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HomeMy WebLinkAbout1/14/1997 - Regular January 14, 1997 9 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 January 14, 1997 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the second Tuesday, and the first regularly scheduled meeting of the month of January, 1997. IN RE: CALL TO ORDER Chairman Johnson called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Bob L. Johnson, Vice Chairman Harry C. Nickens, Supervisors Lee B. Eddy, Fenton F. "Spike" Harrison, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk; John M. Chambliss, Assistant County Administrator; Don C. Myers, Assistant County Administrator; Anne Marie Green, Director, Community Relations IN RE: OPENING CEREMONIES The invocation was given by Gardner W. Smith, Director of Development Services. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF 10 January 14, 1997 AGENDA ITEMS Mr. Hodge added Item 8 to new business: Request from Valley Metro to subsidize Star Paratransit Services; and Item 7 to the Consent Agenda: Amending Resolution 120396-6.c requesting acceptance of Penn Forest Place into the Virginia Department of Transportation Secondary Road System. Mr. Mahoney added Executive Session Items pursuant to Section 2.1-344 A (7) legal matters, negotiation of agreements with Town of Vinton and County of Botetourt. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Appreciation to Bob L. Johnson for his service as 1996 Chairman of the Board of Supervisors. R-011497-1 Supervisor Nickens presented a plaque and framed resolution to Chairman Johnson. Supervisor Nickens moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-1 OF APPRECIATION TO BOB L. JOHNSON FOR HIS SERVICE AS 1996 CHAIRMAN OF THE BOARD OF SUPERVISORS WHEREAS, Bob L. Johnson served as Chairman of the Roanoke County Board of Supervisors during 1996; and WHEREAS, during Mr. Johnson's term as Chairman, the County achieved a variety of accomplishments, including: January 14, 1997 II · Conclusion of the first phase of the Spring Hollow Water System, including dedication of the Water Treatment Plant and completion of the southwest County transmission lines. · Announcement of construction of the $102 million R. R. Donnelley and Sons printing facility in west County, projected to employ 310 people by the end of 1999 · Recognition from several state and national organizations, including two Achievement Awards from the National Association of Counties and the Communications Achievement Award from the Virginia Municipal League · Completion of the County's Visioning Process and beginning of the update to the County's Comprehensive Plan, designed to provide citizen input into the future development of Roanoke County · Beautification of the gateway areas of the County and specifically to the Williamson Road corridor through plantings, design guidelines and incentives to private citizens. WHEREAS, Mr. Johnson also served as Chairman of the Roanoke Regional Airport Commission during 1996; and WHEREAS, Mr. Johnson also worked diligently during his term to represent all the citizens of Roanoke County and to promote regional projects which would benefit all the residents of the Roanoke Valley. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does hereby extend its deepest appreciation to Bob L. Johnson for his service as Chairman during 1996 and for his belief in democracy and participation by citizens in local government. On motion of Supervisor Nickens to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: NEW BUSINESS 1. Reauest for acceptance of V-STOP (Prevention of Violence Aaainst Women) arant. (John Cease. Police Chief) A-011497-2 12 January 14, 1997 Chief Cease reported that the V-Stop Grant is a five year federal program aimed at reducing violence again women. The grant will be used to fund a position with the primary purpose of investigating and preventing crimes against women. The department will receive $45,817 and the County would be responsible for 250/0 matching funds amounting to $15,274. Chief Cease pointed out that approval of the grant will require an additional position and vehicle. Chief Cease advised that Captain Ray Lavinder worked on the grant and he was present to answer questions. In response to questions, Chief Cease advised that they investigated over 1 ,000 incidences of domestic violence in 1995-96, and that they would use the grant money primarily for law enforcement. Supervisor Minnix moved to approve the grant. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None Chairman Johnson reminded the Board that this would add one person and vehicle to the employee and vehicle count. 2. Reauest that the Roanoke Valley Resource Authority fund a neiahborhood park in Mayflower Hills community. (Elmer C. Hodae. County Administrator) R-011497 -3 Mr. Hodge presented the history of the proposed park dating back to the 1970's, when the land on Rutrough Road was chosen as the most suitable site for a new January 14, 1997 13 landfill. At that time, the residents in the Mayflower Hills neighborhood were strongly opposed. In 1973, a comprehensive plan for a park that would be created after the landfill was closed was presented to the residents in the community. Plans included an ice skating rink, horse stables, extensive recreation fields, a boat dock and a marina. However, this park was never built after the landfill closed. The residents in Mayflower Hills have agreed not to pursue these original plans, and are instead requesting a smaller neighborhood park located between the church and the landfill entrance. Construction costs are estimated at $1 00,000. Roanoke County supports their request and is requesting that the Roanoke Valley Resource Authority agree to fund this park. Mr. Hodge requested that the Board adopt a resolution requesting that the Roanoke Valley Resource Authority provide the funds for the Mayflowers Hills neighborhood park. There are funds available set aside by the Authority to close out the Rutrough Road Landfill. Supervisor Nickens suggested amending the resolution that the Resource Authority be responsible for the funding only, and that Roanoke County Parks and Recreation be responsible for the design and construction of the park. Supervisor Eddy suggested that the resolution be sent to officials at the City of Roanoke and Town of Vinton. Supervisor Nickens moved to adopt the resolution as amended and to forward copies to the City of Roanoke and Town of Vinton. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson None 14 January 14, 1997 Supervisor Eddy requested that a letter of appreciation be sent to Explore Park for their donation. Chairman Johnson asked Board Clerk Mary Allen to draft the letter. RESOLUTION 011497-3 REQUESTING FUNDING FROM THE ROANOKE VALLEY RESOURCE AUTHORITY FOR A NEIGHBORHOOD PARK IN THE MAYFLOWER HILL COMMUNITY WHEREAS the expectation for a community park, upon the closure and capping of the Rutrough Road landfill, was set forth in 1973 to the Mayflower Hills community in which the landfill was sited and is now closed; and WHEREAS the former landfill was originally owned by the City of Roanoke, the County of Roanoke and the Town of Vinton; and WHEREAS the City, County and Town donated a portion of the former landfill to the U.S.A. for the Roanoke River Parkway and the remainder to the Roanoke Valley Resource Authority; and WHEREAS locating a park of this type on a former landfill is no longer possible due to current landfill regulations; and WHEREAS the Mayflower Hills community has worked with Roanoke County and Explore to site a smaller, neighborhood park on Explore property; and WHEREAS the community has defined the key elements of the park as including: a multi-use ballfield with backstop; kiddie toys/swings area; picnic shelter with a water fountain, tables, restrooms and grill area; security lighting; and a half court basketball play area with one or two hoops; and WHEREAS the estimated cost of the neighborhood park is $80,000-$100,000; and WHEREAS commitments made during the siting of the former landfill are as important as current commitments made during the recent siting of the existing landfill; THEREFORE BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia as follows: 1. That the Roanoke Valley Resource Authority is hereby requested to provide the funds for the Mayflower Hills neighborhood park in the amount of $80,000- $100,000 from funds set aside by the RVRA to close out the Rutrough Road landfill, and 2. That the Roanoke County Parks and Recreation Department will be responsible for design and construction of the neighborhood park, and 3. That the County Administrator and his staff are directed to meet with the Roanoke Valley Resource Authority to provide information and assistance in the implementation of this resolution, and January 14, 1997 15 4. That the Clerk to the Board mail copies of this resolution to the Roanoke Valley Resource Authority, and 5. That the Clerk to the Board forward copies of this resolution to the City of Roanoke and the Town of Vinton. On motion of Supervisor Nickens to adopt resolution as amended and to forward copies to the City of Roanoke and Town of Vinton, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 3. ReQuest from Social Services for approval of a Welfare Reform Position. (Betty McCrary. Director of Social Services) A-011497-4 Assistant County Administrator John Chambliss explained that to prepare for the Welfare Reform program, staff is requesting that the number of positions authorized for the Department be increased by one to coordinate the implementation effort. Staff would like to hire the employee effective March 1 and funds are available from the Social Services budget to cover the costs until June 30. The state will reimburse Roanoke County 1000/0 of the administrative costs beginning July 1, 1997. Supervisor Minnix moved to approve adding the position to the Social Services Department. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 4. ReQuest for fundina to construct a counter at the Commissioner 16 January 14, 1997 of the Revenue/Treasurer's satellite office at Crossroads Mall. (Elmer C. Hodae. County Administrator) A-011497 -5 Mr. Hodge advised that several years ago, the Commissioner of the Revenue opened a satellite operation at the Division of Motor Vehicles (DMV) to collect personal property taxes. The Treasurer also added a staff person. Roanoke City also added staff at the DMV. The demand at the satellite office has been so overwhelming that the original counter space is not large enough to accommodate the staff and computer terminals. The DMV has agreed to provide the County with the additional space if the County constructs the counter that is necessary. The cost of the counter, cable and wiring is approximately $7,000, and staff is requesting appropriation of the funds from the Board Contingency Fund. Supervisor Nickens expressed support for the request but suggested that the funds be taken from the two departments, and that they be allowed to overrun their budgets. In response to a question from Supervisor Eddy, Mr. Hodge advised that Roanoke City is also paying a share of the expenses. Supervisor Nickens moved to approve construction of the counter with funding to be divided between Treasurer and Commissioner of Revenue's existing budgets; and that Board of Supervisors would allow them to overrun their budgets by $3,500. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None January 14, 1997 17 5. 1997 Appointment of Board Members to Committees. Commissions and Boards. (Mary Allen. Clerk to the Board) A-011497 -6 Ms. Allen advised that at the beginning of each year the Board of Supervisors makes appointments of the supervisors to various committees, commissions and boards. Since the chairman and vice chairman will remain the same and there are no new Board members, no specific changes have to be made at this time. However, if the Board wishes they may make modifications to the appointments. Supervisor Johnson moved to approve the 1997 appointments, and that they remain the same as 1996. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None BOARD OF SUPERVISORS COMMITTEE ASSIGNMENTS 1997 LEE B. EDDY Clean Valley Council (2-year term expires 6/30/97) Fifth Planning District Commission (3-year term expires 6/30/96) 5PDC, Rural Transportation Advisory Committee (Bus/Citizen) Recycling Advisory Committee (Inactive since 1991) Metropolitan Planning Organization (3-year term expires 7/1/99) Fifth PDC Regional Competitiveness Act Steering Committee. FENTON F. HARRISON Fifth Planning District Commission (three-year term expiring 6/30/98) Metropolitan Planning Organization (3-year term expires 7/1/99) IS January 14, 1997 Roanoke County Cable Television Committee (representing Catawba Magisterial District) BOB L. JOHNSON Audit Committee Roanoke Regional Airport Commission (4-year term expires 2/10/98) Total Action Against Poverty Board of Directors (2-year term expires 5/5/98. BLJ appointed Mrs. Elizabeth Stokes as his designee.) Virginia Association of Counties Liaison (As Chairman) Roanoke Valley Economic Development Partnership (As Chairman) H. ODELL MINNIX Social Services Advisory Board (4-year term expires 8/1/98) Audit Committee Metropolitan Planning Organization - Alternate (3-year term expires 7/1/99) HARRY C. NICKENS Court Community Corrections Policy Board (3-year term expires 12/31/97) Roanoke Valley Regional Cable Television Committee Roanoke County Cable Television Committee Legislative Liaison to Virginia Association of Counties (As Vice-Chairman) Metropolitan Transportation District Study Commission 6. ReQuest from the Fifth Plannina District Commission to establish a Reaional Alliance under the 1996 Virainia Reaional Competitiveness Act. (Elmer C. Hodae. County Administrator) R-011497-7 Mr. Hodge reported that in 1996, the Board appointed Supervisor Lee Eddy and him to serve on the Fifth Planning District Commission Steering Committee to examine the process of developing a regional partnership for the 1996 Regional Competitiveness January 14, 1997 19 Act. The steering committee has recommended the formation of a Fifth Planning District Regional Alliance to act as the partnership to carry out the provisions of the Regional Competitiveness Act, and recommended the appointment of the chief elected official and the chief administrative official to serve as members of the organizing Board of Directors. This Board will be responsible for nominating other Board members from business, education and civic organizations and begin working on the bylaws. Supervisor Johnson moved to adopt the resolution and appoint the County Administrator and Chairman of the Board of Supervisors to the Board of Directors. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-7 ESTABLISHING A REGIONAL ALLIANCE UNDER THE 1996 VIRGINIA REGIONAL COMPETITIVENESS ACT WHEREAS, Section 15.1-1227.1 through Section 15.1-1227.5, Code of Virginia, as amended, permits counties, cities and towns within a planning district to establish a regional partnership for the purpose of encouraging local governments to exercise the options provided by law to work together for their mutual benefit and the benefit of the Commonwealth (known as the Regional Competitiveness Act); and WHEREAS, the Fifth Planning District Commission has coordinated the regional Steering Committee to investigate establishing a regional alliance under the Regional Competitiveness Act, and this committee has recommended the formation of the Fifth Planning District Regional Alliance; and WHEREAS, the Fifth Planning District Commission has agreed to provide administrative staff and research support to the proposed Alliance; and WHEREAS, the guidelines for Virginia's Regional Competitiveness program require that participating local governments within the region adopt a resolution of participation. THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia agrees to: (1) Establish the Fifth Planning District Regional Alliance under the provisions of the 1996 Regional Competitiveness Act, in conjunction 20 January 14, 1997 with the other participating member governments of the Fifth Planning District; and (2) Appoint the chairman of the Roanoke County Board of Supervisors and the County Administrator as members of the Organizing Board of Directors. The Chair of the Fifth Planning District Commission will also serve as a member of the Organizating Board of Directors. BE IT FURTHER RESOLVED that the Board of Supervisors of Roanoke County, Virginia, understands that: (1) The Organizing Board of Directors will nominate and select other Board members to carry out the provisions of the Regional Competitiveness Act. The Board of Directors will prepare and adopt the organization's bylaws; and (2) Specific recommendations for determining distribution of Regional Competitiveness funds must be endorsed by each governing body. On motion of Supervisor Johnson to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 7. ReQuest for resolution authorizina renewal of a lease of real estate for parkina facilities at the Roanoke County Courthouse and Jail. (Elmer C. Hodae. County Administrator) (CONTINUED FROM November 19. 1996) A-011497 -8 Sheriff Holt presented a survey showing the number of vehicles currently using the parking lot and explained that are no other public parking facilities available in the City of Salem. Supervisor Nickens advised that he recognized the need for additional parking but felt it would be more appropriate for the users who visit the jail/courthouse to January 14, 1997 21 pay the cost and would not support the request. Supervisor Minnix agreed but said that he would support the request. Sheriff Holt, Mr. Hodge and Mr. Chambliss were asked to research possible parking solutions in the future. Supervisor Johnson moved to approve the renewal of the lease. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Eddy, Minnix, Harrison, Johnson Supervisor Nickens 8. ReQuest from Valley Metro to subsidize STAR Paratransit Services to the residents of Roanoke County. (John Chambliss. Assistant County Administrator) A-011496-9 Mr. Hodge advised that the City of Roanoke and Valley Metro have notified the County that the STAR paratransit service will not be provided to the County as of July 1, 1997 unless the County subsidizes the system in the amount of $35,250. This change is due to a reduction in federal subsidies. Mr. Hodge explained that there are several publicly funded transportation systems in Roanoke County which could be changed if the Board wishes. CORTRAN is a County-wide system provided by the Unified Human Services Transportation Systems, Inc. (RADAR) and offers free curb-to-curb transportation services for qualified elderly or physically challenged persons needing paratransit services. The County pays $69,288 annually for this services which translates to an average cost of 22 January 14, 1997 $14.14 per one-way trip. STAR services operates within three-fourths of a mile of the fixed route for buses within the boundaries of Roanoke city and riders pay $2.50 per one-way trip. RADAR also operates the Red Line service for the County with funding from the State and Federal government as a feeder service operating on a deviating route system. This program has had limited use. Mr. Hodge advised that staff recommends the following to minimize the impact to Roanoke County: (1) Eliminate the Red Line Service effective February 1, 1997 and apply any unspent money to the CORTRAN program; (2) Impose a fare of $2.50 per one-way trip effective July 1, 1997 to help offset the cost of this service which could generate $12,250 annually; (3) Purchase an additional 7 hours of service from CORTRAN which will cost $15,435 for the balance of the current fiscal year ($37,044 annually) to serve some of the riders displaced by the loss of the STAR service; (4) notify Valley Metro that we do not plan to subsidize the STAR service because it does not benefit the entire County. In response to a question from Supervisor Minnix, Mr. Chambliss advised that the changes would enable all citizens to be served by CORTRAN. Supervisor Eddy summarized a memo he sent to the Board members expressing his concerns and offering other suggestions. He suggested further research and development of a program to begin July 1,1997. Supervisor Johnson moved to approve the staff recommendation as out lined above. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Minnix, Harrison, Nickens, Johnson Supervisor Eddy January 14, 1997 23 IN RE: PUBLIC HEARING 1. Public Hearina to hear citizen comment and adoption of a resolution for an ISTEA arant application for the Hanaina Rock Battlefield Trail. Phase II. (Timothy Gubala. Economic Development Director) R-011497-10 Mr. Gubala reported that the Phase IIISTEA grant would fund $470,000 for the footbridge, acquisition and preservation of a railroad "coal pier" and the historic Brubaker house, and extension of the trail along Route 419 to the Brubaker House. The Hanging Rock Battlefield and Railway Preservation Foundation will use private funds, in- kind services, donations of land and easements as the 200/0 required match. In response to a question from Supervisor Eddy as to why the bridge was so expensive, Mr. Gubala responded that the bridge would have to be built outside of the flood plain with a 120 foot span. There were no citizens to speak on this issue and Supervisor Harrison moved to adopt the resolution to submit the grant application. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-10 APPROVING THE SUBMISSION OF AN ISTEA TRANSPORTATION ENHANCEMENT PROGRAM APPLICATION FOR 24 January 14, 1997 THE HANGING ROCK BATTLEFIELD TRAIL, PHASE II BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: WHEREAS, in accordance with Commonwealth Transportation Board construction allocation procedures, it is necessary that a request by resolution be received from the local government in order that the Virginia Department of Transportation program an enhancement project in the County of Roanoke, Virginia. WHEREAS, a public hearing was duly advertised and held on January 14,1997 to elicit citizen comment on this project. NOW, THEREFORE, BE IT RESOLVED, that the County of Roanoke, Virginia, requests the Commonwealth Transportation Board to establish the following improvement project: Hanging Rock Battlefield Trail, Phase II BE IT FURTHER RESOLVED, that the County of Roanoke, Virginia, is assured that the Hanging Rock Battlefield and Railway Preservation Foundation has identified a match of 200/0 of the total cost for planning and design, right of way, and construction of this project with donated land and easements, private funds, and in-kind services. And, if the County of Roanoke, Virginia, or the Hanging Rock Battlefield and Railway Preservation Foundation subsequently elects to cancel this project, the County of Roanoke, Virginia, and/or the Foundation, hereby agrees to reimburse the Virginia Department of Transportation for the total amount of the costs expended by the Department through the date the department is notified of such cancellation. On motion of Supervisor Harrison to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: FIRST READING OF ORDINANCES 1. Ordinance authorizina the creation of and financina for a Local Public Works Improvement Proiect. Eanes Road sanitary sewer extension. (Gary Robertson. Utility Director) Mr. Robertson reported that the section of Eanes Road between the Roanoke City boundary line and Bandy Road uses septic systems for handling sanitary sewer wastes. Several properties have systems that have failed or are failing and have requested assistance. A meeting was held on November 20, 1996 where a proposed public sanitary January 14, 1997 25 sewer main extension project was presented at a cost of $4,500 per property owner. It could serve 11 existing single family residences. The majority of the property owners would not support or fund a sanitary sewer extension. However, two of the property owners, Mr. Bobby Pillow and Mr. Thomas Jordan, have failed septic systems and staff recommends that a sanitary sewer should be installed in the area. The total cost is approximately $28,000 based on pledges from two property owners totaling $14,000. If all 11 property owners participate, construction costs would increase to $41 ,250. When other property owners connect, they would pay $4,500 to reimburse the County's portion of the construction costs plus the off-site facility fees. When the County is fully reimbursed, any additional connections would reimburse the original two participants up to $2,500 of their $7,000 participation. In response to a question from Supervisor Johnson, Mr. Robertson agreed to inform the property owners that they would have to connect to the sanitary sewer line in the future if their septic system fails. Supervisor Nickens moved to approve the first reading and set the second reading and public hearing for January 28, 1997. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson None 2. Ordinance authorizina conveyance of an easement to Bell Atlantic - Virainia. Inc. for allowina the installation and 26 January 14, 1997 maintenance of an above-around cabinet across property owned by the Board of Supervisors. (Gary Robertson. Utility Director) Mr. Robertson advised that the County owns a 0.52 acre lot fronting on Hunting Hills Drive and that Bell Atlantic has requested an easement on the property to install and maintain an above ground cabinet. It will be installed at the rear of the booster station and Bell Atlantic agreed not to remove any existing shrubbery during installation or maintenance. Supervisor Eddy asked that Mr. Robertson provide photographs of the cabinet at the second reading and get assurances from Bell Atlantic that the site will be adequately screened. Supervisor Minnix moved to approve the first reading and set the second reading and public hearing for January 28, 1997. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson None IN RE: APPOINTMENTS 1. Library Board Supervisor Nickens nominated Connie Goodman to serve a four year term which will expire December 31,2000, and asked that the appointment be confirmed under the Consent Agenda. IN RE: CONSENT AGENDA January 14, 1997 27 R-011497-11; R-011497-11.b; R-011497-11.d; R-011497-11.e; R-011497-11.f Supervisor Johnson moved to adopt the Consent Resolution with the addition of Item 7 and removal of Item 5 for discussion. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-11 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM L - 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 January 14, 1997 designated as Item L - 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. Approval of Minutes - November 19, 1996, December 3, 1996. 2. Confirmation of Committee Appointments to the Blue Ridge Community Services Board of Directors and the Library Board. 3. Request for acceptance of Ashmont Drive, Creekview Court and portions of Sedgewick Drive and Monet Drive into the Virginia Department of Transportation Secondary System. 4. Adjustment of the 1995-96 departmental rollover funds to FY 1996-97. 5. Request for approval of a Travel Assistance Policy for County sanctioned tournaments, events and programs. 6. Resolution requesting approval by the Virginia Department of Transportation for two proposed gateway beautification sites within the public right of way. 7. Amendment to Resolution 120396-6.c requesting acceptance of Penn Forest Place into the Virginia Department of Transportation Secondary System. 2. That the Clerk to the Board is hereby authorized and directed where 2S January 14, 1997 required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Johnson to adopt the Consent Resolution with the addition of Item 7 and removal of Item 5 for discussion, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None On motion of Supervisor Nickens to adopt the resolution and policy in Item 5 as amended by the Board, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-11.b REQUESTING ACCEPTANCE OF ASHMONT DRIVE, CREEKVIEW COURT, AND PORTIONS OF SEDGEWICK DRIVE AND MONET DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets described on the attached Additions 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, and 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: Supervisor Johnson Seconded By: None Required Yeas: Supervisors Eddv. Minnix. Harrison. Nickens. Johnson Nays: None RESOLUTION 011497-11.d AUTHORIZING THE CREATION OF A January 14, 1997 29 TRAVEL ASSISTANCE GRANT PROGRAM FOR ELIGIBLE PARTIES UNDER THE ROANOKE COUNTY PARKS AND RECREATION DEPARTMENT, AND APPROPRIATING FUNDS TO IMPLEMENT THIS PROGRAM FOR FISCAL YEAR 1996-97 WHEREAS, the Board of Supervisors for Roanoke County receives requests from individuals and groups for financial support to pay the costs associated with participation in regional or national events, tournaments, and other programs sponsored or sanctioned by the County through its Department of Parks and Recreation; and, WHEREAS, the Board recognizes that these requests are from participants in County sponsored or sanctioned activities, these participants are representing the County in a positive manner, and serve a valuable public benefit; and, WHEREAS, the Board desires to provide grants of financial assistance to certain eligible individuals and groups on a timely, consistent and equitable basis. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1) That the Roanoke County Travel Assistance Policy, which is attached hereto and incorporated herein by reference, is hereby adopted as a policy for the County of Roanoke. This policy establishes eligibility criteria, funding restrictions, grant limits and application procedures for parties interested in obtaining financial assistance to defray the costs of participation in regional or national events, athletic tournaments and other similar programs sponsored or sanctioned by the County through its Department of Parks and Recreation or Roanoke County Schools. Funding for this Policy is solely within the discretion of the Board, and shall not be deemed to create an entitlement to or on behalf of any person. 2. That the Director of the Parks and Recreation Department, or his designee, is hereby authorized to administer this Policy, and to approve grant applications within the provisions of this Policy and the limits of the funds appropriated for these purposes. 3. That the sum of Two Thousand Five Hundred ($2,500.00) Dollars is appropriated from the Board Contingency Fund to implement this Policy for Fiscal Year 1996-97. This funding for this Policy is subject to future appropriations by the Board of Supervisors. On motion of Supervisor Nickens to adopt the Resolution and policy as amended by the Board, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497 -11.e REQUESTING APPROVAL BY THE VIRGINIA DEPARTMENT OF TRANSPORTATION FOR TWO PROPOSED 30 January 14, 1997 GATEWAY BEAUTIFICATION SITES WITHIN PUBLIC RIGHTS OF WAY IN ROANOKE COUNTY WHEREAS, the Virginia Department of Transportation has reviewed specifications for the design, installation, and maintenance of two new proposed highway right of way planting locations and shall review specifications for the design, installation, and maintenance of all proposed highway median and right of way plantings at particular locations in Roanoke County, and WHEREAS, the Board of Supervisors of Roanoke County first endorsed this landscaping/beautification project on June 11, 1996 for the Williamson Road Hollins Village Master Plan and has appropriated the amount of $30,000 to fund this project and others for the 1996-1997 fiscal year. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia requests that the Virginia Department of Transportation approve the submitted specifications, and permit two new landscaped planting areas at locations 1 through 2 as specified herein: (1) Northside of US Route 11 (Williamson Road) at the intersection of US Route 115 (Plantation Road). (2) US Route 117 (Peters Creek Road) at US Route 11 (Williamson Road) within the right of way adjacent to Market Square North Shopping Center and the right of way adjacent to Moores BE IT FURTHER RESOLVED that the Board of Supervisors of Roanoke County hereby agrees to pay 100 percent of the total cost for design, installation, and perpetual maintenance of this project in lieu of a permit fee or continuous bond at the two new proposed Gateway Beautification locations. On motion of Supervisor Johnson to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-11.f AMENDING RESOLUTION 120396-6.C REQUESTING ACCEPTANCE OF PENN FOREST PLACE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets described on the attached Additions 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 January 14, 1997 31 Subdivision Street Requirements of the Virginia Department of Transportation, and 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 the driveway servicing lots 13 thru 19 of Penn Forest Place subdivision are private. Maintenance, including snow removal, is not a public responsibility. It shall not be eligible for acceptance into the State Secondary System for maintenance until it is constructed and complies with all requirements of the Virginia Department of Transportation for the addition of subdivision streets current at the time of such request. Any costs required to cause this street to become eligible for addition into the state system shall be provided with funds other than those administered by the Virginia Department of Transportation, 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: Supervisor Johnson Seconded By: None Required Yeas: Supervisors Eddv. Minnix. Harrison. Nickens. Johnson Nays: None IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Minnix: He requested that a work session be held on the upgrades necessary to the County's computer system by the year 2000. Supervisor Harrison: (1) He read an editorial submitted by the logging industries regarding the importance of logging and asked for a work session to be held on ridgeline protection and the effects from logging. Supervisor Eddy suggested that an editorial response be prepared concerning the County's position, and that copies be sent to 32 January 14, 1997 the Roanoke Valley legislators. (2) He advised that he received a call from North Lakes concerning the time of their recycling pickup and announced that it was the first Friday of the month. (3) He complimented the refuse staff for getting their work done during the holiday season and the recent bad weather. (3) He urged his students to study for their exams tomorrow. Supervisor Eddy: (1) He was pleased with the article showing that the dropout rate had decreased in County Schools. (2) He asked about the plans to meet with Congressman Bob Goodlatte. Chairman Johnson announced that a meeting is set for January 28 at 4:30 p.m. (3) He received a notice from the Fifth Planning District Commission about a seminar on wireless communication and plans to attend. He suggested that the staff attend also. (4) He advised that giving taxing authority to the School Boards was discussed by the School Boards Association. Mr. Hodge advised that John Chambliss attended that meeting and will prepare a report. (5) He advised that he received a letter from the Department of Environmental Quality about a discharge permit for Marathon Oil. Mr. Hodge responded that the staff has reviewed this and received no comments back, but he will check further. (6) He noted that the Roanoke Valley may be named a "non attainment area" because of air quality standards. He asked that staff research this and report back. (7) He asked about the request for a posted speed reduction on Twelve O'Clock Knob Road. Mr. Hodge responded that he met with VDOT and asked them to review again. VDOT has agreed to reduce the speed limit to 45 mph and add curve warning signs, and VDOT is also working to resolve speed problems on Bandy Road. (8) He sent out a memorandum on December 23 about the Total Quality January 14, 1997 33 Management books he requested staff to order and recommended that other Board members read them. (9) He was pleased to see the editorial about the Year of the Mountain endeavor and urged support for the effort. Supervisor Johnson: (1) He was pleased to hear that Governor Allen had agreed to accept the Goals 2000 money from the federal government. (2) He responded to Supervisor Eddy's memorandum on the expansion of 1-81, stating that he felt the issue had been studied enough and that staff should conduct community meetings. (3) He noted that AMP will be closing their operations in Roanoke County and emphasized the importance of broadening our economic base. He requested a report in February or March on the subject. IN RE: REPORTS Supervisor Minnix moved to receive and file the following reports. The motion carried by a unanimous voice vote. 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Continaency Fund 4. Statement of Revenues and Expenditures as of November 30. 1996 5. Statement of the Treasurer's Accountability per Investments and Portfolio Policy as of December 31. 1996. 34 IN RE: January 14, 1997 WORK SESSIONS 1. Six-year Secondary System Construction Plan and Revenue Sharina Priority List. The work session began at 5:30 p.m. and concluded at 6:30 p.m. It was presented by Arnold Covey, George Simpson, and Jeff Echols, Resident Engineer, VDOT. Staff and the Board reviewed the items included in the plan. Mr. Covey advised that staff recommends that Sagewood Circle be dropped from the rural addition priority list because they were unable to work out a plan to satisfy VDOT and the property owners. Cabin Creek may also be dropped from the list. He announced that Benois Road reconstruction, Cresthill Drive bridge replacement, Glade Creek road reconstruction and Clearwater Avenue bridge replacement are now complete. Ardmore Drive bridge replacement should be completed within a short time. He also presented the list of improvements to be funded by revenue sharing. There was discussion on diverting revenue sharing funds to the larger projects such as Cotton Hill Road, Route 11/460 and Hardy Road. There was also discussion on the feasibility of shifting priorities. There was no consensus to make any changes. IN RE: EXECUTIVE SESSION Supervisor Johnson moved to go into Executive Session pursuant to the Code of Virginia Section 2.1-344 A. (7) To discuss legal matters concerning negotiation of an agreement with the Town of Vinton and negotiation of an agreement with the County of January 14, 1997 35 Botetourt. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: CERTIFICATION OF EXECUTIVE SESSION R-011497-12 At 7:37 p.m., Supervisor Johnson moved to adopt the Certification Resolution and that the Executive Session was held from 6:35 p.m. until 7:37 p.m. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 011497-12 CERTIFYING EXECUTIVE MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened an executive 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 2.1-344.1 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such executive 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 executive meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Johnson to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 36 January 14, 1997 IN RE: COMMUNITY MEETINGS Supervisor Harrison briefed the Board members on community meetings being held in the Catawba Magisterial District.. IN RE: ADJOURNMENT Supervisor Johnson declared the meeting adjourned at 7:41 p.m. Submitted by, Approved by, Mary H. Allen, CMC Clerk to the Board Bob L. Johnson Chairman