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HomeMy WebLinkAbout1/24/2005 - Special 71 January 24, 2005 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 January 24, 2005 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County School Administration Office, 5937 Cove Road, N.W., Roanoke, Virginia, this being an adjourned meeting from January 11, 2005, for the purpose of a joint work session with the School Board to discuss joint funding of the County and Schools Capital Improvement Program (CIP). IN RE: CALL TO ORDER Chairman Drew Barrineau called the meeting to order for the School Board at 5:30 p.m. MEMBERS PRESENT: Chairman Drew Barrineau, Vice-Chairman Michael W. Stovall, Jerry L. Canada, William A. Irvin, III, Marion G. Roark MEMBERS ABSENT: None STAFF PRESENT: Dr. Linda Weber, Superintendent; Tom Hall, Assistant Superintendent of Personnel; Dr. Lorraine Lange, Assistant Superintendent of Instruction; Allen Journell, Assistant Superintendent of Administration; Penny Hodge, Director of Budget and Finance; George Assaid, Construction Projects Coordinator; Chris Lowe, Construction Projects Coordinator; Dr. Martin Misicko, Associate Director of Operations and Transportation; Brenda Chastain, Clerk; Darlene Ratliff, Deputy Clerk Chairman Michael Altizer called the meeting to order for the Board of Supervisors at 5:31 p.m. The roll call was taken. 72 January 24, 2005 MEMBERS PRESENT: Chairman Michael W. Altizer, Vice-Chairman Michael A. Wray, Supervisors Joseph B. “Butch” Church, Richard C. Flora, MEMBERS ABSENT: Supervisor Joseph P. McNamara STAFF PRESENT: Elmer Hodge, County Administrator; Diane Hyatt, Chief Financial Officer; Brent Robertson, Director of Management and Budget; John Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Pete Haislip, Director of Parks, Recreation, and Tourism; Mark Courtright, Assistant Director of Parks; Paul Mahoney, County Attorney; Mary Brandt, Acting Clerk to the Board OTHERS PRESENT: Shawna Morrison, Roanoke Times; Gene Marrano, Cave Spring Connection IN RE: FUNDING OF THE COUNTY AND SCHOOLS CAPITAL IMPROVEMENT PROGRAM (CIP) Ms. Hyatt reported that based on the discussion during the last joint meeting, a combined annual contribution of $600,000 was the preferred funding scenario. This scenario would allow both the Schools and County to begin design work in fiscal year (FY) 05-06 followed by four years of construction for the Schools and two years of construction for the County. Ms. Hyatt reviewed the project timeline this funding plan would allow over the next decade. Beginning in FY 05-06 the Schools would have $10 million to begin designing their first capital project. In FY 06-07 $10 million would be available to begin construction as well as a further $10 million for the design of an additional project. This 73 January 24, 2005 schedule would continue through FY 08-09. In FY 09-10 there would be new construction and in FY 10-11 new design work. In FY 11-12 new design work and new construction would again be possible with the last of the new construction beginning in FY 12-13. Ms. Hyatt reported that the County would have $20 million in FY 05-06 for the design of its first capital project which will be the new jail facility scheduled to begin construction in FY 06-07. An additional $10 million will be available in FY 06-07 for the design of another project that will begin construction in FY 07-08. In FY 09-10 and FY 12-13 there will be additional new design work. The next construction phase for the County will be FY 10-11. Ms. Hyatt noted that this scenario would work with other contribution amounts. For example, with an annual contribution of $400,000, there would be $6.5 million available for construction each year; with $500,000, there would be $8 million available each year; and with $700,000, there would be $11 million available. Ms. Hyatt advised that the Schools and the County are still in the process of finalizing their respective Capital Improvement Programs and actual projects will be identified later. Ms. Hyatt asked if there were any questions. Mr. Barrineau stated that $600,000 was a good amount to start with because of the number of needs that have been identified. Mr. Canada added that he believed $300,000 was as much as the Schools could realistically contribute on an annual basis. He hoped that the increased 74 January 24, 2005 enrollment budget will help the Schools meet their obligation. He noted that this doesn’t do as much in the short term as he had hoped, but the long-term benefits are significant. Mr. Irvin suggested that the program be reviewed annually and the possibility of additional contributions in future years be considered. Ms. Hyatt noted that the contributions were incremental. Although only $600,000 would be contributed the first year, the contribution would be $1,200,000 the second year, $1,800,000 the third year and so on for the 10 years of the plan. Supervisor Flora stated that he believed that the number of projects begun under this funding plan was the maximum number of projects either side could handle at one time. Supervisor Altizer commended the level of cooperation between the Schools and the County that led to the development of the funding plan. Supervisor Church requested that contingency planning be considered to enable the funding plan to stay on track. Ms. Hyatt reported that she and Ms. Hodge had put together a rough draft of budget projections identifying projected sources and uses of new revenues for the 2005-2006 fiscal year. She advised that the County is anticipating approximately $5.8 million in new revenues and Schools are projecting approximately $3.3 million in new revenues. 75 January 24, 2005 Ms. Hodge reviewed projected personnel costs. She noted that the Schools will have an increase in VRS rates from 11.58 percent to 12.17 percent although the County rate will remain at 13.55 percent. Supervisor Wray inquired if the Schools VRS rate would be capped at 12.17 percent. Ms. Hodge responded that there was a good chance VRS rates would be revisited by the General Assembly. Ms. Hodge stated that health insurance is projected to increase 10 percent which is below the national average. She added that there will also be an increase in funding for the state-mandated CPMT program. Supervisor Wray asked how the CPMT program was funded. Mr. Chambliss responded that the cost of the program was divided between the State and the County with the State’s share being approximately 54 percent and the County’s share being approximately 46 percent. There was general discussion of the tentative budget estimates. Supervisor Flora noted that salaries for school personnel need to be addressed in the future. Supervisor Altizer reported that Supervisor McNamara had asked him to inform those present that although he was unable to attend tonight’s meeting, he supported the new funding plan. Supervisor Altizer asked if anyone had any questions. It was agreed that a consensus had been reached. 76 January 24, 2005 IN RE: PUBLIC SAFETY BUILDING Supervisor Flora reported that County staff and the public safety building project architects presented information regarding the project to school personnel on Friday, January 18, 2005. He advised that there will be a berm at the back of the building to make the building more attractive to its neighbors and landscaping has been added. The detention pond has been moved to improve the appearance of the site, and the new location will allow it to provide stormwater management for the replacement warehouse site so that a second detention pond will not be necessary. He noted that this will result in a significant cost savings. Supervisor Flora reported that the cost estimates for the replacement of the School’s warehouse are higher than anticipated. The cost is now estimated at approximately $630,000 with site developments such as paving, stormwater management, and utilities costing an additional $70,000. Supervisor Flora added that if it becomes necessary to install a sprinkler system, it will increase the cost an additional $30,000. The Western Virginia Water Authority (WVWA) may require a larger vault which will add approximately $20,000. It was agreed that the WVWA should be contacted to determine the most economical way to implement the necessary fire control measures. Supervisor Flora concluded that the final cost of the warehouse could be as much as $800,000. 77 January 24, 2005 Supervisor Flora proposed that the County and Schools split the additional costs over the original $500,000 estimate. He added that the building is out for design now and construction could start early this summer. It was agreed that the County and Schools would split the final cost of the warehouse above the initial $500,000 estimate. Mr. Canada inquired if the old public safety building would be turned over to the Schools as is or would it be renovated first. Supervisor Altizer responded that it had been agreed that the Schools would receive the old public safety building and the County would receive the career center. He advised that he did not believe that the old public safety building would be renovated prior to its return to the Schools, but that it was something that could be revisited in the future. Mr. Canada asked if the County was still interested in the career center. Mr. Hodge responded affirmatively, but added that County staff would have to review current needs to be sure there was a valid use for the building. This will ensure a smooth transition so the building will not be left empty. Mr. Hodge stated that he would like to get the site subdivision worked out quickly so that progress on the project can continue. Mr. Barrineau noted that it was on the agenda for Wednesday, January 26, and the School Board would take action on it February 9. Mr. O’Donnell added that the County could take action on February 8 contingent on the school’s approval. 78 January 24, 2005 IN RE: UPDATE ON MIDDLE SCHOOL SOFTBALL AND BASEBALL Mr. Haislip reported that he had participated in a work session with the Board of Supervisors several weeks ago to review the status of the middle school baseball and softball programs. The main issue concerns the understanding in place for the last few years that when new sports programs are adopted, the necessary resources and facilities would also be allocated. Mr. Haislip reviewed the new practice schedule for the junior varsity, varsity, and middle school programs at Parks and Recreation sites and school sites that have been built and are maintained by Parks and Recreation. Mr. Haislip noted there are 20 fields used by the schools that are maintained by Parks and Recreation. He advised that he had met with the school athletic directors to ascertain their needs, and each team will have a field for practice although not all the fields will be regulation. He noted that the Glenvar teams are practicing on a short field and the Cave Spring Middle School teams will be using an adult female softball field at Arnold R. Burton. Mr. Haislip advised that the schedule for games has not been finalized and they will work with the high schools to gain access to their fields for games. He added that Waldron Park and Goode Park will be opened for games. He concluded that where space exists, it will be provided. Mr. Haislip reported that due to the increased use of Parks and Recreation fields, there will be increased costs for field maintenance which Parks and Recreation 79 January 24, 2005 does not have in its budget. He advised that it will be necessary to increase dragging the fields from 2 times a week to 4 or 5 times a week and additional infield soil will be required as well. Mr. Haislip added that there is no staff support for this additional maintenance. He advised that job boxes with rakes and drags have been provided at some fields so the school teams can assist with field maintenance. He suggested additional job boxes and equipment be purchased to increase school participation. Mr. Haislip requested the School Board provide direction to the athletic staff regarding their assistance with field maintenance. Supervisor Church stated that this type of field maintenance is an important safety issue and suggested that safety be an important part of the presentation to the athletic staff. Mr. Haislip reviewed the preliminary budget for the additional field maintenance required by the new middle school programs. He reported that it will cost approximately $25,000 annually for the extra dragging, additional infield soil, and two additional part-time staff. Start up costs will be approximately $12,000 which includes an additional drag and a trailer. He noted that there will be no cost for the additional pick up truck required since that will come from surplus. Mr. Haislip added that if Parks and Recreation had to buy infield soil on the open market, it would cost approximately $50,000 - 60,000; however, Parks and Recreation makes the soil it uses on Bent Mountain. 80 January 24, 2005 Mr. Stovall requested that Mr. Haislip submit a maintenance budget to the Schools. Mr. Haislip agreed to do so. Mr. Hodge inquired if the fields were being over used for safety. Mr. Haislip responded that safety was an issue and that the schools need to ensure their teams do the necessary dragging after practice. He added that the additional dragging and additional soils are essential to safety with the heavy use some of these fields will receive. IN RE: ADJOURNMENT Chairman Barrineau declared a brief recess at 6:44 p. m. to allow the Roanoke County Board of Supervisors to adjourn. Chairman Altizer adjourned the Roanoke County Board of Supervisors meeting at 6:45 p.m. until the January 25, 2005, Board meeting at 3:00 p.m. Submitted by: Approved by: randt lerk to the Board ~#.~ Michael W. Altizer Chairman