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HomeMy WebLinkAbout7/21/2026 - Regular 1 Vinton Town Council Regular Meeting Council Chambers 311 South Pollard Street Tuesday, July 21, 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 July 7, 2026. F. AWARDS, INTRODUCTIONS, PRESENTATIONS, PROCLAMATIONS 1. Staff Introductions a. Senior Treasury Administrator – Kimberley Ramsey, Town Treasurer 2. Staff Introductions a. Manger of Guest Experiences & Events – Mandy Adkins, Director of Cultural Placemaking and Events 3. Staff Introductions a. Community Services Officer – Tim Lawless, Deputy Chief of Police G. CITIZENS’ COMMENTS AND PETITIONS - This section is reserved for comments and questions for issues not listed on the agenda. H. BRIEFINGS 1. Proposed changes to the Employee Handbook – Donna Collins, Director of Human Resources & Risk Management 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 I. ITEMS REQUIRING ACTION 1. Consider a motion to adopt an Ordinance amending Chapter 82, Street, Sidewalks, and other Public Places, of the Vinton Town Code, by adding Article VII, Use of Town Parks and Trails 82-210 and 82-211, to the Vinton Town Code. – Tim Lawless, Deputy Chief of Police 2. Consider a motion to adopt an Ordinance that permits individuals who are in charge of real property to designate the Vinton Police Department as a person lawfully in charge of the property for the purpose of barring people from ongoing upon or remaining upon the property. – Myke Caldwell, Lieutenant 3. Consider a motion to adopt an Ordinance to authorize a Temporary Cash Transaction Rounding Policy. – Kimberley Ramsey, Town Treasurer J. PUBLIC HEARING K. REPORTS FROM COMMITTEES 1. Public Works Committee – Jill Acker, Interim Director of Public Works Administration 2. Finance Committee – Tiffany Stewart, Director of Finance a. Consider a motion to approve Financial Statements for May 31 and June 30, 2026. L. APPOINTMENTS TO BOARDS/COMMISSIONS/COMMITTEES 1. Appoint members to the Greenway Committee under the newly adopted Seconded Amended and Restated Intergovernmental Agreement regarding the Roanoke Valley Greenway. – Megan Lawless, Town Clerk M. TOWN ATTORNEY N. TOWN MANAGER’S PROJECT UPDATES/COMMENTS O. COUNCIL AND MAYOR P. ADJOURNMENT NEXT COMMITTEE/TOWN COUNCIL MEETINGS AND TOWN EVENTS: August 4, 2026 – 6:00 p.m. – National Night Out – Vinton Farmers’ Market August 12, 2026 – 9:00 a.m. – Community Development Committee Meeting – TOV Annex 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. 3 August 18, 2026 – 3:00 p.m. – Finance Committee Meeting – TOV Finance Conference Room August 18, 2026 – 4:00 p.m. – Town Council Work Session on the Town Charter – Council Chambers August 18, 2026 – 6:00 p.m. – Regular Council Meeting – Council Chambers Meeting Date July 21, 2026 Department Council Issue Minutes from the Regular Meeting of July 7, 2026 Attachments Minutes Recommendations Consider a motion to approve the consent agenda as presented with the Regular Meeting minutes of July 7,2026. Town Council Agenda Summary 1 MINUTES OF A REGULAR MEETING OF THE VINTON TOWN COUNCIL HELD AT 6:00 P.M. ON TUESDAY, JULY 7, 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 Keith N. Liles Sabrina M. McCarty Michael W. Stovall STAFF PRESENT: Richard Peters, Town Manager Cody Sexton, Deputy Town Manager Megan Lawless, Town Clerk Jeremy Carroll, Town Attorney Tiffany Stewart, Director of Finance Fabricio Drumond, Chief of Police Tim Lawless, Deputy Chief of Police Anita McMillan, Director of Planning and Zoning Nathan McClung, Assistant 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 McCarty, Council Member Stovall, Vice Mayor Mullins, Grose present. After a Moment of Silence,Council Member Liles led the Pledge of Allegiance. Announcements, and Council Activities, Council Member McCarty announced the following events: July 11 – 7:00 p.m. – 10:00 p.m. – Mingle in the Market with The Kings. Vice Mayor Mullins announced the following Council activities: June 18 – Mayor Grose attended the Regional Commission Executive Committee meeting. June 23 – Mayor Grose attended the Regional Partnership-Investor Update. June 25 – Mayor Grose attended the Regional Commission Board meeting. June 25-26 - Council Member Stovall attended the VML Board meeting at Sweet Briar College. June 27 – Council Member Liles attended Mingle 2 June 29 – Council Member McCarty participated in trash pick-up with William Byrd High School and the Vinton Breakfast Lions Club. July 4 – Mayor Grose attended the Four on the 4th Race. July 4 – Mayor Grose, Vice Mayor Mullins, Council Member Liles, and Council Member Stovall attended the Independence Day Celebration. Requests to postpone, add to or change the order of agenda items, no requests were offered. Vice Mayor Mullins made a motion to approve the Consent Agenda as presented; 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. June 16, 2026. Under Awards, Introductions, Presentations, Chief Drumond introduced Josiah St. Clair. Chief Drumond expressed that Officer St. Clair will serve the citizens with integrity, courage, and compassion with a servant heart. Officer St. Clair’s wife, Samantha, badge. Council welcomed Officer St. Clair and his family. Under Citizens’ Comments and Petitions, no comments were offered. Under Briefings, McClung Improvements and a Greenway Project to include: Walnut Avenue– Phase 3 (UPC 119472) – This project will construct new sidewalk on the north and crosswalk. The project is being administered by the estimated to cost $7.7 million from the Smart Scale grant. 3 Dogwood Boulevard and Hardy Road Roundabout (UPC 124089) - The purpose of this project is to enhance safety, increase intersection capacity, and improve traffic flow by replacing the existing signalized intersection at Dogwood Boulevard and Hardy Road with a single-lane roundabout featuring three slip lanes. The project also includes relocating the entrance to installing crosswalks with pedestrian refuge islands constructing new sidewalk connections to existing pedestrian facilities. The project is being administered by the Virginia Department of Transportation and is estimated to cost $14.1 million from the Smart Scale grant and is currently in the right-of-way acquisition phase. Engineering Study (UPC 124024) - This project will from the Glade Creek Greenway Phase 2 trailhead Park. The project is being administered by the Roanoke Valley-Alleghany Regional Commissi Transportation Program. Route 24 Pedestrian Safety Improvement Project (UPC 125069) - The project includes 14 pedestrian improvements include ADA- installations, newly marked crosswalks, pedestrian extends from the signalized intersection at PFG on northward before terminating at Jefferson Avenue. This project is funded by Virginia Highway Safety $2,570,566. 4 Vinyard Road Pedestrian Safety Improvement Project - (sidewalks, ADA ramps/curb cuts, crosswalks) and the reconstruction of commercial entrances along transit access, in addition to reducing congestion. No right-of- existing right-of- from the existing roadway throughout a majority of the project area. A crosswalk will be added to the additional crosswalk on the southern portion of the low- contains 100 residential units. The project is being administered by the Roanoke Valley-Alleghany Regional Commission and estimated to cost $1,226,000. Road Safety Audit - Through the Safe Streets and Roads for All (SS4A) analysis, the Town of Vinton Street to Dogwood Boulevard, is identified on the represent the worst 10% of roadways withi project scope includes the work to complete a road safety audit (RSA), identifying safety concerns, and recommend improvements for the Har corridor. The end result will include short-and long- term recommendations that are supported by the Town and VDOT for future implementation funding. This project is funded by the U.S. Department of Transportation – Program. Vice Mayor Mullins acknowledged the time spent behind the scenes on these projects. projects assist with appearance but provide better safety. 5 Under Items Requiring Action, presented Council with the completed Annual Financial Report by Brown Edwards & Company, LLP, for FY2024. Council Member Stovall approve the Resolution as presented; the motion was seconded by Vice Mayor Mullins and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. that was put into the audit. Under Items Requiring Action, presented a Resolution to adopt the Second Amended and Restated Intergovernmental Agreement regarding the Roanoke Valley Greenway. There were no comments or questions. Vice Mayor Mullins made a motion to approve the Resolution as presented; the motion was seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. Under Public Hearing, Mayor Grose opened the public hearing at 6:34 public comments regarding convey portions of Walnut Avenue right-of-way to adjacent parcels: 060.15-03-11.00- Family LLC (1.178.29 square feet); and 060.15-03- 11.00- devel Improvements Project Phase 3, UPC #119472. Mrs. McMillan shared that this project was covered in the briefing earlier. Staff have been working with Town Attorney, Mr. Carroll, on this project and have learned that the ordinance for this conveyance will be considered at a later date after the project is completed. Mr. Carroll added that all of the documents were Adopted Resolution No. 2687 accepting the final Annual Financial Report for FY2024. Adopted Resolution No. 2688 to adopt the Roanoke Valley Greenway. Opened public hearing at 6:34 p.m. 6 ordinance and deeds, but it was realized that the construction easement is needed first, being handled by VDOT. The right-of-way conveyance does not need to be finalized until after the project is completed. Tonight’s meeting is to hold the public hearing on the issue of vacating the right-of-way and conveying these smalls portions to the Lafferty’s and the Belcher’s and not act on the ordinance at this time. There were no public comments. Council. Mayor Grose officially closed the public hearing at 6:34 p.m. and advised no action to be taken. Under Public Hearing, Mayor Grose opened the public hearing at 6:39 public comments regarding an ordinance vacating, 115.01 foot long (for a total area of 1,150 square feet), platted but unopened and undeveloped alley that extends in a northerly direction from the 500 intersection with Pine Street and bisects the parcel Parcel ID: 060.16-08-29.00-0000). Mr. McClung explained that an undeveloped alley that bisects the parcel identified as 528 East Cleveland Avenue needs to be vacated, abandoned, and discontinued. currently contains a commercial space and seven (7) residential units. The Town was aware of this alley both before and vacation/abandonment soon after its completion. There are no adverse impacts to the property or the property owners to complete this process, however and loan processes to not become problematic or . Closed public hearing at 6:38 p.m. Opened public hearing at 6:39 p.m. 7 Mr. Carroll added there are different ways to vacate road depending on what type of road or alley it is. This process is similar to what was done hotel property taken on this item. There were no public comments. Council. Mayor Grose officially closed the public hearing at 6:41 p.m. Council Member Liles made a motion to adopt the Ordinance seconded by Council Member McCarty and carried by the following vote, with all members voting: Vote 5-0; Yeas (5) – Grose; Nays (0) – None. Under Reports from Committee, there were no reports. Under Appointments to Boards, Commissions, and Committees, there were none. Closed public hearing at 6:41 p.m. Adopted Ordinance No. 1077 vacating, abandoning, and discontinuing any right, title, or interest the Town may have in a 10 foot wide, 115.01 foot long (for a total area of 1,150 square alley that extends in a northerly direction from the 500 block of East Cleveland Avenue near its parcel identified as 528 East Cleveland Avenue (Tax Parcel ID: 060.16-08-29.00-0000). Under Town Attorney, no comments were offered. Under Town Manager’s Projects Updates, Mr. Peters shared tanks have been removed with a clear report of no leakage. There will be some new employees introduced at the next meeting. He then shared appreciation to the Public Works Department, Police Department, Special Programs and Council for their support with the 4th of July event. Last, Mr. Peters stated that Chief Drumond is now Town. 8 Under Council and Mayor Comments, all members of Council expressed their appreciation for the successful 4th of July events and fireworks display. They also recognized Town staff for their events. Additionally, Council commended Chief Drumond on Management Coordinator. Council Member Liles made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Mullins and carried by the following vote 5- 0; Yeas (5) – Liles, Grose; Nays (0) – None. ATTEST: _______________________________ Megan Lawless, Town Clerk Meeting Adjourned at 6:54 p.m. APPROVED: _______________________________ Bradley E. Grose, Mayor Meeting Date July 21, 2026 Department Finance Department Summary Introduce Leigh Phillips, Senior Treasury Administrator. Attachments None Recommendations N/A Town Council Agenda Summary Meeting Date July 21, 2026 Department Community Programs Summary Mandy Adkins, Director of Cultural Placemaking and Events will introduce Morgan Poplawski, Manager of Gues Experiences and Events. Recommendations No Action Required Town Council Agenda Summary Meeting Date July 21, 2026 Department Police Issue New police officer introduction Summary Deputy Chief Lawless will introduce Officer Sean McKittrick as the Police Department’s newest Community Services Officer (CSO), to Town Council. Attachments N/A Recommendations No Action Required Town Council Agenda Summary 1 Meeting Date July 21 , 2026 Department Human Resources & Risk Management Issue Changes to the Employee Handbook Summary Donna Collins, Director of Human Resources & Risk Management, will present a draft of the proposed changes to the Employee Handbook. Areas outlined for updates: • Section 4: Safety and Security o Emergency Closure Policy o Prescription Safety Glass Program • Section 6: Pay Practices o Overtime o Discretionary Time o Remote Work Policy • Section 7: Time Off o PTO Policy Attachments Draft of changes to specific policies. Recommendations Action will be taken later. Town Council Agenda Summary Town of Vinton Human Resources/Risk Management Department Emergency Closure Policy XXXXXX XX, 2026 I. Purpose This policy establishes procedures for closing, delaying, or modifying operations during emergency conditions to protect employee safety and maintain business continuity. II. Scope This policy applies to all employees, contractors, visitors, and temporary personnel at all organizational locations. III. Definitions • Emergency: An event creating unsafe conditions or disrupting normal operations. • Essential Personnel: Employees designated to perform critical functions during emergencies. • Non-Essential Remote-Capable Employees: Employees whose duties can be performed remotely. • Non-Essential Personnel: Employees not required for critical operations. • Exempt Employees: Employees who are not eligible for overtime pay. They receive a fixed salary and are compensated for performing their job duties rather than by the hour. • Non-exempt Employees: Employees who are eligible for overtime pay. They are paid hourly, must track all hours worked, and receive overtime for any hours worked over 40 in a workweek (non-public safety) or 84 hours in a designated work period (public safety personnel). IV. Types of Emergencies Closures or delays may result from severe weather, utility outages, public safety incidents, natural disasters, government directives, or any condition deemed unsafe. V. Authority to Close or Delay Operations The Town Manager or a designated senior leader will determine whether to close, delay, or modify operations. Human Resources will support communication and compliance. Town of Vinton Human Resources/Risk Management Department Emergency Closure Policy XXXXXX XX, 2026 VI. Notification Procedures The Department Head will issue closure or delay notifications to their staff. Employees must keep their contact information current. VII. Pay and Attendance The expectation is for the offices to be staffed when the buildings are open to the public. • Non-essential full-time remote-capable employees o Expected to work remotely, compensated for hours worked, and may use paid leave as needed. A Remote Work Policy Acknowledgment Form must be on file. • Non-essential employees without remote capability o May work in the office. o Utilize accrued leave. • Essential personnel o Must report on-site. VIII. Safety and Compliance The organization prioritizes employee safety and will ensure all decisions comply with applicable regulations. IX. Policy Review Human Resources will review this policy annually and update it as needed. Town of Vinton Human Resource/Risk Management Department Prescription Safety Glass Program XXXXXX XX, 2026 I. Purpose The purpose of this program is to ensure that employees who require prescription eyewear have access to properly fitted and compliant prescription safety glasses, to maintain both vision clarity and eye protection in the workplace. II. Program Overview The Town of Vinton will provide eligible employees with ANSI Z87.1-certified prescription safety glasses to protect against eye injuries in work areas where such protection is required. Program is reviewed annually to make cost adjustments. III. Eligibility Eligible employees are those with job duties that require the use of safety glasses, as identified through a job hazard assessment, and they require corrective lenses (prescription eyewear) for vision. This program applies to any department whose operations involve potential eye hazards. IV. Program Guidelines a. Eye Exam and Prescription Employees must obtain an up-to-date eye examination and provide a valid prescription (dated within the last 12 months). The Town does not cover the cost of the eye exam; however, it will cover the cost of the safety frames and lenses, as specified below. b. Frames and Lenses The Town will provide approved prescription safety frames and lenses that meet ANSI Z87.1 standards. Basic lens options (single vision, bifocal, or progressive) are covered. Optional upgrades (such as tinting, transitions, and anti-reflective coatings) are at the employee’s expense. The Town’s preferred provider is National Optical. The employee is responsible for payment, and the Town will reimburse the cost up to $200.00. c. Replacement and Care Glasses damaged during everyday work use will be replaced at no cost, subject to supervisor approval. Lost or deliberately damaged glasses may be replaced at the employee’s expense. Employees are responsible for the proper care and maintenance of their eyewear. d. Program Frequency Eligible employees may receive one pair of prescription safety glasses every two years, or sooner if the prescription changes or the glasses are damaged on the job. Town of Vinton Human Resource/Risk Management Department Prescription Safety Glass Program XXXXXX XX, 2026 e. Supervisor Responsibilities 1. Verify employee eligibility according to job responsibilities. 2. Ensure employees consistently wear prescribed safety glasses in required areas. f. Employee Responsibilities 1. Provide a current prescription. 2. Select approved frames and lenses. 3. Provide proof of payment for reimbursement. 4. Review and sign the policy agreement, located in HR. 5. Wear safety glasses as required. Section 6: Payroll Practices, Time Keeping Procedures, Overtime (Purpose of Change: In accordance with the Federal One Big Beautiful Bill Act (OBBBA), the Town will separately track and report qualified overtime compensation (the premium overtime pay required under the Fair Labor Standards Act) for all eligible employees. Payroll will report these amounts on annual wage statements (e.g. Form W-2) as required by IRS guidance. Employees may be eligible to deduct this qualified overtime from their federal taxable income. Employees should consult a tax professional for questions about tax deductions. o The Town reserves the right to require all employees to work overtime. Supervisors are responsible for directing overtime work when necessary. Efforts will be made to provide employees with adequate advance notice in such situations. Employees may work overtime only with prior management authorization. o Work periods: o Non-exempt employees 40 hours, 7-day work week, overtime after 40 hours ▪ Administration, HR/RM, Planning and Zoning, Finance, PD Civilian Staff • Monday thru Friday 8:00am – 5:00pm ▪ Public Works • Monday – Friday 6:00 am – 2:30 pm ▪ Buildings/Grounds • Monday – Friday 7:00 am – 3:30 pm o Non-exempt 8 -hour sworn Public Safety employees 40 hours, 7-day work week, overtime after 40 hours ▪ Monday – Friday 8:00 am – 5:00 pm o Non-exempt 12 hour sworn Public Safety employees 14-day work period, overtime after 84 hours ▪ 12-hour rotational shifts o Alternative workweeks may be established by the Town Manager as he or she deems it appropriate. The Town Manager will provide written notice of any such alternative workweeks to the impacted employees. o Compensatory time off may be provided in lieu of paid overtime. o Paid Leave under the OBBBA tax deduction parameters o Holiday, awarded, volunteer, bereavement, or PTO does not apply toward work time and will not be available for the additional tax deduction o Paid Leave Payroll Parameters o Essential Personnel ▪ All Town paid leave (PTO, sick time, bereavement, awarded, and volunteer leave) will count as time worked in the computation of overtime. o Non-Essential Personnel ▪ All Town paid leave (PTO, sick time, bereavement, awarded, and volunteer leave) will not count as time worked for the computation of overtime. Section 6: Payroll Practices, Time Keeping Procedures, Discretionary Time (Purpose of Change: To add a clear definition of time for exempt employees). An exempt employee is an employee who is exempt from overtime pay requirements under the Fair Labor Standards Act (FLSA). Exempt employees are paid on a salary basis, perform duties that meet FLSA exemption criteria, and are not eligible for overtime compensation regardless of hours worked. Discretionary Time is paid time that an exempt employee may use at their discretion, with the following organizational guidelines. • If an exempt employee is unable to perform work for longer than eight (8) consecutive hours due to personal reasons (not operational closure), accrued leave is required beyond the eight (8) hours. • No more than eight (8) hours consecutively. • Not a substitute for PTO. • Is not accrued • is intended for brief, temporary disruptions, generally measured in hours rather than full workdays. • If an exempt employee can perform any work, including remote work (e.g., email, calls, document review), discretionary time is not applicable. • It may not be used to avoid leave usage or replace accrued leave on an ongoing basis. • It does not require hourly accounting. Town of Vinton Human Resources/Risk Management Department Remote Work Policy XXXXXX XX, 2026 I. Purpose The Town of Vinton supports flexible work arrangements that enhance service delivery and employee effectiveness. Remote and flex work may be authorized when it aligns with operational needs and maintains the Town’s standards for professional, timely, and effective service. Remote and flex work are discretionary, upon mutual agreement of the Town of Vinton and the employee and may not be suitable for all. Remote and flex work will only be permitted when the employee still will be able to perform all the essential functions of his or her job. II. Definitions • Flex Work A schedule in which an employee performs essential duties both at a Town worksite and a Town-approved alternate location during approved work hours and while maintaining productivity, efficiency, and customer service expectations. • Remote Work A work arrangement allowing employees to perform essential duties at a Town- approved alternate location during approved work hours and while maintaining productivity, efficiency, and customer service expectations. • Temporary Remote Work Short-term remote work is authorized for specific needs, such as project-based work, consecutive virtual meetings, or training. III. Work Criteria and Eligibility • Positions may be eligible for remote or flex work when job duties are portable, do not require specialized on-site resources or frequent in-person contact, and can be effectively and fully completed off-site. • Employees must demonstrate independence, strong communication and time- management skills, reliability, and satisfactory performance. The employee also must demonstrate competency with any technology required to be used for remote or flex work. • Remote and flex work must be approved in advance by the Department Head and retained in the employee’s personnel file. • Department Heads may deny, modify, or suspend remote or flex work arrangements at their discretion. • Decisions regarding remote and flex work are not grievable. IV. Equipment and Supplies • Department Heads must assess equipment needs before approving a request for remote or flex work. • Department-funded equipment remains Town property and must be used in accordance with applicable policies. • Employees must provide their own internet service. • All Town and Roanoke County IT policies apply to remote work. Town of Vinton Human Resources/Risk Management Department Remote Work Policy XXXXXX XX, 2026 V. Confidentiality • Employees must protect all Town information in accordance with federal, state, and local law and Town policies. • Confidential materials may only be stored temporarily at the remote location and may not be downloaded to personal devices. VI. Liability • Workers’ Compensation determinations for remote work follow the same standards applied to other off-site locations. • Employees must immediately report any injuries that occur at the remote work location. • A remote work site may not be located outside of the Commonwealth of Virginia. VII. Work Schedule • Employees must remain accessible during approved remote work hours, as determined by the employee’s supervisor, and may be required to report on-site as needed. An example of this is reporting on Friday for mandatory training. • Travel between a remote location and the primary worksite is considered commuting and is not compensable or reimbursable. • Technical issues affecting work must be reported promptly; the use of an employee’s paid time off may be required if work cannot continue. • Employees have a response time of sixty (60) minutes to the Town, unless otherwise pre-approved by the Department Head. VIII. Modifying and Terminating a Remote Work Arrangement • Changes to remote work schedules require prior approval when feasible. • Department Heads may modify or terminate remote work arrangements at any time. • Remote work arrangements do not automatically transfer when an employee changes positions or supervisors. IX. Procedure for Requesting Remote Work • The employee submits a request for remote or flex work on Town-approved form(s) to their supervisor and the Department Head. • The request is reviewed for compliance with policy and job requirements. • The Department Head communicates to the employee whether the request is approved or denied. • The completed form—approved or denied—is filed in the departmental personnel file and forwarded to Human Resources. X. Employment Policies and Procedures • All Town policies regarding compensation, benefits, conduct, information security, and equipment use apply equally to remote and flex workers. • No employee using approved remote or flex work has an entitlement to, or reasonable expectation of, continued remote or flex work. Remote and flex work is discretionary, Town of Vinton Human Resources/Risk Management Department Remote Work Policy XXXXXX XX, 2026 and the Town may terminate previously-approved remote or flex work with or without cause and with or without notice. • Remote and flex work is not considered a reasonable accommodation under the ADA or related laws unless otherwise determined by the Town Manager in consultation with the Town Attorney. Town of Vinton Human Resources/Risk Management Department Remote/Flex Work Policy Acknowledgement Form XXXXXX XX, 2026 Employee Information Employee Name: Job Title: Department: Supervisor: Acknowledgement I acknowledge that I have received, read, and understand the Town of Vinton Remote Work Policy. I understand that remote and flex work are discretionary, may be modified or terminated at any time by the Town, and approval of remote or flex work does not constitute a guarantee of continued remote or flex work. I agree to comply with all laws, policies, and expectations regarding accessibility, confidentiality, equipment use, and reporting requirements while working remotely. Employee Signature/Date: Department Head Signature/Date: Human Resource Signature/Date: Town of Vinton Department of Human Resources / Risk Management PTO Policy Revised: 2026 Legal R e v i e w Purpose The Town of Vinton provides Paid Time Off (PTO) to support employee well-being and maintain productivity by allowing time away for personal, medical, and other approved needs. I. Paid Leave – Explanations and Limitations of PTO • PTO may be used for vacation, illness, medical appointments, dependent care, emergencies, and other approved absences; holidays are excluded. • PTO applies only to regularly scheduled hours and will not create overtime unless authorized under Town policy. • Requests should be submitted in advance and approved by the Department Head; when possible, submit at least two weeks prior to the absence. • Unearned PTO may not be used; negative PTO balances are prohibited and any employee violating this provision shall be subject to disciplinary action. • Questions regarding PTO balances should be directed to Human Resources. II. PTO Guidelines • Full-time employees accrue PTO upon their commencement of work at the Town and may use it once accrued. • PTO accrues biweekly across 26 pay periods based on years of service and original hire date. • PTO may not be used to reach retirement eligibility. Employees must work be at in-person on their final day prior to retirement. • No PTO accrues when an employee’s unpaid leave exceeds 40 hours in a pay period, or when on administrative leave or suspension. • Holidays occurring during time off are not charged to PTO. • Carryover maximums are assessed each June 30; amounts exceeding limits are forfeited unless extended by the Town Manager due to staffing shortages. • Frozen sick leave may be used after three consecutive PTO days for extended illness/injury with documentation; no retirement credit. III. PTO Cash-In • Employees may cash in accrued PTO; frozen sick banks are ineligible. • Annual maximum cash-in is determined and processed once a year the budget allows. Town of Vinton Department of Human Resources / Risk Management PTO Policy Revised: 2026 Legal R e v i e w • Minimum post-cash-in required PTO leave balance: 80 hours (standard) or 84 (Public Safety). • Cash-ins are paid at the regular hourly rate and if the employee elects, may be deferred to Deferred Comp within IRS limits. • Employees who cash in PTO may not receive donated time until January 1 of next year. IV. Accrual Rates V. PTO Approval Process • Approval depends on operational needs; overlapping requests may be prioritized. • Requests should be submitted early, ideally two weeks before the absence; exceptions apply for emergencies. • PTO may be used only after Department Head approval. Town of Vinton Department of Human Resources / Risk Management PTO Policy Revised: 2026 Legal R e v i e w VI. Maximum Time Accumulated and Rollover • PTO carries over to the ensuing fiscal year, subject to the maximum amount allowed; any excess above the maximum allowable amount is forfeited on June 30 with no payout option. o Plan 1/2 maximum: 640 hours o Hybrid maximum: 352 hours. • Absences after exhausting PTO are unexcused and subject to discipline. Town Manager may grant up to a six-month extension for an employee to use PTO that exceeds a carryover limit only when staffing shortages have prevented PTO usage; the Department Head must submit in writing the request to extend and provide documentation. VII. Management of PTO • Employees must plan PTO usage and reserve time for unforeseen needs • Notify the Department Head as soon as possible in cases of sudden illness. • Unscheduled PTO may be approved for illness, family care, emergencies, or legal situations (documentation may apply). • If PTO is used for illness, family care, or medical emergencies, absences exceeding three days will require the employee to submit a doctor’s note to HR. • Employees on FMLA must follow the FMLA policy. • Failure to report or call in for three consecutive days is considered job abandonment. VIII. Termination of Employment • Accrued PTO is paid out unless the following occurs: o The employee fails to give a two-week notice o The employee is terminated for cause • Payout is included with the final paycheck. • Payout will not exceed the maximum allowed for the PTO plan, 640 hours or 352 hours, respectively. Meeting Date July 21, 2026 Department Police Issue New Town Ordinance for Parks, Trails and Greenways Summary Deputy Chief Lawless will present an Ordinance which prohibits certain activities at Parks, Trails and Greenways within the Town. Attachments Ordinance Recommendations Consider a motion to adopt the Ordinance Town Council Agenda Summary 1 ORDINANCE NO. ____ AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JULY 21, 2026, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE amending and recodifying Chapter 82, Streets, Sidewalks and Other Public Places, of the Vinton Town Code, by adding Article VII, Use of Town Parks and Trails, §§ 82-210 and 82-211, to the Vinton Town Code. WHEREAS, the Town of Vinton, Virginia, wishes to regulate the use of public property to preserve the public’s health, safety, and welfare by addressing impediments to public access to and use of public property created by camping, storage of personal property, and other disruptive behavior on public property, including such portions of the Roanoke Valley Greenway network located within the Town (“the greenway”); and WHEREAS, § 15.2-1806 of the Code of Virginia (1950), as amended (“Code”), provides localities with the authority to establish and regulate parks and trails and establish rules for their use; and WHEREAS, the Town has the power to promote the general welfare of its inhabitants and the safety, health, peace, good order, comfort, and convenience of the Town and its inhabitants, including in the Town’s parks, trails, and greenways, under the express and implied authority granted in §§ 15.2-1102 and 15.2-1725 of the Code, § 2.1 of the Vinton Town Charter, and other applicable provisions of state and local law; and WHEREAS, § 15.2-1429 of the Code permits the Vinton Town Council to prescribe fines and other punishments for violations of Town ordinances; and WHEREAS, § 82-1 of the Vinton Town Code provides that, unless otherwise specifically provided, any violation of Chapter 82 of the Vinton Town Code constitutes a Class 4 misdemeanor; and WHEREAS, following the adoption and codification of this Article VII of Chapter 82 of the Vinton Town Code, any violation of a provision of § 82-211 shall constitute a Class 4 misdemeanor. NOW THEREFORE, BE IT ORDAINED by the Town Council of the Town of Vinton that Chapter 82, Streets, Sidewalks, and Other Public Places, of the Vinton Town Code is amended and recodified, by adding Article VII, Use of Town Parks and Trails, §§ 82-210 and 82-211, to the Vinton Town Code as follows: 2 Chapter 82 – STREETS, SIDEWALKS, AND OTHER PUBLIC PLACES *** ARTICLE VII. – USE OF TOWN PARKS AND TRAILS Sec. 82-210. – Supervision and management. (a) All the public parks, trails, and greenways of the town shall be under the supervision and management of the town manager, and it shall be his duty to see that such parks, trails, and greenways are kept in good condition. The town manager shall make all necessary rules and regulations for the conduct and use of such parks, trails, and greenways, not inconsistent with the provisions of this article and other ordinances of the town, and persons using such parks, trails, and greenways shall at all times conform to and obey the same. (b) The town manager may carry out these duties through an appropriate designated department, bureau, board, or commission. Sec. 82-211. – Prohibited conduct. (a) It shall be unlawful for any person to enter upon or remain on any property designated as a park, trail, or greenway located within the town between the hours of 11 p.m. and 6 a.m., unless otherwise posted. (b) It shall be unlawful for any person to camp or sleep overnight at any park, trail, or greenway located within the town, to include parking lots attached to parks, trails, and greenways, or upon any town-owned property. (c) It shall be unlawful to store or leave any personal property unattended on any property designated as a park, trail, or greenway located within the town, to include parking lots attached to parks, trails, and greenways, or upon any town-owned property. This prohibition does not apply to bicycles, carts, strollers, or other means of personal transportation, secured in such a way as to not obstruct a trail, greenway, street, sidewalk, or to interfere with the use of a park or town-owned property, for less than 72 hours. (d) It shall be unlawful for any person to possess or consume alcoholic beverages at any park, trail, or greenway within the town. Notwithstanding the foregoing, the possession or consumption of alcoholic beverages at any park, trail, or greenway within the town shall not be prohibited under the following circumstances: (i) the possession or consumption of alcoholic beverages at a park, trail, or greenway within the town occurs either during a town-sponsored event at which the possession or consumption of alcoholic beverages expressly is permitted by the town or during a private event authorized by the Town under any other provision of the town code at which the possession or consumption of alcoholic beverages expressly is permitted by the town; and (ii) the possession or consumption of alcoholic beverages at such event at a park, trail, or greenway within the town complies 3 with all other applicable provisions of town code and all applicable rules and regulations adopted by the town manager under Section 82-210 of this code or other applicable law. (e) It shall be unlawful to start or attempt to start a fire at any park, trail, or greenway within the town. (f) It shall be unlawful to operate any motorized vehicle including but not limited to, any ATV, UTV, Go Kart, Golf Cart, Dirt Bike, Mini Bike, Moped or Scooter at any park, trail, or greenway within the town, or upon any town-owned property. (This shall not apply to E Bikes and ADA approved Personal Mobility Devices that are operated on paths where bicycle use is allowed, or to police, fire or emergency services personnel in the performance of their duties). A violation of this subsection may result in the violator’s motorized vehicle being seized. (g) A violation of this section shall constitute a class 4 misdemeanor. (Ord. No. ___, __-__-2026) BE IT FURTHER ORDAINED that Sections 82-197 through 82-199 will be reserved in Article V of Chapter 82 for future use. BE IT FURTHER ORDAINED that Sections 82-207 through 82-209 will be reserved in Article VI of Chapter 82 for future use. BE IT FURTHER ORDAINED that Sections 82-212 through 82-219 will be reserved in Article VII of Chapter 82 for future use. BE IT FURTHER ORDAINED that Article VII of Chapter 82 will take effect immediately. This Ordinance was adopted on motion made by Council Member ____________________ and seconded by Council Member ____________________, with the following votes recorded: AYES: NAYS: APPROVED: ___________________________________ Bradley E. Grose, Mayor ATTEST: 4 ____________________________________ Megan Lawless, Town Clerk Meeting Date July 21st , 2026 Department Police Issue Under Virginia Code § 15.2-1717.1. Town Council may adopt an ordinance that permits individuals who are in charge of real property (i.e. Owners, lessees, and custodians) to designate the Vinton Police Department as a person lawfully in charge of the property for the purpose of barring people from going upon or remaining upon the property. Summary Town Council is being asked to consider adopting the Ordinance to amend Article 1 of Chapter 62 of the Town Code by adding new Section 62.5, which (i) will make trespassing a violation of a local ordinance; (ii) will allow owners, lessees, custodians, or other persons lawfully in charge of real property to make the above-referenced designation; and (iii) will prohibit trespassing on certain Town-owned property. The Ordinance adds Section 62-5 to Article I, of Chapter 62 of the Vinton Town Code. First, Section 62-5(a) makes trespassing, after having been forbidden to enter upon or remain upon certain property, a violation of the Town Code (Class 1 misdemeanor), in addition to a violation of state law. Next, Section 62-5(b) establishes a procedure whereby the owner, lessee, custodian, or person lawfully in charge of real property may designate the Vinton Police Department as a person lawfully in charge of the property for the purpose of forbidding another to go or remain on the property. The procedure will require the individual in charge of the property to submit a written designation to the Vinton Police Department, on forms prepared by the Chief of Police, or his designee, that specifies the property subject to the designation. Finally, Section 62-5(c) makes it unlawful to enter or remain on certain Town-owned properties after being forbidden to do so (Class 4 misdemeanor). State Law References: Code of Virginia § 15.2-1717.1 (Designation of Police to enforce trespass violations) Code of Virginia § 18.2-119 (Trespassing) Code of Virginia § 15.2-1429 (Penalties for Violation of Ordinances) Code of Virginia § 55.1-1246 (Barring guest or invitee of tenant) Agenda Summary Attachments Trespass Bar Letter Trespass Enforcement Authorization Letter Ordinance Recommendations Motion to adopt Ordinance 1 ORDINANCE NO. ______ AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, July 21st, 2026, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA. AN ORDINANCE amending Article I and recodifying Chapter 62, Offenses and Miscellaneous Provisions, of the Vinton Town Code by adding Section 62.5 concerning trespassing. WHEREAS, VIRGINIA CODE § 18.2-119 makes it unlawful for any person without authority of law to go upon or remain upon the lands of another person after having been forbidden from doing so; and WHEREAS Virginia Code § 15.2-1429 allows Town Council to establish penalties for violations of Town ordinances; and WHEREAS, Town Council desires to make trespassing, as prohibited by Virginia Code § 18.2-119, a violation of the Town Code punishable as a Class 1 misdemeanor; and WHEREAS, Town Council, under Virginia Code § 15.2-1717.1 desires to establish a procedure whereby the owner, lessee, custodian, or person lawfully in charge of real property for the purpose of forbidding another person to go upon or remain upon said property; and WHEREAS, Virginia Code § 55.1-1246 allows landlords to bar guests or invitees from the landlord’s premises for certain conduct on the premises upon written notice to the guests or invitees; and WHEREAS, Town Council desires to make trespassing on certain Town-owned real property a violation of the Town Code punishable as a Class 4 misdemeanor. NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Vinton that Chapter 62, Offenses and Miscellaneous Provisions, Article I, In General, of the Vinton Town Code is amended and recodified by adding new Section 62.5, as follows: CHAPTER 62 – OFFENSES AND MISCELLANEOUS PROVISIONS ARTICLE I. - IN GENERAL 2 Sec. 62-5. – Unlawful Entry or Remaining on Property After Being Forbidden (a) Trespassing on Private Property. Any person who, without authority of law, goes upon or remains upon the lands, buildings, or premises of another, or any portion or area thereof, after having been forbidden to do so, either orally or in writing, by the owner, lessee, custodian, or the agent of such , or other person lawfully in charge thereof, or forbidden to do so by a sign posted by or at the direction of such persons on such lands, buildings, or premises, or any portion or area thereof, at a place where it may be reasonably seen, shall be guilty of a Class 1 misdemeanor. (b) Authority for Police to Enforce Trespass Notices. Any owner, lessee, custodian, or other person lawfully in charge, as those terms used in Virginia Code § 18.2-119, of real property may, in writing on such forms as may be prescribed by the Chief of Police, designate the Vinton Police Department as a “person lawfully in charge of the property” for the purpose of authorizing Vinton police officers to forbid another from going or remaining upon the lands, buildings or premises specified in the designation. The designation shall: i. Include a description of the lands, buildings or premises to which it applies ii. State the period of time during which the designation is in effect, and iii. Be kept on file with the Vinton Police Department. (c) Trespassing on Town Property. Any person who goes upon or remains upon town-owned property that is not used as a public passageway or for other public uses, after having been forbidden to do so, either orally or in writing, or by a sign posted thereon, or who deposits materials or encroaches upon such property without authorization, shall be guilty of a Class 4 misdemeanor. (Ord. No.___________________;2-________-2026) State Law Reference: Code of Virginia § 15.2-1429 (Penalties for Violation of Ordinances) Code of Virginia § 15.2-1717.1 (Designation of police to enforce trespass violations) Code of Virginia § 18.2-119 (Trespassing) Code of Virginia § 55.1-1246 (Barring guest or invitee of a tenant) Secs. 62-6—62-20. – Reserved. * * * BE IT FURTHER ORDAINED, that the new Section 62-5 shall be codified in the Vinton Town Code BE IT FURTHER ORDAINED, that the Sections 62- through 62-20 shall continue to be reserved for future use. 3 BE IT FURTHER ORDAINED, that the remainder of Chapter 62, Article I, is unaffected by this amendment and recodification and remains in full force and effect. BE IT FURTHER ORDAINED, that this Ordinance shall become effective _________, 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 Meeting Date July 21, 2026 Department Finance Issue Authorization of Temporary Cash Transaction Rounding Policy (HB 954 Compliance) Summary The United States Mint has ceased production of the one-cent coin (penny), leading to a projected nationwide depletion of local bank coin reserves. To ensure uninterrupted operations at municipal payment counters, Virginia House Bill 954 (enacted April 13, 2026) explicitly grants localities the temporary authority to adjust bills, fees, and cash account balances. This resolution establishes a proactive, "just-in-case" framework. It approves the necessary mathematical rules and accounting protocols today but leaves the policy inactive until a localized penny shortage physically impacts our treasury windows. Passing this measure now prevents operational gridlock and protects staff from audit liabilities without forcing immediate changes on taxpayers. Attachments Ordinance Recommendations Motion to adopt Ordinance Town Council Agenda Summary 1 ORDINANCE NO. AT A REGULAR MEETING OF THE VINTON TOWN COUNCIL, HELD ON TUESDAY, JULY 21, 2026, AT 6:00 P.M., IN THE COUNCIL CHAMBERS OF THE VINTON MUNICIPAL BUILDING, 311 SOUTH POLLARD STREET, VINTON, VIRGINIA, 24179. AN ORDINANCE TO PROVIDE A TEMPORARY CASH TRANSACTION ROUNDING POLICY FOR THE TOWN OF VINTON. WHEREAS, the United States Mint has ceased production of the penny coin, which is expected to create shortages of exact change at Town payment counters; and WHEREAS, Section 2 of Chapter 713 of the 2026 Virginia Acts of Assembly authorizes local governing bodies to establish temporary procedures that shall expire no later than July 1, 2027, for the adjustment of bills and account balances for taxes and other charges due to the locality and paid for by a cash transaction to account for the cessation of the production of the penny coin; and WHEREAS, Virginia Code § 6.2-200.1 provides a specific rounding procedure for the settlement of cash transactions while protecting exact-penny accounting integrity; and WHEREAS, the Town Council desires to proactively equip the Town Treasurer with the necessary administrative tools to manage this transition seamlessly before an operational emergency occurs. NOW, THEREFORE, BE IT RESOLVED that the Vinton Town Council does hereby approve the following Temporary Cash Transaction Rounding Policy for the Town of Vinton: 1. Symmetrical Settlement Framework In accordance with Code of Virginia § 6.2-200.1, final cash transaction totals, including any taxes, shall be adjusted at the point of sale to the nearest five-cent ($0.05) increment using the following standard symmetrical rounding rules: • Total cash settlements, including any taxes, ending in .01, .02, .06, or .07 shall round down to the nearest nickel. • Total cash settlements, including any taxes, ending in .03, .04, .08, or .09 shall round up to the nearest nickel. 2. Strict Exclusion of Electronic Payments Rounding protocols shall apply only to physical cash transactions settled in-person at a Town payment counter. All checks, ACH payments, credit cards, debit cards, and digital transactions shall continue to be processed and billed to the exact penny without modification. 3. Conditional Activation (The Trigger Clause) The temporary cash transaction rounding protocols authorized by this Ordinance shall remain inactive and held in reserve until such time as the Town Treasurer determines, in her sole 2 discretion after consultation with the Town Manager, that a localized shortage of penny coins impairs the efficient operation of the Town’s payment counters. 4. Public Notification of Activation Upon making a determination of a penny coin shortage, the Town Treasurer is authorized to activate this policy, after consultation with the Town Manager, by providing a five (5) business- day written notice to the Town Manager and Town Council, and by prominently posting physical and digital notices at all affected Town payment counters and on the official Town website. 5. Accounting Integrity & General Ledger Controls All local taxes, permit fees, and municipal fines shall be calculated, recorded, and remitted into the Town financial systems based on the exact, non-rounded transaction amounts. The Town Treasurer is authorized to establish a "Cash Variance - Penny Elimination" revenue/expense line item within the General Fund to reconcile minor daily drawer discrepancies resulting strictly from this physical cash settlement cushion. Daily rounding variances shall not exceed $2.00 per cash drawer without supervisory review. 6. Write-Down; Write-Off The Town Treasurer is authorized to write off or write down sums, for each taxpayer, of not more than two cents, and shall not carry over amounts of two cents or less from year-to-year as credits on the following year’s taxes, notwithstanding any provision of law to the contrary. 7. Statutory Sunset This policy shall automatically expire on July 1, 2027, unless earlier terminated by the Virginia Department of Taxation’s issuance of, and Town Council’s adoption of, permanent, uniform statewide procedures. AND BE IT FURTHER RESOLVED, that this Ordinance shall take effect upon adoption. This Resolution adopted on motion made by_____, seconded by______, with the following votes recorded: AYES: NAYS: APPROVED:________________________ ATTEST:__________________ Bradley E. Grose, Mayor Megan Lawless, Town Clerk Meeting Date July 21, 2026 Department Public Works Summary The Public Works Committee met on July 15, 2026. Jill Acker, Interim Director of Public Works Administration, 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 July 21, 2026 Department Finance Issue Finance Committee Summary The Finance Committee met on July 21, 2026. Tiffany Stewart, Director of Finance, 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 May 31, 2026, and June 30, 2026. Town Council Agenda Summary Meeting Date July 21, 2026 Department Council Issue The Second Amended and Restated Intergovernmental Agreement regarding the Roanoke Valley Greenway was adopted on July 7, 2026. Roanoke Valley-Alleghany Regional Commission is responsible for carrying out the work, through its own forces or through contractors or partners and in consultation with the Greenway Committee, of planning, supporting, coordinating and community engagement with the Greenway System. Council is being asked to appoint members to the Greenway Committee under this new agreement. Staff recommend the following individuals be appointed for a three-year term beginning July 1, 2026, and ending on June 30, 2029. Janet Scheid Arthur (Bud) LaRoche Vacant Staff are working towards filling the vacant position. Attachments No Recommendations Motion to approve the appointments Town Council Agenda Summary