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HomeMy WebLinkAbout5/21/1985 - Special I I I ~ '.IV··' 3· ¡( ---- Roanoke County Board of Supervisors Roanoke County Administration Center 3738 Brambleton Avenue, SW Roanoke, Virginia 24015 May 21, 1985 The Roanoke County Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the an adjourned meeting from the May 14, 1985, Board of Supervisors regularly scheduled meeting of the month of May, 1985. IN RE: CALL TO ORDER Chairman McGraw called the meeting to order at 2:13 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Steven A. McGraw; Supervisor Harry C. Nickens and Gary J. Minter MEMBERS ABSENT: Vice-Chairman, Athena E. Burton (arrived at 2:15 p.m.> and Supervisor Alan H. Brittle (arrived at 2:32 p.m.> IN RE: REPORTS OF OFFICERS, DEPARTMENTS, AND COMMITTEES 1. Department of Development - Tim Gubala, Superintendent of the Department of Development, presented a request for approval for Spring Grove Drive in Spring Grove, Section 6, to be accepted by the Secondary Highway System. Supervisor Nickens moved to approve the request. Board of Roanoke County Supervisors vs. ORDER The Public and the State Highway Commission of Virginia This matter came this day to be heard upon the proceedings herein, and upon the application for Spring Grove ----I ~ ~ 704 May 2l, 1985 Drive, from Tulip Lane to dead end, to be accepted and made a part of the Secondary System of State Highways. It appearing to the Board that drainage easements and a I 60 foot right-of-way for said road have heretofore been dedicated by virtue of certain map known as Spring Grove, Section 6, which map was recorded in Plat Book 9, Page 240, of the records of the Clerk's office of the Circuit Court of Roanoke County, Virginia, on January 24, 1983, and that by reason of the recordation of said map no report from a Board of Viewers, nor consent or donation of right-of-way from the abutting property owners is necessary. The Board hereby guarantees said right-of-way and right for drainage. NOW, THEREFORE, BE IT ORDERED that said road known as Spring Grove Drive, from Tulip Lane to dead end, and which is shown on a certain sketch accompanying this Order, be, and the I same is hereby established as a public road to become a part of the State Secondary System of Highways in Roanoke County, only from and after notification of official acceptance of said street or highway by the Virginia Department of Highways and Transportation. On motion of Supervisor Nickens and the following recorded vote: AYES: Supervisors Nickens, Minter, Burton, and McGraw NAYS: None ABSENT: Supervisor Brittle Mr. Gubala also presented a request for industrial access funds for Southwest Industrial Park. Supervisor Nickens RESOLUTION 85-77 URGING AND RECOMMENDING THE INITIATION OF A PROJECT TO PROVIDE INDUSTRIAL ACCESS TO A CERTAIN NEW INDUSTRIAL PLANT TO BE LOCATED IN ROANOKE COUNTY I moved to approve the request. BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: ----- ~ ~ May 2l, 1985 '40~ 1. That the Board, having duly considered the request and assurances of Commonwealth Tool Specialty, Valley Printers I and Corrugated Container Corporation, respectfully urges and recommends to the Highway Commission of Virginia that consideration be given, that immediate study be made, and that a project be approved and initiated pursuant to the provisions of Section 33.l-22l of the 1950 Code of Virginia, as amended, to construct approximately 2,200 feet of needed industrial access improvements to serve the 15.093 acre site situated in Roanoke County on Route 1723; and 2. That Roanoke County guarantees any expense of acquisition of all necessary right-of-way and the vesting thereof in the public agency, and does further guarantee any adjustment of utility expenses necessary for the project, and does hereby I assure the Virginia Department of Highways and Transportation that such Department shall incur no expense for such items nor for any preliminary engineering or plan development should the industry fail to locate at the proposed site; and 3. That the Clerk of this Board forthwith transmit certified copies of this resolution together with any necessary appropriate supporting data to the State Highway Commission of Virginia through the local office of the Virginia Department of Highways and Transportation. On motion of Supervisor Nickens and the following recorded vote: AYES: Supervisors Nickens, Minter, Burton, and McGraw NAYS: None ABSENT: Supervisor Brittle I 2. County Attorney - No report. 3. Personnel - Director of Personnel, Keith Cook, presented a request for the appropriation of funds for a summer program in the Animal Control Division to check dog tags. He reported that he is requesting funds for June only and if the program proves successful, the Animal Control Division will ~ ~ "..- r? 0 6 May 2l, 1985 request additional funds for two months for the budget for next year. Supervisor Burton reported that she felt the salary should be minimum wage since it is a part-time summer job. Mr. Cook I also reported that these funds would be for a 40 hour per week position for two people. Supervisor Nickens inquired about the status of computerizing dog tags. John Chambliss, Superintendent of Fiscal Management, reported that the computers are presently in the Treasurer's office and there is a function to be added to the computers to file these particular records. Supervisor Burton reported that last year the Board requested that the notification from the Commissioner of Revenue's Office include a form for the animal tags and inquired if this was ever implemented. Superintendent of Fiscal Management, John Chambliss, reported that he would place this suggestion on his list to include in the Commissioner's notification. Supervisor I Nickens moved to approve the resolution with the corrected date and that the part-time funds be for the month of June restricted to $1,100.00 and with the understanding that there is some kind of communications system in place between the Treasurer's Office and the Animal Control division. Resolution NUmber 85-78 On m::>tion made by Supervisor Nickens, the General Appropriation Resolution of Roanoke County, Virginia, adopted June 14, 1984 be, and is the same hereby amended as follows to becaœ effective May 21, 1985: DESCRIPTION ACCOUNT NUMBER INCREASE (DOCREASE) Class: Fund: Dept. : Object: ExPenditures General Animal Control Part-Time Help FICA - Employer's Contribution 03-6-03501-10030 03-6-03501-20010 $ 1,100 78 Dept. : Object: Employee Benefits Reserve for New positions 03-6-09l02-l00l6 (1,178) I To appropriate m::>ney for part-time help for the Animal Control Department for the m::>nth of June 1985. - ~ May 21, 1985 o I( -- On m::>tion of SUPervisor Nickens with changes and upon the following recorded !\rote: AYES: Supervisors Nickens, Minter, Burton, and McGraw I NAYS: None ABSTAINED: Supervisor Brittle 4. Department of Fiscal Management - No report. 5. Department of Public Facilities - John Hubbard, Superintendent of Public Facilities presented a report on the Rural Additions resolution. He reported that this is a formal approval of the priorities set at a work session in March, 1985. Supervisor Nickens moved to approve the prepared resolution. RESOLUTION 85-79 ESTABLISHING A PRIORITY LIST FOR RURAL ADDITIONS FOR FISCAL YEAR 1985-86 WHEREAS, §33.l-72.l of the Code of Virginia, 1950, as amended, provides for the taking of certain streets into the I secondary system of state highways; and WHEREAS, subsection C.l. of the aforementioned section provides that certain streets in the County may be taken into the secondary system of state highways as a rural addition to the secondary system in such County; and WHEREAS, the laws of the Commonwealth of Virginia and the policies of the Virginia Department of Highways and Transportation impose certain limitations of funds and mileage upon such rural additions; and WHEREAS, the Board of Supervisors intends to establish a priority for rural additions in Roanoke County. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County hereby establishes the following I priority list for rural additions pursuant to §33.l-72.l C.l. of the Code of Virginia, 1950, as amended, for fiscal year 1985-86: Priority Road Estimated Cost 1 Valley Street and Washington Road $ 28,000 2 Dwight Street 6,000 ---I ~ ~ 08 May 2l, 1985 3 Airpoint Drive and Road 100,000 I 4 Verndale Road 90,000 I 5 Bunker Hill Drive 12,000 I TOTAL $ 236,000 On motion of Supervisor Nickens and the following recorded vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None 6. County Administrator - Acting County Administrator, Paul Mahoney, presented a report on the VML/VACO meeting on telephone negotiations. He reported that the committee met and retained the services of an attorney. They also approved a budget to meet with the State Corporation Commission to obtain a separate rate structure for local governments for purposes of that rate making process. The agenda also calls for a report on the E91l System. I Supervisor Brittle reported that this report will be discussed in a work session on June 4, 1985. IN RE: CONSENT AGENDA Supervisor McGraw requested that items 8 and 14 of the Consent Agenda be removed. Supervisor Burton requested that items 8, 12, 13, 14, and 16, and 19 be removed from the Consent Agenda. Item 8 - (North Lakes Traffic Signal) Supervisor Burton asked Mr. Hubbard if the State Highway Department funds city streets, do the cities have to abide by the same standards that the State Highway Department does about the installation of safety measures on roads. Mr. Hubbard reported that cities are I given guidelines similar to the County guidelines but they do not monitor the city roads as they do state roads. She also inquired about statistics that will indicate safety needs at the intersection of Route 117 and Peters Creek and how they compared to state guidelines. Mr. Hubbard reported that the City had ---- ~ ~ May 21, 1985 09 I obtained some information about eight months to a year earlier. He has asked the state to look into this intersection. Based on the city's data, the state reported that the intersection does not qualify by their standards. Supervisor McGraw presented a letter from Mr. Clark stating that the commercial and residential development, the primary generator of the traffic or the need for the traffic signal, is caused by Roanoke County. Chairman McGraw directed Mr. Hubbard to send communication in response to Mr. Clark's letter to Mr. Ewert, City Manager, Roanoke City, stating that the opinion stated in Mr. Clark's letter is not a cooperative approach to traffic control in the Valley. Item 12 - (Fair Labor Standards) Supervisor Burton questioned the anticipated overtimes in the Personnel Department. Mr. Cook reported that this is overtime for the clerical in his department who has been taking compensatory time but the compensatory time has posed a problem in keeping up with the workload. Supervisor Burton requested a breakdown as to hourly wage and for which employee. She requested that this item be pulled and placed on the June 4, 1985, Consent Agenda. Item 13 - (Funding of part-time help in Registrar's Office) Supervisor Burton questioned the overtime, if it was unanticipated and if so, why. She feels that since it was overtime for the Presidential election, it should have been anticipated and should have been included in the budgetary process. John Chambliss, Superintendent of Fiscal Management, I I reported that some funds had been budgeted but because of the need for additional people at the polls, more money is needed. Supervisor Burton also felt that this should have been brought to the Board at an earlier date. Item 14 - (Office Equipment for Clerk of J & D Court) Supervisor Burton also questioned if there had been a change in the workload of the Clerk's office and if this equipment would be purchased from bond monies or general appropriation monies and ---I ~ ~ 710 May 2l, 1985 why wasn't the equipment brought from the old Courthouse. John Chambliss, Superintendent of Fiscal Management, reported that the request for the typewriters and other office equipment was made during the budget process but it was held back at the time pending the move to the Courthouse and the determination of what equipment would be available for reuse. Supervisor Burton felt that this request should go into the current budget process. Supervisor Burton requested that staff research if there was a change order to include a kitchen in the Judges' area of the District Court. She reported that the floor plans show the area I as a storage closet and now they are requesting a microwave. Item 16 - (Building Contingency Fund) Supervisor Burton asked where the hot water tank and sink in Penn Forest would be located. John Hubbard, Superintendent of Public Facilities, reported they would be located in Penn Forest Park in the concession stand. She requested a closer estimated cost for interior signage for the Administration Center. Mr. Hubbard reported that to save time his staff has not estimated the cost until it was approved by the Board since they are having so many requests for cost estimates. Item 19 - (Cleaning the Old Courthouse) Supervisor Burton asked about the advisability of proceeding with this. John Hubbard recommended that the Board wait to proceed until they receive a report from the Building Facilities Committee. Supervisor Nickens directed that the Facilities Committee will research the old Courthouse building and to place that report on the June 4, 1985, Board of Supervisors agenda. Supervisor Nickens reported that Sheriff Foster reported to him that some of the inmates at the jail could do the painting. I I Sheriff Foster was present and reported to the Board that he is having problems with record and evidence storage. - ~ ~ i· 11 . May 21, 1985 Supervisor Nickens reported that the Facilities Committee would look at this and report back at the June 4, 1985, Board meeting. I Supervisor Burton moved to approve the Consent Agenda with the deletion of Items 12 and 19. RESOLUTION 85-80 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM B - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That that certain section of the agenda of the Board of Supervisors for May l4, 1985, designated as Item B - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 19, inclusive, as follows: 1. Minutes of Meeting - February 12, 1985, February 28, 1985, March 12, 1985, March 26, 1985. I 2. Data Development Report. 3. Letter dated April 19, 1985 from Barbara D. Parsons, League of Women Voters announcing that "Facts for Voters, 1985" is now being distributed. 4. Letter dated April 18, 1985 from Julie L. Sample with petition requesting solution to speeding problems on Boxley Road, and response from County Administrator. 5. Letter dated April 19, 1984 from Kit B. Kiser, City of Roanoke concerning FAA grant to soundproof or buy certain property in airport vicinity. 6. Letters dated April 25, 1985 and April 26, 1985 from Oscar K. Mabry, Department of Highways and Transportation approving addition of Toddsbury Drive and Toddsbury Circle in the Falling Creek Estate, Section 5 and Lantern Street in the Beacon Hill Subdivision to the Secondary System. I 7. Letter dated April 24, 1985 from Frank E. Burchinal, Division of Forestry congratulating Roanoke County Fire and Emergency Services for their performance at the Fort Lewis fire. 8. Letter dated April 26, 1985 from William F. Clark, City of Roanoke, concerning the possibility of a traffic signal at Route 117 and North Lakes Drive. ---I ~ "..- 712 May 2l, 1985 9. Letter from R. G. stoots, Department of Highways and Transportation dated April 29, 1985 regarding right-turn traffic from Route 419 onto Route 221. 10. County participation agreement for water in Canterbury Park subdivision, Section 2. - Resolution. I 11. Accounts paid for the month ending April 30, 1985. i~. A~~~e~~~a~~e8 ~ese~ö~~e8 ~e~ eve~~~æe ~ö8ðS ~e~ eeæ~~~a8ee W~~A ~Ae Fa~~ ~aee~ S~a8ða~ðs. - Rese~ö~~e8. 13. Appropriation resolution requesting money for part time help in the Registrar's Office. - resolution. 14. Appropriation resolution for the purchase of office equipment in the office of Clerk of Juvenile and Domestic Court. - Resolution. 15. Request for Bingo Permit from the Cave Spring High School Basketball program. Request fee be waived. 16. Memorandum dated May 3, 1985 from Donald R. Flanders describing the Building Contingency Fund. I 17. Letter dated May 3, 1985 from Marshall M. Harris withdrawing his petition for rezoning of 10 acres from R-l to R-5. 18. Letter dated April 29, 1985 from Fred Altizer, Va. Department of Highways and Transportation pertaining to a possible "Adopt a Pothole" program. ~9. Re~e~~ a8ð ~eeeææe8ða~~e8 e8 e~ea8~8~ ~Ae e~ð eeö~~Aeöse. - Rese~ö~~e8. 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Burton with the deletion of Items 12 and 19 and upon the following recorded vote: I AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None RESOLUTION 85-80.A AUTHORIZING THE COUNTY OF ROANOKE TO ENTER INTO A PARTICIPATION CONTRACT WITH THE DEVELOPERS OF THE CAVE SPRING OFFICE PARK - ~ ~ May 2l, 1985 ~,- 1 ~ -- BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: I 1. That the County of Roanoke is hereby authorized and directed to enter into a participation contract with the developers of Canterbury Park Subdivision, Section 2, providing for the installation of 1,455 feet of 8-inch water line; and further that the County will participate in the project only to the extent of paying the difference in pipe costs actually expended by the developers between the required 6-inch water line and the proposed 8-inch water line; and 2. That the County Administrator is hereby authorized and directed to execute a participation contract to this effect on behalf of the Board of Supervisors of Roanoke County upon a form approved by the County Attorney. On motion of Supervisor Burton and the following recorded vote: I AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None Resolution Number 85-80.B On m::>tion made by SUPervisor Burton, the General Appropriation Resolution bf Roanoke County, Virginia, adopted June 14, 1984 be, and is the same hereby ~nded as follows to becaœ effective May 21, 1985: bESCRIPTION ACCOUNT NUMBER INCREASE (DOCREASE) t:lass: ~d: bept. : Object: ExPenditures General Elections Part-Time Help FICA 03-6-01300-10030 03-6-0l300-200l0 $ 3,370 153 Pept. : bbject: Employee Benefits Reserve for New positions 03-6-09102-10016 (3,523) I T10 alloœ.te additional money for Electoral Board and full-timejpart-time DOsition in Registrar's Office. On motion of SUPervisor Burton and the following recorded vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None ---I ~ ~ ''/14 .: May 2l, 1985 Supervisor Burton moved to approve the prepared resolution with the understanding that the kitchen equipment will be placed in the lounge. I Resolution Number 85-80.C On m::>tion made by SUPervisor Burton, the General Appropriation Resolution of Roanoke County, Virginia, adopted June 14, 1984 be, and is the same hereby amended as follows to becaœ effective May 21, 1985: DESCRIPTION ACCOUNI' NUMBER INCREASE (DEX::RFASE) Class: Fund: Dept. : Object: ExPenditures General J&D Relations Court Office Equipment - New 03-6-02105-70020 $ 4,086 03-6-02101-70020 2,3l7 03-6-02102-70020 10,551 I 03-6-99999-99999 (16,954) Dept. : Object: Circuit Court Office Equipment - New Dept. : Object: General District Court Office Equipment - New Dept. : Unappropriated Balance To appropriate m::>ney for new office equipment needed by the above courts. On m::>tion of SUPervisor Burton and the following recorded vote: AYES: SUPervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None IN RE: RESIGNATION OF COUNTY ADMINISTRATOR Chairman McGraw requested that the Board accept the resignation of Donald R. Flanders, County Administrator, and expressed the Board's appreciation of his service for three and I one-half years of service and dedication to the County. Supervisor Minter moved to spread a resolution to accept the resignation of Mr. Flanders and to extend the Board's appreciation for his service and dedication to the County of Roanoke. ---- ~ ~ May 21, 1985 15 - -- RESOLUTION 85-244 ACCEPTING THE RESIGNATION OF DONALD R. FLANDERS AS COUNTY ADMINISTRATOR I BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the written resignation dated May 17, 1985, of Donald R. Flanders as County Administrator of Roanoke County is hereby accepted by Roanoke County. On motion of Supervisor Minter and upon the following recorded vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None Chairman McGraw asked Mr. Mahoney to update the Board on the "Gang of Four" meeting. Mr. Mahoney reported that the Board needed to address several "housekeeping" issues and distributed a memo setting out I these issues. Supervisor Nickens moved to authorize the Deputy Clerk, Bobbie Hall, to sign on behalf of the Board of Supervisors, all contracts, ordinances, resolutions, etc. The motion carried by the following roll call vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None. Supervisor Nickens moved to authorize John Chambliss, Superintendent of Fiscal Management, to sign all checks and to acquire a signature stamp and plate before Thursday, May 23, 1985. The motion carried by the following roll call vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw I NAYS: None Mr. Mahoney also presented a recommended advertisement schedule prepared by Keith Cook, Director of Personnel. Supervisor Brittle requested that the New York Times and Wall Street Journal be included in the list of newspapers for advertising. Chairman McGraw suggested that the Board have a ~ ~ ~. 16 j May 21, 1985 work session on May 28, 1985, to go over the job description for this position. Mr. Cook will provide the Board with a draft of the job description. Mr. Mahoney also presented the board with I exerpts from the state code which deal with the duties and responsibilities of County Administrators and Clerks to the Board Mr. Mahoney also presented the Board with a list of items that the Superintendents thought were of serious and immediate pressing nature and requested that the Board let the staff know at the next meeting if they wish to change the priorities. "The Gang of Four" has also divided the committees that Mr. Flanders was involved in amongst themselves. Mr. Mahoney also reported to the Board that "The Gang of Four" would be able to handle most of responsibilities of the County Administrator among themselves for the next five or six months like this "gang" to function and remain constituted. Chairman I and requested direction from the Board on how long they would McGraw reported to the staff that the Board would have to discuss this and will give some direction at the June 4, 1985, Board meeting. Supervisor Brittle advised the staff that he does not feel that the newsletter should be on the priority list. Supervisor Burton felt that since Mrs. Turner, Administrative Analyst, is now on staff, that this should be one of her main duties and does not feel it should be deleted from the list. Chairman McGraw feels that the current situation with the County Administrator would enhance the need for such a newsletter. Supervisor Nickens reported that he felt that the need I for the Public Service Center should continue to be evaluated, also it should be discussed which departments should be located at this facility. Supervisor Nickens also designated Ms. Bonnie Newlon, Department of Development, as the staff person to look at the utilization of the facility and report to the facilities ----- ~ ~ -t. ¡1' ~ Ji~ May 21, 1985 I committee. Supervisor Nickens also stressed that the E9ll system needs to be moved ahead as fast as possible. Chairman McGraw advised Mr. Mahoney that the Board will continue with the "Gang of Four" until discussion on May 28 or June 4. I Supervisor Nickens asked about the progress of Pathways. Mr. Mahoney reported that the contract with Balzer and Associates is broken into specified portions so that the Board will have the option to cancel the contract at any time if there were unfavorable determinations at the Planning Commission or Board levels. Balzer and Associates is currently waiting for direction from the Board before proceeding. Supervisor Nickens moved for the County Attorney to proceed with the necessary legal steps to authorize Balzer and Associates to continue the proceedings on the Pathways project. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Brittle, Nickens, Minter, Burton, and McGraw None IN RE: BUDGET DISCUSSIONS - SCHOOL BOARD I Mr. Bayes Wilson, Superintendent of Roanoke County Schools, was present to present the proposed categorization. John Chambliss, Superintendent of Fiscal Management, distributed copies of the School Board budget breakdown to each Board member. Mr. Wilson reported that salaries had been the School Board's highest priority throughout this year's budgetary process. The School Board had at first requested a l2 percent increase for teachers but dropped back to 10 percent for teachers and 8 percent for other employees after they discovered the local funds would not support that much of an increase. Mr. Wilson reported that in order to meet the budget the Board set at their last meeting, $l50,000.00 of replacement school buses was deleted from the budget and the data processing budget was reduced. ---I ~ r- }"'1 1 Q t¿ 0 May 2l, 1985 Supervisor Burton expressed to Mr. Wilson the need for a Classification and Pay plan for the non-instructional personnel for the School Board to make their salaries comparable to those I of other County employees. Mr. Wilson reported that he and his staff are ready to work on a pay plan if the Board will place the necessary funds in a contingency fund. Supervisor Minter agreed with Mr. Wilson that the teachers' salaries should be raised since the teachers are the "main force" of the school system and asked how much money it would take to give the teachers more than a 10 percent increase. Mr. Wilson reported that it would require an additional $246,000 for every 1 percent for teachers. Supervisor Brittle asked that if the 14th teacher step was cut out of the budget, would there be enough funds to buy the school buses and still provide the teachers not at the top of the scale a 10 percent increase and those at the top of the scale a 7 that he would not recommend this since the majority of the I percent increase. Mr. Wilson reported that it would be, but teachers are at the top of scale. Supervisor Nickens directed Mr. Mahoney to contact the appropriate bond counsel to see if it is permissable to use construction funds for fireproof file cabinets, telephones, and instructional equipment. Supervisor Nickens moved that the capital improvement items reflected in the budget that total $120,000.00 (Glenvar track, outdoor facilities at Cave Spring, and stadium improvements), any additional sales tax money that comes into the County be set aside in the Debt fund first to meet these expenses that amount be set aside in the Debt service fund. That the I which amount to $120,000.00 and any additional tax revenue above bottom line of $47,708,642.00 not be changed, but in the area of transportation, $150,000.00 additional funds be allocated to Item l7D out of the total operating fund. That the total operating budget, local funds for the year, not exceed $23,950,000.00 which I----- ~ ~ May 21, 1985 .., ~ì ~., J.. ;} -- is suggesting that the insurance premiums and the energy costs must be funded through the total operating fund of $47,708,642.00. I After discussion, Supervisor Nickens called for questions on his motion. Chairman McGraw called for a vote on the questions. The motion failed by the following recorded vote: AYES: Supervisors Brittle, Nickens, and Burton NAYS: Supervisors Minter and McGraw Discussion continued. Supervisor Minter offered a substitute motion that Category l7Bl be funded for an additional $123,000.00 and that the Board discuss other categories as appropriate. Supervisor Nickens called for questions on the substitute motion. The substitute motion failed by the following recorded vote: AYES: Supervisor Minter NAYS: Supervisors Brittle, Nickens, Burton, and McGraw I Supervisor Nickens called for questions on the original motion. Supervisor Minter asked that the original motion be restated. Supervisor Nickens repeated the original motion as follows: That the total operating budget for the School Board of $47,828,642.00 be reflected in such a manner that item l7D be increased by $150,000.00 with the understanding that the intent of this motion is to buy six (6) school buses although it is realized that the School Board and School Administration does not have to do so and that an additional account within the category of l7 be set up in the amount of $120,000.00 to reflect additional funding that might come in from any additional state sales tax. Any additional sales tax that comes in will be set I aside in a Debt Service Fund account so that the total appropriations including any anticipated but unknown insurance premium increases and energy costs also be funded within that operating budget. - ~ r ~20 4 May 2l, 1985 Supervisor Nickens reported that this would authorize the School Board to proceed with the projects they have presented to the Board. Chairman McGraw called for a vote on the call for I questions. Supervisor Brittle moved to adjourn. The motion to adjourn failed by the following recorded vote: AYES: Supervisor Brittle NAYS: Supervisor Nickens, Minter, Burton, and McGraw Chairman McGraw called for a vote on the call for questions. The motion failed by the following recorded vote: AYES: Supervisors Brittle, Nickens, and Burton NAYS: Supervisors Minter and McGraw Supervisor Minter offered a substitute motion to approve the budget as presented with the understanding that the sales tax revenue may be used to purchase school buses. The I motion failed by the following recorded vote: AYES: Supervisor Minter NAYS: Supervisors Brittle, Nickens, Burton, and McGraw Supervisor Nickens called for questions on the original motion. The original motion carried by the following recorded vote: AYES: Supervisors Brittle, Nickens, Burton, and McGraw NAYS: Supervisor Minter IN RE: BUDGET DISCUSSIONS Mr. Fred Anderson, Treasurer, presented requests to the Board, that had been cut by the County Administrator. Mr. I Anderson reported that the County Administrator had made cuts throughout his budget but increased the data processing portion of the budget and if the Board chooses to grant his requests, that the funds can be taken out of the data processing budget. He reported that overtime was cut $400; part time help a cut was ~ ~ ~ S'·; ~ ~. )1. May 21, 1985 - - -- I cut from $4,800 to $2,500; telephone budget was cut; data processing was increased approximately $31,000. Mr. Anderson reported that one-half of the $4,800 should be refunded to the County by the state. Supervisor Burton suggested that the Board fund the overtime request at $4,800.00 but if the state does not allocate that amount, the funding will be cut to $4,000.00. Mr. Anderson agreed with this prospect. Sheriff o. S. Foster was present to discuss his budget with the Board. He reported that he has submitted a memo to the Board dated April 19, 1985, which expresses his concerns of the various reductions of his budget. Sheriff Foster requested that when the Board considers his budget, that they also consider including a polygraph machine and the training plus an additional person. Sheriff Foster reported that if he had to make a choice, he would prefer the polygraph over the additional position. Mr. McGraw asked Sheriff Foster if there was any possibility of using the polygraph on a cooperative basis with Salem. Sheriff Foster reported that he would prefer setting a fixed costs for the service and making it available to those localities which choose to use it. Sheriff Foster also reported to Mr. McGraw that he would need the extra position if the machine is to be used on a cooperative basis. Supervisor Brittle suggested using a private operator but Sheriff Foster reported that he would not be comfortable with a private individual having access to confidential police information. Sheriff Foster also reported that he received a negative response from vinton and Salem on the mutual aid agreement. He has not received any response from Roanoke City. Tommy Fuqua, Coordinator of Fire and Emergency Services, updated the Board on the Bent Mountain fire department. He reported that Seaboard Farms has no problem with people at their plant volunteering but that there is a problem with employees leaving work to answer a fire call. Supervisor Burton I I ---I ~ ~ 722 May 2l, 1985 suggested that she and Mr. Fuqua meet with Mr. Sellari of Seaboard Farms. The Board directed Paul Mahoney to forward a copy of the letter concerning mutual aid to Tommy Fuqua. John Chambliss, Superintendent of Fiscal Management, suggested to the Board that they might want to schedule another budget work session. Supervisor Brittle suggested meeting at 1:00 p.m. on Tuesday, June 4, 1985, before the regularly scheduled Board meeting. The Board concurred with this suggestion. Supervisor Nickens moved to proceed to purchase six plot sections at Blue Ridge Memorial Gardens which will provide for 72 cremation burial plots. Chairman McGraw was concerned about religious oppositions to cremation. Mr. Mahoney reported that he could find no legal impediment to cremation. The motion carried by the following roll call vote: AYES: Supervisors Brittle, Nickens, Minter, Burton, and McGraw NAYS: None Assistant Superintendent of Fiscal Management, Dianne Hyatt, presented a list of budget adjustments to the Board. She reported that the Board had expressed an interest in an across the Board reduction, currently the one percent reduction in nonvariable fixed costs would amount to $34,900.00. Supervisor Burton moved to stop the clock at 6:00 p.m. The motion carried by the following recorded vote: AYES: Supervisors Nickens, Minter, Burton, and McGraw NAYS: Supervisor Brittle Supervisor Nickens responded to Dianne Hyatt that the Board cannot make the decision to reduce the budget by one percent until they have finished reviewing the entire budget. Supervisor Burton asked for discussion on the job description of the Administrative Analyst. Supervisor Brittle reported that he felt this job should consist more of development of news releases and disbursion of information instead of having I I I ~ -.., May 21, 1985 ") ." ~" ~ - - - top priority to the newsletter. Supervisor Burton directed Sally Turner, Administrative Analyst, to develop a proposal of what the I newsletter should be as far as length, means of distribution, content, etc., and return to the Board at a work session on May 28,1985. Supervisor Brittle directed Mrs. Hyatt to place the I.D. machine back in the budget. Supervisors Brittle and Nickens left at 6:00 p.m. Mrs. Hyatt reported that she received memos concerning the cut in travel expenses from each department with so many variables that it would be her suggestion to allow each department to make their own priorities. The Board concurred with her suggestion. She also requested direction on the Board suggestion to I allow a one-half percent of the operating budget for the Constitutional Officers as a discretionary fund. Supervisor Burton suggested placing a cap on that fund. Supervisor Minter suggested giving the Constitutional Officers limited authority to move within their own budget. Mrs. Hyatt reported that they already have the authority to move within personnel, operating, and capital sections of their budget. Mr. Mahoney requested that the Board allow him to examine this procedure through the appropriation process since the Constitutional Officers do not have authority over public funds. Supervisor Burton is opposed to this suggestion and prefers the discretionary fund. IN RE: ADJOURNMENT I Supervisor Burton moved to adjourn. The motion carried by a unanimous voice vote with Supervisor Brittle and Nickens absent. _~J c:l ,/U1-f',¿f~ Chairman ----I ~