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HomeMy WebLinkAbout7/9/2002 - Regular July 9, 2002 423 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 July 9, 2002 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 July, 2002. INRE: CALL TO ORDER Chairman Church called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph B. "Butch" Church, Vice Chairman Joseph McNamara, Supervisors Richard C. Flora, H. Odell "Fuzzy" Minnix, Harry C. Nickens MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Brenda J. Holton, Deputy Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by Dr. George Anderson, Second Presbyterian Church. The Pledge of Allegiance was recited by all present. INRE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS 424 July 9, 2002 Mr. Hodge added a briefing as Item 0-2 concerning the designation by color codes of water pressure in the fire hydrants which was part of the Agenda Item M _ 6 Response to Board members' inquiries. INRE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1.. Resolution of aDDreciation UDon the retirement of Mr. William J. Moraan. Sr. followina more than 18 years of service. R-070902-1 Chairman Church presented the resolution and a County quilt to Mr. Morgan. Mr. Morgan's wife was also present. Supervisor Minnix moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None RESOLUTION 070902·1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF WILLIAM J. MORGAN, SR., SHERIFF'S OFFICE, AFTER MORE THAN EIGHTEEN YEARS OF SERVICE WHEREAS, William J. Morgan, Sr. was first employed by Roanoke County on May 1, 1984 as a Deputy Sheriff in the Corrections Division; and also served as Deputy Sheriff - Bailiff in the Court Services Division; and was promoted to Master Deputy - Bailiff for Court Services; and WHEREAS, Master Deputy Morgan retired from Roanoke County and the Sheriff's Office on June 1, 2002, after eighteen years and one month of service; and July 9, 2002 425 WHEREAS, the public safety of Roanoke County citizens is assured by dedicated employees such as Master Deputy Morgan; and WHEREAS, Master Deputy Morgan is highly respected by his co-workers in the Sheriff's Office for his dedication and teamwork; and WHEREAS, Master Deputy Morgan, through his desire to be of service and do a good job for the citizens in his 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 WILLIAM J. MORGAN, SR. for more than eighteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. Recoonition of the Finance DeDartment for Excellence in Financial ReDorting for the ComDrehensive Annual Financial ReDort for Fiscal Year 2000-01. Chairman Church presented the award to Diane Hyatt, Chief Financial Officer, Danial Morris, Finance Director, and other members of the Finance Department who were present: Margaret Bacon, Lisa Greer, Rebecca Owens, Rosemary Trussell, and Karen McMillan. Mr. Morris advised that last year twenty-four counties and six school districts received this award. He reported that this is the 18th consecutive year that the County has won the award and that Penny Hodge, Director of Budget and Management for the Schools, won the award this year for the first time for the Schools' Comprehensive Annual Financial Report. 426 July 9,2002 IN RE: BRIEFINGS 1.. Status reDort on the Catawba Center renovation Droiect. (Debbie Pitts. Assistant Director of Recreation> Ms. Pitts introduced Fletcher Hill, President of the Catawba Valley Ruritan Club and Dell Ayer, President of the Catawba Civic League who are partners in the management of the Catawba Community Center. She advised that the Center had been closed to the public since September 18, 2001, due to the high levels of lead paint and lead dust. On February 12, 2002, the Board appropriated an additional $12,000 from the Board Contingency Fund which together with other department funds allowed for renovating the interior and some of the exterior of the Center. She reported that this project has been completed at a total cost of $35,600 with part of the additional funding coming from the rental fees that have been collected. The facility is now totally maintenance free on the outside and more energy efficient with the replacement of the old wooden windows. In order to keep within budget, the Catawba Valley Ruritan Club and the Civic League members have agreed to help repaint the interior of the building over the next several months. The building has been retested and it is clear of any lead problems. Since it was re-opened on June 1, 2002, 49 bookings have been scheduled through December 2002. Ms. Pitts thanked the Board members, the Catawba Valley Ruritan Club and the Catawba Civic League for their support of this project. She also July 9, 2002 427 expressed appreciation to the community and the users of the building for their patience during the work. Mr. Dell Ayer, President of tt'le Catawba Civic League, expressed appreciation to Ms. Pitts and the Board for their support in renovating the Center which is the heartbeat of the community. Mr. Fletcher Hill, President of the Catawba Valley Ruritan Club, also expressed his appreciation to the Board for the funding of the renovations. The Center is a valuable asset to the community and he also expressed his thanks to Ms. Pitts for her efforts. Supervisor Church, on behalf of the citizens in the Catawba District, thanked Mr. Ayer, Mr. Hill and Ms. Pitts for their assistance. Supervisor Flora expressed thanks to the people of the Catawba District who were instrumental in getting the Center renovated while being guided by the County staff from the Parks, Recreation & Tourism Department. 2. NSA Girls FastDitch Class B World Series Mr. Hodge asked that Parks, Recreation & Tourism Director Pete Haislip update the Board on the National Softball Association (NSA) Girls Fastpitch Class B World Series. Mr. Haislip advised that participants will be arriving July 12 through July 14, 2002 and that the games will be held July 15 through July 20, 2002. They are anticipating 270 to 300 teams with approximately 5,500 players, and it will be the largest team sporting event in the history of the Roanoke Valley. This event, which will have a 428 July 9, 2002 great economic impact on this area, is being held at 25 different fields and in partnership with the Cities of Roanoke and Salem. Chairman Church and Mr. Haislip thanked the staffs at the Cities of Roanoke and Salem for their part in bringing this tournament to the Valley. Supervisor Minnix urged the citizens of the entire Valley to make the participants in the Tournament very welcome. 3. Briefino on Color Coded System for Fire Hvdrants. The briefing was presented by Rick Burch, Chief of Fire & Rescue and Gary Robertson, Director of Utility. Chief Burch advised that the Fire Department tests some of the hydrants each year according to the National Fire Protection Association Standards. There are four color designations for hydrants water capacity as follows: Red = 0 to 499 gallons per minute; Yellow/Orange = 500-999 gallons per minute; Green = 1,000-1,499 gallons per minute; and Blue = 1,500 gallons per minute and above. Chief Burch advised that a few years ago, the Fire Departments for the Cities of Salem, Roanoke and the County agreed to go to a five-inch diameter supply line hose which is a great supplement to the water supply system. In response to Supervisor Minnix's inquiry, Chief Burch advised that one single five-inch line would flow the capacity of a red hydrant and up to the blue hydrant depending upon the length of the hose and friction loss which drops the pressure. He also advised Supervisor Minnix that the County does have some drafting hydrants which are not hooked to the water July 9, 2002 429 system and are not color coded. These are used with six-inch pipes going into a stream or pond for the water source. Supervisor Nickens asked how the hydrants that are put in by the developers before the water is available are handled. Mr. Robertson advised that the staff removes the cap and puts a large tag on these hydrants that signifies that they are not in service. Chief Burch advised that the Town of Vinton does follow the County's color code system but not for privately owned water systems. Supervisor Nickens felt that this was valuable information for County citizens, and stated that he appreciated the staff briefing. Chief Burch advised that the color code system is taught to all of their staff through training classes and reviewed on a regular basis. He complimented Mr. Robertson and his staff for working so well with his department. The water system and design is handled by the Utility Department with the Fire Department cleaning and painting the hydrants. Chairman Church asked that this information be communicated to those citizens who may not be watching the Board meeting. Mr. Robertson adyised that the state will not allow a fire hydrant to be installed unless the main water line is at least six inches in diameter and since 1987, the County has required eight inches as the minimum water line for residential subdivisions and twelve inches for commercial. New subdivisions have to be designed to provide at least 750 gallons per minute and commercial developments 1,500 to 2,000 gallons per minute. 430 July 9,2002 INRE: NEW BUSINESS 1.. Reauest to aDDrove Resolution askina the Commonwealth TransDortation Board to consider allocatina other funding sources to finance the Smart Road Droiect for Fiscal Years 2002 throuah 2008 Six-Year Proaram. (Arnold Covey. Director of Community DeveloDment) R-070902-2 Mr. Covey advised that the Commonwealth Transportation Board (CTB) approved on June 20, 2002 the final Six-Year Program which is a road map for funding transportation projects over the next six fiscal years. This program allocates a total of $7.3 billion over the six fiscal years which is $2.8 billion less than approved last year and a 28% reduction. There are a total of 1,157 projects which is 166 fewer projects compared with the program approved in December 2001. The key reasons for the smaller program are: (1) Due to the downturn in the economy, federal and state revenues fell. (2) The Virginia Department of Transportation is recommending a more responsible growth rate for highway maintenance work. (3) VDOT updated cost estimates for many projects that were significantly too low. Mr. Covey advised that the final program is divided into development and construction phases. Projects in the development phase are in the planning stages and do not have the funding available to advance to the construction phase. Projects in the July 9, 2002 431 construction phase have funding to begin building over the next six fiscal years. Work on projects is prioritized as follows: (1) Complete construction projects already under construction. (2) Advance projects in latter stages of right-of-way acquisition and utility relocation. (3) Continue projects that address critical safety, mobility and environmental issues. Mr. Covey stated that the Six-Year Interstate and Primary Development Plan adopted for FY 2000 - 2006 had seven projects located in Roanoke County. These were the five interchanges on 1-81 (Wildwood Road, Route 311, Route 419, 1-581 and Hollins Road), Route 11/460 West Salem and Route 221. In the Interstate and Primary Construction Plan for FY 2003 - 2008, adopted in June 2002, the only projects in Roanoke County are several safety projects on 1-81and TEA-21 projects for the Blue Ridge Parkway Interpretive Center. In the Interstate and Primary Development Plan for FY 2003 - 2008, there are six projects listed which are the five interchanges already listed on 1-81 and Route 11/460. Route 221, listed in the FY 2000 - 2006 plan has been removed. Mr. Covey reported that the Salem District Fiscal Year allocations for 2002 - 2008 for Interstate and Primary Projects have been reduced. The Interstate funding was approved at $53,451,000 which is approximately a 64% reduction in funding from the FY 2000 - 2006 Plan. Primary funding is $99,278,000 which is approximately a 33% reduction from the FY 2000 - 2006 Plan. Also, $36,356,000 (36%) of the $99,278,000 432 July 9,2002 budgeted for the Salem District Primary System is being directly allocated to the Smart Road projects in Montgomery County. These completed projects are the 1.4 mile Test Bed and the .6-mile Test Bed (bridge over Wilson Creek). With the current shortage of federal and state revenues, the County is concerned about the distribution process. While the County continues to be very supportive of this project and understands the economic value to both the region and the state, there are critical road improvement needs in the Salem District. The County feels that the CTB is unfairly penalizing the citizens of the Salem District, and is them to reconsider their current method for distributing funds and develop a system that will be more equitable to all projects. He recommended that the Board adopt a resolution expressing their opposition to the diversion of funds for the Smart Road Project. Supervisor Nickens advised that he felt the Board should make their opposition known to this action which reduced the Salem District funding by 36% for the Smart Road. He moved to adopt the resolution and asked that the Chairman write a strongly worded cover letter expressing the Board's opposition to the diversion of funds for the Smart Road Project to the CTB, the Governor, the Secretary of Transportation, the elected and appointed officials for each political subdiyision within the Salem Transportation District, and members of the General Assembly. Discussion on Supervisor Nickens' motion followed. Supervisor McNamara advised that he feels that the Salem District is not July 9, 2002 433 receiving adequate representation and indicated his support the letter and resolution. In response to Supervisor Minnix's inquiry about the CTB re-appropriation of any portion of the $2.8 billion if the economy improves, Mr. Covey advised that each year they look at the plan for the next six years and if there is a turnaround in the economy, the budget could change. Supervisor Church advised that he felt that one of the problems was that the costs for future projects were projected too low. Mr. Covey advised that low cost estimates for construction are fairly normal and this has been a source of concern over the years. Supervisor Nickens advised that he felt it probably was not possible for the Board to get this funding reversed but if they accept this with no opposition, next year the costs could go up and possibly rise even more the following year. He feels that the Smart Road is a state project and the costs should not be funded by the Salem District alone. Supervisor Flora advised that he felt that the message from the CTB by their actions, which resulted in cutting the funding for 1-81, was that safety is not as important as saving money. He adyised that the present situation has been caused by poor revenue and cost estimates. It is unfair that the Salem District pay for a project that has both state and nation-wide implications, and advised that he would support the motion. Chairman Church advised that Supervisor Nickens' motion was to adopt a 434 July 9, 2002 resolution of opposition and asked that the roll call be taken. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None RESOLUTION 070902·2 EXPRESSING OPPOSITION TO THE DIVERSION OF FUNDS FROM THE SALEM DISTRICT FOR VIRGINIA'S SMART ROAD PROJECT FUNDING WHEREAS, the Commonwealth of Virginia has initiated an innovative highway construction project in Montgomery County to explore new technologies for intelligent transportation systems and to improve highway safety for all the citizens of this Commonwealth, known as "Virginia's Smart Road"; and, WHEREAS, the Board of Supervisors of Roanoke County had been one of the first supporters and proponents of this innovative highway initiative; and in 1989 called for the development of a road project to do research on "smart" cars and highways under the auspices of Virginia Tech; and, WHEREAS, the Commonwealth Transportation Board has recently decided to address its budgeting and funding inadequacies by requiring that expenditures to complete Virginia's Smart Road construction be taken or diverted from other primary road funding in the Salem District; and, WHEREAS, this decision by the Commonwealth Transportation Board unfairly penalizes the citizens of the Salem District, since Virginia's Smart Road project is designed to benefit all the citizens of this Commonwealth, and the diversion of funds from other approved road projects in the Salem District will substantially delay the completion of these other projects, posing a substantial risk to public health, safety and welfare. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That it hereby expresses its opposition to the funding allocation decision of the Commonwealth Transportation Board to require that expenditures for Virginia's Smart Road project be taken or diverted from other approved road projects in the Salem District. 2. That it requests the Commonwealth Transportation Board to reconsider its adopted method for distributing funds to road projects within the Salem District, and that it develop a more equitable system for funding these road projects. 3. That it requests the other political subdivisions in the Salem District July 9, 2002 435 to adopt similar resolutions expressing their opposition to this funding allocation or diversion plan of the Commonwealth Transportation Board. 4. That the Clerk to the Board is directed to send a certified copy of this Resolution to the Commonwealth Transportation Board, all the jurisdictions in the Salem District, and the members of the General Assembly from Salem District. On motion of Supervisor Nickens to adopt the resolution and send with cover letter from the Chairman expressing the Board's concerns, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. Reauest to amend the adoDted Secondarv Svstem Six-Year Construction Plan for Fiscal Years 2002 throuah 2008 and the allocation of funds for Fiscal Year 2002-03. (Arnold Covev. Director of Community DeveloDment\ Mr. Covey advised that on December 11, 2001, staff presented the Six Year Secondary System Construction Plan for Fiscal Years 2002 - 2008 to the Board. At that time, the County's budget for FY 2002 - 2003 was estimated to be approximately $4.0 million. Based on that estimate, these four projects were added to the Six-Year Plan: Hardy Road, Indian Grave Road, County Line Road and Montcap Trail. On June 20, 2002, the Commonwealth Transportation Board (CTB) approved the funding for the Six Year Secondary System Construction Plan for FY 2002 - 2008. The funding approved for secondary roads in Roanoke County for FY 2002 - 2003 was reduced by approximately $1.5 million. Over the next six years, the plan was reduced from $25 million to $17 million for a total reduction of approximately 31%. Because of the 436 July 9, 2002 reduction in funding, a revision to the current plan is necessary. VDOT and County staff recommend removing four projects and the incidental paving from the plan. The projects removed were taken in order starting from the end of the Six Year Secondary System Construction Plan. They are priorities #17-Starkey Road, #18-Hardy Road, #21-County Line Road and #22-Montcap Trail. The reason priorities #19 King Brothers Road and #20 Rocky Road remain on the plan is because these projects have received funding in prior years. Mr. Covey requested that the Board adopt the amended resolution approving the revised Six-Year Secondary Construction Plan for FY 2002 _ 2008 and approve the allocation of funds for FY 2002 - 2003. Supervisor Nickens advised that by voting to amend the six year plan, it seems that the Board is condoning the action of the CTB in the previous agenda item. Mr. Covey advised that the difference with approving the Secondary System Construction Plan is that these funds are allocated to the projects in the plan and that VDOT requires a six year plan from the County which needs to be revised to remove some of the projects. Supervisor Nickens advised that VDOT has an approved six year plan from the County and moved to approve the resolution with Alternative #2 which was to take no further action and request staff to review the project list. He also requested that a letter expressing the County's displeasure be sent to the CTB. Supervisor Church asked Mr. Covey if approving Alternative #2 would jeopardize the County in any way. Mr. Covey reported that it does not jeopardize the July 9, 2002 437 County but approval of the resolution would bring closure to the plan for this year and approyal of projects on the list. By not approving the resolution, this leaves the County without an adopted and approved plan and places the VDOT Resident Engineer in a very unusual situation. Supervisor McNamara suggested that Supervisors Nickens move to table the item until the August 13, 2002 meeting so that the Board could send letters to express their concern. Mr. Covey recommended that the Board bring closure to the plan so that the allocations can be approyed to the projects. Failure to approve will not stop the projects but it may create a roadblock that will have to be resolved. Mr. Hodge advised that the Board has never had to reduce the scope of work and he understands Supervisor Nickens' position that approving the resolution would be accepting and reinforcing the process. He preferred that the item be deferred until August 13 to give staff time to determine from VDOT if any of the funding for the projects would be jeopardized. Supervisor Nickens advised that he would withdraw his previous motion and moved to table this item until the August 13, 2002 meeting so that staff could meet with VDOT to resolve questions. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 438 July 9, 2002 3. AdoDtion of the Parks. Recreation & Tourism DeDartment=s Public Use Manual for SDorts Oroanizations and Community Users. (Pete HaisliD. Director of Parks. Recreation & Tourism) A-070902-3 Mr. Haislip advised that in 1997, the staff of the Parks, Recreation and Tourism Department recognized the need to have one comprehensive administrative policy manual to help manage the athletic programs, fields, parks, programs and events on county owned property, both indoors and outdoors. The final result was a comprehensive policy manual that provides the staff and the community with consistent information regarding priorities of use, levels of play, service levels and responsibilities of the county and users fees, as well as establishing the processes to partner and/or use county facilities etc. It also recognizes the recreation clubs as the primary providers of youth sports in Roanoke County and defines the partnership and services that each group shall provide. The Public Use Manual for Sports Organizations and Community Users was approved by the Parks, Recreation and Tourism Advisory Commission (Commission), the Recreation Club Presidents' Council and was adopted by the Board of Supervisors in August, 1997. Mr. Haislip advised that staff had planned to update the manual on a periodic basis but after several citizens questioned the Board concerning the policies for non-sanctioned athletic programs, the Board directed the Commission to move forward July 9, 2002 439 with the update. The Commission held a public hearing, including a joint meeting with the Presidents' Council, to receive input and information from the community regarding the policies. From this meeting staff developed a first draft that was presented to the Commission for additional input. After this review, staff and the Commission presented an updated manual to the Board in a work session on May 28, 2002. After receiving input for the Board, the Commission finalized and approved the policy manual at their June 20 meeting for presentation to the Board at this meeting on July 9, 2002. He described several of the significant changes which were: established user fees for non- County participants in athletic programs, clarified boundaries and boundary exceptions, determined that use of facilities built, maintained and scheduled by the County Parks, Recreation & Tourism Department on School property are subject to this policy; established policies to protect premier athletic facilities, and established policies for partnership with non-sanctioned community or civic groups to make improvements to County facilities. He recommended that the Board approve the updated Public Use Manual for Sports Organizations and Community Users. Supervisor Nickens commended Mr. Haislip, the Parks, Recreation & Tourism Advisory Commission and booster groups from around the County for their participation. In response to Supervisor Nickens' inquiry, Mr. Haislip advised that the contribution by a bottling company to a score board is limited to five years for more flexibility and that these agreements are now handled by the department instead of the 440 July 9, 2002 recreation clubs. He also stated that there are no agreements that run ten years. Supervisor McNamara inquired if the group from the School System and the Parks, Recreation & Tourism Department are still meeting and stated that he thought everyone should adopt the same policy. Mr. Haislip advised that this group meets quarterly, functions well, and deals with any issues that arise. He has provided the information in this policy that covers school athletic facilities built and maintained by the Parks, Recreation & Tourism Department to Dr. Gallion, Assistant School Superintendent, and the schools are in the process of updating their manual. Mr. Haislip advised that another change he wanted to mention is that the user fees for County and non-County users are on a sliding scale. Supervisor Minnix adyised that the County has a good Parks & Recreation program and congratulated the staff on an outstanding job. Supervisor Church advised that the Board tries to accommodate the needs of its citizens by reviewing issues when requested and thanked Mr. Haislip and his staff for their work on this policy. Mr. Haislip also expressed appreciation to his staff. Supervisor Nickens moved to approve the staff recommendation to approve the manual. The motion carried by the following recorded vote: AYES; Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None July 9, 2002 441 4. Reauest to acceDt additional state revenues and aDDroDriate to the Sheriff's fiscal year 2001-2002 budget. (Brent Robertson. Budaet Director) A-070902-4 Mr. Robertson reported that during Fiscal Year 2001-02, as in previous years, the inmate population at the Roanoke County Jail has remained above capacity. The average daily inmate population increased from 210 to 220 through FY 2002, an increase of 5% over the prior fiscal year. The average population for the final quarter for FY 2002 was 233 inmates. As a result, operational costs such as food, utilities, medical costs, etc. continue to consume a substantial portion of the Jail's budget. Due to the increased inmate population, the Sheriff is projecting expenditures related to inmate care to exceed original budget allocations by $217,988 for FY 2001-2002. Based on the revenue estimates versus the projected revenues anticipated to be collected from the state and from the City of Salem for the Sheriff's Department for FY 01-02, revenues in excess of budget for these categories should total approximately $330,000. Mr. Robertson advised that staff is recommending an appropriation adjustment to recognize an additional $217,988 of state revenue for personnel and operations reimbursement and increasing the Care and Confinement budget within the Sheriff's department by an equal amount. Sheriff Holt could not be at the meeting today 442 July 9, 2002 but Mr. Robertson advised that he would answer questions. Mr. Robertson advised Supervisor Nickens that this action is necessary now for the previous fiscal year because these revenues are subject to state appropriations as well as allocations by the State Compensation Board. They are not budgeted at a higher amount and once the year is complete, the actual amounts can be determined. He advised that if the projections are accurate, the expenditures are offset by state revenues. Supervisor McNamara moved to approve the staff recommendation to accept and appropriate the funds. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None INRE: FIRST READING OF ORDINANCES 1.. First readino of ordinance amendino and reenactino Section 18-168 of ChaDter 18. Article IV of the Roanoke County Code to Drovide for an increase in the base and volume charoes for sewer service. an increase in the sewer off-site facility fee. and the imDosition of a charoe Der eouiyalent residential connection for develoDments that will reouire Roanoke County maintenance of a sewaoe DumD station. (Garv Robertson. Utilitv Director: Danial Morris. Director of Finance) July 9, 2002 443 Chairman Church recognized Mr. Hodge, Director of Utilities Gary Robertson, Director of Finance Danial Morris and Finance Manager Rosemary Trussell who were present for this item. Mr. Hodge advised that staff is asking for an increase in the sewer rates, the sewer off-site facility fee and adding a charge for connections that requires installation of County maintained sewage pump stations. These increased rates and fees are needed to expand the Regional Wastewater Treatment Plant which is the only one in the Roanoke Valley. The maximum water capacity of the five participating localities which are Roanoke City, Roanoke County, Botetourt County, City of Salem and Town of Vinton is 60 million gallons per day (MGD) while at present, the plant has a capacity of 42 MGD. Before the plant was expanded in 1996, the water capacity was 35 MGD and it was hoped that the construction would increase the ability to treat wastewater to at least 63 MGD but it was only increased to 42 MGD. The plant is owned by Roanoke City while the other localities haye contracts with the City. Much of the plant construction was done by Roanoke City with state grants that were available. The state has the authority to determine when the capacity of the plant has to be improved to meet its needs. During the years, the County has done a lot to reduce the inflow and infiltration of water and is using less capacity now than fifteen years ago. This is a tribute to the work done by the Utility department and the funding provided by the Board as a priority. The plant is now under a consent order of violation from the 444 July 9,2002 state with strict guidelines on the improvements that need to be made and the time frame for completing these upgrades. Roanoke City was required to have plans for the upgrade in place by April 2002 and construction must begin by September 2003. The other localities will be increasing their rates or using reserved funds. The total upgrade will be $30 million with the County's share being $7 million to $9 million. The five localities including the County are negotiating a contract with Roanoke City to specify the anticipated capacity and share of the costs for this upgrade. This contract will be brought back to the Board for approval. The costs will be paid for by bonds issued through a state agency and it is hoped at very favorable interest rates. The agency has to be notified in the next few weeks of the County's intention to be part of that bond issue. This expansion of the plant is expected to put the County in good stead for many years to come and will balance the water supply and the ability to treat it. Supervisor McNamara pointed out that the County consumption of water is down from fifteen years ago and yet we are paying for a share of an upgrade for the plant. However, he agreed that the plant has to be upgraded and the regional approach is proper but between now and the second reading, he requested that the Board re- evaluate the situation. Mr. Robertson advised that staff is proposing a two-phase rate increase as follows: 8.36% average increase effective September 1, 2002, and 8.36% average increase effective January 1, 2004. He gave an example of an average residential July 9, 2002 445 customer who uses 5,000 gallons of water per month. Their sewer bill would be $15.31 with the first rate increase going to $16.60 (average increase of $1.26 per month) and second increase $17.96 (average increase of $1.36 month). The total for the two increases would be $2.65 per month. These rates are still below the state average which was $21.69 for 5,000 gallons in 2001. To help minimize the rate increases, staff is proposing that new customers pay an additional connection fee of $2,000 which is a $500 increase, but still below the state average. There are three goals of the upgrade: (1) There is a mandatory need to minimize or eliminate overflows from the plant in wet weather conditions. (2) Outdated and inoperable equipment that has been at the plant since 1950 should be replaced. (3) There is a need to promote future capacity for new areas to provide sewage. In response to Supervisor Minnix's inquiry, Mr. Robertson advised that the County does allow a sewer subtraction meter to be installed that can be feasible if you use a considerable amount of water for gardens or lawns. The meter would measure all of the water that you are using, as well as the water that is not going into the sewer system. The water bill would be paid on the total amount of water, but the sewer bill would be based on the amount of water that goes into the sewer system. The customer has to pay the costs of installing the meter and it has to be installed according to the County Code. He advised that the average cost for the sewer subtraction meter would be $200 to $300. 446 July 9, 2002 Supervisor Nickens advised that August 31, 2003 and September 1, 2002 are the dates listed in the information for implementation of the off-site fees. He asked that these dates be reviewed before the second reading since he felt that both should be August 31,2003. Mr. Robertson advised that the dates will be reviewed. Supervisor Minnix moved to approve the first reading and set the second reading and public hearing for July 23, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. First readinc of ordinance authorizinc conveyance of an easement to ADDalachian Power ComDanv for electric service within the Public Utility Easement across DroDerty owned by the Board of SUDervisors at the Center for Research and Technolocy. Catawba Macisterial District. (Georce SimDson. Assistant Director of Community DeveloDment) Mr. Covey advised that this is a housekeeping item that is needed as part of the development of the Center for Research and Technology and Novozymes Biologicals, Inc. It is necessary to create a utility easement and he asked that the Board approve the first reading of the ordinance. There was no discussion. July 9, 2002 447 Supervisor Church moved to approve the first reading and set the second reading and public hearing for July 23, 2002. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None INRE: SECOND READING OF ORDINANCES 1.. Second readinc of ordinance aDDrovinc accuisition of easements and construction for Huntridce off-site sanitarv sewer extension. Hollins Macisterial District. (Garv Robertson. Utilitv Director) 0-070902-5 Mr. Robertson advised that there have been no changes since the first reading of the ordinance. There was no discussion. Supervisor Flora moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None ORDINANCE 070902-5 APPROVING CONSTRUCTION OF THE HUNTRIDGE OFF-SITE SANITARY SEWER EXTENSION PROJECT, INCLUDING ACCEPTANCE OF FUNDS, AND APPROPRIATION OF FUNDS AND ACQUISITION OF NECESSARY EASEMENTS, HOLLINS 448 July 9, 2002 MAGISTERIAL DISTRICT WHEREAS, Developer Fralin and Waldron has submitted plans for Huntridge Grove Subdivision showing 47 current lots and 30 future lots; and WHEREAS, location plans for the Huntridge Grove Subdivision off-site sanitary sewer extension have been completed and the project will require the acceptance of funds from Fralin & Waldron, the appropriation of funds to the Huntridge off-site sanitary sewer extension project, and the acquisition of sewer line easements across certain properties to facilitate any future construction; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board authorizes and approves the construction of the Huntridge Grove Subdivision off-site sanitary sewer extension project. The total construction cost of the public sewer project is estimated to be $165,000, to be initially financed as follows: Contribution from Developer - Fralin and Waldron $45,000 50% of the sewer off-site facility fees - Fralin and Waldron 32,250 From the Sewer Fund Unappropriated Balance 84,750 That the Board hereby accepts the contribution of Fralin & Waldon in the amount of $45,000 to be used for the construction of this project. That 50% of the sewer off-site facility fees for the 47 current lots of Huntridge Grove are hereby approved to be used for the construction of this project in the amount of $32,250. That there is hereby appropriated for this project the sum of $84,750 from the Sewer Fund Unappropriated Balance, establishing the fund for the Huntridge Off-Site Sanitary Sewer Extension Project. 2. That the acquisition and acceptance of the necessary sewer line easements for the Huntridge Off-Site Sanitary Sewer Extension Project is hereby authorized across the following properties, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER 40.17-4-14 DWV Incorporated July 9, 2002 449 40.13-1-9 Nancy Horn 40.13-1-8 Michael McGraw 40.13-1-7 Nancy Horn 40.13-1-6 Nancy Horn 40.13-1-4 Mary Ward 40.13-1-1.1 Ronald Lewis 40.13-1-1.2 Rebecca Lewis 40.13-1-1 Edward Rumbley III 40.13-1-13 Roy Bohon 3. That the consideration for each easement acquisition shall not exceed a value equal to 40% of the current tax assessment for the property to be acquired plus the cost of actual damages, if any; and 4. That the consideration for each easement shall be paid from the Capital Improvement Fund; and 5. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 2. Second readinc of ordinance aDDrovinc accuisition of an easement for sanitarv sewer extension at Mount Pleasant Fire Station. Vinton Macisterial District. (Garv Robertson. Utilitv Director) 0-070902-6 Mr. Robertson advised that there have been no changes since the first reading. There was no discussion. Supervisor Nickens moved to adopt the ordinance. The motion carried by 450 July 9,2002 the following recorded vote: AYES: NAYS: Supervisors Flora, McNamara, Minnix, Nickens, Church None ORDINANCE 070902-6 FOR AUTHORIZATION TO ACQUIRE NECESSARY SEWER LINE EASEMENT TO CONSTRUCT SANITARY SEWER FACILITIES TO SERVE MOUNT PLEASANT FIRE STATION WHEREAS, renovation and site improvements for the Mount Pleasant Fire Station will require acquisition of a sewer line easement across a certain piece of property; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 2002; and the second reading was held on July 9, 2002; and NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the necessary sewer line easement for the sewer line to serve the Mount Pleasant Fire Station is hereby authorized across the following property, referenced by tax map number, from the following property owners, their successors or assigns: TAX MAP NO. PROPERTY OWNER AMOUNT 79.01-5-7 Mark W. Emick and Krisinda D. Emick $1,582.00 2. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None INRE: CONSENT AGENDA R-070902-7 July 9, 2002 451 Supervisor Nickens moved to adopt the Consent Resolution. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Flora, McNamara, Minnix, Nickens, Church None RESOLUTION 070902-7 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -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 9, 2002 designated as Item I - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 2, inclusive, as follows: 1. Approval of minutes for the March 12 and June 25, 2002 Board of Supervisors meetings. 2. Confirmation of committee appointments to the Roanoke County Cable Television Committee and Roanoke Valley Regional Cable Television Committee 2. 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. On motion of Supervisor Nickens to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None INRE: REPORTS Supervisor Minnix moved to receive and file the following reports after discussion of Item 7. The motion carried by the following recorded vote: 452 July 9,2002 Supervisors Flora, McNamara, Minnix, Nickens, Church None 1.. General Fund UnaDDroDriated Balance 2. CaDital Fund UnaDDroDriated Balance 3. Board Contincency Fund 4. Future School CaDital Reserve 5. Clean Vallev Council 6. ResDonse to Board Members' Incuiries 7. Recional Committee to Establish Water Authority Mr. Hodge advised Supervisor McNamara that the report he submitted was used by Roanoke City Council in their work session last Monday. He felt the Board should have the same information; however, information in this report regarding the possible purchase of Spring Hollow Reservoir is hypothetical and there have been no discussions of substance on this issue. In further response to Supervisor McNamara's inquiries, Mr. Hodge advised that preliminary discussions will begin in subcommittee meetings between the County staff and the Roanoke City staff, and at a later time, the elected officials will be included. Supervisor McNamara advised that he wanted to work with the City through their problems but he is concerned about the investment of the water users of the County and his intent is to preserve and protect the Spring Hollow Reservoir. AYES: NAYS: July 9, 2002 453 Mr. Hodge asked that the Board designate an official representative from the Board, and advised that County staff on the subcommittee will include Director of Utilities Gary Robertson, Chief Financial Officer Diane Hyatt, County Attorney Paul Mahoney and himself. IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS SUDervisor Flora: (1) He commended the Economic Development Department for their efforts in working to resolve an existing noise issue on Hollins Road and asked that he be kept informed of future developments. SUDervisor McNamara: (1) He asked that the revenues from the sale of water be reported on a quarterly basis and that any disposition of these revenues be subject to Board concurrence. SUDervisor Minnix: (1) He asked that the quarterly report of water revenues show the gross amount and the net amount. (2) He advised that Hidden Valley High School will open on time and thanked the Board members for having education as a priority. SUDervisor Church: (1) He advised that Hidden Valley High School was also going to open on budget and thanked the School staff, Supervisor Flora and all those involved for their work on construction of the school. (2) He advised that he and Supervisor Flora attended the event at the Rescue Mission with the Miss Virginia 454 July 9, 2002 pageant contestants which he felt was very worthwhile. He hoped that the pageant continues in the Roanoke Valley as it provides an economic boost to the area. INRE: CLOSED MEETING At 5:05 p.m., Supervisor Church moved to go into Closed Meeting following the work sessions pursuant to Code of Virginia Section 2.2-3711 A (7) consultation with legal counsel and briefings by staff regarding specific legal matters requiring the provision of legal advice, namely Water Authority negotiations. The motion carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None IN RE: WORK SESSIONS (4th Floor Conference Room) 1.. Economic DeveloDment Strateav Work Session (Douc Chittum. Director of Economic DeveloDmentl The work session was held from 5:15 p.m. until 6:00 p.m. and was presented by Doug Chittum. a. Public-Private PartnershiD Amendment Mr. Chittum advised that the Public-Private Partnership Program was developed to further the County's economic development mission by providing various July 9, 2002 455 incentives in the form of County funds or other assets. He described the proposed changes in the revised policy draft. It was the consensus of the Board for staff to move forward with the amendment and bring back the Public Private Partnership Policy for Board approval. b. Technoloav Zone Creation Mr. Chittum explained that establishment of a technology zone allows localities to create special incentives for qualified businesses locating or expanding operations in a zone. These incentives may include: a reduction of user and permit fees, local tax incentives, special zoning treatment, exemption from local ordinances or other incentives adopted by ordinance. Localities that have established technology zones include Arlington County, the Cities of Charlottesville, Falls Church, Franklin, Hampton, Harrisonburg, Lynchburg, and Winchester. Staff is proposing that the Center for Research and Technology be considered a technology zone by ordinance. During the discussion, the Board members advised that several questions need to be answered. These include: (1) Could the entire County be a technology zone? (2) What are other possible technology zones? and (3) What are the costs of some of the incentives offered such as eliminating the Business and Professional Operators License (BPOL) tax? Staff was directed to provide the Board members with more information. INRE: CLOSED MEETING 456 July 9, 2002 The Closed Meeting was held from 6:06 p.m. until 6:33 p.m. INRE: CERTIFICATION RESOLUTION R-070902-8 At 6:33 p.m., Supervisor Church moved to adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Flora, McNamara, Minnix, Nickens, Church None RESOLUTION 070902·8 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. On motion of Supervisor Church to adopt the Certification resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None July 9, 2002 457 INRE:. ADJOURNMENT Chairman Church adjourned the meeting at 6:34 p.m. Submitted by, Approved by, ~9·~ Brenda J. Holton, CMC Deputy Clerk to the Board Joseph B. "Butch" Church Chairman 458 July 9, 2002 This Daae left intentionally blank