. Under Briefings, Mr. Peters provided a PowerPoint presentation on the recommended budget for FY27. This presentation is on file at the record. Mr. Peters provided an overview of revenue trends, organizations, CIP priorities, and th budget review. sustainable; however, Mr. Peters projects them to level off or decrease in some areas in the short- term. The Fund balance reserves of one-time money has been used frequently for community improvements replacement of acquiring properties for redevelopment. 4 Expenses are expected to outpace revenues; however, there are positive revenue sources coming in the future such as the hotel, increased pari-mutuel tax, Vinton Business Center residential tax and the redevelopment of Gish Mill. Major revenue sources include real estate taxes at $525,000, personal property taxes and vehicle license fees $944,151, state sales taxes at $1.65 million, meals taxes at $2.1 million, and pari-mutuel taxes at $3.5 million. Mr. Peters asked if there were any questions. None were spoken. approximately $1.0 million with investments at $2.5 million. The Capital Fund operating cash balance is approximately $976,000 with investments at $4.9 million. Fund balances have been drawn down for projects such property acquisitions. Personnel expenses are the largest portion of the budget with a 3% COLA raise. Originally, the draft budget included 2% COLA, but Council asked staff to revisit the COLA. The mid-year bonuses will be maintained, and the budget will absorb the health insurance premium increase. equipment replacement, economic development. Community contributions such as, but not limited to, Vinton Dogwood Festival, Boys & Girls Clubs of Commerce and the Vinton Volunteer First Aid Crew along with joint local government services such as Roanoke Valley CATV- Valley-Alleghany Regional Commission, Roanoke Valley TPO, and Roanoke Regional Partnership all total $97,593.89. Mr. Peters asked if there were any questions. None were spoken. FY27 CIP proposed budget is $1.795 million. Some 5 facility at Gearhart Park, Community Center and Farmers’ Market design and construction. The FY27 budget is expected to be adopted at the next Town Council meeting on June 2, 2026. presentation. Mayor Grose thanked everyone who worked on the going in the Town. excited about the Town and it shows in the number of issued Town’s ability to provide a 3% COLA increase and Lastly, he commented on what Mr. Baldwin said, in that police officers do not make enough money and that we should focus on them and the Public Works Department. Under Items Requiring Action, presented a Resolution in support of a newly established RFP Subcommittee under the Community Development Committee. This RFP Subcommittee is to maintain consistent, transparent, and efficient processes for the review of RFP’s for projects within the Town. communication and insight into what the Town is trying to accomplish. Mr. Carroll proposed an edit to the Resolution in paragraph 3 to allow Council, not just the Mayor, the authority to appoint and remove members and Town employees from the subcommittee. Mayor Grose agreed with the edit. Vice Mayor Mullins made a motion to adopt a Resolution Town Council in support of establishing the RFP Subcommittee, the motion was seconded by Council Member Stovall following vote, with all members voting: Vote 4-0- 1; Yeas (4) -McCarty, Stovall, Mullins, Grose; Nays Adopted Resolution No. 2672 adopting the RFP Subcommittee. 6 Under Public Hearing, Mayor Grose opened the public hearing at 7:09 p.m. for consideration of public comments regarding the proposed FY2026- 2027 Town of Vinton Budget. Given that Mr. Peters presented the recommended Council if they had any comments or questions. No comments or questions were offered. Mayor Grose asked if there were public comments. None were spoken. questions or comments. None were spoken. Mayor Grose officially closed the public hearing at 7:11 p.m. FY2026- 2026. Under Public Hearing, Mayor Grose opened the second public hearing at 7:11 p.m. for Memorial to be effective July 1, 2026. Mrs. Adkins provided a PowerPoint presentation. office as part of the permanent record. Mrs. Adkins shared that the Vinton War Memorial is under construction for a major renovation. The rental fees have not been updated since 2018. As staff prepare for the reopening of the Vinton War Memorial, it is time to reconsider updating the fees. The proposal includes two packages Signature Experience” is $6,500 for the weekend and $5,500 for weekdays. This package provides access to the building for two days and full setup of tables and chairs. “The Grand Affair” adds linens, weekends and $6,250 on weekdays. Opened public hearing at 7:09 p.m. Closed public hearing at 7:11 p.m. 7 There are optional add-on Experience and The Grand Affair packages such as a dedicated Day- timelines, vendors and ceremony coordination for etc., the fee is $350. Optional add- include linens for $15 per table, $150 for dishware, cleanup of centerpieces. reception event. Feedback from Council at the FY27 Budget Work That adjustment has been made. Proposed hourly rates are split between weekday rates Monday – Friday – Sunday and then broken down by room Ballroom is the combination of the South and North Ballrooms. The minimum rental time is four hours with the ability to rent additional hours up to eight hours. A four-hour block on a weekday in the Dogwood Ballroom will cost $1000, and the eight-hour block will cost $1,500. A four-hour block on the weekend in the Dogwood Ballroom will cost $1,320, and the eight-hour block will cost $1,800. If a client has more than 120 guests, they will be Library. Mrs. Adkins asked Council if they had questions or comments. Vice Mayor Mullins asked about the ability to rent 8 Mrs. Adkins advised we have the ability to rent the parking lot. In the FY27 Budget Work Session, it was discussed that if clients could rent the parking proposed rental rates. Mr. Stovall shared that this was discussed earlier recommendation to remove the option to rent the parking lot at the Vinton War Memorial and rent out the parking lot at Walnut Avenue instead. He also parking lot only on Sundays. that tonight is for the adoption of the fees and then consideration to include the feedback from Council Member Stovall. Mayor Grose shared that this is really complicated with a lot of moving parts, but that Mrs. Adkins has possible. Mrs. Adkins clarified that the parking lot is still listed in the proposed rental rates, so if Council wants to take that out, a change can be considered for the Resolution and should be noted in the motion. (beyond standard guest parking) require rental of both the Dogwood Ballroom and Library. requested staff be given the opportunity to look at other options. Vice Mayor Mullins agreed. Mr. Peters said he does not believe we are going to have a lot of trouble reserving the building. The parking lot is not requested very often. language was in the proposed rate sheet because if someone rents the parking lot, but then someone else wants The Grand Affair package, they cannot rent it because the parking lot is not available. 9 Mayor Grose said that was a good point. recommendation is to take it out and let staff look at other options. For public comments, Mary Beth Layman asked if the rental of the front lawn ties into the parking lot. Mrs. Adkins advised that the lawn was discussed decided not to rent the lawn. Mr. Peters shared that we are more equipped to host events downtown than we were before, so we have the ability to use other amenities. Council Member Stovall said that we may need to advertise all the different locations the Town has for events. Mayor Grose asked if there were any more public comments. No additional public comments were offered. Mayor Grose asked if there was anything else to be discussed. No additional comments were offered. Mayor Grose closed the public hearing at 7:26 p.m. Council Member Stovall said the question again. Mr. Carroll asked for clarification on the ability to rent the parking lot or not. Council Member Stovall said the proposed rental rates sheet includes the option to rent the parking lot. He then asked if he had to make a motion to remove it out of the proposed rental rates sheet to give staff the opportunity to research it further. removed in order for staff to look into the issue to then come back with a follow-up recommendation. rental rates sheet says, Library” and it lists utilizing the parking lot as event Closed public hearing at 7:26 p.m. 10 requires the rental of the Dogwood Ballroom and the Library. Council Member Stovall expressed that if someone rents the parking lot, the Dogwood Ballroom and the Library, signs a contract they have now tied the parking lot up. Three days later, someone calls and wants the - - acknowledged the revenue difference. revenue loss because that is why the parking lot rental requires rental of the building as well. Staff were trying to give opportunities for the parking lot because they do not know what events may come up. Mr. Peters proposed not renting the parking lot as event space. agreed. Mr. Carroll then advised Council to make a motion to approve the rates as proposed except removing the ability to rent the parking lot as event space. makes that motion of which he said yes. Council Member Stovall adopt a Resolution parking lot as event space, seconded by Vice Mayor Mullins and carried by the following vote, with all members voting: Vote 4-0- 1; Yeas (4) -McCarty, Stovall, Mullins, Grose; Nays (0); Absent (1) – Liles. Mayor Grose made one additional comment. It is valley. Mrs. Adkins confirmed. Under Public Hearing, Mayor Grose opened the third public hearing at 7:30 p.m. for consideration Adopted Resolution No. 2673 rates as proposed except removing the ability to rent the parking lot as event space. Opened public hearing at 7:30 p.m. 11 for the purchase of real property in the total amount of $260,000. Mr. Sexton shared that the first transfer is for the purchase of the property that has been identified in the downtown and then ratifies the execution of a Purchase Agreement for that property. The Purchase Agreement has been executed by Mr. Sexton, so the Resolution ratifies his signature as well. $10,000. unassigned fund balance in the General Fund. Mr. Peters added that there is a press release that has been issued to provide additional background on the property. He shared it is very important for redevelop that site appropriately. Mayor Grose asked if there were public comments. None were spoken. questions or comments. excited to see this move forward. owners for working with the Town. There were no additional comments. Mayor Grose closed the public hearing at 7:34 p.m. Council Member McCarty adopt an Vinton’s FY2025- funding for the purchase of real property in the total amount of $440,000, the motion was seconded by Vice Mayor Mullins vote, with all members voting: Vote 4-0-1; Yeas (4) -McCarty, Stovall, Mullins, Grose; Nays (0); Absent Closed public hearing at 7:34 p.m. Adopted Resolution No. 2674 to amend the Town of Vinton’s FY2025-2026 budget to appropriate funding for the purchase of real property in the total amount of $440,000 12 Under Appointments to Boards/Commissions/Committees, staff recommended members may be considered for reappointment. Council Member Keith Liles Council Member Sabrina McCarty Josh Mullen Alexander Jones Jeremy Holmes The following Town staff will be on subcommittee: Richard Peters Jill Loope Nathan McClung appointed members. provide recommendations with no authority to take action or make decisions. Vice Mayor Mullins made a motion to appoint Council Member Keith Liles, Council Member Sabrina McCarty, Josh Mullen, Alexander Jones, and Jeremy Holmes the next Town Council election, seconded by Council Member Stovall and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) -McCarty, Stovall, Mullins, Grose; Nays (0); Absent (1) – Liles. Under Reports from Committee, Mrs. Stewart provided a report on what the Finance Committee discussed at the meeting on May 19, 2026. An RFP has been issued for the financing of the Vinton War Memorial renovation project. remain sufficient to meet budget goals. Operating cash and investments total $8.7 million which is a 15% increase over March’s balances. Appointed members to the RFP Subcommittee with terms effective immediately and expiring on election. 13 General Fund revenues stand at $9.9 million, which is 71% of the budget. jump in revenue for the remainder of the fiscal year due to personal and real estate tax collection. As of April 30, personal property and VLF totaled $5,100. allocated budget. This is due to the completion of capital projects. greenway disc golf course, and the final payment for the park equipment and installation. Expenditures are in line with budget expectations. All departments have used between 70- their budget. Council expressed appreciation for the report. Council Member Stovall made a motion to approve the April 30, 2026, Financial Statements, the motion was seconded by Vice Mayor Mullins and carried by the following vote, with all members voting: Vote 4-0-1; Yeas (4) - Mullins, Grose; Nays (0); Absent (1) – Liles. Approved the Financial Statements from April 30, 2026. Under Town Attorney, no comments were offered. Under Town Manager’s Projects Updates, Mr. Peters shared that paving should be wrapping up tonight. Striping will take place next week not only on Virginia Avenue and Hardy Road, but along Mountain View Road and Clearview Drive. donation of $50,000 towards the museum lift. The Vinton Historical Society has signed a contract cargo lift. Under Council and Mayor Comments, Mayor Grose invited Mrs. Layman to share details about 14 Story. Performances will be on June 12, June 13 and June 14. There is an option to purchase dinner for the 7:00 p.m. shows on Friday and Saturday. Vice Mayor Mullins complimented the Small Towns Conference. She is excited to celebrate the Public Works Department during Public Works Week. Council Member McCarty gave a shoutout to KFC for bringing gratitude for the staff and reminded everyone that Town Council meets twice a month. coverage of the increased insurance premium for staff. There were no additional comments offered. Vice Mayor Mullins made a motion to adjourn the meeting; the motion was seconded by Council Member McCarty and carried by the following vote 4-0-1; Yeas (4) – McCarty, Stovall, Mullins, Grose; Nays (0) – None; Absent (1) – Liles. ATTEST: _______________________________ Megan K. Lawless, Town Clerk Meeting Adjourned at 7:53 p.m. APPROVED: _______________________________ Bradley E. Grose, Mayor Meeting Date June 2, 2026 Department Public Works Summary The Public Works Department replaced the street signs throughout the Town, and it was decided that we would sell the signs at the annual Dogwood Festival for $10.00 each with the proceeds to be donated to the Boys and Girls Club. A check in the amount of $3,057.00 will be presented to the Boys and Girls Club at the Council meeting. Attachments None Recommendations No action required Town Council Agenda Summary Meeting Date June 2, 2026 Department Finance Issue New Finance Director Summary The Deputy Town Manager will introduce Tiffany Stewart as the new Director of Finance. Attachments None Recommendations No Action Required Town Council Agenda Summary Meeting Date June 2, 2026 Department Police Issue New police officer introduction Summary Chief Drumond will introduce Jason Sawicki, the Police Department’s newest police officer, to Town Council. Attachments N/A Recommendations No Action Required Town Council Agenda Summary Meeting Date June 2, 2026 Department Council Issue Consider adoption of a Resolution appointing a Town Treasurer Summary Kimbereley Ramsey has successfully filled the position of Interim Treasurer. Staff recommends Council to appoint her as the Town Treasurer. Attachments Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 2, 2026, AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA 24179. WHEREAS, Kimberley Ramsey has successfully filled the position of Interim Town Treasurer and Council now desires to appoint Kimberley Ramsey as the Town Treasurer. NOW, THEREFORE, BE IT RESOLVED that Vinton Town Council does hereby appoints Kimberley Ramsey as the Treasurer in the Town of Vinton effective June 8, 2026. This Resolution adopted on motion made by, seconded by, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Megan Lawless, Town Clerk Meeting Date June 2, 2026 Department Council Issue Consider nominations for the 2026 VML Policy Committees Summary The Virginia Municipal League is accepting nominations for its 2026 Policy Committee. CED: Council Member Liles Jill Loope Finance: Mayor Grose Cody Sexton General Laws: Vice Mayor Mullins Megan Lawless HD&E: Council Member McCarty Donna Collins Infrastructure: Council Member Stovall Richard Peters Attachments 2026 VML Policy Nominations Memo Recommendations Motion to nominate and approve slate of committee assignments Agenda Summary 1 VML’s Policy Committee Process Each year the Virginia Municipal League convenes policy committees to involve members in the development of policy statements to guide the League staff and members through the coming year. Policy committees give members an opportunity to hear from subject matter experts on issues of interest and to talk with colleagues from VML’s member localities about issues of common concern. Policy committees also help develop potential positions for inclusion in VML’s Legislative Program by looking at issues referred to the committee by the Legislative Committee and providing input to that Committee. The policy committees meet once during the year, typically in late July. Meetings will be held on Zoom. FAQs about policy committees What is the role of the policy committees? Policy committees receive briefings on select statewide issues, consider additions and updates to the policy statement, and develop legislative recommendations for the Legislative Committee to consider. How are policy committees appointed? Policy committee membership consists of elected, appointed officials and senior staff/department heads of full-member local governments. Nomination information is sent in the spring to each locality, and each local government determines which of its officials/staff will be nominated for each of the five policy committees. Each local government may nominate up to two people per policy committee, at least one of whom must be a governing body member. What are the benefits of serving on a policy committee? VML policy committees offer members an opportunity to learn about current and emerging statewide issues affecting local governments, to develop through policy statements the broad philosophical framework that guides the league, and to network with local officials with similar policy interests. How many policy committees are there? There are five policy committees: 1) community and economic development; 2) finance; 3) general laws; 4) human development and education; and 5) infrastructure (addressing transportation and natural resources issues). What issues does each policy committee cover? • Community & Economic Development: Authority, administration, and funding of the full range of community and economic development issues, including business development and retention, international competitiveness, infrastructure development and investment, planning, land use and zoning, blight, enterprise zones, housing, workforce development and historic preservation. 2 • Finance: Powers, organization, and administration of local government financing, including taxing authority, debt financing, state aid to local governments and state and federal policies affecting local finance issues. • General Laws: Powers, duties, responsibilities, organization, and administration of local governments, including state-local and interlocal relations, conflicts-of-interest, freedom-of- information, information management, personnel, telecommunications, utilities, and law and courts issues. • Human Development and Education: Management and funding of human services including social services, behavioral health, CSA, juvenile justice, jails, health, and prek-12 public education. • Infrastructure: Development, management, maintenance, and funding of environmental programs including water resources and quality, air quality, and waste management as well as transportation system management and funding. What is a policy statement? Each policy committee develops a policy statement that covers issues in its respective area. The policy statement expresses the views of VML’s membership on matters of interest to local governments. The statement generally addresses broad, long-term, and philosophical positions. The VML membership approves the policy statements at the business meeting held during the VML annual conference. How do policy statements differ from VML’s legislative program? Policy statements are general and longer-term in nature. They reflect local governments’ positions on a range of issues. The Legislative Program addresses specific issues of an immediate nature. It is limited to legislative positions that VML expects to lobby on during the upcoming legislative session. Meeting Date June 2, 2026 Department Administration Issue Consider adoption of an Ordinance approving the Town of Vinton, Virginia budget for the fiscal year beginning July 1, 2026, and ending June 30, 2027. Summary This year’s budget represents a balanced budget with a cautiously optimistic outlook. The proposed FY27 Budget for the General Fund totals $15,404,943, which represents an increase of 13.63% or $1,847,762 over the previous fiscal year. The proposed FY27 Budget for all funds totals $17,203,943, which represents an overall increase of 22.35%. This overall increase for all funds is primarily due to the large transfer of funds from the General Fund to the Capital Fund for one-time projects. RECOMMENDED BUDGET ALLOCATION BY FUND Allocation by fund, as well as a comparison to the previous FY26 budget, is as follows: Proposed FY27 Adopted FY26 $ Variance % Variance Total 17,203,943 14,061,181 3,142,762 22.35% The Notice of this Public Hearing was advertised in The Vinton Messenger on May 7 and May 14, 2026. A more detailed presentation will be given to Council by staff during the Public Hearing. Attachments Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD ON TUESDAY, JUNE 2, 2026, AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town Charter requires that a budget be adopted by July 1st for the new fiscal year; and WHEREAS, the Council has reviewed the proposed budget and is of the opinion that the Town government can operate for the twelve-month period beginning July 1, 2026, to June 30, 2027, with the revenues and expenditures contained in the attached budget; and WHEREAS, any funds appropriated in this budget to any Town department may be used as participating funds in any Federal Aid Programs for like purposes, with the prior approval of the Town Council. NOW, THEREFORE, BE IT ORDAINED by the Council of the Town of Vinton, Virginia, that the budget for the fiscal year beginning July 1, 2026, and ending June 30, 2027, be set forth herein. BE IT FURTHER ORDAINED that this ordinance provides for the daily operation of the Department of Law and the Department of Finance, and in an emergency. BE IT FURTHER ORDAINED that this Ordinance takes effect July 1, 2026. This Ordinance adopted on motion made by __________, seconded by ____________, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _____________________________________ Megan Lawless, Town Clerk Revenues Total All Funds General Fund $15,404,943 Grant Fund $4,000 Capital Fund $1,795,000 Total Revenues $17,203,943 Expenditures General Fund: Town Council $189,302 Town Manager's Office 606,581 Commonwealth Attorney 60,000 Town Attorney 35,000 Human Resources 330,387 Treasurer/Finance Department 964,611 Independent Auditors 90,000 Police Department 3,437,220 Animal Control/Community Services 7,656 Communications Contract Services 150,000 Fire & EMS 2,584 Public Works/Highway Maint Admin 590,037 Highway, Streets, Bridge Maintenance 1,879,560 Traffic Signs and Street Lights 105,360 Snow and Ice Removal 30,983 Refuse Operations 653,442 Recycling 64,096 Building and Grounds Admin 438,715 Health Department Bldg 25,450 Vinton War Memorial and Senior Ctr 615,606 Special Programs 293,178 Community Programs Overtime 15,000 Town Museum 23,489 Planning and Zoning 577,092 Economic Development 104,685 Performance Agreements 736,500 Public Transportation 80,000 Vinton Business Center 2,850 Stormwater Administration 164,748 Stormwater Street and Road Cleaning 119,328 Stormwater Operations 381,967 Debt Principal Payments 934,516 Transfer to Other Funds 1,695,000 Total General Fund $15,404,943 Grant Fund: VML Risk Management Grant $4,000 Total Grant Fund $4,000 Capital Fund: Public Works $400,000 Refuse 25,000 Building and Grounds 700,000 General Property 20,000 Parks 650,000 Total Capital Fund $1,795,000 Total Combined Expenditures $17,203,943 Meeting Date June 2, 2026 Department Human Resources Issue Consider adoption of a Resolution authorizing the renewal of the Town of Vinton Employees’ group health insurance coverage with The Local Choice Program for the contract year July 1, 2026, through June 30, 2027. Summary • The Town did receive an increase for Fiscal Year 2026/2027. • The Key Advantage 500 Plan and the Key Advantage 1000 will continue to be offered. • All employee premiums will remain at the same level. 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, JUNE 2, 2026 AT 6:00 PM IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Town of Vinton has participated in the State’s group health insurance program (The Local Choice Health Benefits Program) since July 1, 1990; and WHEREAS, each year, participants of the program are required to submit a renewal acceptance to the Virginia Department of Human Resource Management for the new contract year. NOW, THEREFORE, BE IT RESOLVED, that the Vinton Town Council does hereby authorize renewal of the Town of Vinton Employees’ group health insurance coverage with the State of Virginia (The Local Choice Program) for the contract year July 1, 2026, through June 30, 2027. This Resolution was adopted on motion made by, seconded by, with the following votes recorded: AYES: NAYS: APPROVED: ______________________________ Bradley E. Grose, Mayor ATTEST: _________________________________________ Megan Lawless, Town Clerk Meeting Date June 2, 2026 Department Community Programs Issue Consider adoption of a Resolution authorizing the Town Manager to update the Collaboration Agreement with the Vinton Area Chamber of Commerce. Summary Staff to brief Council on updates to the Vinton Area Chamber of Commerce agreement. Attachments Vinton Area Chamber of Commerce Collaboration Agreement First Amendment Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary 1 VINTON AREA CHAMBER COLLABORATION AGREEMENT FIRST AMENDMENT THIS COLLABORATION AGREEMENT (“Agreement”) is made and entered into this ___ day of ______, 2026 by and between the Town of Vinton, a political subdivision of the Commonwealth of Virginia (“Town”) and the Vinton Chamber of Commerce, Inc., a Virginia non-stock corporation (“Chamber”). The Town and Chamber may hereinafter be referred to individually as the “Party” or “Parties”. WITNESSETH: WHEREAS, the Chamber, located at 118 E. Lee Avenue, Vinton, Virginia (“Premises”), was founded to promote businesses and events within the Town or the greater Vinton Community; WHEREAS, the Chamber contracts for the use of Town-owned property from the Town to host events; WHEREAS, the Town has agreed to support various events, programs and activities hosted or held by the Chamber; and WHEREAS, the Parties desire to revise and affirm in writing the terms of their collaboration to ensure the future success of the Chamber. NOW, THEREFORE, in consideration of the Parties’ mutual obligations contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: SECTION 1 – COLLABORATION The Town will continue to collaborate with the Chamber to support the purpose for which the Chamber was established, as set out in this Agreement. Each Party shall perform the functions and duties assigned to that Party under this Agreement. SECTION 2 – TERM The initial term of this Agreement was active April 4, 2025 and ended on December 31, 2025. The First Amendment of this Agreement shall automatically renew on the next renewal date for additional one (1) year terms and continue likewise for three additional terms ending December 31, 2029 unless otherwise terminated by the Parties in accordance with the terms of this Agreement. SECTION 3 – CHAMBER FUNCTIONS AND DUTIES The Chamber shall perform the following functions and duties: 1. The Chamber will actively promote the welfare and visibility of its members and the greater Vinton business community. 2. The Chamber shall prepare an annual report on the operation of the Chamber including finances, activities, programs, volunteers, and initiatives, presenting the report at a regularly scheduled meeting of the Vinton Town Council. It will be the responsibility of the Chamber 2 to coordinate the date of the annual report with the Town Clerk for a regularly scheduled Town Council Meeting. 3. The Chamber will apply annually to the Town at least three (3) months in advance to operate a new event on Town-owned property. 4. The Chamber will be responsible for all applicable permits and inspections for its events including the Virginia Alcohol Beverage Control (ABC), the Virginia Department of Health (VDH) and the Roanoke County Fire Marshall’s Office. 5. The Chamber will remit a listing of food vendors for all Chamber Events to the Town at least 15 business days in advance of the event to verify the annual Town of Vinton Business License and applicable Meals Tax. 6. The Chamber will pay the cost for two (2) Town of Vinton off-duty police officers to provide security at all outdoor events serving liquor and/or beer. 7. The Chamber will procure and maintain during the term of this Agreement at least $2,000,000 of general liability insurance with an insurance provider reasonably acceptable to the Town. The policy shall name the Town as additional insured and shall apply to all events held on Town-owned property. The Chamber shall provide the Town with a Certificate of Insurance evidencing such coverage. 8. The Chamber will complete a Special Event Application and/or Rental Agreement for each event held on Town property by December 31st of the prior year for all events held at or within the Vinton War Memorial, Charles R Hill Community Center and Farmers’ Market. 9. The Chamber must not advertise or promote an event that is to be hosted on Town property until a Rental Agreement has been signed by both Parties. 10. The Chamber must provide a layout a minimum of one week before any event held at the Vinton War Memorial, Charles R Hill Community Center or Farmers’ Market. The Town of Vinton has ultimate authority over events held within or on Town of Vinton property. 11. The Chamber must pay in full, 30 days after the event (if an applicable paying event). 12. The Chamber will not store equipment, materials or supplies on Town property without prior approval from Town Manager or his/her designee. The small storage shed located at the Farmers’ Market has been provided for the Chamber’s exclusive storage needs. 13. The Chamber will list the Town as a primary sponsor for all events listed below. 14. The Chamber will have use of the Vinton Farmers’ Market and Stage for (a) and the Charles R. Hill Community Center for (b) at no cost for the following events. The Chamber will be responsible for all applicable rental fees associated with additional dates and will be billed at the adopted Town of Vinton Fee Schedule (full price). a. Lunch N Learn (2 hrs, 6 events) b. Mingle at the Market Concert Series (6 hrs, June through September, 8 events) 15. Lunch N Learn a. The Chamber will handle all aspects of the Invitations, RSVP’s, Itineraries, Master of Ceremonies (MC), Food and Beverages, ETC. b. The Chamber is responsible for A/V setup. c. The Chamber will retain all proceeds associated with the event after all expenses are paid (by the Chamber). d. The Chamber will perform cleanup after the event. 16. State of the Town a. The Chamber will provide a Welcome and Introduction of Mayor/Vice-Mayor. b. The Chamber will assist with Marketing the event to its members and the greater community, with marketing materials provided by the Town. 3 c. The Chamber will assist with identifying an invitation list, although the Town will manage sending the invitations and collecting RSVPs. 17. Mingle at the Market Concert Series a. The Chamber will be responsible for providing all required volunteers for the Mingle at the Concert Series, including those necessary for set-up, ticket/beer sales, general supervision and cleanup. b. The Chamber will be responsible for road and parking lot closures. i. Lee Ave and Walnut Ave may be closed no earlier than 4pm and must reopen by 11pm. ii. The Farmers’ Market parking lot may be closed no earlier than 2pm and must reopen by 11pm. c. The Chamber will ensure that the volunteers will leave the storage facility and restore Town-owned property as they found the site before the event. d. The Chamber will provide two (2) additional portable restrooms to supplement the Farmers’ Market Restrooms. e. The Chamber will retain all proceeds associated with the event after all expenses are paid (by the Chamber). f. The Chamber will perform event cleanup after the event. 18. Fall Festival a. The Chamber will be responsible for providing a minimum of six (6) volunteers for the Fall Festival, to assist with set-up, general supervision, road closures, and cleanup. b. The Chamber will handle all aspects of coordination and communication with event Crafter/Food Vendors and Entertainment. c. The Chamber will assign vendors based on the standard festival grid provided by the Town. The Chamber will provide the Town with a list of vendors and their assigned vendor space five business days before the event. d. The Chamber will retain all proceeds associated with the event after all expenses are paid (by the Chamber). e. The Chamber will provide applicable portable restrooms and handwashing stations. 19. Christmas Parade a. The Chamber will be responsible for providing a minimum of eight (8) volunteers for the evening of the Christmas Parade, to assist with float organization, set-up, general supervision and cleanup. Volunteers will be expected to attend a Volunteer Training Tuesday evening, the week of the parade. b. The Chamber will provide a report with volunteer names and contact info to the Town at one week in advance of the event. c. The Volunteer(s) must report the day of the event to the Director of Cultural Placemaking and Events, or his/her designee at the time and location specified by the Town. d. The Chamber will handle all initial aspects of coordination and communication with the event to Food Vendors and Entertainment. e. The Chamber will provide a list with contact information of food vendors to the Town no later than 15 business days before parade. f. The Chamber will provide all materials and items needed for parade float judging station, with the exception of the stage itself. g. The Chamber will retain all concession and food truck proceeds associated with the event after all applicable expenses are paid (by the Chamber). 4 SECTION 4 – TOWN RESPONSIBILITIES The Town shall perform the following responsibilities: 1. The Town will provide annual funding in an amount of up to $10,000, which the Chamber shall use for the payment of rent for its office in the Town of Vinton. The Town’s payment will be paid on a quarterly basis, upon receiving an invoice from the Chamber. 2. The Town will provide information as necessary and available to support the Chamber’s growth with new and existing businesses located within the Town. 3. The Town will provide funding up to an additional $5,000 annually to further support other mutually agreeable initiatives, marketing programs and events that are not listed below that provide for the enjoyment, promotion and awareness of the Town of Vinton. The Chamber will request the additional budget justification to the Town annually as a separate request from the rent assistance in section 4.1 above. 4. The Town will provide a designee to serve as a liaison to assist with authorization and technical guidance of Chamber Events held within the Town. 5. The Town will assist with event marketing and promotion of Chamber Events held within the Town. 6. The Town will manage all notifications to businesses, residents and commuters of road closures associated with Chamber Events held within the Town. 7. The Town will provide general public safety services for Chamber Events held within the Town through the support of in-direct services of the Police Department. 8. The Town will provide one storage unit located at the Farmers’ Market for the exclusive use of the Chamber. 9. Lunch N Learn a. The Town will provide rental of the Charles R. Hill Community Center as an in-kind donation for up to six (6) event dates. 10. State of the Town a. The Town will host the event. b. The Town will provide all furniture, centerpieces, linens and equipment set-up within the venue at the Mayor’s direction. c. The Town will handle all aspects of the Invitations, RSVP’s, Itineraries, Master of Ceremonies (MC), Food and Beverages, ETC. d. The Town will retain all proceeds associated with the event after all applicable expenses are paid (by the Town). 11. Mingle at the Market a. The Town will provide rental of the Vinton Farmers’ Market and Stage to the Chamber on the second and fourth Saturday of June, July, August and September from 4pm to 11pm. b. The Town of Vinton will provide rental of the venue as an in-kind donation for up to eight (8) event dates. c. The Town will provide use of all necessary fencing, barricades, road signage, paper products and trash receptacles associated with hosting the event. d. The Town will provide two uniformed off-duty police officers at the Chamber’s expense for each event where alcohol is planned to be served. If two off-duty Vinton officers are unavailable, the Town will assist in coordinating two officers from another jurisdiction to assist. 5 12. Fall Festival a. The Town will provide use of all necessary fencing, barricades, road signage, paper products and trash receptacles associated with hosting the event. b. The Town will provide rental of the Vinton Farmers’ Market & Stage, the Municipal Building Stage, and close portions of West and East Lee Avenue, portions of South Pollard Street, portions of South Maple Street, portions of West and East Jackson and portions of East Cleveland Ave for the event as an in-kind donation to the Chamber on a mutually agreed Saturday in October. c. The Town will close appropriate streets associated with the event at 6am and reopen them after the later of 4pm or after participants and vendors have safely exited the streets. d. The Town will provide appropriate staff to close and maintain road closures for the event, as deemed necessary by the Town Manager and the Chief of Police. e. The Town will be responsible for cleaning the sidewalks and streets from debris after the event. f. The Town will be responsible for emptying the trash receptacles after the event. 13. Christmas Parade a. The Town and Chamber will jointly market and host the Christmas Parade, with the Town serving as the lead and maintaining ultimate decision authority over the event. b. The Town will provide use of all necessary fencing, barricades, road signage, paper products and trash receptacles associated with hosting the event. c. The Town will provide the Vinton Farmers’ Market & Stage, the Municipal Building Stage, portions of Washinton Ave, portions of Gus Nicks Boulevard, portions of West and East Lee Avenue, portions of South Pollard Street, portions of South Maple Street, portions of West and East Jackson and portions of East Cleveland Ave for the event at no cost to the Chamber on the first Thursday following Thanksgiving. d. The Town will close appropriate streets associated with the event between 4pm and 5pm and reopen at approximately 10pm, or after participants and vendors have safely exited the streets. e. The Town will provide appropriate staff to close and maintain road closures for the event, as deemed necessary by the Town Manager and the Chief of Police. f. The Town will mark the streets, parking areas and sidewalks with chalk to identify the parade staging areas for floats. g. The Town will be responsible for cleaning the sidewalks and streets from debris after the event. h. The Town will be responsible for emptying the trash receptacles after the event. i. The Town will manage all parage float entries by way of online registrations. No parade float entries will be accepted by other means, such as paper, verbal, proxy, etc. Parade entries not registered by the agreed deadline will be turned away at the full and exclusive discretion of the Town. j. The Town will provide the stage float staging areas located at the War Memorial/Community Center and will use its best efforts to coordinate 6 arrangements for additional parade float staging areas from local businesses and institutions (such as Thrasher UMC, River Park Shopping, etc.). SECTION 5 – OFFICE LOCATION AND TOWN REPRESENTATION 1. The Chamber will maintain a physical office within the Town limits. 2. The Chamber will host two representatives from the Town of Vinton at their Board of Directors meetings, although the representatives will not have voting privileges. The representatives will be able to participate in discussions, and they will facilitate the sharing of information between the two Parties and provide counsel to the Chamber. The Town representatives will be: a. A member of Town Council, to be selected every two years at the organizational meeting following a Town Council election. b. The Director of Cultural Placemaking and Events. 3. The Chamber will host a representative of the Town of Vinton to their Executive Committee meetings, although the position will not have voting privileges. The representative will be able to participate in discussions, he or she will facilitate the sharing of information between the two Parties and provide counsel to the Chamber. The Town representative will be: a. Town Manager or his/her designee. 4. The Chamber President and the Council Representative will meet bi-annually to discuss the operations under this Agreement. Additional invitations to the meetings are at the discretion of the Chamber President and Council Representative. 5. Any item(s) not specifically covered in this Agreement shall be deferred to the Town Manager or his/her designee for clarification of the Town’s policy. SECTION 5 – NON-ASSIGNABILITY This Agreement or any part hereof or the administration or performance of any service provided hereunder cannot be assigned or sublet, contracted away or in any manner transferred without the prior written consent and full approval of both Parties. SECTION 6 – TERMINATION Either Party may terminate this Agreement, at its sole discretion, by providing the other Party with written notice of termination no later than November 1st of each calendar year. The Agreement shall then terminate as of December 31 of that same year. SECTION 7 – NON-APPROPRIATION If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal year, the Town will not be obligated to continue the Agreement after the end of the current fiscal period, and this Agreement will automatically terminate at the end of that fiscal year. No penalty or expense shall accrue to the Town in the event this provision applies. SECTION 8 – ENTIRE AGREEMENT; GOVERNING LAW This Agreement sets forth the entire agreement and understanding among the Parties relating to the subject matter hereof and supersedes all prior and contemporaneous agreements and 7 understandings not specifically set forth herein. This Agreement may not be modified or amended other than by written agreement, fully executed, of the Parties. The Parties agree that this Agreement shall be deemed to have been made in Virginia and that the validity and construction of this Agreement shall be governed by the laws of the Commonwealth of Virginia. Any legal action or proceedings arising out of this Agreement shall be commenced and tried in the Circuit Court of Roanoke County. IN WITNESS WHEREOF, the Parties hereto set their hands and seals: TOWN OF VINTON, VIRGINIA VINTON CHAMBER OF COMMERCE, INC. Mayor Chairman of the Board RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JUNE 2, 2026, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, the Vinton Area Chamber of Commerce (“Chamber”), located at 118 E. Lee Avenue, Vinton, Virginia (“Premises”), was founded to promote businesses and events within the Town or the greater Vinton Community; and WHEREAS, the Chamber contracts for the use of town-owned property from the Town to host events; and WHEREAS, the Town has agreed to support various events, programs, and activities hosted or held by the Chamber as outlined in the Vinton Area Chamber Collaboration Agreement; and WHEREAS, the Collaboration Agreement specifies the responsibilities and functions of both the Town and the Chamber, including event support, reporting, rental fees, permit requirements, volunteer coordination, and other terms to ensure successful collaboration; and WHEREAS, the initial term of the Agreement was active April 4, 2026, and ended on December 31, 2025, This First Amendment of this Agreement shall automatically renew for three additional one-year terms ending December 31, 2029 unless otherwise terminated as specified in the Agreement; and WHEREAS, the Agreement includes provisions for annual funding to support the Chamber’s office rent, event promotion, and mutual cooperation in hosting events such as the Mingle at the Market Concert Series, the Fall Festival, and the Christmas Parade; and WHEREAS, the Vinton Town Council recognizes the importance of this collaboration in fostering the welfare and visibility of businesses within the greater Vinton community. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to execute the Collaboration Agreement with the Vinton Area Chamber of Commerce, which shall be in a form approved by the Town Attorney. AYES: NAYS: APPROVED: _____________________________________ Bradley E. Grose, Mayor ATTEST: __________________________________ Megan Lawless, Town Clerk Meeting Date June 2, 2026 Department Community Programs Issue Consider the adoption of a Resolution authorizing the Town Manager to update the Collaboration Agreement with the Vinton Historical Society to operate the Vinton History Museum. Summary Staff to brief Council on updates to the Vinton History Museum Collaboration agreement, which increases the allocated History Museum staff hours supported by the Town from 600 hours to 750 hours, to account for the required permanent part time holiday pay and mandatory staff trainings. The Community Development Committee has reviewed the request and recommends approval by Town Council. Attachments Vinton Museum Collaboration Agreement First Amendment Resolution Recommendations Motion to adopt Resolution Town Council Agenda Summary VINTON MUSEUM COLLABORATION AGREEMENT FIRST AMENDMENT THIS COLLABORATION AGREEMENT is made and entered into this ___ day of June, 2026 by and between the Town of Vinton, a political subdivision of the Commonwealth of Virginia (“Town”) and the Vinton Historical Society, Inc., a non-stock corporation licensed to do business in the Commonwealth of Virginia (“Society”). The Town and Society may hereinafter be referred to individually as a “Party” or jointly as the “Parties”. WITNESSETH: WHEREAS, the Vinton Museum (“Museum”), located at 210 E. Jackson Avenue, Vinton, Virginia (“Premises”), was founded for the purpose of curating and displaying artifacts and other items of historical significance or interest and relating to the Town or the greater Vinton Community; WHEREAS, the Society leases the Premises from the Town; WHEREAS, the Parties have been operating the Museum at the Premises through a joint cooperative effort that has included Town financial support for the Museum and the assignment of Town personnel to work at the Museum; and WHEREAS, the Parties now desire to set out in writing the terms of their collaboration to ensure the future success of the Museum. NOW, THEREFORE, in consideration of the Parties’ continuing obligations to preserve the long history of the Town of Vinton, Virginia, for the benefit of all citizens and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree to the provisions of this Agreement as follows: SECTION 1 – COLLABORATION The Parties shall continue to collaborate on the operation and maintenance of the Museum as set out in this Agreement. Each Party shall perform the functions and duties assigned to that Party under this Agreement. SECTION 2 – TERM The initial term of this Agreement was active on July 1, 2024 and ended on June 30, 2025. The provisions of this Agreement concerning Town-paid staff and maintenance expenses for the Premises for the initial term of this Agreement shall be reduced pro-rata until the first renewal on July 1, 2025. The First Amendment of this Agreement shall automatically renew on that first renewal date for additional one (1) year terms and continue likewise for three additional terms ending June 30, 2029 unless otherwise terminated by the Parties in accordance with the terms of this Agreement. Any change in the hours for Town-paid staff or maintenance expenses that follow in Section 3, Paragraph 1 and 2, of this Agreement; may be put into effect without voiding the entire Agreement. SECTION 3 – FUNCTIONS AND DUTIES The Parties shall perform the following functions and duties: 1. The Town shall employee and assign to work at the Museum a part-time Town employee for up to 750 hours per year, consisting of 600 scheduled work hours (calculated at 4 hours per day, 3 days per week, 50 weeks per year), and 150 hours for holiday pay and mandatory employee training. The Town shall budget salary and benefits for the part-time position. The part-time employee shall be a Town employee and shall be subject to all Town personnel policies. The part-time employee will be covered by the Town’s liability policy. The Society may request that the employee work additional hours other than those set forth above, but the Society shall reimburse the Town for any and all salary and benefits required for such additional hours. The Town will consult with the Society when hiring personnel who will be assigned to the Museum; provided, however, the Town shall retain control over all personnel decisions concerning the position. The Society shall report to the Town any complaints (including complaints by third parties, Museum staff or volunteers, or Museum invitees) made concerning the employee, whether they relate to work performance, behavior, conduct, or any other matter. The Society also shall report to the Town any complaints made by the employee. 2. The Town shall budget up to $5,000 per year for maintenance and operation expenditures for the Premises. Unless otherwise agreed, any additional funds needed for the Premises shall either be paid for by the Society, allowing for review and approval by the Town before performing any planned work, or paid for by the Town, who would then be reimbursed by the Society. 3. The Town Finance Department shall prepare monthly financial statements related to personnel, operations, and capital costs for the Museum. The monthly financial statements shall be submitted to the Town Manager or his designee and made available to the Society. 4. At the conclusion of each fiscal year, the Finance Department shall prepare any true-up calculations and invoice the Society for any amounts due and payable in accordance with this Agreement. 5. The Society shall prepare semi-annual reports on the operation of the Museum to include finances, staffing, volunteers, attendance and program; presenting each report at a regularly scheduled meeting of the Vinton Town Council. SECTION 4 – HOURS OF OPERATION For purposes of the proper operation of the Museum and in order to make efficient use of the Museum as a public attraction to induce and promote tourism and generate revenue for the benefit of those businesses located within the Town of Vinton and the ancillary tax benefits therefrom, the Parties agree that the minimum hours of operation for the Museum shall be as follows: Monday, Wednesday, Friday: 10:00 a.m. – 2:00 p.m. Such hours of operation may be revised by written agreement of the Parties. SECTION 5 – NON-ASSIGNABILITY This Agreement or any part hereof or the administration or performance of any service provided hereunder cannot be assigned or sublet, contracted away or in any manner transferred without the prior written consent and full approval of both Parties. SECTION 6 – TERMINATION Either Party may terminate this Agreement, at its sole discretion, by providing the other Party with written notice of termination no later than May 1st of each calendar year. The Agreement shall then terminate as of June 30 of that same year. SECTION 7 – NON-APPROPRIATION If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal year, the Town will not be obligated to continue the Agreement after the end of the current fiscal period, and this Agreement will automatically terminate at the end of that fiscal period. No penalty or expense shall accrue to the Town in the event this provision applies. SECTION 8 – ENTIRE AGREEMENT; GOVERNING LAW This Agreement sets forth the entire agreement and understanding among the Parties relating to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings not specifically set forth herein. This Agreement may not be modified or amended other than by written agreement, fully executed, of the Parties. The Parties agree that this Agreement shall be deemed to have been made in Virginia and that the validity and construction of this Agreement shall be governed by the laws of the Commonwealth of Virginia. Any legal action or proceedings arising out of this Agreement shall be commenced and tried in the Circuit Court of Roanoke County. IN WITNESS WHEREOF, the Parties hereto set their hands and seals: TOWN OF VINTON, VIRGINIA VINTON HISTORICAL SOCIETY, INC. BOARD OF DIRECTORS Town Manager President RESOLUTION NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JUNE 2, 2026, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, LOCATED AT 3ll S. POLLARD STREET, VINTON, VIRGINIA. WHEREAS, The Vinton Historical Society currently leases from the Town property located at 210 E Jackson Avenue, Vinton, VA 24179 for the purpose of operating the Vinton Historical Society Museum, and WHEREAS, the Town finds that the Vinton Historical Society’s operation of the History Museum benefits the citizens of the community by the Society’s efforts to collect, preserve and display historically significant items relating to the Town of Vinton or of the greater Vinton Community for current and future generations of citizens and visitors to learn about the history and growth of the Town of Vinton; and WHEREAS, the Town finds that the Vinton Historical Society’s operation of the History Museum benefits the Town with the development and operation of seasonal special events and activities to market the facilities’ offerings and to fundraise for the Society’s efforts the preserve and display the items contained within the museum for the benefit of the community and the general public; and WHEREAS, the Town provides annual funding for physical maintenance and operational expenditures of the History Museum; and WHEREAS, the Town provides annual funding for a part-time employee to help staff the History Museum up to 750 hours per year, consisting of 600 scheduled work hours (calculated at 4 hours per day, 3 days per week, 50 weeks per year) and 150 hours for holiday pay and mandatory employee training; and WHEREAS, the Town wishes to outline and formalize the funding and operational agreement between the Town and the Vinton Historical Society to operate the History Museum through the adoption of a Collaboration Agreement. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby authorize the Town Manager to execute the Collaboration Agreement, which shall be in a form approved by the Town Attorney. This Resolution adopted on motion made by___________, seconded by ____________, with the following votes recorded: AYES: NAYS: APPROVED: ____________________________________ Bradley E. Grose, Mayor ATTEST: ________________________________ Megan Lawless, Town Clerk Meeting Date June 2, 2026 Department Public Works Summary The Public Works Committee met on May 27, 2026. Jill Acker, Interim Director of Public Works, will be present to provide a report to Council on what the Committee discussed. Attachments None Recommendations No action required Town Council Agenda Summary