Loading...
HomeMy WebLinkAbout7/11/2006 - Regular July 11 , 2006 559 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 July 11,2006 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of July 2006. IN RE: CALL TO ORDER Chairman Wray called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Michael A. Wray; Vice-Chairman Joseph P. McNamara; Supervisors Michael W. Altizer, Joseph B. "Butch" Church, Richard C. Flora MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; John M. Chambliss, Assistant County Administrator; Dan O'Donnell, Assistant County Administrator; Diane S. Childers, Clerk to the Board; Teresa Hamilton Hall, Public Information Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Tom Lee, Windsor Hills United Methodist Church. The Pledge of Allegiance was recited by all present. 560 July 11 , 2006 PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS .1:. Recoanition of the Finance Deoartment for receivina the Certificate of Achievement for Excellence in Financial Reoortina from the Government Finance Officers Association (GFOA) for fiscal year 2004-2005 Chairman Wray recognized the following members of the Finance Department: Rebecca E. Owens, Director of Finance; Margaret Bacon, Finance Manager; and Elizabeth Atkinson, Lisa Greer, and Brian Carter, Financial Analysts. Also recognized were Debbie Harris, Financial Analyst, and Karen McMillan, Financial Information Systems Coordinator, who were unable to attend. IN RE: IN RE: NEW BUSINESS .1:. Reauest to aoorooriate ~1 0.000 to hire County GyOSY Moth Proaram. Inc. to serve as the GyOSY Moth Coordinator for Roanoke County for 2006. (Elmer C. Hodae. County Administrator: John M. Chambliss. Assistant County Administrator) A-071106-1 Mr. Hodge advised that John Vest, Virginia Cooperative Extension Office, is present at the meeting today. He stated that this is a request for an appropriation of funds to retain an experienced professional to address the gypsy moth issue. He indicated that the person being recommended is familiar with the evaluation process July 11, 2006 561 necessary to obtain federal funding, which is administered through the state. He stated that whenever you treat with chemicals, the precise locations to be treated and the amounts of chemicals to administer are critical. He indicated that until the County goes through the evaluation process, we will not be able to qualify for federal funding should it become available. Mr. Hodge advised that the deadline to apply for funding is November 15. He noted that the funding program has been in place for a number of years, and he indicated that there are other insects that are damaging and this is one of several treatments being considered. He stated that while the program was de- emphasized in the President's budget, Congress has included it in their budget and the County has contacted our representatives in the Senate requesting that funding for this program be included in the budget. Mr. Hodge noted that this is an important issue that needs to be addressed, and he advised that Supervisor McNamara and John Chambliss, Assistant County Administrator, participated in a meeting that was held recently regarding this matter. Mr. Chambliss stated that a meeting was held with residents in the Bent Mountain area in June and at that time, Larry Nichols, State Coordinator for the gypsy moth program, was present. He stated that in the past, federal funds have been provided for suppression programs and he outlined the following procedure that must be followed to qualify for funding: (1) the locality is required to undergo an assessment process to count the egg masses; (2) affected areas are plotted and submitted to the state by mid-November; (3) the state compiles the data and coordinates the spraying 562 July 11, 2006 program to obtain better pricing; affected localities may be grouped together to obtain greater efficiency and pricing; (4) the spraying, if determined to be appropriate the appropriate treatment process, will occur in May-June 2007 once the leaves have come out. This time frame is chosen for spraying so that the caterpillar will ingest the chemicals when feeding on the leaves. Mr. Chambliss stated that when staff was seeking a coordinator, they wanted someone who was familiar with conducting the egg counts and with the state process required for obtaining funding. He advised that there are two such coordinators in Virginia and the individual being recommended is Robert Grace with County Gypsy Moth Program, Inc. Mr. Grace has coordinated this program for five other localities throughout Virginia and he is well-recommended. Mr. Chambliss noted that the other contractor is unavailable at this time due to health concerns. He advised that the necessary work will involve meeting with impacted property owners to count egg masses; working to develop educational programs for the community; and designing and planning areas to be treated in the spring. Mr. Chambliss stated that we do not know if federal funding will be approved for treatment programs in 2007; however, it is important to participate in the assessment program at this time because: (1) it is a required step in order to qualify for funding; and (2) it will provide the County with a good informational database. He stated that staff recommends approval of up to $10,000 to cover the necessary expenses of the Gypsy Moth Coordinator. July 11, 2006 563 Mr. Vest distributed photographs of the affected areas in Bent Mountain. He stated that this insect is here to stay and if the County wishes to be involved in a proactive manner to assist affected landowners, we must participate in this state-wide program. He advised that the process begins in June/July with a coordinator overseeing the general program and administration duties as outlined in the state suppression program. The coordinator will also deal with any contractors involved. He advised that when you deal with the spraying of pesticides, the commercial applicator must be licensed by the state and the coordinator oversees this process and works as a liaison with the contractors to ensure that spraying is handled in an appropriate manner (Le., not during high winds; spraying affected areas only). Supervisor Church requested an explanation of the type of damage that is done by a gypsy moth. Mr. Vest advised that the gypsy moth is an imported insect that has progressed to the South and he advised there are "Slow to Spread Programs" that are designed to limit the spread of the gypsy moth. Typically, the insect spreads 25 miles per year; however with the use of these programs, it reduces the spread to 8-10 miles per year. Mr. Vest indicated that the insect is still progressing in the South and impacts landowners every year. He noted that the caterpillars are voracious eaters and will defoliate over 200 species of trees that are present in our area. He indicated that the apple tree is their preferred host; however, most commercial orchards have spraying programs already in place. He stated that defoliation the first year will not kill a tree; however successive feedings will eventually lead to tree mortality. It is important to 564 July 11, 2006 either break the chain or address it in the areas where defoliation is occurring in mass numbers. Supervisor Flora questioned if there is more than one species of gypsy moth. Mr. Vest advised that the male and female moths are different in appearance. The female gypsy moth is larger than the male, is white, and can not fly. He stated that it is important for landowners to realize that transfer of the egg masses from one area to another (Le., imported on timber products, Christmas trees, dog houses, canoes) is how the gypsy moths are spread. Supervisor Wray questioned if the gypsy moths normally affect pine trees. Mr. Vest advised that they can; however, it is not their preferred hosts which are deciduous oaks, sycamore, or poplar. He stated that this is the first year that Roanoke County will be included in the state-wide quarantine area and state inspectors will be inspecting all logging and transport operations to prevent the spread of the gypsy moths. Supervisor Wray questioned if the County is working with adjacent localities regarding this program. Mr. Vest stated that if monies are available this year, the state will group adjoining localities together to obtain the best bid price for spraying. During the spraying, individuals will be on the ground to ensure that flight patterns are correct over the mapped areas, and inspectors will be onsite to oversee the mixing of the pesticide. He noted that if wind speeds should change, it could halt the spraying for July 11, 2006 565 that day and this is just one example of why it is important to have a coordinator in place to oversee the process. Supervisor Wray questioned if there are other areas in Roanoke County that have been affected, for example the Catawba area which is heavily forested. Mr. Vest stated that in the past two years, there have been small outbreaks in other areas; however, nothing of the magnitude as the defoliation experienced on Bent Mountain. He stated that these outbreaks have not been of a sufficient level to result in economic injury, and he indicated that the spraying process is two-fold: (1) slow the spread, the initial stage of the program which attempts to slow the line and the progression of the pest; and (2) the state suppression program, which is the next step once you progress beyond the line. He stated that the suppression program is the one which would address the areas impacted during the current year in Roanoke County. Supervisor Wray inquired if information will be available as a part of this study to educate citizens throughout Roanoke County regarding methods of addressing the gypsy moth issue. Mr. Vest advised that the Virginia Cooperative Extension Office will be conducting a research-based classroom presentation for affected landowners. He stated that they anticipate providing an educational program in the Bent Mountain region in mid-August, and he noted that this same program will be conducted numerous times for concerned citizens in Roanoke County. Supervisor Altizer requested that Mr. Vest elaborate on the safety issues involved when spraying chemicals. Mr. Vest stated that the chemicals used in the state 566 July 11,2006 suppression program are ones such as Bt (Bacillus thuringiensis), a naturally occurring bacterial organism that works on soft-bodied worm insects and is effective in killing them when they are small. He stated that the spraying program must be conducted in May/June due to the fact that stronger chemicals are not being used. These naturally occurring organisms are effective in killing the caterpillars when they are small; however if used later in the season, the effectiveness of the chemicals would decline. Supervisor Altizer inquired if there is an effective way to predict the areas where the gypsy moths are likely to spread in the future. Mr. Vest advised that the Gypsy Moth Coordinator will supply the state with topographic maps of the mountainous areas of the County and they will examine wind directions, actual outbreak locations, and the locations of egg sacs. He indicated that each egg sac is capable of producing up to 1,000 babies the following year. He noted that some types of fungus or naturally occurring situations can naturally impact the gypsy moth population, resulting in egg sacs producing fewer babies; however for the most part, egg masses are only transferred small distances annually unless they are assisted in transport on trailers, etc. Mr. Vest advised that this data will be considered in determining where spraying will need to be conducted next year. Supervisor Wray inquired about the natural predators of the gypsy moth. Mr. Vest stated that there is a naturally occurring fungal organism which impacts gypsy moth populations approximately every six to seven years; however, those organisms do best during periods when the weather in the spring is cool and wet. July 11, 2006 567 Supervisor McNamara thanked staff for an informative presentation. He stated that he would have preferred to see a map showing the progression of the gypsy moth from northern Virginia down to the southern part of the state. He stated that the gypsy moth is here to stay and will continue spreading to the South, and he noted that Roanoke County will be spraying for this pest for many years to come. He indicated that the suppression program is a complex program which has been proven successful in other areas. He advised that staff has done a good job of informing the Board and citizens in a prompt manner regarding this issue. Supervisor Wray requested information regarding the funding available for this program last year. Mr. Vest stated that federal funds were appropriated and available to quarantined localities. Supervisor Church noted that Supervisor McNamara had indicated that this problem will not go away in the near future, and he stated that the County should consider an annual appropriation for this purpose. Supervisor McNamara noted that the staff recommendation indicates that $10,000 be appropriated from the Board Contingency Fund. He advised that at the July 11 meeting, there was discussion regarding appropriation of these funds from the prior year Board Contingency Fund. Mr. Hodge stated that staff will roll forward the remaining balance in the Board Contingency Fund from fiscal year 2005-2006, which totals approximately $23,000. This will be added to the $100,000 balance currently in the Board Contingency Fund. 568 July 11,2006 Supervisor McNamara moved to approve the staff recommendation as follows: (1) appropriate $10,000 from the Board Contingency Fund; and (2) authorize County Gypsy Moth Program, Inc. to serve as the Gypsy Moth Coordinator for Roanoke County for 2006 to conduct the survey and file the necessary reports with the State. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None 2. Reappointment of the Special Assistant for Leaislative Relations. authorization to continue !!l aareement. and an appropriation of funds. (Paul Mahoney. County Attorney) A-071106-2 Mr. Mahoney reported that this agenda item will reappoint Eldon James and Associates as Roanoke County's Special Assistant for Legislative Relations, authorize the execution of an agreement with this organization, and request an appropriation of $18,000 from the Board Contingency Fund to pay for these services. Supervisor Church asked that Mr. Mahoney provide information regarding the type of services that will be provided. Mr. Mahoney stated that last year, the Board authorized an agreement with Eldon James and Associates to assist Roanoke County with their legislative initiatives pending before the General Assembly (GA). He noted that Mr. James and his associates were very effective in assisting the County in pursuing a variety of legislative initiatives. He stated that the Board met with Mr. James --- July 11, 2006 569 in work session on June 27 to begin developing a legislative program for the 2007 session of the GA. He stated that this will likely be an annual, ongoing process due to the fact that many of the activities of the GA have a direct impact on localities. The Board must determine the level of resources to allocate for these activities, and Mr. Mahoney noted that the vast range of public services that localities are involved in dictates a need for Roanoke County to have a presence in Richmond while the GA is in session. He advised that in the past, County staff has gone to Richmond periodically; however, it has been determined that daily attendance at the sub-committee and committee meetings occurring in Richmond is needed. Mr. James represents the County at these meetings and provides ongoing information to the Board and staff. Mr. Mahoney stated that some localities maintain full-time staff in Richmond during the period that the GA is in session; while others, such as Roanoke City, have similar arrangements with outside agencies to assist them with their legislative initiatives. He stated that many localities are involved in this process, and this is a way to build support with other localities to pursue legislative initiatives that have a common or regional goal. Supervisor Church expressed appreciation to Mr. James for his services. Mr. Mahoney noted that the Board members have been actively involved in participating in this legislative process, as well as attending meetings in Richmond. Supervisor Wray inquired if the $18,000 fee is all inclusive. Mr. Mahoney responded in the affirmative. Supervisor Wray noted that the Board receives updates regarding the status of initiatives in Richmond during the GA session. He indicated that 570 July 11, 2006 these updates are informative and the services provided by Mr. James are very valuable. Supervisor Church moved to approve the staff recommendation as follows: (1) reappoint Eldon James and Associates, Inc. as Special Assistant for Legislative Relations; (2) authorize the continuation of the agreement; and (3) appropriate $18,000 from the Board Contingency Fund. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None IN RE: FIRST READING OF ORDINANCES 1: First readina of .!!! ordinance acceotina the conveyance of .! one- half interest in the Vinton Business Park. aoorovina an amendment to the Gain Sharina Aareement. and reallocatina funds for this ouroose. (Doua Chittum. Director of Economic Develoomentl Mr. Chittum stated that this ordinance will accomplish three actions necessary to continue the County's partnership with the Town of Vinton at the Vinton Business Park (VBP). He stated that in 1999, the County entered into a Gain Sharing Agreement with the Town of Vinton to allow for the sharing of revenues and expenditures for public services. As part of that Gain Sharing Agreement, there was a provision that carved out the VBP, formerly McDonald Farm, which had been purchased July 11, 2006 571 by the Town of Vinton for future economic development purposes. The agreement stated that a Gain Sharing Agreement would be negotiated between the Town and the County to allow for the development of the VBP and the future sharing of revenues. Mr. Chittum stated that since that time, the County agreed to an evaluation of the property purchased by the Town, and the County appropriated $500,000 toward construction costs (road, water/sewer, utilities, grading, and storm drainage elements). He indicated that the Town also contributed toward that construction. Since that time, Cardinal Glass has located a 200,000 square foot manufacturing facility on the property, employing approximately 200 individuals, and last year they were awarded the Valley Employer of the Year award by the Virginia Employment Commission. Mr. Chittum advised that staff continues to market the VBP and in order to begin sharing revenues on a 50/50 basis, it is necessary for the County to contribute $789,200 to the Town in order to obtain equal ownership in the park. He advised that staff recommends approval of this action, he noted that future improvements will be needed, and he indicated that it is recommended that equal participation be continued on these items. Mr. Chittum advised that the ordinance addresses three actions: (1) authorizes the conveyance and acceptance of an undivided one-half interest in the property; (2) approves the amendment to the Gain Sharing Agreement allowing expenditures and revenues to be shared on a 50/50 basis; and (3) allocates funding from the Center for Research and Technology (CRT) Community Development Minor Capital Account. 572 July 11, 2006 Mr. Chittum stated that several months ago when staff was meeting with a potential prospect for the VBP, there was discussion regarding future improvements and how these would be accomplished. He stated that this agenda item will move forward a plan for addressing these types of expenditures, and he noted that this in no way de- emphasizes what is being done at the CRT. He stated that both projects provide excellent industrial sites in different areas of the County. Mr. Chittum noted that the Town of Vinton has been an excellent partner and he introduced Consuela Barbour, Assistant Town Manager, who was present at the meeting. Supervisor Altizer inquired if the current percentage of revenue for Roanoke County is approximately 17%. Mr. Chittum responded in the affirmative. Supervisor Altizer stated that this agreement continues and enhances the County's relationship with the Town of Vinton. He stated that there are approximately 60 additional acres remaining to be developed at the VBP, and the County will have a one- half interest in this property. He stated that this is a good business decision for the County. Supervisor Wray inquired if Mr. Chittum is looking for prospects for the VBP. Mr. Chittum responded in the affirmative and noted that both the Roanoke Valley Economic Development Partnership and the state assist with economic development initiatives. He noted that Roanoke County is one of the few counties in the state that has a budget for marketing purposes, and he expressed appreciation to the Board and Mr. Hodge for their support of these efforts. He advised that Jill Loope, Assistant July 11, 2006 573 Director of Economic Development, attends trade shows and participates in marketing efforts. He stated that as additional sites are graded, staff is ready to work with any potential new prospects. Ms. Barbour stated that the Town of Vinton appreciates the Board of Supervisors' consideration of an investment in the VBP. She stated that the Town has enjoyed their partnership with the County, and she voiced appreciation to Mr. Hodge and staff for their efforts. Supervisor Flora stated that this is a good investment for the future of Roanoke County. He indicated that the Town of Vinton has always been a good partner and he noted the long standing relationship with the Town. He stated that having an equal partnership usually leads to a better working relationship, and he indicated that this is a great decision for all parties. Supervisor Altizer moved to approve the first reading and set the second reading for July 25, 2006. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None IN RE: SECOND READING OF ORDINANCE AND ADOPTION OF PROCUREMENT POLICY MANUAL 1.a Second readina of !!l ordinance to reDeal the existina ChaDter 17 Procurement Code and enact ! ~ ChaDter 17 of the Roanoke County Code to incorDorate the Drovisions and 574 July 11, 2006 authority of the Virainia Public Procurement Act and establish the position and authority of the purchasina aaent for Roanoke County. (Rebecca E. Owens. Director of Finance) 0-071106-3 Ms. Owens advised that this is the second reading of the ordinance and there have been no changes since the first reading which was held on June 27. She indicated that staff recommends approval of the second reading. There was no discussion on this item. Supervisor Flora moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None ORDINANCE 071106-3 REPEALING EXISTING CHAPTER 17, PROCUREMENT CODE CONTAINING SECTION 17-1 THROUGH 17- 159 AND ENACTING A NEW CHAPTER 17, PROCUREMENT CODE CONTAINING A NEW SEC. 17-1 TITLE. PURPOSES AND APPLICATION OF CHAPTER AND A NEW SEC. 17-2. PROCUREMENT AUTHORITY OF THE ROANOKE COUNTY CODE TO INCORPORATE THE PROVISIONS AND AUTHORITY OF THE VIRGINIA PUBLIC PROCURMENT ACT AND ESTABLISH THE POSITION AND AUTHORITY OF THE PURCHASING AGENT FOR ROANOKE COUNTY WHEREAS, Chapter 17, Procurement Code of the Roanoke County Code currently recapitulates many of the detailed provisions set forth in the Virginia Public Procurement Act (VPPA) of the Code of Virginia; and WHEREAS, the availability of the VPPA and the Code of Virginia, generally, via the internet and by other means no longer requires the repetition of the many mandatory provisions of the VPPA in the Roanoke County Code and the accompanying requirement to update the County Code to reflect changes enacted by the General Assembly of Virginia; and July 11, 2006 575 WHEREAS, the proposed new Procurement Code will ensure continued compliance by Roanoke County with the most current legal requirements of the VPPA so as to insure the integrity and quality of the County's procurement system and to provide the required legal authority for the activities and appropriated delegations of authority by the County's purchasing agent; and WHEREAS, the first reading of this ordinance was held on June 27, 2006, and the second reading was held on July 11, 2006. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as follows: 1. That Section 17.1 Title. ouroose and aoolication of chaoter and Section 17-2. Procurement Authoritv, of Chapter 17, PROCUREMENT CODE, of the Roanoke County Code be enacted as follows: Sec. 17-1. Title, purpose and application of chapter. (a) This chapter shall be known and may be cited as the Procurement Code of Roanoke County. (b) The purpose of this chapter is to promote public confidence in the process of procurement of goods and services for the county, to provide for the fair and equitable treatment of all parties involved in public procurement by the county, to promote efficiency, uniformity and economy in the county's procurement process and thereby to maximize the purchasing value of taxpayers funds in county operations and to provide safeguards to maintain integrity and quality in the county's procurement system. (c) The provisions of the Virginia Public Procurement Act, section 2.2-4300, et seq., Code of Virginia, 1950, as amended, or its successor, (hereinafter in this chapter, lithe Act") shall apply to all purchases and procurement of goods and services by the County of Roanoke, except in those instances where alternative policies have been adopted by the Roanoke County Board of Supervisors and set out in this chapter pursuant to the provisions of section 2.2-4343.A 10, Code of Virginia. (d) This chapter applies to contracts or agreements for the procurement of goods, services, including professional services, insurance and construction entered into by the County of Roanoke involving every expenditure for public purchasing irrespective of its source. Sec. 17-2. Procurement authority. (a) There is hereby created the position of purchasing agent for the county. The purchasing agent shall have authority for and shall be responsible for all purchases for the county, its departments, officers and agencies, including Roanoke County Schools to the extent of their participation in the County's procurement system, under the Act and this Procurement Code. (b) The purchasing agent shall be appointed by the county administrator who shall have responsibility for the general supervision of the purchasing 576 July 11, 2006 agent and the county's compliance with public procurement requirements. (c) The purchasing agent shall have authority to enter into and execute all contracts for the purchase or procurement of goods and services for the county, unless such authority has been specifically reserved by the board of supervisors or the county administrator. Further, with the approval of the county administrator, the purchasing agent may delegate authority to purchase certain supplies and services to designated county officials and employees as is necessary for the efficient operation of the county's procurement system. (d) The purchasing agent is authorized to establish procedures, including publication of a county procurement manual, for the fair and orderly administration of the county's procurement process in accordance with the Act and the County Procurement Code. The purchasing agent may establish specific procedures for small purchases within the limitations set forth in section 2.2-4303 of the Act, with the provision that such small purchases shall provide for competition wherever practical. The levels of authority for small purchases shall be adopted by the Board of Supervisors prior to their implementation in the purchasing procedures manual. (e) In so far as permitted by law, all action required by the "public body" by the Act are hereby delegated to the county's purchasing agent. Further, the purchasing agent shall exercise all responsibilities imposed upon the position of county purchasing agent by state law. (f) The purchasing agent may establish written policies for barring contractors or suppliers from providing particular types of supplies, services, insurance or construction on the basis of evidence of unsatisfactory performance, or violation of federal, state or local laws, ordinances or regulations pertaining to procurement. Such policies shall be adopted by the Board of Supervisors prior to their implementation. 2. That the currently existing Chapter 17 PROCUREMENT CODE, comprising Sec. 17 -1 through 17-159 shall be repealed. 3. That this Ordinance shall be effective from the date of its passage. On motion of Supervisor Flora to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None July 11, 2006 577 1.b Reauest to aDDrove the Procurement Policv Manual for the County of Roanoke. (Rebecca E. Owens. Director of Finance) A-071106-4 Ms. Owens stated that the draft Procurement Policy Manual, included in the Board's agenda packet, was formulated reviewing policies of other localities and incorporating those best practices into the proposed policy for the County. She advised that the policy manual addresses the items that were reviewed with the Board in work session on June 13, 2006, and provides for the administration of procurement functions, procurement authority, levels of procurement authority, and any exceptions that were discussed at the work session. She indicated that the proposed changes will allow the procurement staff to manage the increasing workload within existing staff levels, and provide departments with increased efficiency while continuing to be stewards of the taxpayers'money. She stated that these changes have been reviewed by the County's external auditors, KPMG, LLP, and they did not object to the changes. Ms. Owens advised that strong internal controls are critical and essential to the success of any program. She outlined the following programs that are currently in place and will continue into the future: (1) security system within the Purchasing Department; (2) audits of departmental purchases are conducted by Accounting Department staff; (3) audits of random purchases for purchasing cards are conducted by Accounting Department staff; (4) extensive training is provided for all departments and upon approval of the policy, training will be provided to staff in late August 2006; (5) 578 July 11 , 2006 annual audit by external auditors, KPMG, LLP. Ms. Owens advised that staff recommends approval of the procurement policy manual. Supervisor Flora noted that the School Board adopted Roanoke County's procurement policy by reference, and he requested that staff ensure that the School Board and staff are aware of these revisions. Ms. Owens advised that she has worked with Penny Hodge, Assistant Superintendent of Finance for the schools, during the development of these policies. She indicated that the schools will also be included in the training schedule. Supervisor Wray moved to approve the staff recommendation (approve the Procurement Policy Manual). The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None IN RE: APPOINTMENTS .L Parks. Recreation. and Tourism Advisory Commission (Appointed !rl District) Chairman Wray advised that Supervisor Church has nominated David Watt, Catawba Magisterial District, to serve a three-year term that will expire on June 30, 2009. He indicated that confirmation of this appointment has been placed on the consent agenda. July 11 , 2006 579 Supervisor Flora advised that he has been unable to contact his nominee for the Hollins District vacancy; however, he indicated that he will have an appointee in place by September 1. 2. Buildina Code Board of Adiustments and Appeals (Fire Code Board of Appeals) Chairman Wray advised that Larry W. Degen, alternate member, has indicated that he is willing to serve an additional four-year term that will expire on July 28, 2010. He indicated that confirmation of this appointment has been placed on the consent agenda. 3. Social Service Advisory Board Supervisor Wray advised that his four-year term as Board liaison will expire on August 1, 2006. He advised that he would like to serve an additional term, and requested that the Clerk place his name on the consent agenda for confirmation at today's meeting. IN RE: CONSENT AGENDA R-071106-5; R-071106-5.b; R-071106-5.c; R-0711 06-5.d Supervisor Altizer moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None 580 July 11 , 2006 RESOLUTION 071106-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM 1- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for July 11, 2006, 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 3, inclusive, as follows: 1. Approval of minutes - June 27,2006 2. Confirmation of committee appointments 3. Resolutions of appreciation to the following individuals upon their retirements: (a) Michael W. Dull, Police Department, following twenty-nine years of service (b) William D. Patsel, Sheriff's Office, following twenty-four years of service (c) Alicia Foliaco, Community Development Department, following eighteen years of service 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 Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altize-r, Flora, Wray NAYS: None RESOLUTION 071106-5.b EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO MICHAEL W. DULL, POLICE DEPARTMENT, UPON HIS RETIREMENT AFTER TWENTY-FIVE YEARS OF SERVICE WHEREAS, Officer Dull was employed by Roanoke County from April 1980 until August 1984, and July 1985 until June 30, 2006; and WHEREAS, Officer Dull began his career as a Deputy Sheriff in the Sheriff's Office and was one of the original members of the Police Department which was established in 1990; and WHEREAS, Officer Dull has served as a police officer, member of the Special Weapons and Tactics (SWAT) Team, Field Training Officer, Evidence Custodian and Technician, and was appointed as a School Resource Officer in 2004; and WHEREAS, Officer Dull retired from Roanoke County on July 1, 2006, after twenty-five years and five months of service; and WHEREAS, Officer Dull was a capable and experienced technician as shown by his precise collection of evidence and the laboratory examinations requested, and he July 11, 2006 581 was respected for his abilities in these areas by his peers and the staff at the laboratory; and WHEREAS, Officer Dull processed the scene and collected evidence for many of the high-profile murder cases in Roanoke County, and his skills and abilities led to convictions in those cases; and WHEREAS, Officer Dull, while serving as the School Resource Officer at Cave Spring High School, was very adept at building relationships with both students and the staff; and WHEREAS, Officer Dull, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MICHAEL W. DULL for more than twenty-five years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None RESOLUTION 071106-S.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO WilLIAM D. PATSEl, SHERIFF'S OFFICE, UPON HIS RETIREMENT AFTER TWENTY-FOUR YEARS OF SERVICE WHEREAS, Deputy Sheriff Patsei was first employed by Roanoke County on February 16, 1982, in the Sheriff's Office; and WHEREAS, Deputy Sheriff Patsel served the citizens of Roanoke County in the capacities of Corrections Deputy, Uniform Patrol Deputy, Transportation Deputy, and many other job assignments; and WHEREAS, Deputy Sheriff Patsel retired from Roanoke County on June 1, 2006, after twenty-four years and five months of service; and WHEREAS, Deputy Sheriff Patsel received a Commonwealth Public Safety Medal of Valor from the Lieutenant Governor in 1998 for performance above and beyond the call of duty involving extraordinary valor in the face of grave danger, at great personal risk; and WHEREAS, Deputy Sheriff Patsel, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 582 July 11, 2006 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to WILLIAM D. PA TSEL for more than twenty-four years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None RESOLUTION 071106-S.d EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO ALICIA FOLlACO, COMMUNITY DEVELOPMENT DEPARTMENT, UPON HER RETIREMENT AFTER EIGHTEEN YEARS OF SERVICE WHEREAS, Alicia Foliaco was employed by Roanoke County on a temporary basis from January 11, 1988, until June 30, 1993, as an Engineering Aide and became a full-time employee of the Community Development Department on July 1, 1993; and WHEREAS, Ms. Foliaco retired from Roanoke County on July 1, 2006, after eighteen years and six months of service, as an Engineering/GIS Technician II; and WHEREAS, Ms. Foliaco was a member of the team that completed the conversion of the hand-maintained tax maps into a digital format and also had a major role in the implementation of the Geographic Information System; and WHEREAS, Ms. Foliaco, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to ALICIA FOLlACO for more than eighteen years of capable, loyal, and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None July 11, 2006 583 IN RE: REQUESTS FOR WORK SESSIONS .1:. Review of proposed work sessions to be held ~ the Board of Supervisors. (Elmer C. Hodae. County Administrator) Mr. Hodge reviewed the schedule of upcoming work sessions which included the following: (1) Joint meeting with the Planning Commission to discuss amendments to the erosion and sediment control ordinance; (2) Mandatory training on the National Incident Management System (NIMS) which must completed prior to September 1; (3) Joint meeting with Roanoke County School Board to discuss capital planning; and (4) Parks, Recreation and Tourism Master Plan. Supervisor Wray requested that Mr. Hodge set a date for the joint meeting with the School Board. There was a consensus of the Board to schedule the work sessions as indicated on the summary sheet provided in their agenda packet. 2. Reauest to schedule !!. work session on July 25. 2006. to discuss proposed amendments to the Roanoke County Code. Chapter 8.1. Erosion and Sediment Control: and to discuss conditional zonina and proffered conditions. (Arnold Covey. Director of Community Development: Paul Mahoney. County Attorney) There was a consensus of the Board to schedule the work session on July 25, 2006. 584 July 11, 2006 IN RE: REPORTS Supervisor Flora moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None 1:. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Continaency 4. Future Debt Payment Reserve WORK SESSIONS IN RE: 1. Work session to discuss uparades to the County's Geoaraphic Information System (GIS) capabilities. (Teresa Hall. Public Information Officer: Elaine Carver. Director of Information Technoloay: Arnold Covey. Director of Community Development: Billy Driver. Director of Real Estate Valuation) The work session was held from 4:33 p.m. until 4:50 p.m. Ms. Hall advised that changes to the Geographic Information System (GIS) data contained on the County's website will occur on August 1. She indicated that the technological improvements will benefit County staff and the citizens. She recognized the following staff members who were present at the meeting: Billy Driver, Director of Real Estate Valuation; Myra Williamson, Real Estate Technology Support; Arnold Covey, Director of July 11, 2006 585 Community Development; Gary Coleman, GIS Coordinator; Todd Booth, Engineering/GIS Technical Supervisor; Elaine Carver, Director of Information Technology; and James Martin, System Analyst. Mr. Martin provided a demonstration of the new GIS technology and the upgraded features it includes such as boundary information, FEMA floodplain data, lot line dimensions, aerial photography, zoning, etc. He indicated that this technology is consistent with what is currently being used in Roanoke City and the City of Salem. Ms. Hall outlined the following steps which are being taken to inform staff and the citizens of these upgrades: (1) an educational segment is being developed for Roanoke Valley Television; (2) in-house staff training has been conducted; and (3) a brochure has been developed to highlight the changes. Supervisor Wray suggested that the presentation made to the Board tonight also be shared with the Civic Leagues at their next meeting. Mr. Martin reported that Adobe Acrobat (pdt) files of each tax map have been created, thereby making it easier for citizens to print copies of tax maps online. He also noted that the WHIP viewer will no longer be needed in order to utilize this program. 2. Work session to Drovide .@!l uDdate on the Reaional Greenway Plan. (Liz Belcher. Roanoke Valley Greenway Coordinator) The work session was held from 4:51 p.m. until 5:10p.m. The following individuals were present for the work session: Liz Belcher, Greenway Coordinator; 586 July 11, 2006 Shane Sawyer, Regional Valley Alleghany Regional Commission; Don Witt, Roanoke County representative on the Roanoke Valley Greenway Commission; and Lucy Ellett, Chair of the Roanoke Valley Greenway Commission. Ms. Belcher advised that the Greenway Plan was initially developed in 1995 with 51 routes throughout the Valley. She outlined the initial priorities and advised that since that time, staff has worked on all of the trails with the exception of Route 24 to the Blue Ridge Parkway. She stated that the County took the initiative in building the Garst Mill Greenway, which opened in 1997. The Hanging Rock Battlefield Trail followed in 1999, as well as the Wolf Creek Greenway in 1999 and 2001. Ms. Belcher advised that the Greenway update process began in July 2005 and that through a partnership with the Roanoke Valley Alleghany Regional Commission, they were awarded a grant totaling $73,000 from the Virginia Department of Transportation (VDOT) for the purpose of updating the 1995 Greenway Plan. A steering committee was formed in fall 2005 and LandDesign was selected as the project consultant. She indicated that the steering committee is comprised of representatives from the following areas: County of Roanoke, City of Roanoke, City of Salem, Town of Vinton, Roanoke Valley Greenway Commission, Pathfinders for Greenways, VDOT, and the Roanoke Valley Alleghany Regional Commission. Ms. Belcher reported that LandDesign will conduct an analysis of the organization, implementation and funding options, and planning assistance. A public input meeting was held in February 2006 with approximately 200 citizens in attendance. She advised that key person interviews were July 11, 2006 587 conducted in April 2006, and a second public input meeting was held in June 2006. Key issues noted by the public were the following: (1) prioritize routes to better focus efforts to get greenways on the ground, with the first priority being the Roanoke River Greenway; (2) promote connectivity between greenways and other activity centers/destinations; (3) provide additional greenway information such as signage, mapping, and kiosks; (4) provide amenities such as trash bins, restrooms, signs, and benches; (5) increase publicity and promotion of greenways (i.e., races, special events); (6) promote sponsorship by corporations and adoption by neighborhoods; and (7) recognize greenways as an economic generator. Ms. Belcher advised that the interview process indicated that citizens would like to see the following interests addressed in the Greenway Plan update: public education; increased publicity; shared vision; cooperation; better planning; and strategic funding. She outlined the following challenges that respondents feel need to be overcome before developing a strong regional greenway network: funding; accountability; education; consistent goals and objectives; cooperation and coordination; and maintenance. She noted that Novozymes Biologicals, Inc. has pledged corporate support which includes $250,000 over 5 years, volunteer support, product donations, marketing assistance, and assistance developing other corporate support for the greenways. She advised that the first $50,000 contribution is dedicated to finishing the bridge on the Green Hill Park Greenway. 588 July 11, 2006 Ms. Belcher reported that public input indicates the following priorities: finish the Roanoke River Greenway in five years; create an aggressive land acquisition program to obtain right-of-ways; funding (increase local government contributions; aggressively seek corporate donations; and consider a greenway and trail bond issue). She referenced the survey that was recently completed for the Parks, Recreation and Tourism Master Plan, and she indicated that greenways and trails were the top facilities requested by respondents. Based on the input received, Ms. Belcher advised that the top priority is completion of the Roanoke River Greenway from Spring Hollow to Back Creek. She indicated that priority #2 is completion of the north to south routes (Blue Ridge Parkway, Hanging Rock and Masons Creek, Tinker Creek, Wolf Creek, and Lick Run) within five to ten years. Priority #3 is completion of other off-road routes such as Mudlick/Garst Mill, Glade Creek, Read Mountain, and Murray Run within five to ten years. Other greenways will be completed as opportunities arise. She advised that the consultants will provide a business plan in August, and she emphasized the need to focus on the five-year completion time frame to defray rising construction costs. IN RE: ADJOURNMENT Chairman Wray adjourned the meeting at 5:11 p.m. July 11, 2006 589 IN RE: SITE TOURS 1. Drive-by tour of the new Public Safety Center and tour of potential sites for land bankina: (Elmer C. Hodae. County Administrator) a. Garaae b. Fire station f:. Parks. Recreation & Tourism The Board participated in site tours following the meeting from 5:25 p.m. until 7:05 p.m. Submitted by: Approved by: lJj~Qd~' aJhJ/tJ Diane S. Childers, CMC Clerk to the Board , fY)~ Q. W Michael A. Wray ~ Chairman 590 July 11, 2006 (This page left intentionally blank)