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Home My WebLink About5/10/2005 - Regular Roanoke County Board of Supervisors Agenda May 10, 2005 Good afternoon and welcome to our meeting for May 10, 2005. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVlV, Channel 3, and will be rebroadcast on Thursday at 7:00 p.m. and on Saturday at 4:00 p.m. The meetings are now closed-captioned. Individuals who require aSststance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 4B hours in advance. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Pastor David Fraser Faith Alliance Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Proclamation declaring May 15 through 21, 2005, as Emergency Medical Services Week in the County of Roanoke 2. Proclamation declaring May 15 through 21, 2005, as Business Appreciation Week in the County of Roanoke D. BRIEFINGS 1. Briefing from the Economic Development Department regarding the existing business program. (Doug Chittum, Director of Economic Development; Melinda Cox, Economic Development Specialist) 1 2. Briefing concerning the agreement for the creation of the Fort Lewis Regional Jail Authority and the appointment of Roanoke County's members to the Authority Board. (Elmer C. Hodge, County Administrator; John M. Chambliss, Assistant County Administrator; Paul M. Mahoney, County Attorney) E. NEW BUSINESS F. FIRST READING OF ORDINANCES 1. First reading of an ordinance to appropriate funds for the fiscal year 2005- 2006 budget. (Brent Robertson, Director of Management and Budget) G. SECOND READING OF ORDINANCES H. APPOINTMENTS 1. Clean Valley Council I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes - April 26, 2005 2. Request to accept a segment of Pleasant Hill Drive, Rte. 1549/1548, into the Virginia Department of Transportation Secondary System, and request to abandon a segment of Pleasant Hill Drive, Rte 1549/1548, as the result of a project to improve access to Hidden Valley High School, Windsor Hills Magisterial District 3. Resolution approving the sublease and co-location by "New Cingular Wireless PCS, LLC" on the NTELOS owned tower located at the Hollins Fire Station at 7401 Barrens Road, Hollins Magisterial District 4. Request to add $304,969 to the fiscal year 2005-2006 Department of Social Services budget for the implementation of the Program Improvement Plan (PIP) for child welfare services and to increase the Classification Plan by six positions for the Department of Social Services J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS 2 M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Future Capital Projects 5. Building Permit Activity Report for the month ended April 30, 2005 6. Jail Study Costs Report 7. Proclamation signed by the Chairman N. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Michael A. Wray 2. Richard C. Flora 3. Joseph P. McNamara 4. Joseph B. Church 5. Michael W. Altizer O. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss the creation of the Fort Lewis Regional Jail Authority. (Elmer C. Hodge, County Administrator; John M. Chambliss, Assistant County Administrator; Paul M. Mahoney, County Attorney) 2. Work session to discuss issues relating to Interstate 73 and potential subsequent changes to the existing Blue Ridge Parkway access to Route 220 in Roanoke County. (Arnold Covey, Director of Community Development; Anthony Ford, Traffic Engineer) 3. Joint work session with the Planning Commission to discuss the implementation schedule for changes resulting from the adoption of the Roanoke County Community Plan. (Arnold Covey, Director of Community Development; Janet Scheid, Chief Planner) 4. Work session to provide an update on proposed kennel permit revisions. (Paul Mahoney, County Attorney; Janet Scheid, Chief Planner) P. CLOSED MEETING Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 3 ACTION NO. ITEM NO. C. # \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Proclamation declaring May 15 through 21, 2005, as Emergency Medical Services Week in the County of Roanoke Elmer C. Hodge ~ II~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS~ ~I ~ ~~. SUMMARY OF INFORMATION: The Roanoke County Fire & Rescue Department is requesting that the Board adopt the attached proclamation declaring the week of May 15-21, 2005, as Emergency Medical Services Week. Present to accept the proclamation will be Fire and Rescue Chief Rick Burch and EMS Battalion Chief Dustin Campbell. c -} AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10,2005 PROCLAMATION DECLARING MAY 15 THROUGH 21, 2005, AS EMERGENCY MEDICAL SERVICES WEEK IN THE COUNTY OF ROANOKE WHEREAS, emergency medical services is a vital public service; and WHEREAS, the members of emergency medical services teams are ready to provide lifesaving care to those in need 24 hours a day, seven days a week; and WHEREAS, access to quality emergency care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; and WHEREAS, the emergency medical services system consists of emergency physicians, emergency nurses, emergency medical technicians, paramedics, firefighters, educators, administrators, and others; and WHEREAS, the members of emergency medical services teams, whether career or volunteer, engage in thousands of hours of specialized training and continuing education to enhance their lifesaving skills; and WHEREAS, it is appropriate to recognize the value and the accomplishments of emergency medical services providers by designating an Emergency Medical Services Week. NOW THEREFORE, we, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim the week of May 15 through 21, 2005, as EMERGENCY MEDICAL SERVICES WEEK in the County of Roanoke and encourage the community to observe this week with appropriate programs, ceremonies, and activities. 1 ACTION NO. ITEM NO. (! -~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Proclamation declaring May 15 through 21, 2005, as Business Appreciation Week in the County of Roanoke SUBMITTED BY: Diane S. Childers Clerk to the Board ß Elmer C. Hodge ~ ~ County Administrator ~~ APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Commonwealth of Virginia has declared the week of May 15 - 21 , 2005 as Business Appreciation Week. This week honors all business community leaders and partners for their daily investment in our economic base, which contributes to the quality of life in Roanoke County. Doug Chittum, Director of Economic Development, and Melinda Cox, Economic Development Specialist, will accept the proclamation in appreciation and recognition ofthe Roanoke County business community. c-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10, 2005 PROCLAMATION DECLARING MAY 15 THROUGH 21, 2005, AS BUSINESS APPRECIATION WEEK IN THE COUNTY OF ROANOKE WHEREAS, the County of Roanoke is pleased to have a thriving base of business and industry to support and strengthen the local economy; and WHEREAS, these businesses provide essential employment opportunities for the citizens of the County of Roanoke; and WHEREAS, these businesses provide local revenues from which the entire local citizenry benefit; and WHEREAS, these businesses also make significant contributions in our communities to promote educational opportunities for our children and promote a variety of civic activities which increase the quality of life of the area; and WHEREAS, the week of May 15 through 21, 2005, has been designated as Business Appreciation Week; and WHEREAS, Roanoke County participates in the activities of the Roanoke Regional Chamber of Commerce, the Salem-Roanoke County Chamber of Commerce, and the Vinton Chamber of Commerce which represent a diverse and dynamic group of businesses; and WHEREAS, the Board wishes to acknowledge the contributions of our existing businesses and to recognize and express its appreciation to these businesses. 1 c,.~ NOW THEREFORE, we, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim the week of May 15 through 21,2005, as BUSINESS APPRECIATION WEEK in the County of Roanoke; and FURTHER, by this proclamation give notice to our citizens that the businesses of the County of Roanoke are exemplifying this year's theme of "Planting Opportunity - Harvesting Success." 2 ACTION NO. ITEM NO. 0 - \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Briefing from the Economic Development Department regarding the existing business program SUBMITTED BY: Douglas Chittum Director of Economic Development APPROVED BY: Melinda Cox Economic Development Specialist Elmer C. Hodge ~ rf~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Staff would like to take this opportunity to brief the Board of Supervisors on the activities and successes of the Existing Business Program. Doug Chittum will provide a brief overview of the Existing Business Program and an introduction to business partner successes. Melinda Cox will review the 7 key program initiatives which are: · Workforce Training Services Funding from the Virginia Department of Business Assistance · Recap of business expansions · Existing Business 5 Year Survey (Spring 2006) · New directions for the electronic newsletter and the television program "Roanoke County Business Partners" on RVTV 1 · Awards received by our business partners on the local and state levels · Collaboration with Hollins University · Visitation Program 2 D-' ACTION NO. ITEM NO. b- :L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 SUBMITTED BY: Briefing concerning the agreement for the creation of the Fort Lewis Regional Jail Authority and the appointment of Roanoke County's members to the Authority Board Elmer C. Hodge, Jr. ~ If+- County Administrator AGENDA ITEM: John M. Chambliss, Jr. Assistant County Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: This is a briefing to inform the citizens and the Board of the actions that will be needed in May and June in order to put the Jail Authority in place. The format for the creation of the Authority is one that is typically used and has been recommended by the Jail Study Committee. I recommend that the Board appoint John Chambliss as the County's designated staff representative on the Authority Board. He has worked with this project from the beginning and has greater knowledge of the state permitting process. I am currently serving on the Western Virginia Water Authority Board and would prefer not to serve on two boards. I also recommend that Diane Hyatt, Chief Financial Officer, be appointed as the County's alternate staff member on the Authority Board. Please note that we have included in this document a reference to a neighborhood protection program that we wish to develop and include in the operating agreement when that is brought to the Board in June or July. The protection program will be based on the one previously done for the regional landfill but will not need to be as extensive. The jail will be a good neighbor, just as the one in downtown Salem has been, but we want to formalize Roanoke County's expectations for neighborhood and environmental considerations. We will discuss this in greater detail with you at the work session today and coordinate with the citizens and member localities in the next few weeks. There are two legal documents which are required for the formation of the Jail Authority: (1) Agreement for the creation of the Fort Lewis Regional Jail Authority; and (2) By-Laws of D-~ the Fort Lewis Regional Jail Authority. The process for the formation of the Authority will proceed as follows in the coming months: · A briefing will be presented at today's meeting · A work session is also scheduled for today's meeting to allow discussion of this item in greater detail · Any changes recommended during the briefing and work session will be incorporated into the final documents · A resolution authorizing the Agreement for the creation of the Fort Lewis Regional Jail Authority and the appointment of Roanoke County's members to the Authority Board will be presented to the Board for approval at the May 24,2005, meeting · The same documents will be presented by the partner localities for approval by their respective Boards in May 2005 · It is anticipated that the Jail Authority will assemble in June 2005 SUMMARY OF INFORMATION: Attached for your consideration are two documents that will be necessary for the formation of the Fort Lewis Regional Jail Authority: (1) An agreement for the creation of the Fort Lewis Regional Jail Authority which must be approved by this Board and the governing bodies of the partner localities in order to form the Authority. (2) A draft of the By-Laws which will be considered by the Authority when constituted. The resolution authorizing the approval of this agreement is being considered by the City of Salem and the Counties of Franklin and Montgomery during May so that the Authority can be organized during June and the Agreement forwarded to the Department of Corrections to complete our application package. This item will be discussed at today's meeting and brought to you for approval at your May 24, 2005, meeting. The agreement does the following: · Defines the organization, purpose, and powers of the Regional Jail Authority · Describes the Board membership · Describes planned capital costs and their allocation · Describes the allocation of the proposed operating costs · Identifies the means of adding new members · Describes the process if a member should choose to withdraw from the Authority · Guarantees access to bed space by member localities. 2 ò- :), The draft of the By-Laws, a copy of which is attached, will be adopted by the Authority Board when it is constituted and describes the meetings, officers, financial requirements, and organizational matters. Regional jails (serving three or more localities) may be organized either under a cooperative agreement whereby one jail provides service by contract to others or as a Regional Authority whereby the localities join together to build and operate the jail facility. The Steering Committee, comprised of the Sheriff and administrative staff from the four partner jurisdictions, recommends that the jail be operated as an Authority. In this form, the Authority will have the power to acquire the land, build and operate the facility, and allocate cost to localities based on the number of bed days used. It will have the power to issue bonds for construction of the facility which simplifies the process and makes it unnecessary for members to report the debt on the financial statements of the locality. The allocation of the debt service cost and the sharing of the operating expenses are calculated as a per diem cost. Most of the inmates housed at the new regional facility will be sentenced inmates or special populations (women, inmates with special needs, etc.) or inmates that would overcrowd the local facility. Each locality will continue to operate its own local jail. Arrestees will be taken to the local jail to reduce the law enforcement officer's time away from their law enforcement duties. Many of the operating programs such as food service, laundry, transportation, etc., will be coordinated through the regional facility to reduce cost and improve efficiency. The Authority Board shall be comprised of three members from each participating locality; the Sheriff, a representative from the governing body, and the Chief Administrative Official. Each of these members may have an alternate who shall serve as a full member in the absence of the regular member. Each locality has the same equal representation. Generally, business of the Authority Board may be conducted by a majority vote of the quorum of the Board Members being present. There are several exceptions whereby a Super Majority vote (a majority of the members from each locality must vote in the affirmative) is required such as: (1) adoption of the annual budget; (2) incurrence of debt; (3) adoption or amendment of the By-Laws; (4) or changes in the allocation of guaranteed bed space. Each member locality shall be guaranteed access to their pro-rata share of beds as identified in the Community Based Corrections Plan and enumerated in the agreement. Generally, staff will attempt to keep the regional jail facility as full as practical to minimize the per diem costs by spreading the cost over a larger base. Provisions are also required by the State to address conditions whereby a participating locality can withdraw from the Authority whether before debt is incurred or after debt is incurred. The State also requires the ability for others to join the Authority, and the City of Roanoke has specifically expressed an interest to consider joining at a future date. These matters require a vote of the governing body of all participating members. 3 ·tr~, A Service Agreement between the Authority and the participating localities is being developed, and there are several items to be finalized. The Service Agreement deals with the operations of the Regional Jail Authority and the provision of services among the members. This document will be presented for approval by the Board of Supervisors when it is finalized by the Authority in July. FISCAL IMPACT: No funds are required at this time. The Board has previously appropriated monies to cover the County's share of the requisite studies needed to file the application with the Department of Corrections and for the issues related to the option and testing of the proposed jail site. Once the Authority is established, they will be able to issue their own debt; and the Authority will cover the transitional cost and refund the start-up costs to the four localities. These costs will then be included in the per diem rates. Attachments: Agreement for Creation of the Fort Lewis Regional Jail Authority Draft By-Laws cc: Franklin County Montgomery County City of Salem Sheriff Holt Jim Guynn Paul Mahoney 4 D-d, Revised 05/04/05 - A AGREEMENT FOR CREATION OF THE FORT LEWIS REGIONAL JAIL AUTHORITY This Agreement to create a regional jail authority is made effective as of the _ day of June, 2005 by and between the County of Franklin, Virginia; the County of Montgomery, Virginia; the County of Roanoke, Virginia and the City of Salem, Virginia, as authorized by Section 53.1-95.2, Code of Virginia (1950), as amended; NOW THEREFORE, it is agreed that: ARTICLE I ORGANIZATION 1. Name. The name of this organization shall be the Fort Lewis Regional Jail Authority (the "Authority"). 2. Principal Office. The principal office of the Authority shall be at the Regional Jail at which the office of the Superintendent of the Authority is located or in such other place as the Authority may designate. 3. Participating Member Jurisdictions. The County of Franklin, Virginia, the County of Montgomery, Virginia, the County of Roanoke, Virginia and the City of Salem, Virginia shall be the participating Member Jurisdictions (the "Member Jurisdictions") of the Authority. ARTICLE II PURPOSE AND POWERS 1. Purpose. The purpose of the Authority shall be to own, operate, manage, maintain, regulate, plan for and finance the Fort Lewis Regional Jail. 2. Powers. The Authority shall have and may exercise all powers granted to ajail authority by law and by the provisions of Articles 3, 3.1, and 5, Chapter 3, Title 53.1 of the Code of 1 ò·_~ Revised 05/04/05 - A Virginia (1950) as amended, including but not limited to the power to acquire the necessary real and personal property therefore, and to do all things deemed by the Authority to be necessary, convenient and desirable for and incident to the efficient and proper development and operation of the Regional Jail. 3. Retention of Local Jails. The Member Jurisdictions shall retain and operate by their local sheriff their existing local jail. These local jails may contract with each other or with the Fort Lewis Regional Jail for services as required. ARTICLE III BOARD MEMBERSHIP 1. Board. The powers of the Authority shall be exercised by a board (the "Board") of Twelve (12) members (the "Members") consisting of three (3) Members from each Member Jurisdiction, appointed by the Governing Body of said jurisdiction, and consisting of the Sheriff, one elected member of the governing body and the chief administrative officer; pursuant to Section 53.1- 106, Code of Virginia (1950), as amended. 2. Initial Board Members. The names, initial term, and addresses ofthe initial Board Members and their respective Member Jurisdictions are as follows: Locality/Title Name Address Initial Term County of Franklin Sheriff County Administrator Board Member County of Montgomery Sheriff County Administrator Board Member County of Roanoke Sheriff County Administrator Board Member 2 .ty~,." Revised 05/04/05 - A Locality/Title Name Address Initial Term City of Salem Sheriff City Manager Council Member 3. Term and Vacancies. Members shall serve for a term of one year except the initial term which shall commence on the effective date of this Agreement and end December 31, of the respective year. The appointment of a Member shall terminate immediately upon such Member's resignation, removal from the Governing Body of the Member Jurisdictions, or expiration of that Member's elected term of office. Any vacancy on the Board with respect to a Member shall be filled for the unexpired portion of the term in the same manner as the original appointment was made. 4. Voting. Each Member shall have one equal vote on all matters before the Board. 5. Alternate Members. Alternate members may be appointed to the Board. Such alternate members shall be selected in the same manner as regular members, except that sheriffs may appoint their own alternates. If a regular member is not present at a meeting of the Board, the alternate for that member shall have all the voting and other rights of a regular member and shall be counted for the purposes of determining a quorum at any meeting. Locality/Title Name Address Initial Term County of Franklin Sheriff - Alternate County Administrator - Alternate Board Member - Alternate County of Montgomery Sheriff - Alternate County Administrator - Alternate Board Member - Alternate County of Roanoke Sheriff - Alternate County Administrator - Alternate Board Member - Alternate 3 Locality/Title Name Address fj-d- Revised 05/04/05 - A Initial Term City of Salem Sheriff - Alternate City Manager - Alternate Council Member - Alternate 6. By-Laws. The Board shall establish bylaws governing the election of officers, the scheduling of meetings and notice therefore, and other procedural matters. 7. Compensation. Board members will receive no compensation, and all members of the Board may be reimbursed for their actual approved expenses incurred in the performance of their duties in the work of the Authority. ARTICLE IV CAPITAL COSTS 1. Regional Jail Planning Study. A planning study on the Regional Jail (the "Planning Study"), originally prepared for the County of Franklin, Virginia, the County of Montgomery, Virginia, the County of Roanoke, Virginia and the City of Salem, Virginia dated 1 March, 2005, contains eligible project construction cost estimates of$70,993,6l4 for the Regional Jail. The parties hereto acknowledge that the costs contained in the Planning Study are preliminary estimates only and are subject to later modification following review of the Planning Study by the Board of Corrections of the Commonwealth of Virginia, following any design changes of the Regional Jail, or in view of any other circumstances which may impact such costs. 2. Allocation of Costs ofPropertv. The Authority will purchase the property on which the regional jail will be constructed (the "Property"). The Authority will be responsible for the payment of all costs of acquiring the Property, including, without limitation, all costs and fees related to obtaining title insurance, recording documents and the principal and interest on any bonds or other debt issued for the purchase of the property. These costs shall become part of the basis for the Capital factor of the per diem charge to be paid by anyone who uses the regional j ail facility. 4 D-~ Revised 05/04/05 - A' 3. Allocation of Costs of Construction. The Authority will be responsible for approving the construction of the Regional Jail Facility including, without limitation, the planning, design and preliminary expenses of construction and all related fees and expenses. In accordance with Section 53.1-95.10 of the Code of Virginia (1950) as amended, the Authority may issue Revenue Bonds for the construction and start up costs of the Regional Jail. The repayment of these bonds shall become a part of the Capital factor of the per diem charge to be paid by anyone who uses the regional jail facility. The Member Jurisdictions find that, as of the date of this Agreement, it is impracticable to include further information in this Agreement concerning the sources and methods of financing the Regional Jail. ARTICLE V OPERATION AND MAINTENANCE 1. Net Operating Cost. The Net Operating Cost shall equal the difference between (i) the annual direct and indirect operation and maintenance costs for the Regional Jail (the "Annual Operating Cost") and (ii) the sum of any portion of the Annual Operating Cost paid to the Regional Jail Authority by the Commonwealth of Virginia, any Member Jurisdictions, or Non-Member Jurisdictions or agencies. The net annual cost to the Member Jurisdictions for Operation and Maintenance of the Regional Jail shall be based on the actual number of prisoner days used by that locality. 2. Per Diem Cost. The per diem cost shall be comprised of two components: (i) the operating cost factor and (ii) the capital factor. The operating cost factor shall be the Net Operating Cost defined above, divided by the projected average daily inmate population, divided by 365. The capital factor shall be the annual scheduled payment for principal and interest on the debt of the facility, divided by the projected average daily inmate population, divided by 365. Together, the 5 D~ Revised 05/04/05 - A calculated operating cost factor plus the calculated capital factor shall be the per diem cost paid for each inmate housed at the regional jail facility for each twenty-four hour period or portion thereof. 3. Per Diem Cost for Non-Members. The Authority may establish a different per diem rate for non-member placements. ARTICLE VI WITHDRAWAL FROM AUTHORITY 1. Withdrawal Before Authority Incurs Obligation. Before the Authority incurs any obligation, any or all of the Member Jurisdictions may withdraw from the Authority for any reason. 2. Withdrawal After Authority Incurs Obligation. After the Authority has incurred any obligation, no Member Jurisdictions shall be permitted to withdraw from the Authority except with the consent of the Governing Bodies of all of the Member Jurisdictions. Further, no Member Jurisdiction shall be allowed to withdraw from the Authority until all such obligations have been fully satisfied or that said withdrawing Member Jurisdiction shall have placed in escrow for use by the Fort Lewis Regional Jail Authority, their pro-rata share of the outstanding debt of the facility based on their pro-rata share of the guaranteed access to beds. Written notice of intent to withdraw must be given to the Authority and the remaining Member Jurisdictions prior to September I of the Fiscal Year in which the Member intends to withdraw. The withdrawal shall become effective June 30 (the end of the fiscal year). ARTICLE VII ADDITIONAL MEMBERS 1. Additional Members. Any eligible entity in Virginia, may, with the approval of its governing body and with the consent through concurrent resolutions of the governing bodies of each of the then participating Member Jurisdictions, join and participate in the Fort Lewis Regional 6 Cy~ Revised 05/04/05 - A Jail Authority under such additional terms and conditions for membership as may be prescribed by the Authority. 2. City of Roanoke. The City of Roanoke, which is located in the service area of the Fort Lewis Regional Jail Authority, does not currently participate as a member of a regional jail operation and has expressed an interest in joining the Fort Lewis Regional Jail Authority at a future date. To be considered, the City must obtain the waiver from the moratorium imposed by the Commonwealth of Virginia; complete the required Community Based Corrections Plan and any other studies or conditions required by the Department of Corrections; and comply with the terms and conditions for membership as may be prescribed by the Authority. ARTICLE VIII GUARANTEED ACCESS TO BEDS 1. Guaranteed Access to Beds. Based upon the projected need for new beds identified in the Community Based Corrections Plan or upon such other basis agreed by the Authority, the Member Jurisdictions shall be guaranteed access to beds at the Regional Jail facility. The Authority shall establish the means of assuring that the availability of Member Jurisdiction's bed needs are met. Based upon the Community-Based Corrections Plan prepared by Powell Associates dated December 23,2004, the initial pro-rata share of beds for the Member Jurisdictions shall be as follows: County of Franklin 32% or 189 beds County of Montgomery 20% or 118 beds County of Roanoke 38% or 225 beds City of Salem 10% or 60 beds 100% 592 beds Upon the creation of any new beds or upon the joining of any new member, said allocation of beds may be re-distributed by the Authority based upon a super-majority vote of the Board of the 7 D-~ Revised 05/04/05 - A Authority (the affirmative vote of a majority of the Board Members (two thirds vote) from each of the Member Jurisdictions). ARTICLE IX NEIGHBORHOOD PROTECTION 1. Zoning and Regulatory Issues. Before developing the property, the Authority shall comply with all provisions of the Zoning Ordinance, Section 15.2-2232 Review for the Community Plan, Special Use Permits, or any other regulatory requirements then in place within the County of Roanoke, as it pertains to the development of a jail. Furthermore, the construction of the jail facility shall comply with floodplain protection, storm water management, screening and buffering, exterior lighting, or other land disturbing or development guidelines in place for Roanoke County. 2. Community Protection Agreement. The County of Roanoke, the surrounding community, and the Authority shall implement a Community Protection Agreement similar to the process established for the Roanoke Valley Resource Authority for the Regional Landfill which shall include, but not be limited to, Property Value Protection for the benefit of the area within 5,000 feet of the jail facility. ARTICLE X AMENDMENT 1. Approval. This Agreement may be amended, supplemented or superseded only after concurring resolutions have been adopted by the Governing Bodies of all of the Member Jurisdictions. 2. Procedure. Any proposal to amend, supplement or supersede this Agreement must be submitted in writing to the Board and to each Governing Body. Thereafter, the Board shall review the proposal and submit its comments and recommendations thereon to each Governing Body. After 8 b'~d,,,^ Revised 05/04/05 - A comments and recommendations, each Governing Body may proceed to consider a resolution concurring in the proposed change. An affirmative vote of the governing body of seventy-five percent (75%) ofth~ Member Jurisdictions shall be required to change this agreement. ARTICLE XI BYLAWS The Board shall adopt a set of bylaws consistent with this Agreement. IN WITNESS WHEREOF the Member Jurisdictions set their hands and seals by the officers of the Member Jurisdictions shown below pursuant to due authority. By: Its: Date: ATTEST: By: 9 \:)-~ Revised 05/04/05-A BY-LAWS FORT LEWIS REGIONAL JAIL AUTHORITY ADOPTED AT THE ORGANIZATIONAL MEETING JUNE _, 2005 1 "." I,}-à Revised 05/04/05-A CONTENTS ARTICLE I Legislative Authority, Name and Purpose Section 1 Legislative Authority and Name Section 2 Purpose ARTICLE II Board Section 1 Composition Section 2 Compensation Section 3 Powers ARTICLE III Meetings of the Board Section 1 Regular Meetings Section 2 Special Meetings Section 3 Quorum Section 4 Super Maiority Section 5 Rules of Procedure Section 6 Virginia Freedom of Information Act ARTICLE IV Officers and Their Duties Section 1 Election Section 2 Chairperson Section 3 Vice-Chairperson Section 4 Secretary Section 5 Treasurer ARTICLE V Committees Section 1 Committees in General ARTICLE VI Administrator Section 1 Appointment 2 Section 2 Duties ARTICLE VII Section 1 Fiscal Year Section 2 Fiscal Agent Section 3 Monthly Report Section 4 Audit Finances ARTICLE VIII Amendments and Seal Section 1 Amendment Section 2 Seal 3 D--~ Revised 05/04/05-A \)-~ Revised 05/04/05-A BY-LAWS Fort Lewis Regional Jail Authority ARTICLE I Legislative Authority, Name and Purpose Section 1 Legislative Authority and Name The Fort Lewis Regional Jail Authority (the "Authority") is a public body corporate created and organized under the laws of the Commonwealth of Virginia. The County of Roanoke, Virginia, the County of Franklin, Virginia, the County of Montgomery, Virginia and the City of Salem, Virginia (the "Member Jurisdictions") provided for the establishment of the Authority pursuant to Section 53.1-95.2, Code of Virginia (1950), as amended. Section 2 Purpose The purpose of the Authority shall be to own, operate, manage, maintain, regulate, plan for and finance the Fort Lewis Regional Jail. ARTICLE II Board Section 1 Composition The powers of the Authority shall be exercised by a board (the "Board") of Twelve (12) members (the "Members") consisting of three (3) Members from each Member Jurisdiction appointed by the Governing Body of said jurisdiction consisting of the Sheriff, one elected member of the governing body and the chief administrative officer; pursuant to Section 53.1-95.2, Code of Virginia (1950), as amended. a. Term and Vacancies: Members shall serve for a term of one year except the initial term which shall commence on the effective date of this Agreement and end December 31, of the respective year. The appointment of a Member shall terminate immediately upon such Member's resignation, removal from the Governing Body of the Member Jurisdiction, or expiration of that Member's elected term of office. Any vacancy on the Board with respect to a Member shall be filled for the unexpired portion of the term in the same manner as the original appointment was made. 4 LY~ Revised 05/04/05-A b. Voting: Each Member shall have one equal vote on all matters before the Board. c. Alternate Members: Alternate members may be appointed to the Board. Such alternate members shall be selected in the same manner as regular members, except that sheriffs may appoint their own alternates. If a regular member is not present at a meeting of the Board, the alternate for that member shall have all the voting and other rights of a regular member and shall be counted for the purposes of determining a quorum at any meeting. Section 2 Compensation Board members will receive no compensation, and all members of the Board shall be reimbursed for their actual approved expenses incurred in the performance of their duties in the work of the Authority. Section 3 Powers The powers of the Board shall include: a. All the powers given under Section 53.1 - 106 of the Code of Virginia (1950), as amended; b. Adopt annual operating and capital budgets of the Authority which will be submitted to the Member Jurisdictions no later than January 15 of each year; and c. Issuance of bonds pursuant to Section 53.1-95.10 of the Code of Virginia (1950), as amended, upon the advice of bond counsel and a financial advisor with expertise in bonds and investments. ARTICLE III Meetings of the Board Section 1 Regular Meetings The Board shall hold at least four regular meetings per year at such times as may be prescribed by resolution adopted by the Board. When any regular meeting of the Board shall fall on a legal holiday of the Commonwealth, then such 5 D-~ Revised 05/04/05-A meeting shall be held on the next following regular business day. Regular meetings of the Board shall be held at such place as the Board may from time to time direct. Section 2 Special Meetings Special meetings of the Board may be held at any time and place upon the call of the chairperson or a majority of the members of the Board provided that each member of the Board is given at least five (5) days notice served personally or left at the usual place of business or residence of each member of the Board. Notice of any special meeting of the Board may be waived in writing either before or after the meeting and shall be deemed waived by attendance at any such meeting. Special meetings shall be held at such place and time as may be specified in the notice thereof. Section 3 Quorum A majority of the members of the Board shall constitute a quorum for the transaction of business at any meeting, and no action shall be taken except by the affirmative vote of a majority of the entire Board. Section 4 Super Maiority None of the following actions shall be taken or permitted to occur by the Board of the Authority without the affirmative vote of a majority of the Board Members (two thirds vote) from each of the Member Jurisdictions: 1. Adoption of the Annual Budget 2. Incur Debt 3. Adopt or amend By-Laws 4. Change the allocation of Guaranteed Bed Space Section 5 Rules of Procedure If any disagreement in the conduct of any meeting or the order of business shall arise, the rules of parliamentary procedure as set forth in the most recent edition of Robert's Rules of Order shall prevail, providing they are not in conflict with law or these By-Laws. Section 6 Virginia Freedom of Information Act 6 \~-~ Revised 05/04/05-A ","" All meetings of the Board shall be open to the public in accordance with the Virginia Freedom of Information Act. The Board may meet in closed (executive) session as provided by such Act. ARTICLE IV Officers and Their Duties Section 1 Election The Board shall elect a Chairperson and Vice-Chairperson from its membership, and a Secretary and a Treasurer, who mayor may not be members of the Board. All officers shall be elected to one year terms commencing on the date of their election and terminating upon the expiration of their terms of office or upon the qualification of their successors. Section 2 Chairperson The Chairperson shall preside at all meetings of the Board and perform all of the duties commonly incident to such office and shall perform such other duties and have such other powers and authorities as may be conferred from time to time by the Authority in accordance with law. Section 3 Vice-Chairperson In the absence of the Chairperson, the Vice-Chairperson shall preside at any meeting of the Authority and shall perform such duties as may from time to time be assigned to him or her by the Authority in accordance with law. Section 4 Secretary The Secretary shall keep a record of all proceedings of Authority meetings and a record of all correspondence and business transactions of the Authority. Records of the Authority shall be subject to the Virginia Freedom of Information Act. The Secretary shall send notices of meetings by mail or otherwise to the members of the Authority as the same may be required. The Secretary shall have charge of the seal and perform all of the duties commonly incident to such office and shall perform such other duties and have such other powers and authorities as may be conferred from time to time by the Authority in accordance with law. Section 5 Treasurer 7 D-~ Revised 05/04/05-A The Treasurer shall have charge and custody of all the Authority's funds and shall invest and deposit them in the Authority's name when authorized by the Authority. The Treasurer shall keep suitable records of all financial transactions of the Authority and shall, at all reasonable times, exhibit such records to any member of the Board or any other person pursuant to the Virginia Freedom of Information Act. In addition, the treasurer shall perform all the duties commonly incident to such office and shall perform such other duties and have such other powers and authorities as may be conferred from time to time by the Board in accordance with law. In the event a fiscal agent is used to handle the financial transactions, the records may be maintained at the office of the fiscal agent so long as access is provided to the Treasurer or other prescribed officials. ARTICLE V Committees Section I Committees in General The committees of the Authority shall consist of such standing committees or ad hoc committees as the Authority shall deem necessary. Chairpersons and members of all committees shall be appointed by the Chairperson of the Authority and ratified by the Board of the Authority. Each committee shall have the authority to take such action as it granted by these By-Laws and by the Authority so long as it is not in conflict with law, these By-Laws or policy of the Authority. The committees shall keep regular minutes of their proceedings and report them to the Authority for its information. A majority of the members of a committee shall be required to transact official business. Actions of any committee shall be authorized by the affirmative vote of a majority of a quorum of the committee. ARTICLE VI Administrator Section I Appointment The Authority may appoint an Administrator who shall have the responsibilities of providing leadership for the administrative and planning functions of the Fort Lewis Regional Jail Authority. Section 2 Duties The duties of the Administrator shall include the following: a. Supervise and manage the Regional Jail; 8 fj-~ Revised 05/04/05-A b. Implement Authority policies; c. Report to the Authority and recommend to the Authority such actions or resolutions as are deemed necessary or expedient, including preparation of the annual budget for Authority approval; d. Advise and seek the advice of the Authority on pertinent issues in areas requiring policy decisions or clarification; e. From funds available for the purpose, employ such staff as necessary to enable the Authority to operate; delegate to staff such responsibilities as may be necessary in the operation of the Regional Jail facilities; exercise supervision and control over staff, including work hours, distribution of work functions and terms and conditions of employment; and promote, discipline, layoff or terminate any Authority employee; f. Establish guidelines for efficient and sound fiscal management; g. Prepare and submit, upon direction and approval by the Authority, all requests for appropriations; h. In accordance with prudent and acceptable practice, deposit and disburse monies and valuables of the Regional Jail as authorized by the Authority; 1. Organize and maintain a system to gather and analyze data for managing the Regional Jail and for providing reports to the Board, State agencies, and participating institutions; J. Develop and maintain public relations and public information programs; k. Insure that the Regional Jail facilities are properly maintained and secured; and 1. Discharge such other responsibilities as may be assigned to the Administrator by the Authority from time to time. ARTICLE VII Finances Section 1 Fiscal Year 9 f~ Revised 05/04/05-A The fiscal year of the Authority shall begin each year on July 1 and shall end on June 30 of the following year. Section 2 Fiscal Agent The Board may designate a fiscal agent for the Authority and may enter into a contract with such agent for this purpose. The fiscal agent shall produce checks for expenditures of the Authority. Such checks shall be created and issued upon the written request of the Authority's Chairperson or his or her designee in writing. The fiscal agent shall make available all records and reports as may be required of a Treasurer. Section 3 Monthly Report A monthly statement of receipts and disbursements shall be submitted to the Authority. Section 4 Audit The Board shall cause an independent audit of its finances to be made each year, which audit shall reflect the full revenues and expenditures of the Authority. ARTICLE VIII Amendments and Seal Section 1 Amendment These By-Laws may be amended or repealed and new By-Laws adopted by a super majority vote of the Board at any meeting of the Board at which a quorum is present so long as notice of the proposed amendment or repeal is contained in the notice of the meeting. Section 2 Seal The Seal of the Authority shall be circular and shall have inscribed thereon, within and around the circumference, the following: "Fort Lewis Regional Jail Authority"; in the center shall be the word "SEAL". 10 · , ù-~ Revised 05/04/05-A ADOPTED at the Organizational Meeting of the Fort Lewis Regional Jail Authority held on the _ day of June, 2005. ATTEST: APPROVED: Secretary Chairperson 11 ACTION NO. ITEM NO. F - \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 First reading of an ordinance to appropriate funds for the fiscal year 2005-2006 budget AGENDA ITEM: SUBMITTED BY: Brent Robertson Director of Management and Budget Elmer C. Hodge ~jJ# County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The fiscal year 2005-06 budget was presented to the Board of Supervisors on April 26, 2005. A budget public hearing was held on April 26, 2005, to receive written and oral comment from the public concerning the proposed budget and FY2006-2010 Capital Improvements Program (CIP). Attached for your approval is the budget appropriation ordinance for fiscal year 2005-06. The total County budget is $305,757,879. This includes all inter-fund and intra-fund transfers. The budget net of transfers is $223,812,560. At the April 26, 2005, Board of Supervisor's meeting, the County Administrator presented the proposed Roanoke County budget which included the approved Roanoke County Schools Budget. The format of the appropriation ordinance conforms to the reporting basis used at year-end in the Comprehensive Annual Financial Report. This presentation allows the same level of budget comparison as is required by Generally Accepted Accounting Principles for financial reporting purposes. This format will also consistently apply the appropriation on a fund basis for County Funds as has been used to appropriate School funds in the past. (.. , STAFF RECOMMENDATION: There remains $350,000 in unallocated revenue that the Board may allocate if they wish; however, staff recommends that this revenue be placed in the Board contingency where it will be available for items that may come up during the year. Staff recommends approval of the first reading of the 2005-06 fiscal year budget appropriation ordinance and approval of the attached Classification Plan for fiscal year 2005-06. The second reading and resolution adopting the budget is scheduled for May 24, 2005. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF f-I ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10,2005 ORDINANCE APPROPRIATING FUNDS FOR THE 2005-2006 FISCAL YEAR BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, upon notice duly published in the newspaper, a public hearing was held on April 26, 2005, concerning the adoption of the annual budget for Roanoke County for fiscal year 2005-06; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, approved said budget on May 24, 2005, pursuant to the provisions of Section 13.02 of the Roanoke County Charter and Chapter 25 of Title 15.2 of the 1950 Code of Virginia, as amended; and WHEREAS, the first reading of this appropriation ordinance was held on May 10, 2005, and the second reading of this ordinance was held on May 24, 2005, pursuant to the provisions of Section 18.04 of the Roanoke County Charter. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the following appropriations are hereby made from the respective funds for the period beginning July 1, 2005, and ending June 30, 2006, for the functions and purposes indicated: 1 County of Roanoke (_I Adopted FY 2005-2006 Budget May 10, 2005 Revenues: General Fund: General Government $ 144,077,119 Comprehensive Services 5,476,206 E-911 Maintenance 903,158 Law Library 41,648 Life Skills Mentoring Program 282,025 SB&T -Social Services Building 430,063 Recreation Fee Class 962,066 Internal Services 3,180,667 County Garage 352,568 Total General Fund $ 155,705,520 Debt Service Fund - County $ 4,479,756 Capital Projects Fund Beginning Balance $ 1,416,838 Transfer from General Fund 3,436,208 Total Capital Projects Fund $ 4,853,046 Internal Service Fund - Risk Management $ 964,505 School Funds: Operating $ 118,007,240 Nutrition 4,295,000 Capital 1,126,414 Debt 9,747,046 Regional Alternative School 424,868 Laptop Insurance Reserve 433,900 Grant 4,794,860 Textbook 925,724 Total School Fund $ 139,755,052 Total All Funds $ 305,757,879 1 County of Roanoke ~, Adopted FY 2005-2006 Budget May 10, 2005 Expenditures: General Government: General Administration Board of Supervisors $ 361,764 County Administrator 262,241 Public Information 216,000 Asst. Co. Administrators 327,241 Human Resources 571,579 County Attorney 463,917 Economic Development 626,453 Total General Administration $ 2,829,195 Constitutional Officers Treasurer $ 744,601 Commonwealth Attorney 692,251 Commissioner of the Revenue 714,563 Clerk of the Circuit Court 900,043 Sheriffs Office J,435,222 Care & Confinement of Prisoners 4,780,148 Total Constitutional Officers $ 9,266,828 Judicial Administration Circuit Court $ 197,068 General District Court 40,878 Magistrate 1,655 J & DR Court 13,429 Court Service Unit 857,405 Total Judicial Administration $ 1,110,435 Management Services Real Estate Assessments $ 964,134 Finance 1,125,980 Public Transportation 330,476 Management and Budget 233,649 Procurement Services 372,953 Total Management Services $ 3,027,192 2 County of Roanoke f:' Adopted FY 2005-2006 Budget May 10, 2005 Public Safety Police $ 9,376,871 Fire and Rescue 9,671,918 Total Public Safety $ 19,048,789 Community Services General Services $ 296,267 Solid Waste 4,620,858 Community Development 4,272,011 Building Maintenance 1,669,114 Total Community Services $ 10,858,250 Human Services Grounds Maintenance $ 1,905,251 Parks and Recreation 2,566,833 Public Health 494,668 Social Services 6,421,681 Contributions-Human Service, Cultural, Tourism 457,251 Library 2,375,070 V A Cooperative Extension 94,129 Elections 273,147 Total Human Services $ 14,588,030 N on- Departmental Employee Benefits $ 3,127,348 Miscellaneous 966,500 Internal Service Charges 2,911,245 Total Non-Departmental $ 7,005,093 3 County of Roanoke F-J Adopted FY 2005-2006 Budget May 10, 2005 Transfers to Other Funds Transfer to Debt - General & Schools $ 11,037,273 Transfer to Capital 3,436,208 Transfer to Schools 57,260,071 Transfer to Schools - Dental Insurance 407,299 Transfer to Internal Services 964,505 Transfer to Comprehensive Services 2,653,000 Transfer to County Garage 134,951 Total Transfers to Other Funds $ 75,893,307 Unappropriated Balance Board Contingency $ 100,000 Unallocated Revenue 350,000 Total General Government $ 144,077,119 Comprehensive Services $ 5,476,206 E-911 Maintenance $ 903,158 Law Library $ 41,648 Life Skills Mentoring Program $ 282,025 SB&T -Social Services Building $ 430,063 Recreation Fee Class $ 962,066 Internal Services Management Information Systems $ 2,679,105 Communications 501,562 County Garage 352,568 Total Internal Services $ 3,533,235 Total General Fund $ 155,705,520 Debt Service Fund - County $ 4,479,756 Capital Projects Fund $ 4,853,046 Internal Services Fund - Risk Management $ 964,505 4 County of Roanoke Adopted FY 2005-2006 Budget May 10, 2005 p:1 School Funds: Operating Nutrition Capital Debt Regional Alternative School Laptop Insurance Reserve Grant Text Book Total School Funds Total All Funds 5 $ 118,007,240 4,295,000 1,126,414 9,747,046 424,868 433,900 4,794,860 925,724 $ 139,755,052 $ 305,757,879 F-I 2. That the County Administrator may authorize or delegate the authorization of the transfer of any unencumbered balance or portion thereof from one department to another within a fund. 3. That all funded outstanding encumbrances, both operating and capital, at June 30, 2005, are re-appropriated to the 2005-06 fiscal year to the same department and account for which they are encumbered in the previous year. 4. That appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate action, changes or eliminates the appropriation. Upon completion of a capital project, staff is authorized to close out the project and transfer to the funding source any remaining balances. This section applies to appropriations for Capital Projects at June 30, 2005, and appropriations in the 2005- 06 budget. 5. That all school fund appropriations remaining at the end of the 2004-05 fiscal year not lapse but shall be appropriated to the School Capital Improvements Fund in fiscal year 2005-06. 6. That all General Fund appropriations remaining unexpended at the end of the 2004-05 fiscal year not lapse but shall be re-appropriated as follows: a) 40% of these unexpended appropriations shall be transferred to the un- appropriated Capital Fund Balance; b) 60% of these unexpended appropriations shall be re-appropriated to the same department for expenditure in fiscal year 2005-06 as provided by Resolution 042396-5. 2 (-I 7. That $2 million dollars from the Unappropriated Fund Balance is hereby appropriated to a Reserve for Contingency for unanticipated or emergency expenditures that may arise during the 2005-06 fiscal year; and money allocated to the Unappropriated Fund Balance must be appropriated by the Board of Supervisors before such money may be expended. 8. 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I'-; co a 0 r--: c:ó c:ó 0> 0) 0 a ..- ..- N N C"5 ..t Lri Lri c.D I'- co 0> 0 ..- N C"5 v Lri c.D co 0) ..- N V c.ó I'- 0) ..- ('I') c.D I ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- N N N N N N N N N ('I') ('I') ('I') ('I') ('I') ('I') v v v w 0 a N ('I') V 10 c.D I'- co 0) a N ('I') V 10 c.D I'- co 0) a ('I') a ~ co 0) ..- ..- ..- N V 10 c.D I'- co 0) ..- N ('I') V ..- ..- ..- ..- ..- ..- ..- ..- ..- ..- N N N N N N N N N N ('I') ('I') ('I') ('I') ('I') ('I') ('I') ('I') ('I') ('I') v v v v v <.9 :!: ~ :!: z :!: ACTION NO. ITEM NO. H- \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 Appointments to Committees, Commissions and Boards AGENDA ITEM: SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. Clean Vallev Council Mr. Wes Thompson resigned from the Clean Valley Council on April 13, 2005. Mr. Thompson was appointed as liaison to the Board to complete the unexpired portion of the late Lee B. Eddy's two year term. This term will expire on June 30,2005. The members of the Clean Valley Council are not appointed by district. At the April 26,2005, Board meeting, Supervisor Wray advised that he would provide names of potential nominees at a future meeting. 1 I l-L-{ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10,2005 RESOLUTION 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 May 10, 2005, 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 4, inclusive, as follows: 1. Approval of minutes - April 26, 2005 2. Request to accept a segment of Pleasant Hill Drive, Rte. 1549/1548, into the Virginia Department of Transportation Secondary System, and request to abandon a segment of Pleasant Hill Drive, Rte 1549/1548, as the result of a project to improve access to Hidden Valley High School, Windsor Hills Magisterial District 3. Resolution approving the sublease and co-location by "New Cingular Wireless PCS, LLC" on the NTELOS owned tower located at the Hollins Fire Station at 7401 Barrens Road, Hollins Magisterial District 4. Request to add $304,969 to the fiscal year 2005-2006 Department of Social Services budget for the implementation of the Program Improvement Plan (PIP) for child welfare services and to increase the Classification Plan by six positions for the Department of Social Services 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. ACTION NO. ~ ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 Request to accept a segment of Pleasant Hill Drive, Rte. 1549/1548, into the Virginia Department of Transportation Secondary System, and request to abandon a segment of Pleasant Hill Drive, Rte 1549/1548, as the result of a project to improve access to Hidden Valley High School, Windsor Hills Magisterial District AGENDA ITEM: SUBMITTED BY: Arnold Covey Director of Community Development Elmer C. Hodge ~ /~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: The Department of Community Development requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation requesting that they accept 0.05 mile of Pleasant Hill Drive, Rte 1549/1548, and they abandon 0.07 mile of Pleasant Hill Drive, Rte 1549/1548, as shown on the attached sketch dated April 26, 2005 and corresponding to the resubdivision plat (Plat Book 28, Page 38, recorded August 25, 2004) showing the dedication of property to the Virginia Department of Transportation. These changes to the state system of secondary highways are the result of a fiscal year 2000-2001 revenue sharing project (Project No. 1548-080-313, M501) to improve the curvature of Pleasant Hill Drive to enhance access to Hidden Valley High School. The new road provides replacement service for the old road segment to that has been abandoned. The Virginia Department of Transportation has approved the projects as complete and in place. Additions and abandonments resulting from state projects require action by the Board of Supervisors. 1 \ :r-~ FISCAL IMPACT: No County funding is required. STAFF RECOMMENDATION: Staff recommends that the Board approve a resolution to the Virginia Department of Transportation requesting that they accept a segment of Pleasant Hill Drive, Rte 1549/1548, and abandon a portion of Pleasant Hill Drive, Rte 1549/1548, as the result of Project No. 1548-080-313, M501, to improve access to Hidden Valley High School. 2 ~-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10, 2005 RESOLUTION REQUESTING AN ADDITION AND ABANDONMENT OF PLEASANT HILL DRIVE, RTE. 1549/1548, IN THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM AS A RESULT OF PROJECT NO. 1548-080-313, M501 WHEREAS, the Department of Community Development has provided this Board with a sketch dated April 26, 2005 depicting the addition and abandonment of Pleasant Hill Drive required in the secondary system of state highways as a result of Project No. 1548- 080-313, M501, which sketch is incorporated herein by reference, and WHEREAS, the new road serves the same citizens as those portions of old road identified to be abandoned and those segments no longer serve a public need, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add to the secondary system of state highways the portion of Pleasant Hill Drive identified by the sketch to be added, pursuant to §33.1-229, Code of Virginia, for which portion this Board hereby guarantees the right of way to be clear and unrestricted, including any necessary easements for cuts, fills, and drainage, and BE IT FURTHER RESOLVED, this Board abandons as part of the secondary system of state highways the portion of road identified by the sketch to be abandoned, pursuant to §33.1-155, Code of Virginia, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved by: Seconded by: Yeas: Nays: A Copy Teste: Diane S. Childers, CMC - Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File :r-~ I ~ ,6 I: c D", :> i ::¡¡ 0 Uì Õ Ü ...J " Uì ,g c 0 0 I 'i 'õ Š 0 0 "C < (J ë: '" . E 0 D D ..r: Z :ø 0 III .¡.J ~ Q :c « ù 3 ca QJ 0 ~ 'r-¡ .... 0 ..c: ~ :r: ~,....¡ CI II 00 ] Uì "5 ~¿: z (J) ~ - ;:¡ ~. 0 ~ Cl)cY') a QJ""'¡ E 'i ~(V') ( ~ 1::0 qj 3 000 ·~o (J) .¡.J .~ co ... "Ö...t Q ~~ -p "i I: ã . 0 0 r u ~ .~ <II - (J) ,6 ¡¡ a: " ~ ( :E ..c: E - .s £ .Ê Q') ,.. I: ¡¡ ~ 5 0 '" = 0 0; ö ö ö óI óI óI ~ D co b co co D D .. .. .. " .. .. .. 0.. a.. II. a.. a. a.. 0.. :> Ó 15 D !: ~ a: S ~ -0 î "C , a a.. j R1~ i ! j 1 1 ~ .!Í .~ :> '" œ Õ CD .; š 2 Æ ~I ... <t "C ] ] 'i "C "C ] '5 " D j i " .. " D .. " u LO 0 0 0 0 0 0 ~ I <t: .... p::; ..ì' c: ¡¡¡¡ ð ~~~ .!J r.n z .. ¡¡ ;; ~ :E ;:: "C "6 < " c: ë ï .s.s~ :ø 0 " ~ 6 0 b u.. õ; '" 'g 'g ~ .., "'5 ¡,; ¡; :ë ;; ;; :.: ;; ;; D r.n .c ::¡; ;¡ ë "ii Ö ;¡ "ii "ii II: z .!!. ..0 0 8;:1 0 0 0 0 0 c 0 .E :> -g "& -g 1: "C 1J "C ,.. .... CI) D .. a z E i õ "C c5c5 "C "C "C "C "C "C W 15 II II II II II II Õ ::¡¡ E II: ~ ~ g g g U D :c 0 '" D ". ~ .c E § a: ~ a: ~ a: § a: § a: § a: ~ II: 0 u ã ã ã ¡; ã ¡; "ii ] <t .9 IG i:i ù: ~ .:: ö ¡¡: ù: Ö ìi: ù: ¡; ìi: ù: ¡; ¡¡: ù: ¡; ü ,... :;: ~ ù: I- ìi: ¡¡: l- I- ,... .... l- ii: " < " u.. >- 0 ~ z '15 0 ;:: ..... 8 ~ < .... D (J C\ [g 1:: ü: -- ". '£ - ã ::I:: 'õ ;:: ¡:::¡ b .c a: .. '" ~~ :¡; w 0 U <~; 1; .~ .. 1: "7' '. 5 5 .. % " c::: 0 G V) .....; :z: ~ E .~.~...~...-:.,. 8 :> '- ':. IU CJ o .. ii I:-. Õ Ö - .. ... ... '" .. .... e: :z Õ z .' :r:-~ OLD ALIGNMENT ì-~ f!Jf / l I -....... ~, / Q.-. 1\";, ............ Q ( \ I, ' \ \ Ii" ' I -.... r::$ I \\"\\ ',' ----.. A:-(' / I' I " I , I' \ I \r., ____ r) \\\\\\\ \\ q\\\i\!\\ ~~~,,--, ," I :~~, ,I,:~~~~ 1\\\\\\\\\\\\\1 III 1\ \ II ( / / / / / ~ -...... -...... ---,:- NEW ALIGNMENT ROAD TO BE ACCEPTED (0.05 MI.) INTO SYSTEM '~--::;"3"?:-71?l / /"",".... ,/ /,/'././ I /,/ .>,'/ /...··:....·,·/Î '/:/<~//1 ._.._..._..._~__~._.__J ROAD TO BE REMOVED (0.07 MI.) FROM SYSTEM LINK Length (MILES) By Action AUGNMENT ADO ABANDON OLD/NEW o 05 NEW Right of Way PLAT BOOK PAGE DATE RECORDED 28 38 AUG 25,2004 A-S C-D 0,07 OLD VICINITY MAP TAX MAP NO. 86.08 SCALE: 1 "=60' SKETCH SHOWING Acceptance / Abandonment of Pleasant Hill Dr. into the Virginia Department of Transportation Secondary System Project Number 1548-080-313, M501 PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DA TE: 4-26-05 ACTION NO. I-,3 ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 Resolution approving the sublease and co-location by "New Cingular Wireless PCS, LLC" on the NTELOS owned tower located at the Hollins Fire Station at 7401 Barrens Road, Hollins Magisterial District AGENDA ITEM: SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: By Ordinance 102604-7, the Board of Supervisors authorized the execution of an option and lease agreement with Virginia PCS Alliance, L.C., d/b/a/ NTELOS for a 3,400 sq. ft. tower site to be located on County property at the Hollins Fire Station. The ordinance provided that any subleases of tower and equipment space to third party entities by NTELOS be subject to the approval of the Board of Supervisors through resolution. Twenty percent of the rental received by NTELOS for the sublease is to be paid to the County. NTELOS has requested approval from the Board for New Cingular Wireless PCS, LLC to co-locate on the telecommunications tower located at the Hollins Fire Station. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution. ~-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10, 2005 RESOLUTION APPROVING THE SUBLEASE AND CO-LOCATION BY "NEW CINGULAR WIRELESS PCS, LLC" ON THE NTELOS OWNED TOWER LOCATED AT THE HOLLINS FIRE STATION AT 7401 BARRENS ROAD WHEREAS, by Ordinance 102604-7 Roanoke County authorized the execution of an option and lease agreement with Virginia PCS Alliance, L.C., d/b/a NTELOS for a 3,400 sq. ft. tower site to be located on property owned by Roanoke County at the Hollins Fire Station on Barrens Road in the Hollins Magisterial District; and WHEREAS, Section 14 of the Option and Lease Agreement, provides that NTELOS must receive consent from Roanoke County to sublease the tower; and WHEREAS, this Agreement also provides that 20% of the rental received by NTELOS for any such sublease shall be paid to Roanoke County. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board hereby approves the NTELOS request to sublease to New Cingular Wireless PCS, LLC space on the NTELOS owned tower located at the Hollins Fire Station at 7401 Barrens Road, Roanoke County, Virginia; and 2. That NTELOS shall pay Roanoke County 20% of any rents paid to NTELOS by New Cingular Wireless PCS, LLC; said payments to be placed in the County Building Repair Account pursuant to Ordinance 102604-7. 3. That the County Administrator or an Assistant County Administrator is hereby authorized to execute such documents and take such actions as are necessary 1 I-? to accomplish this transaction, all of which shall be upon form and subject to the conditions approved by the County Attorney. 2 ACTION NO. ~ ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 Request to add $304,969 to the fiscal year 2005-2006 Department of Social Services budget for the implementation of the Program Improvement Plan (PIP) for child welfare services and to increase the Classification Plan by six positions for the Department of Social Services AGENDA ITEM: SUBMITTED BY: Dr. Betty McCrary Director of Social Services Elmer C. Hodge ~;f~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: In July 2003, Virginia participated in the Federal Child and Family Services Review to assess the state's ability to achieve positive outcomes for children who come into contact with the child welfare system (child abuse/neglect and foster care). Virginia passed 1 of 7 program outcome measures, 3 of 6 National Performance Indicators and 3 of 7 Systemic factors. As a result of this overall state failure, Virginia Department of Social Services (VDSS) was required to file, with the Department of Health and Human Services, a Program Improvement Plan (PIP) designed to implement policy and procedures to move toward state-wide Federal conformity which will ensure future Federal funding for Virginia's child welfare services. The next statewide Federal review will be July 2006. The Virginia Department of Social Services filed the PIP in 2004 and received approval early in 2005. The PIP requires Virginia to increase visitation between parents, siblings and foster children, increase visits between social worker and child, increase visits between social worker and parents of children whose goal is return home, decrease the time required to make first contact and initiate investigation for child abuse/neglect, increase training for all social workers, and provide training for resource, foster and adoptive parents. r-~ There are 101 children in the care of the Department of Social Services covered by this program. Each of these children will now have to be visited monthly instead of quarterly. Of this number, 8 reside outside of the State of Virginia and 31 others are outside of the Roanoke Region. Six additional staff positions are required to provide these services. The cost for the 6 additional staff and associated office equipment, one vehicle and office space is $304,969. FISCAL IMPACT: The request for $ 304,969 can be funded with the revenues allocated for the Department of Social Services from the state. New no local monies are required. STAFF RECOMMENDATION: Staff recommends the fiscal year 2005-2006 Department of Social Services budget be increased by $304,969 and the Classification Plan amended to increase six positions. Cc: Betty R. McCrary, Director of Social Services Rebecca Owens, Director of Finance Brent Robertson, Director of Management and Budget John M. Chambliss, Assistant County Administrator M-I GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Prior Report Balance Amount $9,738,285 % of General Fund Revenues 6.61% Addition from 2003-04 Operations Audited Balance at June 30, 2004 2,050,000 11,788,285 July 1, 2004 Explore Park Loan Repayment 20,000 Balance at May 10, 2005 11,808,285 8.02% Note: On December 21, 2004, the Board of Supervisors adopted a policy to maintain the General Fund Unappropriated Balance for 2004-05 at a range of 7.0%-8.0% of General Fund Revenues 2004 - 2005 General Fund Revenues $147,255,793 7% of General Fund Revenues $10,307,906 8% of General Fund Revenues $11,780,463 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ê II County Administrator M-Q COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES County Capital Reserve (Projects not in the CIP, architectural/engineering services, and other one-time expenditures.) Amount Audited Balance at June 30, 2004 $11,389,450.22 Remaining funds from completed projects at June 30, 2004 347,440.84 Transfer from Department Savings 2003-04 233,419.00 September 28, 20( Appropriation for the Public Safety Building Project (6,110,540.00) October 12, 2004 Appropriation for Regional Jail Facility Study (85,922,00) December 7, 2004 Appropriation for refund to PFC, LLC for PPEA review fees (50,000.00) January 11, 2005 Appropriation for tests and studies to review the Higginbotham (250,000.00) Farms and the existing Roanoke County Jail as sites for the Regional Jail Facility. February 22, 2005 Appropriation for projects for fiscal year 2004-2005 Virginia (50,000.00) Department of Transportation (VDOT) revenue sharing program March 8, 2005 Appropriation for the purchase of an Emergency Medical Services (155,000.00) Data Reporting System Balance at May 10, 2005 $5,268,848,06 Major County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Appropriation from 2003-04 Operations $1,416,838.00 Balance at May 10, 2005 $1,416,838.00 Submitted By Rebecca E, Owens Director of Finance Approved By Elmer C. Hodge é'1i County Administrator N-.3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2004-2005 Original Budget $100,000.00 September 28, 2004 Appropriation for professional services provided by (9,000.00) Chandler Planning October 12, 2004 Appropriation for Special Assistant for Legislative (18,000.00) Relations October 26, 2004 Appropriation for participation in a library study (29,700.00) with the City of Roanoke April 12, 2005 Appropriation for construction costs associated with (8,150.00) the Habitat for Humanity House April 26, 2005 Appropriation for the purchase of five defibrillators to be used in Roanoke County middle schools (7,500.00) Balance at May 10, 2005 $27,650.00 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge Ç'1t County Administrator JV1-4 FUTURE CAPITAL PROJECTS COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget $ 670,000 Transfer from County Capital Projects Fund 1,113,043 FY1997 -1998 Original budget appropriation 2,000,000 Savings from 1997-1998 debt fund 321,772 FY1998-1999 Original budget appropriation 2,000,000 FY1999-2000 Original budget appropriation 2,000,000 Less increase in debt service (1,219,855) 780,145 Savings from 1998-1999 debt fund 495,363 FY2000-2001 Original budget appropriation 2,000,000 Less increase in debt service (1,801,579) 198,421 FY 2001-2002 Original budget appropriation 2,000,000 Less increase in debt service (465,400) Savings from 2001-02 debt fund 116,594 1,651,194 FY 2002-2003 Original budget appropriation 2,000,000 Less increase in debt service (2,592,125) (592,125) FY 2003-2004 Original budget appropriation 2,000,000 Less increase in debt service (2,202,725) (202,725) FY 2004-2005 Original budget appropriation 2,000,000 Less increase in debt service (4,192,701) (2,192,701 ) Balance at May 10, 2005 $ 6,242,387 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge t}f County Administrator (f)~ 5 ..- ooooœOOIDooo~oo~œv~o œ ~o v ~ œ OOC\lOC\lO ~ IDID C\I ~ ~ oo~~~o 00 CI) ----- M ~ ~ ID 0 ~~~IDOO 0 ::::s ~~ C\I ~ C\I œ~vM~ C\I c¡; IDM C\I ~ ~ ~œœœ~ ID I > 00 C\I M~ 00 ~ q ~ g. "0 IDooo~oo~ooo~oo~œ~~v ~ .:. CI) C\I M~~ 0 ::::s ~ ~ " en v ~ .!!! en ~ E L. CI) Q. IDOOOOOOooooooooo~oo ~ MO œ~o v CI) o~ M~M ~ ::::s ~~ C"iÑ«i IÔ c¡; C\l00 ~ooo 0 > OOC\l C\I~_C\I M C\I C\I ID ~ II) "0 ~IDOOOOOOoooooooo~oo 0 ID 1:: 0 CI) V ~ID~ M 011) ('II ::::s ~ en Q.c .!!! CD CI) c en .:.!:o::~ ~ O~'C:: E c .- Q, >q: CI) C'G .- b Q. 01:)(1) ~«~ 'I--~ œC\looooœoooooooov~oo œ 0'- ES OM ~ OOOOO~O V CI) ID~ 0 ID~~M~ ~ ~ CI) s::: ----- ! ::::s IDC\I œ OIDvIDID C\I Ca..i c¡; ~O M œœvMC\I œ ::::s C) (I) > v~ ID ID IDC\I C\I OC::.c: C\I ID ~ C\I CJ:C~ ~ 3 ~ - ¡f ~M .- "0 ::::s I ~ I I C\lMvIDv ~ 0 CI) m ('II ::::s ~ ~ID~ ~ en ~ .!!! en ~ E L. CI) Q. en ê CI) Q. ......... "C ......... ......... 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C o>~~ro ~ a. _ CD 0 0 CD m C 'ë 0> C .~ .- m a. .- .Þ .c ..c: (/) ~ "C 0 E 0 C·- .- 0> :J 0> CD I ~ W a.. :2Hñ ~ C o :g :J .... - (/) C o o ~ o LO ('I) ~ ...... W OLOLO W(J')(J') ~~ W ...... I'- LO ...... ~ <X) «) o ~ W OLOLO W~~ W (J') ('II ~ ('I) ~ ('I) «) ~ W 000 W«)«) ...... ...... W (J') ('II ~ ...J c( I- o I- >- o C m a. :J o o o (/)- C 0 o (/) :o:;~ .~ ~ E¡¡:::: mt >< 0> WÜ fYl-? N '00 ('I) ('I) , ('I) ('I) , I'- I'- Jail Study Costs as of May 6, 2005 M~~ To Be Paid by Total Roanoke County Other Locality Authority Date DescriDtion Amount Share Share (or Reimbursed) October 12, 2004 Jail Study Costs Community Based Corrections Plan- 42,100.00 14,941.29 27,158.71 Prepared by Edd Powell Jail Program Plan 120,000.00 42,588.00 77,412.00 Prepared by HSMM AlE study of existing jail conditions 28,400.00 28,400.00 for Roanoke County Jail Study by HSMM 190,500.00 85,929,29 104,570.71 $85,922 appropriated October 12, 2004 for Roanoke County Share of these studies. January 11 , 2005 Jail Site Studies and Land Options Option on Higginbotham Site Second Option to be paid in June, 2005 10,000.00 20,000.00 Environmental Study of Higginbotham Site 13,223.00 Geotechnical Study of Higginbotham Site N/A Legal Services Study of Existing Jail Site for future use (Roanoke County cost only) 48,000.00 48,000.00 Financial Advisor Services Bond Counsel Services Debt Issuance Costs Cost of Studies and Application Cost 91,223.00 48,000.00 $250,000 appropriated January 11, 2005 to cover the study of the property owned at existing jail site, option on Higginbotham Site, and tests required for the site. Also to cover services for the application, Information concerning the Regional Jail may be shared by other localities or reimbursed to Roanoke County by the Authority. Submitted by John Chambliss 10,000.00 20,000.00 13,223.00 43,223.00 M-7 DECLARING APRIL 29, 2005 AS NATIONAL ARBOR DAY IN ROANOKE COUNTY WHEREAS, in 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, 2005 is the 133rd anniversary of Arbor Day which is now observed throughout the nation and the world, and will be celebrated in Roanoke County on Friday, April 29, 2005; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products; and WHEREAS, trees in our county increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal. NOW, THEREFORE, WE, Michael W. Altizer, Chairman of the Board of Supervisors of Roanoke County, Virginia, and Joseph P. McNamara, Supervisor, do hereby proclaim April 29, 2005, as NATIONAL ARBOR DAY in Roanoke County; and urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands; and FURTHER, urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. ~J.~ Intdw/ ¿t{. ~ Michael W. Altizer, C airman Diane S. Ç,hi,lders, Clerk (Joseph P. McNamara (~Od¿: =~dministrator ACTION NO. ITEM NO. C)- \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Work session to discuss the creation of the Fort Lewis Regional Jail Authority SUBMITTED BY: John M. Chambliss, Jr. Assistant County Administrator Elmer C. Hodge ~ f/~ County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to allow for more in-depth discussion of the steps necessary to proceed with the formation of the Fort Lewis Regional Jail Authority. The background information relating to this item can be viewed under Item D-1, briefing concerning the agreement for the creation of the Fort Lewis Regional Jail Authority and the appointment of Roanoke County's members to the Authority Board. It is anticipated that a resolution authorizing the agreement and the appointment of Roanoke County's members to the Authority Board will be presented at the May 24 meeting for approval. ACTION NO. ITEM NO. o-Q AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 Work session to discuss issues relating to Interstate 73 and potential subsequent changes to the existing Blue Ridge Parkway access to Route 220 in Roanoke County AGENDA ITEM: SUBMITTED BY: Anthony W. Ford, P.E. Traffic Engineer - Community Development Department Elmer C. Hodge € /1 County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The National Park Service has requested that the Memorandum of Agreement regarding the Interstate 73 Corridor include language to address their desire to close the existing access connection between Route 220 and the Blue Ridge Parkway currently located in the Clearbrook community of Roanoke County and to give them the discretion to use federal funds to design and construct another access connection at another location to be determined by the National Park Service - Blue Ridge Parkway. This work session will be an opportunity for County staff, along with representatives from the Virginia Department of Transportation, to converse with the Board of Supervisors about concerns over the potential closing of this access, discuss implications, and speak about alternative locations for access connections if necessary. ACTION NO. ITEM NO. 0--3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Joint work session with the Planning Commission to discuss the implementation schedule for changes resulting from the adoption of the Roanoke County Community Plan SUBMITTED BY: Janet Scheid Chief Planner Elmer C. Hodge 6'/f County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: An implementation schedule has been drafted. This list comprises those work items that need to be completed in order to implement the recently adopted 2005 Roanoke County Community Plan. The Planning Commission reviewed this list and made the attached recommendations for the 2005 work program. FISCAL IMPACT: The Department of Community Development will be utilizing the services of a professional consultant firm to assist with some of the implementation projects. 0-3 COMMUNITY PLAN DRAFT IMPLEMENTATION PROJECTS 1. Revise County street standards. 2. Develop (urban and rural) private road standards. 3. Revise Land Development Standards: These standards are the framework used to employ all of the different development regulations such as the subdivision, zoning, utility, E & S requirements, etc. The standards reference old code sections and regulations that are no longer valid and should include the Western Virginia Water Authority requirements. The document should incorporate the proposed Storm Water Ordinance and steep slope codes from the Building Department. 4. Develop and adopt Stormwater Management Ordinance. 5. Neighborhood Commercial: Identify and map areas. Develop design guidelines. 6. Develop new residential zoning district with increased density, revised permitted uses, and revised development standards. 7. Revise Cluster Ordinance. 8. Review and revise permitted and special uses throughout zoning ordinance. Update uses where needed. 9. Revise Landscape Ordinance to include tree canopy and tree replacement standards. 10. Revise densities in agricultural zoning districts (AG-3, AG-1 and AR). 11. Develop rural cluster ordinance. 12. Develop resource protection ordinances including steep slopes and ridgetops. 13. Village Center: Identify and map areas. Develop design guidelines. 14. Develop ordinance prohibiting clear-cutting in certain areas. 15. Develop commercial corridor studies (Routes 221, 460 east and west). 16.Assist in the development of the Capital Improvement Plan. 1 Other Work Items Added Since Community Plan Adoption* ó-~ 1. Develop new Private Kennel Standards 2. Develop Williamson Road/Hollins University Overlay Zoning District 3. Revise Clearbrook Overlay Zoning District 4. Revise Colonial Avenue Design Guidelines *Not reviewed or ranked by the Planning Commission. Planning Commission Work Program 2005 Community Plan Implementation Projects Tasks reviewed and approved by the Planning Commission on 3/1/05 Dates added by staff on 5/3/05: All dates represent date to go to Planning Commission 1. Develop Stormwater Management Ordinance- 4th quarter 2005 2. Resource Protection Ordinances: (a) Develop steep slope protection ordinance - 4th quarter 2005 (b) Analyze feasibility & effectiveness of ridgetop protection ordinance - 2nd quarter 2006 (c) Develop landscape (tree canopy coverage) ordinance - 4th quarter 2005 (d) Develop clear-cutting ordinance - 4th quarter 2005 3. Develop Village Center and Neighborhood Commercial Ordinances. Include mapping, analysis of need for water and sewer and incorporation into Capital Improvement Plan - 4th quarter 2005 4. Revise Cluster Ordinance - 3rd quarter 2006 5. Revise to the Land Development Standards - 4th quarter 2005 2 ACTION NO. ITEM NO. O-y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: May 10, 2005 AGENDA ITEM: Work session to provide an update on proposed kennel permit revisions SUBMITTED BY: Paul M. Mahoney County Attorney APPROVED BY: Janet Scheid Chief Planner Elmer C. Hodge ~ /f County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: On April 26, 2005 the Roanoke County Board of Supervisors held a work session to discuss concerns regarding private kennels. During the work session, the Board discussed the current limit of two dogs for homes without private kennel permits, as well as the perceptions surrounding the use of the word "kennel". The Board and staff discussed raising the limit to three or four dogs, and there was general support to raising the number to three. The Board requested a second work session on the topic, and asked staff to prepare several alternative code changes for their consideration. They also requested staff to research other jurisdictions that allow more than two dogs for information regarding enforcement. Finally the Board discussed increasing the number of animal control officers to assist in the enforcement of the animal nuisance problems. The problem is the limit on the number of dogs in the R-1 zoning district, and the requests by dog owners to increase that number through the issuance of a private kennel permit. Only 4 Special Use Permit applications have been heard by the Board of Supervisors since 2002, and only 2 of these applications have been approved. 1 Existing Roanoke County Codes Regulating Dog Ownership o..~ Ordinances regulating private kennels are found in two chapters of the Roanoke County Code: Chapter 5, Animals and Fowl, and Appendix A, Zoning Ordinance. Excerpts from these codes are provided below. Copies of the entire relevant code sections are attached for your reference. Animal Control Code Section 5, Article II. Dogs, Cats and Other Animals defines "Kennel" and sets the limitation on number of dogs kept per dwelling unit. Section 5-21 defines "Kennel" as "An enclosure or structure used to house, shelter, restrain, exercise, board, breed, handle or otherwise keep or care for more than two (2) dogs four (4) months of age or older, from which they cannot escape. The enclosure or structure shall not mean a dwelling or a fence used to demarcate a property line." Section 5-24 (a) states: "The harboring or keeping of more than two (2) dogs over four (4) months of age per dwelling unit shall be unlawful, unless a private kennel license has been issued pursuant to this article." Zoninq Ordinance The Zoning Ordinance defines Private Kennel, regulates where private kennels are allowed, and provides additional use and design standards for private kennels. Section 30-29-2 Residential Use Types defines Private Kennel as "The keeping, breeding, raising, showing or training of three (3) or more dogs over four (4) months of age for personal enjoyment of the owner or occupants of the property, and for which commercial gain is not the primary objective." Private kennels are allowed by Special Use Permit in the R1 zoning district. When issuing the permit, the Board of Supervisors usually sets the limit on the number of dogs for the private kennel. In all the Agricultural districts, and the R2 district, private kennels are allowed by right. BACKGROUND: Private Kennel Issues Number of Doqs Allowed During the April 26 work session, the Board and County Staff discussed the option of raising the number of dogs allowed from two to three or perhaps four. This discussion was prompted following a public hearing in March 2005 in which the Board granted a Special Use Permit for a private kennel on property zoned R1. The permit was requested by new 2 o..ý residents to the County who had moved from another Virginia locality that did not limit numbers of dogs. That approved permit was for four dogs. Several previous requests for private kennels have been denied by the Board of Supervisors. 129 kennel licenses were issued in 2002, 99 in 2003, but only 81 were issued in 2004. Of all these licenses only 4 Special Use Permit applications have been heard by the Board of Supervisors, and only 2 have been approved. Whether the Special Use Permits are approved or denied, the legislative and public hearing process triggers strong emotions with dog owners as well as with neighbors. "Private Kennel" as a Defined Type of Land Use The Board also raised the question of the use of the word "kennel" to describe private dog ownership. In many instances, the advertising and general notification of a public hearing for a Private Kennel could cause neighbors to perceive that a large commercial operation is proposed for boarding and breeding dogs. The public hearings are only for property zoned R1 with a minimum size of one acre. In other zoning districts that allow private kennels by right, a review by the Board of Supervisors is not required, and the term "kennel" is not an issue. The term "kennel" is found in both relevant County codes, and also has ties to enabling State code. Any changes to the term "kennel" would have to be made to both codes, and not in conflict with State enabling legislation. Leqislative Process of Obtaininq a Special Use Permit A common theme surrounding the two issues of the numbers of dogs and the definition of "kennel" is the requirement for a special use permit. These special use permits are only required in the R 1 residential zoning district. All other existing private kennel permits have been issued through an administrative procedure, and has not been an issue before the Board. If the root problem with private kennels arises from how they are regulated in the R1 zoning district, then that is where the Board should focus their attention for amending the code. If the number of dogs allowed without a private kennel permit is raised from two to three or four, then the requirement for a special use permit could be removed from the R1 zoning district. Or all references to private kennels could be removed from the zoning ordinance. However, as stated above, all other private kennel permits in agricultural zoning districts (and the R2 district) are issued through an administrative procedure. For example, if a citizen lived on a larger tract of land zoned AG3, he/she would have a right to keep a group of hunting dogs on their property, provided they paid required annual license taxes for each dog tag, and kennel tax for a private kennel. If changes are made to the zoning ordinance to remove private kennels, other changes to the animal control code may be necessary in order to preserve the right to keep multiple dogs in the agricultural zoning districts. 3 o-y ALTERNATIVES: 1. Increase the number of dogs allowed to either 3 or 4 and amend the Zoning Ordinance by changing the name of "private kennel" to "Additional Dog Permit" or "Multiple Dog Permit". · achieve the increase in the number of dogs allowed that was discussed; · legislative process remains intact for issuing Special Use Permits in R1 district; · change the term "kennel" to "Additional Dog Permit" or "Multiple Dog Permit" and avoid possible misconceptions about the use and term. 2. Increase number of dogs allowed to either 3 or 4, and remove Private Kennel from uses allowed by Special Use Permit in the R1 district, and use by right in R2 district. · achieve the increase that was discussed; · legislative process ceases for Special Use Permits; · number of dogs allowed in residential districts would have an absolute, simple limit, with no opportunity of having more than the limit; · rights and procedures for keeping more dogs in agricultural districts with an administratively issued private kennel permit would not be affected. 3. Increase the number of dogs allowed to either 3 or 4 and remove all references to Private Kennel from the zoning ordinance. · achieve the increase that was discussed; · remove the process entirely from the zoning review and approval, and have dog ownership regulated solely by the animal control code; · some changes to the animal control code may be necessary in order to preserve existing rights of multiple dog ownership in the agricultural districts. 4. Take no action at this time. STAFF RECOMMENDATION: Staff makes no recommendation with respect to this item. 4 Q AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MAY 10, 2005 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 ofthe 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.