HomeMy WebLinkAbout7/13/2004 - Regular
Roanoke County
Board of Supervisors
Agenda
July 13, 2004
Good afternoon and welcome to our meeting for July 13, 2004. Regular meetings are
held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are
held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule
will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be
rebroadcast on Thursdays at 7:00 p.m. and on Saturdays at 4:00 p.m. The meetings
are now closed-captioned. Individuals who require assistance or special arrangements
to participate in or attend Board of Supervisors meetings should contact the Clerk to the
Board at (540) 772-2005 at least 48 hours in advance.
A.
OPENING CEREMONIES (3:00 p.m.)
1. Roll Call
2. Invocation:
Rev. Kevin Meadows
Grandin Court Baptist Church
3. Pledge of Allegiance to the United States Flag
B.
REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF
AGENDA ITEMS
PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS
C.
1. Recognition of H. Odell "Fuzzy" Minnix for his years of public service as
recorded in the Congressional Record
2. Resolution of appreciation to Ralph K. Smith, former Mayor of the City of
Roanoke, for services to the Roanoke Valley
3. Resolution of appreciation to Gary L. Robertson for his service as Utility
Director for Roanoke County
4. Certificate of recognition to the Information Technology Department for
placing first in the Top-10 Digital Counties Survey for county governments in
the population category of 150,000 - 249,999
1
D.
BRIEFINGS
E.
NEW BUSINESS
1. Request to approve an amendment to the Roanoke Valley Library
Consortium automation contract. (Diana Rosapepe, Director of Library
Services)
F.
REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING
ORDINANCES - CONSENT AGENDA: Approval of these items does not
indicate support for, or judge the merits o~ the requested zoning actions but
satisfies procedural requirements and schedules the Public Hearings which will
be held after recommendation by the Planning Commission.
G.
FIRST READING OF ORDINANCES
H.
SECOND READING OF ORDINANCES
I.
APPOINTMENTS
1. Length of Service Awards Program (LOSAP) for Fire & Rescue
2. Library Board (Appointed by District)
3. Parks and Recreation Advisory Commission (Appointed by District)
4. Roanoke Valley Area Metropolitan Planning Organization Community
Advisory Committee (CAC)
5. Social Services Advisory Board (Appointed by District)
J.
CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED
BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE
RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION
IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WILL BE CONSIDERED SEPARATELY.
1. Confirmation of committee appointment to the Social Services Advisory Board
(Appointed by District)
2. Request to accept Overlook Parkway, Vista Parkway, and Windridge Parkway
into the Virginia Department of Transportation Secondary Road System
2
K.
L.
3. Resolutions of appreciation upon the retirements of:
(a) Lewis S. Poage, Parks, Recreation & Tourism Department, after thirty
years of service
(b) Janet H. Obenchain, Sheriff's Office, after twenty-three years of service
(c) Mary J. Spangler, Utility Department, after fifteen years of service
4. Request to approve Police Driver Training Center agreement
5. Request to approve a supplemental appropriation in the amount of $243,166
to the fiscal year 2003-04 school budget to reflect the receipt of the state
compensation supplement
6. Request to adopt a resolution supporting the utilization of Industrial Access
Railroad Track Funds
REQUESTS FOR WORK SESSIONS
M.
REQUESTS FOR PUBLIC HEARINGS
CITIZENS' COMMENTS AND COMMUNICATIONS
N.
REPORTS
1. General Fund Unappropriated Balance
2. Capital Fund Unappropriated Balance
3. Board Contingency Fund
4. Future Capital Projects
5. Report from VDOT of changes to the secondary road system in May 2004
6. Statement of Treasurer's accountability per investment and portfolio policy as
of June 30, 2004
O.
REPORTS AND INQUIRIES OF BOARD MEMBERS
P.
WORK SESSIONS (4th Floor Conference Room) - 4:30 p.m.
1. Work session to discuss a regional library program. (Elmer C. Hodge, County
Administrator)
e
3
2. Work session to review the current Fire and Rescue Department personnel
allocations and to provide an update on call statistics. (Rick Burch, Chief of
Fire and Rescue)
Q.
CLOSED MEETING pursuant to the Code of Virginia Section 2.2-3711 A (5)
discussion concerning prospective businesses or industries where no previous
announcements have been made; Section 2.2-3711 A (3). discussion or
consideration of the disposition of publicly held property, namely the Mercy House
Cemetery; Section 2.2-3711 A (3) discussion or consideration of the acquisition of
real property for public purposes, namely the new Public Safety Center; Section
2.2-3711 A (7) consultation with legal counsel and briefings by staff members
pertaining to probable litigation involving the Court Services Building.
R.
CERTIFICATION RESOLUTION
S.
ADJOURNMENT
e
4
ACTION NO.
ITEM NO.
Q-\
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Recognition of H. Odell "Fuzzy" Minnix for his years of public
service as recorded in the Congressional Record
APPROVED BY:
Elmer C. Hodge ê If
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Mr. Minnix retired in December, 2003, after serving three terms on the Roanoke County
Board of Supervisors. On May 5, 2004, he was congratulated in the United States Senate
by Senator George Allen for his many years of service to the County and for being a
community leader and volunteer.
Senator Allen regrets that he will be unable to attend this meeting. It is anticipated that a
representative from Senator Allen's office will be present to read his remarks as reflected in
the Congressional Record. Mr. Minnix will be present at the meeting.
1
c'-t
Q:oßgrt5sional Rtcord
United States
of America.
PROCEEDINGS AND DEBATES OF THE 108 th CONGRESS, SECOND SESSION
Vol. 150
WASHINGTON, WEDNESDAY, MAY 5, 2004
No. 61
Senate
RECOG NIZIN G H. ODELL "FUZZY" MINNIX
Mr. ALLEN. Mr. President, I am pleased
today to recognize Mr. H. Odell "Fuzzy"
Minnix for his community service and
leadership. Mr. Minnix recently retired after
serving three terms on the Roanoke County
Board of Supervisors, including several
years as the board's chairman. During his 12
years on the Board of Supervisors, Roanoke
County saw significant improvement in its
quality of life; in recent years, the county
was recognized as one of the best school
systems in the Nation and the community's
continued commitment to expansion and
growth resulted in the creation of more jobs
and opportunity in the region.
Throughout his life, Fuzzy Minnix has
been a community leader and volunteer.
He was the recipient of the Roanoke Valley
Big Brother of the Year Award and has been
an avid supporter of youth sports, having
been Head Football Coach at Hidden Val-
ley Junior High School. Mr. Minnix also
served as Head Softball Coach, Assistant
Varsity Football Coach andAssistant Varsity
Track Coach at Cave Spring High School.
Over the years, he has remained active as a
Virginia High School League Football and
Basketball official.
A Roanoke native, Mr. Minnix began
his distinguished career serving four years
in the U.S. Air Force. Mter his military
service, he entered a career in the air traffic
control industry. A graduate of the FAAAir
Traffic Control Academy in Oklahoma City,
Mr. Minnix has worked as an Air Traffic
Controller at airports in Norfolk, Dulles,
Roanoke and Lynchburg.
Among his professional recognitions,
Fuzzy Minnix was the winner of the Roanoke
Federal Employee of the Year award and the
FAAEducationFacilitatorofthe Year award
for the Eastern Region.
Mr. Minnix and his wife, Janet, have two
sons. They are active members of the Ghent
Grace Brethren Church, where Fuzzy has
served as a Moderator and Sunday School
Superintendent.
The Roanoke region will surely miss the
leadership .and talents that Mr. Minnix dis-
played on the county's Board of Supervisors.
I congratulate him on his community service
and wish him well in his retirement.
~4u
ACTION NO.
ITEM NO.
c-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Resolution of appreciation to Ralph K. Smith, former Mayor of
the City of Roanoke, for services to the Roanoke Valley
Elmer C. Hodge t If
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Ralph K. Smith was elected as Mayor of the City of Roanoke in May 2000 for a four-year
term commencing July 1, 2000, and ending June 30, 2004. During his term of office, one of
Mayor Smith's top priorities was regional cooperation, leading him to hold the first Regional
Leadership Summit among elected officials and administrators from area localities. In
addition, his close working relationship with Roanoke County officials allowed for the
development of the newly created Western Virginia Water Authority. Mayor Smith also
served on various committees and was active in numerous civic and community
organizations.
Mayor Smith will be present at the meeting to accept the resolution of appreciation.
e
~~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION OF APPRECIATION TO RALPH K. SMITH, FORMER
MAYOR OF THE CITY OF ROANOKE, FOR SERVICES TO THE
ROANOKE VALLEY
WHEREAS, Ralph K. Smith was elected as Mayor of the City of Roanoke in
May 2000 for a four-year term commencing July 1, 2000; and
WH EREAS, during that period, Mayor Smith consistently worked for the good
of the Roanoke Valley by making regional cooperation one of his top priorities; and
WHEREAS, Mayor Smith promoted a close working relationship with
Roanoke County officials, making the goal of cooperation a reality; and
WHEREAS, these efforts allowed for the formation of the Western Virginia
Water Authority, the first water authority in Virginia created from two existing entities to
treat, deliver and administer water and wastewater for the benefit of the citizens of both
localities; and
WHEREAS, Mayor Smith initiated the Regional Leadership Summit of elected
officials and administrators, a group that continues to meet quarterly to establish and
support regional goals; and
WHEREAS, Mayor Smith has been a strong advocate for improved air service
for the Roanoke Valley, economic development, quality education, and fiscal responsibility;
and
l-~
WHEREAS, Mayor Smith has generously given of his time to support and
participate in numerous civic and community organizations, as well as to serve on various
committees and boards; and
WHEREAS, Mayor Smith has been a good friend and neighbor to the citizens
of Roanoke County, and his enthusiasm and commitment to the Roanoke Valley will be
missed as he retires as Mayor of the City of Roanoke.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of its citizens to
RALPH K. SMITH for his service to the City of Roanoke, and for his dedication to
maintaining a high quality of life for the people of the Roanoke Valley; and
FURTHER, the Board of Supervisors does express its best wishes for
continued success to Mr. Smith in his future endeavors.
e
2
ACTION NO.
ITEM NO.
C. -,3
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Resolution of appreciation to Gary L. Robertson for his years of
public service as Utility Director for Roanoke County
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Gary Robertson began his career with Roanoke County in January 1984 as a Utility
Engineer. During his employment, he served in various capacities and was subsequently
appointed as the Director of Utilities in 1994.
During his tenure as Director, Mr. Robertson was known for establishing excellent working
relationships and for the development of an outstanding staff within his department. He
was instrumental in the decision to interconnect water lines between the City of Roanoke
and Roanoke County; however his assistance in the creation of the Western Virginia Water
Authority, of which he now serves as the Director of Water Operations, will remain one of
his key achievements.
Mr. Robertson will be present at the meeting to accept the resolution of appreciation.
e
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY TO GARY L. ROBERTSON FOR
HIS YEARS OF PUBLIC SERVICE AS UTILITY DIRECTOR FOR
ROANOKE COUNTY
WHEREAS, Gary L. Robertson began his career with the County of Roanoke
in 1981 when he was hired as a Utility Engineer; he was subsequently promoted to the
positions of Civil Engineer, Engineering Project Coordinator, Engineering ~roject Manager,
and Assistant Director of Utilities; and
WHEREAS, Mr. Robertson was appointed as the Director of Utilities for the
County of Roanoke in 1994, at which time he assumed responsibility for the completion of
Spring Hollow Reservoir; and
WHEREAS, during his tenure as Director, Mr. Robertson was known for his
ability to establish excellent working relationships and for the development of an
outstanding staff within the Utility Department; and
WHEREAS, in his capacity as Utility Director, Mr. Robertson was instrumental
in the decision to interconnect water lines between the County of Roanoke and the City of
Roanoke; and
WHEREAS, Mr. Robertson was a key participant in the creation of the
Western Virginia Water Authority, the first water authority in Virginia created from two
existing entities to treat, deliver and administer water and wastewater for the benefit of the
citizens of both localities; and
WHEREAS, Mr. Robertson was appointed as the Director of Water
Operations of the Western Virginia Water Authority in July 2004; and
e
WHEREAS, Mr. Robertson has been a good friend and neighbor to the
citizens of Roanoke County and the Roanoke Valley, and his enthusiasm, dedication, and
commitment will be missed by his colleagues as he moves forward with his new
responsibilities with the Western Virginia Water Authority.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County, Virginia, on its own behalf and on behalf of the citizens of Roanoke
County, does hereby extend its sincere appreciation to GARY L. ROBERTSON for his
years of service to the residents of Roanoke County and for his dedication to maintaining
the high quality of life for all of the people of the Roanoke Valley; and
FURTHER, BE IT RESOLVED that the Board of Supervisors does hereby
extend its sincere best wishes to Mr. Robertson for continued success in his future
endeavors.
e
ACTION NO.
c,t.\
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13,2004
AGENDA ITEM:
Certificate of recognition to the Information Technology
Department for placing first in the Top-10 Digital Counties
Survey for county governments in the population category of
150,000 - 249,999
Elmer C. Hodge tfl
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
4~
~
SUMMARY OF INFORMATION:
Roanoke County placed first in the 2004 T op-1 0 Digital Counties Survey for the population
category of 150,000 to 249,999 which included the metropolitan area. The survey was
conducted by the Center for Digital Government (Center) and the National Association of
Counties (NACo).
All 3,066 counties in the United States were invited to participate in this survey which was
grouped into four population categories: 500,000 or more; 250,000-499,999; 150,000-
249,999; and less than 150,000. Officials responded to a set of 17 questions, and ranked
their jurisdictions on a four-point scale, providing background data for final verification and
validation. The only other Virginia County in the Top-10 survey was Prince William County
which tied for first place in the population category of 250,000 to 499,999.
The top-ranked digital counties will be honored by the Center and NACo at an awards
reception at the NACo Annual Conference on July 19,2004, in Maricopa County, Arizona.
Ms. Elaine Carver, Director of Information Technology, plans to attend the conference to
accept the award. Supervisor Mike Wray will also be in attendance.
The Board expresses its congratulations to Ms. Carver and the Information Technology
staff for achieving this honor.
e
1
e
- z(
(tountP of l\oano~
~ ~OANolr.
<:) 'i {!
.. ¿;
~ ...
¡... "
2: G")
:;) -
0 ...~
() .~
CERTIFICATE OF RECOGNITION
AWARDED TO
Roanoke County
Information Tech nology Department
For placing first in the Top-10 Digital Counties Survey
3
The Top-10 most technologically-advanced, cutting-edge county governments
in the United States for 2004 have been named by the Center for Digital
Government and the National Association of Counties (NACo).
3
The 2004 Digital Counties Survey examined how county governments are evolving
in their use of information technology to deliver services to their citizens and
grouped counties into four population categories, including the metropolitan area.
3
Roanoke County received first-place honors in the 150,000 to 249,999 population
category, and will receive their award at a reception on July 19 at the NACo
Conference in Maricopa County, Arizona.
3
The Board of Supervisors expresses their congratulations to the Information
Technology Department for providing a high level of services for the County and its
citizens
Presented this 13th day of July, 2004
~.ò.-~-9 c.. ~ ~ "-
Richard C. Flora, Chairman
lhukt'J~.~
Michael W. Altizer, Vice-Chairman
~B. "~fr:L. '(!iPA~
Joseph B. "Butch" Church
>rP ~...---
treph ~cNamara
""\Y)~ a . W
Michael A. Wray ~
ACTION NO.
ITEM NO.
E -\
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request to approve an amendment to the Roanoke Valley
Library Consortium automation contract
SUBMITTED BY:
Diana L. Rosapepe
Director of Library Services
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend approval
SUMMARY OF INFORMATION:
In 1990, Roanoke County entered into a contract with the cities of Roanoke and Salem to
purchase a library automation system and to share the ongoing operating costs. The
contract was amended in 1998 to allow Botetourt County Library to join the consortium.
Cost-sharing for each system was determined by four weighted factors: (1) Annual
circulation - 50%; (2) number of library branches - 30%; (3) number of dumb terminals -
10%; and (4) number of item records in the database - 10%. Because the Roanoke County
Public Library system (RCPL) includes six sites and has the highest circulation, it typically
pays 46-50% of consortia operating expenses. In the past fiscal year, Roanoke County's
share of the cost for software and hardware maintenance, support personnel, and
equipment was approximately $65,425.
After fifteen years of experience with the system, the consortium reviewed the contract and
determined that most of the cost-sharing factors were either no longer relevant or were
weighted disproportionately. It now proposes to apportion costs according to elements that
are known to actually impact system resources or that reasonably could be expected to do
so, including: (1) annual circulation - 30%; (2) number of item records in the database -
30%; (3) population'- 20%; (4) number of full-time equivalent staff - 10%; and (5) number
of branches - 10%. Using this formula in which the weight applied for annual circulation
has been reduced, RCPL's share could be expected to decline by 2-3% per annum. For
example, based on the current year's expenses, that would represent a savings for
Roanoke County of $1,300. The new formula also may slow the acceleration in future
costs related to RCPL's continuing increases in circulation.
e
~-}
The proposed amendment also includes a stipulation changing the role of a subcommittee,
the Library Advisory Committee, to a true advisory capacity. This amendment has been
approved by the city councils of Roanoke and Salem and the Board of Supervisors of
Botetourt County.
FISCAL IMPACT:
No additional funds will be required.
ALTERNATIVES:
1. Authorize the County Administrator to execute the amendment to the RVL contract,
which is approved as to form.
2. Do not approve the amendment and continue under the current terms of the contract.
STAFF RECOMMENDATION:
Staff recommends Alternative #1, approval of the amendment to the contract.
e
ç=-- J
"-- ,
AMENDMENT NO. THREE
THIS AMENDMENT NO. THREE, made and entered into this - day
of , 2004, between the CITY OF ROANOKE, a municipal
corporation organized under the laws of the Commonwealth of Virginia; CITY OF
SALEM, a municipal corporation organized under the laws of the Commonwealth
of Virginia; COUNTY OF ROANOKE, a municipal corporation organized under
the laws of the Commonwealth of Virginia; and the COUNTY OF BOTETOURT,
a municipal corporation organized under the laws of the Commonwealth of
Virginia,
WITNESSETH:
WHEREAS, by Contract dated January 26, 1990 (the "Contract"), the City
of Roanoke, City of Salem and County of Roanoke, and amendment dated
August 28, 1998, the County of Botetourt, entered into an agreement for the
establishment of an Integrated Automated Library System (the "System") more
particularly described in that Contract and to allow allocation of the System's cost
between the aforementioned localities;
WHEREAS, each of the localities that are a party to the Contract share in
the costs of operating the System according to a formula used to apportion costs
among the respective localities;
WHEREAS, such formula used in the Contract to apportion costs for the
operation of the System has become outdated;
WHEREAS, each of the localities that are a party to the Contract desire to
amend the Contract by revising the formula used for the apportionment of costs
for operation of the System among localities that more accurately reflect factors
that affect usage of the System;
WHEREAS, the Library Advisory Committee has approved and desires
the above amendment, and certain additional amendments to the Contract as
described herein.
THEREFORE, IN CONSIDERATION of the above premises and other
good and valuable consideration, the parties hereto mutually agree as follows:
1. Paragraph 3 of the Contract is amended to read as follows:
3. The membership of the Advisory Committee shall consist of the
City of Roanoke, Assistant City Manager, the City of Salem Assistant City
Manager, the County of Roanoke, Assistant County Administrator, the County of
Botetourt, Deputy County Administrator, a representative from the Library Boards
of the City of Roanoke and the Counties of Roanoke and Botetourt, the City of
Roanoke Director of Libraries and Directors of the City of Salem Public Library,
the County of Roanoke Public Library, and the County of Botetourt Public Library.
In any and all matters requiring a vote by the members of the Advisory
Committee, each participating library shall have one vote.
2.
Paragraph 4 of the Contract is hereby amended to read as follows:
,-
r--
'--
The membership of the Library Automation Committee shall consist
of the City of Roanoke Director of Libraries, Director of the City of Salem Public
Library, the County of Roanoke Public Library, and the County of Botetourt Public
Library, the Data Processing Managers of the Cities of Roanoke and Salem and
the County of Roanoke, the County of Botetourt, and the Automation Coordinator
who shall be a library employee in the classified service of the County of
Roanoke. The Library Automation Committee shall only serve in an advisory
capacity.
3. Paragraph 12(b) of the Contract is amended as follows:
Percentages will be refigured annually by the Library Automation
Coordinator.
4.
Appendix A of the Contract is amended to read and provide as follows:
Amended Appendix A
Funding for the initial purchase and ongoing support of the Roanoke Area
Public Libraries Automation Project will be in three (3) forms: (1) shared costs
based on the use of the agreed upon percentages; (2) individual library costs
based on use which will be reimbursed to the City of Roanoke as purchasing
agent for the automated system; and (3) individual jurisdiction costs which are
incurred and paid by each jurisdiction independently of this agreement.
Shared Costs:
6.
7.
8.
9.
10.
11.
1.
2.
3.
4.
5.
Purchase of central computer equipment and software
Preparation of computer host site
Conversion of patron ID machine readable file
Monthly hardware maintenance costs for central site
Monthly personnel costs for operation of system, including, but not
limited to, an Automation Coordinator and system support staff
Telecommunications equipment at the Central Host Site
Monthly software maintenance costs
Supplies necessary for operation at the Central Host Site
All costs for equipment insurance, i.e., theft, casualty, fire, etc.
Any cost for hardware or software, system's maintenance, system's
operations and system's telecommunications which is needed for
the operation of the system or any of its key components, and
delivers a mutually determined system benefit to the participating
libraries-examples include but are not limited to a leased
replacement CPU, a remote service for Internet access, and a new
software module.
Any other costs agreed upon by the Library Automation Committee
c- )
Individual Library Costs:
1. Purchase of smart machine readable barcode labels
2. Machine readable labels for patron ID cards
Terminals, printers, light pens, modems and other peripheral
equipment located within individual library buildings
Installation of telecommunications network
Monthly telecommunications circuits costs
Individual Jurisdiction Costs:
1.
2.
3.
Preparation of sites for workstations in individual libraries
Labor for bar code labeling materials
Machine readable bibliographic data
The funding formula used for this project is based on the following five
statistical measures: 30% annual circulation; 30% number of items; 20%
population of each locality; 10% number of branches or outlets; and 10% number
of full time equivalent staff.
5.
July 1, 2005.
The amendments set forth herein shall be effective as of
6. Except as changed or modified herein, the conditions, terms and
obligations of the Contract, and any amendments thereto, except to the extent as
changed or modified by this Amendment No. Three, shall remain in full force and
effect as if fully stated herein.
IN WITNESS WHEREOF, the parties hereto, each duly authorized, have
hereunto affixed their signatures and seals to this Amendment No. Three,
executed in quadruplicate as of the date set forth above.
ATTEST: CITY OF ROANOKE
Mary F. Parker, City Clerk
By
Darlene L. Burcham, City Manager
ATTEST:
CITY OF SALEM
By
Forest G. Jones,.City Manager
City Clerk
ATTEST:
COUNTY OF ROANOKE
By
Elmer C. Hodge, Co. Administrator
Clerk to the Board
ATTEST:
COUNTY OF BOTETOURT
By
Gerald A. Burgess, Co. Administrator
Deputy Clerk to the Board
Approved as to Form:
Approved as to Form:
Counsel, City of Roanoke
Counsel, City of Salem
Approved as to Form:
Approved as to Form:
Counsel, County of Roanoke
Counsel, County of Botetourt
ACTION NO.
ITEM NO.
II-5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Appointments to Committees, Commissions and Boards
APPROVED BY:
Diane S. Childers
Clerk to the Board
Elmer C. Hodge t jJ
County Administrator
SUBMITTED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. Length of Service Awards Program (LOSAP) for Fire & Rescue
Mr. Phil Wilmott, who represents the Volunteer Rescue Squads, has submitted his
resignation. His four-year term will expire January 1, 2006.
2. Library Board (Appointed by District)
Ms. Connie Goodman, who represents the Vinton Magisterial District, has resigned.
Her four-year term will expire December 31, 2004.
3. Parks and Recreation Advisory Commission (Appointed by District)
The following three-year terms expired on June 30,2004: David A. Thompson, Hollins
Magisterial District, and Bobby G. Semones, Vinton Magisterial District.
4. Roanoke Valley Area Metropolitan Planning Organization Community Advisory
Committee (CAC)
The late Lee B. Eddy served on this committee without a term limit. The County has
three representatives on this Committee and the Board is asked to appoint a citizen
e
1
:[ I-:;
and/or representative of the community, business, education, health care or civic
interests rather than staff members.
5. Social Services Advisory Board (Appointed by district)
The four-year terms of Douglas Forbes, Vinton Magister~al District, and Janet Green,
Windsor Hills Magisterial District, will expire August 1, 2004.
At the July 13th meeting, Supervisor Altizer will re-appoint Douglas Forbes to serve an
additional four-year term and has requested that confirmation of this appointment be
added to the consent agenda.
2
J"I-[¡
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION APPROVING AND CONCURRING IN
CERTAIN ITEMS SET FORTH ON THE BOARD OF
SUPERVISORS AGENDA FOR THIS DATE DESIGNATED
AS ITEM J . CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as
follows:
1. That the certain section of the agenda of the Board of Supervisors for July 13,
2004, designated as Item J - Consent Agenda be, and hereby is, approved and concurred
in as to each item separately set forth in said section designated Items 1 through 6,
inclusive, as follows:
1. Confirmation of committee appointment to the Social Services Advisory Board
(Appointed by District)
2. Request to accept Overlook Parkway, Vista Parkway, and Wind ridge Parkway
into the Virginia Department of Transportation Secondary Road System
3. Resolutions of appreciation upon the retirements of:
(a) Lewis S. Poage, Parks, Recreation & Tourism Department, after thirty years
of service
(b) Janet H. Obenchain, Sheriffs Office, after twenty-three years of service
(c) Mary J. Spangler, Utility Department, after fifteen years of service
4. Request to approve Police Driver Training Center agreement
5. Request to approve a supplemental appropriation in the amount of $243,166 to
the fiscal year 2003-04 school budget to reflect the receipt of the state
compensation supplement
6. Request to adopt a resolution supporting the utilization of Industrial Access
Railroad Track Funds
That the Clerk to the Board is hereby authorized and directed where required by law
to set forth upon any of said items the separate vote tabulation for any such item pursuant
to this resolution.
e
1
ACTION NO.
J-=-\
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Confirmation of committee appointment to the Social Services
Advisory Board (Appointed by district)
SUBMITTED BY:
Diane S. Childers
Clerk to the Board
Elmer C. Hodge t IJ.
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
SOCIAL SERVIC~S ADVISORY BOARD (APPOINIED BY DISTRIC"(
At the July 13, 2004 meeting, Supervisor Altizer nominated Douglas Forbes to serve an
additional four-year term which will expire on August 1, 2007. He requested that Mr.
Forbes' name be added to the consent agenda for confirmation at today's meeting
STAFF RECOMMENDATION:
It is recommended that the above appointment be confirmed.
1
e
ACTION NO.
ITEM NO.
J-d
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request to accept Overlook Parkway, Vista Parkway, and
Windridge Parkway into the State Secondary System
SUBMITTED BY:
Arnold Covey
Director of Community Development
Elmer C. Hodge t f'Ý
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
~~
SUMMARY OF INFORMATION:
Enirtep, Inc., developer of Belden Woods Subdivision, requests that the Board of
Supervisors approve a resolution to the Virginia Department of Transportation (VDOT)
requesting that they accept 0.0816 mi. of Overlook Parkway from its intersection with
Windridge Parkway, west to its cul-de-sac; 0.2169 mi. of Vista Parkway from its intersection
with Roanoke County/Franklin County line, north to its cul-de-sac; and 0.1106 mi. of
Windridge Parkway from its intersection with Roanoke County/Franklin County line, west to
its cul-de-sac. Roanoke County staff has inspected this road, along with representatives
from VDOT, and finds the road acceptable.
FISCAL IMPACT:
No County funding is required.
ALTERNATIVES:
1. Approve the resolution requesting that VDOT accept Overlook Parkway, Vista Parkway,
and Windridge Parkway into the State Secondary System.
2. Do not approve the resolution and leave Overlook Parkway, Vista Parkway, and
Windridge Parkway a private road.
J--~.
STAFF RECOMMENDATION:
Staff recommends that the Board approve the resolution accepting Overlook Parkway,
Vista Parkway, and Windridge Parkway into the State Secondary System.
e
J:d~
THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING
ON THE 13TH DAY OF JULY 2004, ADOPTED THE FOLLOWING:
RESOLUTION REQUESTING ACCEPTANCE OF OVERLOOK
PARKWAY. VISTA PARKWAY. AND WINDRIDGE PARKWAY INTO THE
VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM
WHEREAS, the street described on the attached Addition Form SR-5(A), fully
incorporated herein by reference are shown on plats recorded in the Clerk's Office of
the Circuit Court of Roanoke County, and
WHEREAS, the Resident Engineer for the Virginia Department of Transportation
has advised this Board the streets meet the requirements established by the
Subdivision Street Requirements of the Virginia Department of Transportation,
WHEREAS, the County and the Virginia Department of Transportation have
entered into an agreement on March 9, 1999 for comprehensive stormwater detention
which applies to this request for addition,
NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia
Department of Transportation to add the streets described on the attached Additions
Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code
of Virginia, and the Department's Subdivision Street Requirements, and
BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted
right-of-way, as described, and any necessary easements for cuts, fills and drainage,
and
BE IT FURTHER RESOLVED, that a certified copy of this resolution be
forwarded to the resident Engineer for the Virginia Department of Transportation.
Recorded Vote
Moved by:
Seconded by:
Yeas:
Nays:
A Copy Teste:
Diane Childers, Clerk
Roanoke County Board of Supervisors
pc:
Arnold Covey, Director, Department of Community Development
Virginia Department of Transportation
File
e
"
Form SR.S(^) (2/1/93)
~:
:S~CQtlO"'I\Y ROA05 !1IV.
ADDITIONS FOAM SA-5(A) - Proposed Addilions to tho Secondary System of Stohl Highways
M..chmenllo (check ane QOly) III:Þoard 01 Supervleon Reeo/uUon 0 Surely InslnJmenl Oeded: ~/zr /01 Attachment
.Name or SubdIvisIon: ' &J J 61 . lLbds
-.L 01 2
County
Aer. Name 0/ Street Street Addi6on Termini A-O-W MlscellM800s Notes AddiUon L80glh
No. Wldlh (II) Centerline MillS
\J'LJ(~d1~ ~KvJi From: 1ênc<t1o(¿e Co. TCro,/1KI./I Co L'of:..-
1 To: r~\-cif> - ,:,o~r' SOl 0.1/
PIal Recorded 0,de:5 /!Z Ifß D81KI Book: 2- \ Pal/e; 1'1
Vver )oo/L 'Pkw-¡ From: W;l\clrìdqe... PILL-t.N \V\-te...se.c..lo"'1
~ To; r..-'_t I - Æ - Sc... C. £"01 ¿).Oß
Pial Recorded O..le: '/7/00 Deed Book: '2-. L PlIge: '77ลก
\Jìûk ~\.w~\ From: rkoa.t1oke ("0. -/k."tA {è.(;,... C, Lí,'1.f"
:I To: rlAl-G'Je - <PC ~()' 0.2.-2
PI..I Recorded o..le: - 5/ ¿i/'f~ Deed Book: '"2- \ Pal/e: '7
From:
4 To:
Pia! Recorded 0111,,: Deed Bock: Page:
Flom:
S To:
Pial Recorded o..le: OeedBook: Pag.:
From:
6 To:
Pial Recorded Dale: Deed Book: Page:
From:
7 To:
PI est Recorded oes\.: Deed Book:. PlIge:
Noles: GuGtMleed wid\h 01 rlghl 01 WilY exclusive o( G11Y nece3lllry 8Gsemenls (or cuts. nils- and drainage. TolðJ Mileage 0-41
CERTIFI~TION OF ATTACHMENt
,s IIllðchm801 is cerUned as II. part o( \he docum8flllndlcaled above:
. r:'
ClIo.... and Tlrta)
.\",--",~"",....-;;~
L{
I
P
\
'"
METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A
COMPOSITE OF DEEDS. PLATS. AND CALCULATED INFORMATION AND DO NOT REFLECT
AN ACCURATE BOUNDARY SURVEY. ,T- d....
"
39.15 Ac.(C)
~
0
/
4"f
50' R/W
Length: OVERLOOK PW 0.0816 Wes
1fINDRIDGE PW 0.1106 WeB
VISTA PW 0.2169 We.
Total Length:
0.4091 Miles
No. of Homes Served: 15
Recreational Area
assessed in Fronklin Co
Lot 38
assessed In Fronklin Co
----
1" =500'
SCALE :_----
TAX MAP NO.
99.00
PLAT SHOWING
Aceceptance of Overlook Parkway, Windridge Parkway, Vista Parkway into
the Virginia Department of Transportation Secondary System
PREPARED BY: ROANOKE COUNTY
DEPARTMENT OF COMMUNITY DEVELOPMENT
e
DATE:_6-28-04
ACTION NO.
ITEM NO.
J"-.:3,a~c
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request for approval of resolutions of appreciation upon the
retirements of the following employees:
(a) Lewis .S. Poage, Parks, Recreation and Tourism
Department, after thirty years of service
(b) Janet H. Obenchain, Sheriff's Office, after twenty three
years of service
(c) Mary J. Spangler, Utility Department, after fifteen years of
service
SUBMITTED BY:
Brenda J. Holton
Deputy Clerk to the Board
Elmer C. Hodge lit
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Human Resources Department has notified us that Lewis S. Poage, Janet H.
Obenchain, and Mary J. Spangler retired on July 1, 2004. They have requested that their
resolutions be mailed since they are unable to attend a Board meeting.
STAFF RECOMMENDATION:
It is recommended that the Board approve the attached resolutions and direct the Deputy
Clerk to mail them to the retirees with the appreciation of the Board members for their many
years of service to the County.
e
-J-j 0\
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF
LEWIS S. POAGE, GENERAL SERVICES DEPARTMENT, AFTER THIRTY
YEARS OF SERVICE
WHEREAS, Lewis S. Poage was first employed by Roanoke County on July
1, 1974, as an Animal Control Officer; and later worked in the Parks, Recreation and
Tourism Department as a Motor Equipment Operator; and
WHEREAS, Mr. Poage retired from Roanoke County on July 1,2004, after
thirty years of service; and
WHEREAS, Mr. Poage, through his employment with Roanoke County, has
been instrumental in improving the quality of life for its citizens through his tireless animal
control efforts and in the maintenance of parks and recreation facilities.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to LEWIS S. POAGE for thirty years of capable, loyal and dedicated
service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
e
J<3. b
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION EXPRESSING THE APPRECIATION OF THE
BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE
RETIREMENT OF JANET H. OBENCHAIN, SHERIFF'S OFFICE,
AFTER TWENTY THREE YEARS OF SERVICE
WHEREAS, Janet H. Obenchain was first employed by Roanoke County on
September 16, 1980, as a Deputy Sheriff in the Sheriff's Office; and was later promoted to
Corrections Corporal; and
WHEREAS, Deputy Obenchain was later transferred to Court Services and
worked as a Court Bailiff and served Civil Process; and
WHEREAS, Deputy Obenchain retired from Roanoke County on July 1 2004,
after twenty three years and ten months years of service; and
WHEREAS, Deputy Obenchain, through her employment with Roanoke
County, has been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to JANET H. OBENCHAIN for more than twenty three years of capable,
loyal and dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
e
J-j.c..
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF
SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF
MARY J. SPANGLER, UTILITY DEPARTMENT, AFTER FIFTEEN YEARS
OF SERVICE
WHEREAS, Mary J. Spangler was first employed by Roanoke County on May
31, 1989, as a Secretary in the Utility Department and later served as Utility Office
Coordinator; and
WHEREAS, Ms. Spangler retired from Roanoke County as an Office Support
Specialist in the Utility Department on July 1, 2004, after fifteen years and one month of
service; and
WHEREAS, Ms. Spangler was respected by her peers and well known for her
patience and willingness to help others; and
WHEREAS, Ms. Spangler, through her employment with Roanoke County,
has been instrumental in improving the quality of life for its citizens.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of
Roanoke County expresses its deepest appreciation and the appreciation of the citizens of
Roanoke County to MARY J. SPANGLER for more than fifteen years of capable, loyal and
dedicated service to Roanoke County; and
FURTHER, the Board of Supervisors does express its best wishes for a
happy and productive retirement.
e
ACTION NO.
ITEM NO.
J--=.Jd
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request to approve Police Driver Training Center agreement
SUBMITTED BY:
James R. Lavinder
Chief of Police
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
In December 2002, the Roanoke County Police Department initially began planning for the
construction of a facility to teach officers how to safely operate motor vehicles in both
emergency and non-emergency situations. On June 1 ih, the project was completed and
formally opened. The Roanoke City Police Department was asked to participate and
agreed to pay for half the costs of construction. An agreement defining those terms was
developed and approval by the Board is needed for completion.
FISCAL IMPACT:
The Police Department has met their financial obligations and will invoice the City of
Roanoke for their share in the costs of construction.
ALTERNATIVES:
None
STAFF RECOMMENDATION:
Staff recommends approval of the agreement.
e
:;-~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13,2004
RESOLUTION APPROVING DRIVER TRAJNING
AGREEMENT WITH CITY OF ROANOKE, VIRGINIA
CENTER
WHEREAS, the Roanoke County Police Department has constructed a facility
on County-owned property at the former Dixie Caverns Landfill in order to teach law
enforcement officers how to safely operate motor vehicles in both emergency and non-
emergency situations; and,
WHEREAS, the City of Roanoke Police Department wishes to participate as a
equal partner in this Driver Training Center by paying one-half of the costs directly
incurred by the Roanoke County Police Department in its construction of this facility
since 2002; and
WHEREAS, the County and City Police Departments have agreed upon a cost of
the construction and improvements to this Police Driver Training Facility as not to
exceed
$ 575,000.00, and have jointly negotiated and developed a Memorandum of Agreement
for each party's participation in this facility; and
WHEREAS, the City Council for the City of Roanoke, Virginia, has approved this
Memorandum of Agreement and the Roanoke County Police Department has requested
approval of this Agreement by the Board of Supervisors;
NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS
OF ROANOKE COUNTY, VIRGINIA, as follows:
1. That the Memorandum of Agreement for a Police Driver Training Facility,
dated the 23rd day of June, 2004, between Roanoke County and the City of Roanoke,
e
J'-~
for the joint and equal construction and operation of a newly constructed Driver Training
Facility on property owned by Roanoke County at the Dixie Caverns Landfill property is
approved and ratified on behalf of the County of Roanoke, Virginia.
2. That the County Administrator is authorized and directed to execute this
Memorandum of Agreement for a Police Driver Training Facility, all upon such form
as may be approved by the County Attorney. This resolution shall be effective as of the
date of its adoption.
2
e
MEMORANDUM OF AGREEMENT
FOR A POLICE DRIVER TRAINING FACILITY
--------------
This Memorandum of Agreement, which is made and entered into by and between
Roanoke County ("County") and City of Roanoke ("City"), is dated the - day of 2004,
for identification.
The undersigned political subdivisions which are parties to this Agreement are desirous of
maximizing the training of police officers in the operations of motor vehicles by combining resources
and making the most eftïcient use of possible law enforcement driver training personnel.
It is desirable that each of the parties hereto should voluntarily aid and assist each other in
the driver training of police personnel.
Neither of the parties hereto currently has a long term commitment to a police driver
training facility.
Both parties hereto desire to combine potential resources which could be used to construct
a Police Driver Training Facility for the use and good of both parties.
The County owns appropriate land identified in the attached plat in west Roanoke County
suitable for the development of a cooperative Police Driver Training Facility.
Both jurisdictions have capital funds available to begin development of a cooperative
Police Driver Training Facility.
NOW THEREFORE, it is hereby agreed by and between the parties hereto as follows:
1.
The term "Police Driver Training Facility" shall mean roadway, skid pans.
designated roadways leading immediately thereto, utilities, lighting or traftïc
control mechanisms, or other physical structures and facilities used for the purpose
~f providing a Police Driver Training Facility on property described in the attached
Schedule "A."
2.
The Police Driver Training Facility shall be under the joint direction and
supervision of a Police Driver Training Facility-Governing Committee
("Committee"), consisting of two representatives appointed by the Chiefs of Police
from the City and County.
SPECIFIC PROVISIONS - COUNTY
, '
\.J -~-
( Formatted: Right: 0.69"
1- - -( Formatted: Font: Bold
, \:,
1.
County shall make available suitable land in west Roanoke County, described in
the attached Schedule "A" to be developed as a Police Driver Training Facility.
County shall retain ownership of the land throughout the term of this Agreement.
The City hereby authorizes the County to make all applications on its behalf
related to zoning or permits for this project.
2.
County will have prepared a site plan that details the dimensions of the Police
Driver Training Facility, and includes proposed topographic grading and necessary
soil erosion control. The site plan shall be incorporated into and made a part of
this Agreement.
3.
Costs of utility service and installation shall be borne jointly by both Departments.
The Departments of each locality shall provide for recurring utility costs in their
respective annual operations budget.
4.
County will, as expeditiously as possible, take all actions necessary to obtain all
required zoning, special use and building permits. Any costs necessary to obtain
such permits shall be borne by the County.
5.
County will provide security inspections of the Police Driver Training Facility
area.
6.
County will perform all routine trash removal at the County's expense.
7.
To the extent permitted by the laws of the Commonwealth of Virginia, the County
will be responsible for the acts or failures to act of its officers, agents and
employees which may result in any claim for liability or monetary penalty under
either state or federal law related to any alleged activity or violation of any
environmental law or regulation and/or which causes or allegedly causes injury to
persons or property occurring at or near or arising out of the Dixie Caverns landtïll
site, including all adjoining properties, owned by the County. In so far as
permitted by law, each party agrees that, as between the parties, it shall be
~esponsible for its agents' and employees' acts and omissions within the scope of
their duties which cause injury to persons or property directly resulting from their
use of the Dixie Caverns landfill site. Notwithstanding the above, neither party
shall be responsible for punitive damages assessed against its employees or agents,
or for its employees' or agents' criminal conduct. Nothing herein shall be deemed
as a waiver of sovereign immunity or any other defense available to the County or
City. In addition, the County agrees that the prior uses for landfill purposes of the
area on which the Police Driver Training Facility will be located or any adjoining
properties thereto and any and all ramitïcations resulting from such prior uses,
,~ " - ,
\-, , ¡ ".
J.- ¿i
I'
I
I
i -D~ted;-Ñ-:\ci~TSI[;;:i~~;-T -;;'i~¡~;--'
"facility ~::,_~~9-04.DOC ~-=;
i Deleted: P:IWP61 DOCSIDrivcr
¡ Trillning FacilitylCITY FINAL DRAFT
. MAY 27 211114.DOC
'---~,~-,-,-----------,.._,-~
r /1
,.-).-;
including but not limited to any future clean up, penalties, fines, etc., shall be the
sole responsibility of County and not City as between those parties.
Furthermore, the County agrees that it will take all reasonable and necessary steps
to assert coverage under any public liability insurance, currently the V A RISK 2
Public Officials Liability coverage, which may be applicable to the Extraterritorial
Agreement between the City and County dated March 4, 1996, as authorized by §
15.2-1736, Code of Virginia, 1950, as amended, to cover any claim or liability
alleged to arise out of or covered by this Agreement. The County shall provide to
the City evidence of its liability insurance coverage.
The provisions of this agreement are for the sole benefit of the parties, and no
other person or entity shall be entitled to enforcement of any parts of this
agreement.
MUTUAL OBLIGATIONS
1.
County and City agree to provide contributions of assets or funds of equal value
for the initial construction of and improvements to the Police Driver Training
Facility at a rroiectc'd cost of ~5-1- 7.000. The pwiected cost for the constrllc.til1n of
and imrroWIlle'nts to the Pnlicc' Dril\:r Trainirw Fac'ilit\' shall not tn cxceed
S575.0nO ,,¡thour first ubtaininl'" the written aprro\'al of "\1Ih the CoHm\' and City.
Once the Police Driver Training Facility is initially completed the County and City
will contribute funds in equal parts toward the operating expenses of the Police
Driver Training Facility. Expenditures reasonably incurred for the normal
operation, maintenance and upkeep of the Police Driver Training Facility will be
shared equally between the County and City as part of the annual operating costs.
Hc)\\'c'wr. all "Hdl'"ctarv exrenditures fnr uper~Hinl'". rnaintc'nancc and Hpk.ee'[1 Cl)St
in cxcc,;,; nf S-1-l)l).l)l) nf the Police Dri\cr Traininl'" Fa.:ilit\ rnlht fir,;t be aprrl>\ed
hv a maiDrit\' Df the' Cm11l11itlee' hl'fDrl' ,;ul'h exl'c'nditllrc,; will he slnreLI cquallv
hct\\ecn the' Countv and City. For repair of specific instances of damages
exceeding $ 499.99 which are attributable to an identitïed incident, the department
Qf the employee responsible for such damages shall be responsible for all repair
costs.
2.
The initial Police Driver Training Facility improvements shall include the
following:
A.
Approximately 3700 feet of paved surface (asphalt base). roadway
.~ \. . ,
markings and line striping, guardrail, traftïc control devices,
maintenance/repair garage and associated equipment and storage area,
lighting, electrical service, well, plumbing and fixtures, free-standing
and any other expenditures jointly approved by the Committee.
B.
Am future capital impron::ments to the P,ylicc Driyer Trainim~ Facility
in èXCÖS of S-FN.99 must tïrst he apprc1\èll hy a maj,1rity of the
Committee prior to any construction.
3.
The County and the City agree that all construction of and improvements to the
Police Driver Training Facility will comply with all state laws and county code
provisions and the directions of the Committee. The Roanoke County Purchasing
Department will handle the procurement of all materials and supplies for the
construction of and improvements to the Police Driver Training Facility upon
written direction of the Committee as provided in Paragraph 5 below.
4.
The Roanoke County Finance Department will process all invoices for payment for
these materials and supplies and will bill the County and City on a monthly basis
in accordance with the tenns of this agreement for all expenses, services and
operating costs associated with the Police Driver Training Facility as approved by
the Committee. It is the agreement of the parties that the County and City will be
billed for an equal share of the costs of construction and improvement of the Police
Driver Training Facility.
5.
The Driver Training Facility will be under the jurisdiction and supervision of the
Committee. The Committee will consist of 2 members, appointed by the Chiefs of
Police from Roanoke City and Roanoke County.
MEMBERS:
The members of the Committee shall have all rights of
membership including the right to vote. The members
will represent their respective jurisdictions and must
attain a consensus among the committee to take actions
in accordance to the by-laws.
6.
The Committee shall adopt and be governed by by-laws, which shall be subject to
approval, by the Chiefs of Police from both the City and County. Such by-laws
shall include the following components:
A.
Schedule of Meetings: To be held at least quarterly.
.\
- ')'
\ :,"
!)'.',
, I
,5 -Lt
i Deleted: N:\CL TS\Driver Trami""
: Facility Agreement 6.9.1I-!.DOC .
, Deleted: P:\ WP61 DOCSlDri ver
i Traming FJCilily\CITY FI:-iA,L DRAf-T
MA Y 27 2110.j,DOC
J _~i
B.
Notice of Meetings:
Five working days unless waived in writing
by both members.
c.
Scheduling/Use:
To be determined by the Committee and
incorporated in the by-laws or published
rules.
D.
Facility Managers:
Appointed from each Police Department to
administer the Committee's policy; Police
Driver Training Facility Managers shall not
be voting members of the Committee.
7.
With the objective of insuring safe operation of the Police Driver Training
Facility, the Committee shall govern the use of the Police Driver Training
Facility. Subject to the terms and conditions of this Memorandum of
Agreement, the Committee shall have absolute discretion to refuse permission
for the use of the Police Driver Training Facility or to establish such
conditions for its use, as the Committee shall deem necessary.
8.
On-duty police officers from the County and City Police Departments will
have access to use the Police Driver Training Facility subject to any terms and
conditions established by the Committee.
9.
No alcohol, controlled substances or other contraband shall be in the actual or
constructive possession of an individual at the Police Driver Training Facility
site except for training purposes in accordance with written authorization by
the Division Commander of the persons engaged in the training.
10.
This Agreement shall not be construed to impair or affect any sovereign or
governmental or official immunity that may otherwise be available to the City
and County of Roanoke, any of its officers, agents or employees. Any legal
liability which may be imposed upon either party by a court of competent
jurisdiction or by duly authorized settlement of any legal claim against either
jurisdiction shall be retained by each party hereto for the conduct of its own
employees and for such invitees as each may authorize to use or be present on
the premises of the Police Driver Training Facility. In the event of a third
party liability claim not covered by this paragraph, both the City and County
shall equally share in all costs of defense and in any monetary judgment or
settlement of such claim, unless otherwise mutually agreed to between the
parties.
5
11.
Both the City and County shall be responsible for worker's compensation
liability for their respective employees who may suffer compensable injuries
arising out of their use of or authorized presence at the Police Driver Training
Facility.
12.
Snow removal decisions shall be made by the Committee and
necessary costs for such will be shared by the parties hereto.
13.
Annual operating costs and maintenance of the Police Driver Training
Facility:
A.
The Committee shall adopt an annual operating and maintenance
budget for the Police Driver Training Facility and shall submit
such budget to the Chiefs of the City and County Police
Departments by January 15th of each year. The City and County
shall equally share the appro\èd annual costs of operating and
maintaining the Police Driver Training Facility. This A~rl'èll1ènt
shall hè subject to annual appropriation hv the Countv and thè
City. However. ~f either the City or tl1~ County should f~il to-
appropriate sufficient funds for the operation and maintenance of
the Police Driver Training Facility, that jurisdiction shall be,
ineligible to use the Police Driver Training Facility for the balance
of that fiscal year or until such time as it shall make funds
available to meet its proportionate budget responsibilities.
B.
The Chief of Police of the County or his designee will prepare an
itemized invoice and forward to the Chief of Police of the City a
quarterly billing (September 30, December 31, March 31, and June
30) for the actual cost of operating and maintaining the Police
Driver Training Facility. Within 30 days of approval by the Chief
of Police, the City shall promptly remit to the County full payment
for its proportionate share (50%) of these costs.
14.
Either party shall indicate its desire to terminate this agreement by providing
written notice to the chief governing officer of the other party at least ninety
(90) days in advance of such termination. Within thirty (30) days of receipt of
such written notice to terminate, the receiving jurisdiction may request the
initiation of mediation or other nonbinding alternative dispute resolution
(ADR) proceedings. Such a request for ADR proceedings shall operate as a
stay of any termination until the completion of any such proceedings pursued
6
, -( Deleted: I
~-'Lf
( Deleted: in ddault and therefore
J¿;
in good faith. In the event of tennination, the City will be reimbursed for the
value of the improvements and equipment for which the City has been
invoiced and has paid under Paragraph 4 above but, reduced in value on a
straight line depreciation calculation, not to exceed a ten (10) year calculation
period. Ownership of any City personal property, which has not been
fonnally trans[elTed to the Committee, shall be retained by the City and may
be removed from the Police Driver Training Facility site at termination. The
County shall retain ownership of the site and shall have and recei ve ownership
of all fixtures, personal property and equipment and other assets of the
Committee. The Committee shall execute any deeds, bills of sale or
conveyances reasonably requested by the County to evidence the County's
ownership orall assets formerly owned or controlled by the Committee.
15.
The County shall pay to the City any amount established in accordance with
Paragraph 14 above within ninety (90) days from the tennination date of this
agreement.
ATTEST:
COUNTY OF ROANOKE
By
Elmer C. Hodge, County Administrator
Diane Childers, Clerk of Board
Approved as to Form:
Approved as to Execution:
County Attorney
County Attorney
ATTEST:
CITY OF ROANOKE
Mary F. Parker, City Clerk
By
Darlene Burcham, City Manager
Approved as to Form:
Approved as to Execution:
City Attorney
City Attorney
7
Appropriation and Funds Required for
this Contract Certified
Director of Finance
Date
Acct. #
. \ ..
~' ..1¡
8
ACTION NO.
ITEM NO.
J-5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request to approve a supplemental appropriation in the
amount of $243,166 to the fiscal year 2003-04 school budget to
reflect the receipt of the state compensation supplement
SUBMITTED BY:
Diane D. Hyatt
Chief Financial Officer
APPROVED BY:
Elmer C. Hodge t II
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
~~
SUMMARY OF INFORMATION:
The approved 2003-04 state budget for education included contingent funding for a 2.25%
salary increase effective January 1, 2004. This funding was predicated on the state
revenue collections reaching predetermined thresholds during FY03-04. Since this funding
source was not guaranteed, it was not included in the budget adopted for 2003-04.
However, it was explained in the budget summary prepared for the School Board last year
as follows:
The General Assembly budget also included continGent funding for a 2.25% teacher salary
increase effective January 1, 2004 (1. 125% annualized). This funding is contingent upon
the state revenue reforecast in August 2004. Due to the unreliable revenue stream,
Roanoke County Schools has elected not to include the contingent revenues in the adopted
FY03-04 budget. Separate board action will be taken at a later date if the revenues
materialize. The contingent revenues of approximately $243, 000 will be shared 50/50 with
the county as part of the revenue sharing agreement for FY03-04.
FISCAL IMPACT:
The state has confirmed that Roanoke County Schools received $243,166 in excess of
budget for the compensation supplement during FY03-04. The School Board will
e
~')-5
appropriate this funding along with a transfer to the County for the 50% share that was
agreed upon during the FY03-04 budget negotiations.
STAFF RECOMMENDATION:
Staff recommends appropriating $243,166 in additional state school revenues for FY03-
04 and allocating $121,583 of these funds to the County government.
ACTION NO.
ITEM NO.
J-lo
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Request to adopt a resolution supporting the utilization of
Industrial Access Railroad Track Funds
SUBMITTED BY:
Jill Loope
Assistant Director of Economic Development
APPROVED BY:
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Recommend approval
SUMMARY OF INFORMATION:
Cargill, Inc. is locating a deicing rock salt storage facility at 5376 Terminal Road. They are
completing an application for funding assistance in the amount of $20,700 to the
Department of Rail and Public Transportation to make needed improvements to the rail
access to the site. As is customary with state rail funding requests, a resolution of support
is required by the local governing body to complete the company's application package.
The salt located at this terminal is utilized during the winter months by the Virginia
Department of Transportation (VDOT), Roanoke County Schools, and other state and local
entities. Adjoining property owners have indicated their support for Cargill's application.
FISCAL IMPACT:
There is no fiscal impact to the County, and all funds are transferred directly to the
applicant.
ALTERNATIVES:
1. Approve the resolution of support
2. Deny the resolution of support
e
(f-b
STAFF RECOMMENDATION:
Staff recommends Alternative #1, approve the resolution of support
e
J'~~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 13, 2004
A RESOLUTION SUPPORTING THE UTILIZATION OF INDUSTRIAL
ACCESS RAILROAD TRACK FUNDS
WHEREAS, Cargill, Inc. has expressed its intent and desire to the County of
Roanoke to locate its industrial operations in the County of Roanoke; and
WHEREAS, Cargill and its operation will require rail access; and
WHEREAS, the officials of Cargill have reported to the County their intent to apply
for industrial access railroad track funds from the Commonwealth of Virginia's Department
of Rail and Public Transportation in the amount of $20,700; and
WHEREAS, Section 33.1-221.1:1 of the Code of Virginia declares it to be in the
public interest that access railroad tracks and facilities be constructed to certain industrial
commercial sites, that financial assistance for such construction be provided by the
Commonwealth, and that applications for such funds be approved by the local governing
body, and
WHEREAS, Cargill has requested that the County of Roanoke provide a resolution
supporting its application for said funds which are administered by the Virginia Department
of Rail and Public Transportation.
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of the County
of Roanoke, Virginia hereby approves, endorses, and supports the application of Cargill for
$20,700 in Industrial Access Railroad track funds.
GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Unaudited Balance at June 30, 2004
Amount
$9,642,105
July 1,2004
Explore Park Loan Repayment
25,000
Balance at July 13, 2004
9,667,105
Changes below this line are for information and planning purposes only.
Balance from above $9,667,105
$9,667,105
N- \
% of General
6.56%
6.56%
Note: On December 18, 1990, the Board of Supervisors adopted a goal statement to maintain the
General Fund Unappropriated Balance at 6.25% of General Fund Revenues
2004 - 2005 General Fund Revenues $147,255,793
6.25% of General Fund Revenues $9,203,487
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge t JI'
County Administrator
e
N-~
I CAPITAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Amount
Unaudited Balance at June 30, 2004 $11,389,450.22
Balance at July 13, 2004 $11,389,450.22
Submitted By Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge t {f
County Administrator
e
N-3
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
Amount
From 2004-2005 Original Budget $100,000.00
Balance at July 13, 2004 $100,000.00
Submitted By
Rebecca E. Owens
Director of Finance
Approved By
Elmer C. Hodge é'f/
County Administrator
e
N-l\
FUTURE CAPITAL PROJECTS
COUNTY OF ROANOKE, VIRGINIA
Savings from 1996-1997 debt budget
Transfer from County Capital Projects Fund
FY 1997 -1998 Original budget appropriation
Savings from 1997-1998 debt fund
FY1998-1999 Original budget appropriation
FY1999-2000 Original budget appropriation
Less increase in debt service
Savings from 1998-1999 debt fund
FY2000-2001 Original budget appropriation
Less increase in debt service
FY 2001-2002 Original budget appropriation
Less increase in debt service
Savings from 2001-02 debt fund
FY 2002-2003 Original budget appropriation
Less increase in debt service
FY 2003-2004 Original budget appropriation
Less increase in debt service
FY 2004-2005 Original budget appropriation
Less increase in debt service
Balance at July 13, 2004
2,000,000
(1,219,855)
2,000,000
(1,801,579)
2,000,000
(465,400)
116,594
2,000,000
(2,592,125)
2,000,000
(2,202,725)
2,000,000
(4,192,701)
$ 670,000
1,113,043
2,000,000
321,772
2,000,000
780,145
495,363
198,421
1,651,194
(592,125)
(202,725)
(2,192,701)
$ 6,242,387
Submitted By Rebecca E. Owens
Director of Finance
Approved By Elmer C. Hodge t!'fI
County Administrator
e
N-5
COMMONWEALTH of VIRGINIA
PHILIP A. SHUCET
COMMISSIONER
DEPARTMENT OF TRANSPORTATION
1401 EAST BROAD STREET
RICHMOND, VIRGINIA 23219-2000
June 22, 2004
Mr. Elmer C. Hodge
Roanoke County
PO Box 29800
Roanoke, VA 24018-0798
Dear Mr. Hodge:
The enclosed report contains a list of all changes to the Secondary System of
State Highways in your county approved by the Director of the Local Assistance Division
in May 2004. All changes to the Secondary System, with the exception of legal
discontinuances, are effective the day they are approved by the Director of the Local
Assistance Division. This date appears in the far right column of the monthly report.
If you have any questions or comments about this report, please call Martin Law
at 804-786-7399.
Michael Estes 1114, ~~~ h.~
Director, Local Assistance Division
ME/Mil
e
VirginiaDOT.org
WE KEEP VIRGINIA MOVING
Report of Changes to the Secondary System of State Highways
22-Jun-O4
19
"
County of Roanoke
Street Names grouped by Project/Subdivision
Route
Street Termini
Length Date BOS
Miles Resolution Effective
System Change:
Addition
Wexford At Steeplechase
HamIet Trail
Juliet Court
Juliet Court
02042 From: Route 2041juliet Court To: Cui De Sac 0.07 12/2/2003 5/21/2004
02041 From: Route 2040 Stratford Way To: Route 2042 HamIet Trail 0.04 12/2/2003 5/21/2004
02041 From: Route 2042 Hamlet Trail To: Cui De Sac 0.12 12/2/2003 5/21/2004
02040 From: Route 1537 Steeplechase Drive To: Route 2041 Juliet Court 0.13 12/2/2003 5/21/2004
02040 From: Rt. 2041 Juliet Court To: Cui De Sac 0.20 12/2/2003 5/21/2004
Total Net Change in Mileage 0.56
Stratford Way
Stratford Way
This document summarizes implemented changes in the secondary system of state highways that will be reported to the Commonwealth Transportation Board on June 17, 2004
~
en
ACTION NO.
ITEM NUMBER~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA
HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER.
MEETING DATE: July 13, 2004.
AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of
June 30, 2004.
SUMMARY OF INFORMATION:
BANKERS ACCEPTANCE:
SUNTRUST CAP
997,015.67
997,015.67
CERTIFICATE OF DEPOSITS:
SOUTHWEST VIRGINIA SAVINGS & LOAN
100,000.00
100,000.00
COMMERICAL PAPER:
ALEXANDER KEY FED
BRANCH BANKING & TRUST
EVERGREEN
MORGAN KEEGAN
SUNTRUST
SUNTRUST CAP
28082.79
4,857.23
4,141.67
3,901.65
4,800.83
4,143.06
699,434.17
721,278.61
CORPORATE BONDS
EVERGREEN
3,182,014.75
3,182,014.75
GOVERNMENT:
ALEXANDER KEY FED
ALEXANDER KEY - Sub Acct
EVERGREEN
SUNTRUST-CAP
26,886,326.67
4,070,047.60
8,136,309.39
11,276,110.29
50,368,793.95
LOCAL GOV'T INVESTMENT POOL:
GENERAL OPERATION (G. 0.)
6,094,920.19
6,094,920.19
MONEY MARKET:
ALEXANDER KEY FED
EVERGREEN
ALEXANDER KEY - Sub Acct
SUNTRUST - CAP
SUNTRUST - SWEEP
WACHOVIA
27,798,689.03
85,206.31
296,388.29
2,205,664.13
8,551,227.16
2,312,658.39
41,249,833.31
REPURCHASE AGREEMENT:
EVERGREEN
TOTAL
602,659.88
103,316,516.36
602,659.88
e
07/07/04
ACTION NO.
p- \
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Work session to discuss a regional library program
SUBMITTED BY:
Elmer C. Hodge Llf
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Roanoke City has invited us to discuss regionalizing the County and City library operations.
Richard Flora and I discussed this idea with Mayor Nelson Harris and City Manager
Darlene Burcham at our monthly breakfast meeting, and we think that it is worth
investigating.
BACKGROUND:
The following information is provided as background on the formation of regional libraries in
Virginia:
The Code of Virginia allows two or more counties or cities to establish and maintain by
contract a regional free library system. The library boards of each locality must agree to
such action. The political subdivisions are empowered and authorized to create by
contract a regional library board to administer and control the regional library services.
They must (i) have qualified for participation in the state's regional library program, (ii) have
been recognized as a region by the State Library Board, and (m) have made the minimum
local appropriation of funds as recommended by the State Library Board.
The regional library board shall be appointed by the respective governing bodies, and may
appoint a member or employee of the governing body to the board. Terms are for four
years, except for the initial appointments to provide for staggered terms of office. No
member shall be eligible to serve for more than two terms. Members may be removed for
misconduct or neglect of duty by the governing body making the appointment.
The board shall elect officers, adopt by-laws, rules and regulations, and shall have control
of the expenditure of all moneys credited to the regional library fund. The board shall have
authority to execute contracts for the purpose of administering a public library service,
including contracts concerning allocation and expenditure of funds.
e
P-l
The expenses of the regional library system shall be apportioned among the participating
political subdivisions on such basis as shall be agreed upon in the contract. The treasurer
of the regional library board shall have custody of the funds of the regional library system;
and the treasurers or other financial officers of the participating jurisdictions shall transfer
quarterly to the board all moneys collected or appropriated for this purpose.
SUMMARY OF INFORMATION:
Part of the regional library concept will involve a study of the existing capital facilities. The
current capital facilities plan for the County libraries is attached. We have invited the
Roanoke County Library Board to attend the work session.
With the Board's concurrence, I would like to assign Diane Hyatt and Diana Rosapepe to
discuss this idea further with selected City staff, to determine if there are any benefits and
ongoing cost savings. During the work session, we would like to hear the Board's
questions and guidance for this project.
e
-,
J~'~~ I
I
Library
HQ Library Replacement
I
Description:
This project would replace the existing Headquarters/419 Library with a 56,000 sq. ft. building
constructed to meet both current and anticipated needs for size, lighting, design, handicapped
accessibility, and telecommunication infrastructure. It would include expanded stacks, children's
programming areas, young adult collections, a browsing area, additional Internet stations, a computer
training lab, display space, auditorium and conference rooms, and a coffee shop. The design would
also consolidate service desks, incorporate logical traffic patterns, redesign support work spaces, and
add a security system to protect valuable materials and allow the introduction of self-checkout
modules. Externally, the building would have safe parking lot entrances and exits, improved traffic
flow and longer turning lanes, and an additional 96 parking spaces.
Justification:
With a public area of approximately 18,500 sq. ft., the present Headquarters library is less than 40%
of the size specified by state standards for its current population base. It is the only library that serves
two magisterial districts, Cave Spring and Windsor Hills. Designed for a service level of 600 visitors
per day, it now averages more than 1,100 citizen visits daily [333,000 in FY02-03, with annual
circulation in excess of 456,000 items]. The majority of the furnishings and fixtures date from the
original construction of thirty years ago and are heavily-worn. It is overcrowded, with a disjointed
layout that forces inefficiencies and compounds congestion during peak periods. Shelves are at 120%
of capacity. There is no archival or storage space for the collection, so the acquisition of any new
materials requires that less-used books be discarded.
The building was designed for library services as they existed in the 1970's. New formats, including
Internet access, instructional labs, and media products require more space, a robust technological
infrastructure, and greater flexibility than the building can accommodate. Remodeling the existing
structure would be difficult and expensive. The building is landlocked on a 2.5 acre lot, with the
maximum allowable number of parking spaces.
Funding Source:
Bond issue or TBD
Operating Budget Impact:
Additional staff would be needed to provide service in the larger public work area and for support
functions in technical services. Although this represents a much larger building size, maintenance
and utilities in a more efficient structure should not increase by more than 30% annually.
Cost and Efficiency Impact:
When completed, the department's operational costs would rise but overall efficiency will be
improved by combining three public service desks to maximize staffing resources and eliminate poor
traffic patterns. The installation of a security system would reduce collection theft rates. A coffee
shop and FOL gift shop could become revenue streams to help support children's programming
expenses. Some of the cost of acquiring a different site could be offset by the later sale of the current
property. Construction of a new library would be the most efficient and cost-effective solution and
will delay the need to create, staff, and maintain a second branch elsewhere in Southwest County.
Conformance with County Obligations:
This project has been identified as the highest priority by the Library Citizens' Review Team and the
Library
HQ Library Replacement
Library Board. It is identified in the Five-Year Plan and is in conformance with the Comprehensive
Plan. The current building is not in conformance with state standards for a public library or with
requirements for handicapped accessibility.
FY2005 - 2009 Expenditure Summary
Notes:
Appropriations to Date
Future Costs Beyond 2009
$0
None
AssocÎllted Operllting Costs:
FY2004-05
$0
FY2005-06
$0
FY2006.07
$174,200
FY2007.0B
$179,400
FY200B-O9
$185,000
1~~- f
I
Library
Glenvar Library Expansion
I
Description:
This project would add 6,200 sq ft to the Glenvar Branch Library for increased public space and
readers' seating, twice the number of book stacks, an improved children's area with appropriately-
scaled shelving, a more functional meeting room, and high speed access to electronic resources,
including Internet work stations and a computer instructional lab. The existing library would be
renovated with new fittings and fixtures. Space would be allotted to system support functions,
including archival storage. The parking lot would be expanded and redesigned to better accommodate
through traffic from the nursing home located behind the building.
Justification:
This project would add 6,200 sq ft to the Glenvar Branch Library for increased public space and
readers' seating, twice the number of book stacks, an improved children's area with appropriately-
scaled shelving, a more functional meeting room, and high speed access to electronic resources,
including Internet work stations and a computer instructional lab. The existing library would be
renovated with new fittings and fixtures. Space would be allotted to system support functions,
including archival storage. The parking lot would be expanded and redesigned to better accommodate
through traffic from the nursing home located behind the building.
Funding Source:
Bond issue or TBD.
Operating Budget Impact:
Departmental costs for staffing, maintenance, and utility expenses would increase, proportionate to
the size of the building and the change in service level more patron traffic would require.
Cost and Efficiency Impact:
Expansion would require adding staff hours, which would increase operating costs. The library itself
will operate more efficiently if it has better design, logical traffic patterns, improved lighting, and
stable access to technology. No funds have to be allocated for the purchase of additional land because
the current site has room for expansion.
Conformance with County Obligations:
The project is in confonnance with the Comprehensive Plan and is supported by standards published
by the Library of Virginia; it is a primary capital priority of both the Library Citizen's Review
committee and the Library Board of Trustees.
e
Library
Glenvar Library Expansion
FY2005 - 2009 Expenditure Summary
Notes:
Appropriations to Date
Future Costs Beyond 2009
$0
None
Æçsociated Operating Costs:
FY2004-05
$0
FY2005-06
$0
FY2006-07
$66,500
FY2007-0B
$68,500
FY200B-O9
$70,500
f)",¡
Library
MI. Pleasant Library Replacement
Description:
This project would relocate the one-room, 529 sq ft Mt. Pleasant Branch Library to a separate
structure outside the elementary school. The new 3,500 sq ft library would include stack space to
accommodate general reading, adult nonfiction, and juvenile collections. It would have
approximately 12 to 15 work/study seats, appropriate furnishings for children, new shelving, an area
for six pc/Internet stations, and a programming/meeting area for small groups. It would include
handicapped accessible parking and entries.
Justification:
The current library is housed in a classroom inside the Mt. Pleasant Elementary School. It is too
restricted, both in size and by school operations, to support a standard collection and appropriate
library services. The surrounding area is experiencing substantial residential growth, so library
services and facilities should be upgraded to meet the needs ofthis population. State standards
indicate the branch should have a minimum of 1,845 sq ft, as of2003. The projected population
growth indicates a need for 3,500 sq. ft. by the year 2010. .
Selection of a site for a new and enlarged facility will be an issue. A location on Rte. 116 would
improve access and visibility; promote increased use of the branch; and could make the library a
possible candidate for a joint project with Franklin County. A new site would also avoid some of the
security and control issues that arise when public library operations are located on school grounds.
Funding Source:
Bond issue, general operating,revenues, or TBD.
Operating Budget Impact:
Annual operational, maintenance, and utilities costs would increase by approximately 60%, primarily
related to the larger space and the need for more part-time staff hours.
Cost and Efficiency Impact:
This project will increase operational costs but would exponentially enhance services to the Mt.
Pleasant community. The classroom currently occupied by the library would be vacated, which
would free the space to be used for school operations.
Conformance with County Obligations:
The current space fails to meet state standards for a public library facility. Expansion and
replacement of the Mt. Pleasant Branch was a high priority of the Citizen's Review committee and the
Library Board of Trustees. The project is in confonnance with the Comprehensive Plan.
e
Library
NIt. Pleasant Library Replacement
FY2005 - 2009 Expenditure Summary
Notes:
Appropriations to Date
Future Costs Beyond 2009
$0
None
Associated Operating Costs:
FY2004-05
$0
FY2005-06
$0
FY2006-07
$70,000
FY2007-08
$72,100
FY2008-09
$74,300
I
!'~-I
I
Library
Vinton Library Renovation
Description:
This project would refurbish the interior of the Vinton library. New chairs and tables would replace
furnishings and provide comfortable seating for casual reading or studying. It would make shelving
areas fully-accessible and upgrade lighting fixtures to meet current standards. The entire adult section
would be reconfigured to improve traffic patterns and allow space for the computer lab. The layout
for telecommunication lines and electrical outlets would be upgraded. Twenty-three public
workstations would be replaced. The project would also include a reoriented circulation desk and
central corridor work area for more efficient workflow, improved line-of-sight, appropriate media
shelving, and added storage. Public restrooms would be redesigned to allow handicapped
accessibility. When finished, this would be the fIrst complete renovation of the interior since the
building's construction in 1969. The parking lot would be expanded by 16 spaces.
Justification:
Most fittings and furnishings are original to the building and show more than three decades of wear.
Upgraded lighting fixtures are necessary to meet state standards. Space for the existing computer lab
was cut out of the magazine display area; the resulting configuration has partially blocked ambient
light in the reference area. The lab needs to be resited for better staff oversight and resized to allow
more room for computer workstations. The wiring and telecommunications infrastructure for a large
computer network has been grafted onto old lines.
Handicapped accessibility is compromised; public restrooms are narrow and inaccessible for
wheelchairs. In fact, the only restroom that is available to the handicapped is in the meeting room.
Wheelchair-bound patrons who need to use it must intrude on groups in the meeting room, which is
embarrassing and inconvenient. Expansion of the parking lot is long overdue. There are only 14
spaces for the whole library, less than 47% of the minimum standard of 1/300 sq. ft.; any program,
meeting, or event overwhelms the lot capacity.
Funding Source:
Bond issue or TBD. A cooperative arrangement with the Town of Vinton may be possible to share
some of the costs associated with building the parking lot.
Operating Budget Impact:
There would be a minimal impact on the department's operating budget for utilities. Renovations draw
more patrons into the library, which would increase circulation and reference requests and therefore,
the need for part-time staff.
Cost and Efficiency Impact:
Although ongoing operating costs would increase, functionality, building supervision, and workflow
would be improved. Construction costs could be reduced if a cost-sharing arrangement with the
Town of Vinton to improve the parking lot is implemented.
Conformance with County Obligations:
This project is in conformance with the Comprehensive Plan and is supported by the Citizen's Review
Team, the Library Board or Trustees, and by building construction standards from the Library of
Virginia.
Library
Vinton Library Renovation
FY2005 - 2009 Expenditure Summary
Notes:
Appropriations to Date
Future Costs Beyond 2009
$0
None
Associated Operating Costs:
FY2004-05
$0
FY2005-06
$0
FY2006-07
$83,600
FY2007-08
$86,100
FY2008-09
$88,700
Library
Bent Mountain Library Expansion
Description:
This project would add 550 sq. ft. to the Bent Mountain Library to provide additional readers' seating,
more open space for the children's collection and programs, and sufficient wall surface for shelving.
Jus tifi c a ti 0 n:
The Bent Mountain Branch Library is a 700 sq. f1. facility, which was built in 1985. It is adjacent to
the Bent Mountain Elementary School and is situated on school property. A small area around the
building could be used for a second expansion. The children's area is very small so popular
afterschool programs have to be conducted in a narrow corridor ncar thc circulation desk or at a picnic
table outside. An expanded building would create a more suitable environment for story times and
other children's services, including juvenile-height shelving and furniture. This library serves as a
focal point for its community, as demonstrated by a recent citizens' fund raising campaign. The
planned addition from their initiative will have little effect on either seating capacity or programming
space.
Funding Source:
Bond issue, general operating revenues or TBD
Operating Budget Impact:
Increased collection development, part-time staffing, maintenance and utility costs should average
approximately $22,000 per year.
Cost and Efficiency Impact:
The project would upgrade the level of service offered at this branch, particularly in children's
programs and materials.
Conformance with COllll(V Obligations:
The project is in conformance with the Comprehensive Plan and has been approved by the Library
Board of Trustees.
FY2005 - 2009 Expenditure Summary
I
Notes:
Appropriations to Date
Future Costs Beyond 2009
$0
None
As,çoCÎated Operating Costs:
FY2004-05
$0
FY2005-06
$0
FY2006-07
$21,500
FY2007-08
$22,200
FY2008-09
$22,900
ACTION NO.
ITEM NO.
ß:2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE:
July 13, 2004
AGENDA ITEM:
Work session to review the current Fire and Rescue
Department personnel allocations and to provide an update on
call statistics
SUBMITTED BY:
Richard E. Burch, Jr.
Fire and Rescue Chief
Elmer C. Hodge, Jr. t 1/
County Administrator
APPROVED BY:
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Periodically, the Fire and Rescue Department completes a review of personnel allocations
and call statistics throughout the County to ensure the most efficient use of resources. At
this time we would like to present to the Board the current status of personnel and review
the department's call statistics.
e
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 13,2004
RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN
. CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a
closed meeting on this date pursuant to an affirmative recorded vote and in accordance
with the provisions of The Virginia Freedom of Information Act; and
WHEREAS, Section 2.2~3712 of the Code of Virginia requires a certification by the
Board of Supervisors of Roanoke County, Virginia, that such closed meeting was
conducted in conformity with Virginia law.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke
County, Virginia, hereby certifies that, to the best of each members knowledge:
1. Only public business matters lawfully exempted from open meeting requirements
by Virginia law were discussed in the closed meeting which this certification resolution
applies, and
2. Only such public business matters as were identified in the motion convening the
closed meeting were heard, discussed or considered by the Board of Supervisors of
Roanoke County, Virginia.
~
e