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HomeMy WebLinkAbout9/12/2006 - Regular September 12, 2006 731 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 September 12, 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 September, 2006. IN RE: CALL TO ORDER Chairman Wray called the meeting to order at 3:05 p.m. The roll call was taken. Supervisor McNamara arrived at 3:07 p.m. 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; Mary V. Brandt, Acting Clerk to the Board; Teresa Hamilton Hall, Public Information Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Quintin White, St. John's AME Church. The Pledge of Allegiance was recited by all present. Chairman Wray recognized Matt Sibley from Scout Troop 236 and three students from Radford University. 732 September 12,2006 REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge requested that Item E-1 be added to new business as follows: Request to authorize County staff to develop a public-private partnership agreement with English Construction Company to open a new business park and to identify a location for a proposed new public recreation center within the boundaries of the new business park. There was consensus of the Board to add the item. IN RE: IN RE: A-091206-1 NEW BUSINESS 1:. Reauest to authorize County staff to develoD ! Dublic-Drivate DartnershiD aareement with EnaUsh Construction COmDany to ODen ! new business Dark and to identify ! location for! DroDosed new DubUc recreation center within the boundaries of the new business Dark. (Elmer C. Hodae. County Administrator) Mr. Hodge advised that Doug Dalton, President of English Construction Company, and Ray Booth, also with English Construction, were present as well as Frank Cox, an architect for their firm from Charlottesville, Virginia. He indicated that Pete Haislip, Director of Parks, Recreation, and Tourism, and Doug Chittum, Director of Economic Development, were also present to answer questions. Mr. Hodge reported that the property under consideration consists of approximately 200 acres located behind the Valleypointe development adjacent to the September 12, 2006 733 intersection of Interstates 81 and 581 making it a prime location for a business park. He advised that this is a good opportunity since the County has worked for many years to promote the development of this site. He stated that the development of this site as a business park was included in the Economic Development Department's 2003 business plan. Further, the Board recognized the significance of this project and allocated $500,000 in the 2003 budget for this purpose. This project was also included in the Capital Improvement Program (CIP) for that year. He noted that the $500,000 appropriation is still in the account. Mr. Hodge reviewed the Valleypointe Business Park expansion in the CIP. He added that County staff has had discussions with English Construction in the past regarding the development of this property; however, he reported that English Construction had decided not to proceed with the property's development in the past due to the lack of a suitable anchor to attract businesses. Mr. Hodge advised that Mr. Daltons views the public recreation center as an anchor for the business park and that the County was being given its choice of several sites including the site nearest the intersection of the two interstates where the park's main entrance would be located. The recreation center would provide a marketing tool for the business park. He reported that an asphalt plant currently occupies a portion of the property. He advised that English Construction has not been willing to develop the site without an anchor, and he added that the recreation center could be that anchor. 734 September 12,2006 Mr. Hodge advised that the Board has discussed the construction of a public recreation center and that a recreation center is included in the recent Parks, Recreation, and Tourism Master Plan. He distributed a copy of the CIP for fiscal years 1996-2000 to the members of Board and noted that it also contained plans for a recreation center. He advised that a public recreation center has been a part of the County's CIP for the last 10 years and stated that initially, a 40,000 square foot building was projected that included the following: swimming pool, fitness area, multi-purpose programs, and a gymnasium at an estimated cost of $6 million. Mr. Hodge stated that the 1996-2000 CIP contained a notation indicating that the recreation center project was included in the County's Comprehensive Plan. He advised that there is strong demand for a recreation center as supported by the recently completed Parks, Recreation, and Tourism Master Plan citizen survey. Mr. Hodge advised that after the Board gives its authorization, staff will work with English Construction over the next 60 to 90 days to create a public-private partnership agreement to develop a new business park and to identify a location for a recreation center within the boundaries of the business park which would be brought to the Board for approval. He stated that the business park will bring new jobs, increase the tax base, and should generate sufficient revenue to pay for the recreation center. He reported that Mr. Dalton is willing to undertake the recreation center as a Public- Private Educational Facilities and Infrastructure Act (PPEA) proposal. September 12, 2006 735 Mr. Dalton advised that he purchased the original 180-acre portion of the property in 1985 with the idea of developing a quality business park that would serve as a marquee entrance to the Roanoke Valley. He stated that he has had opportunities in the past to develop the property but he did not pursue those opportunities because they did not conform to his vision. He added that the recreation center will be the anchor he needs to market the business park. Mr. Dalton advised that he is willing to work with the County as a partner in the property's development including the recreation center. Supervisor Wray inquired if it was correct that there is an asphalt plant on the property and how it would affect the project. Mr. Dalton responded that there is an asphalt plant on the property and how best to incorporate the plant is still under consideration. He added that the plant may have to be moved to another site. Supervisor McNamara inquired if Mr. Hodge had brought the current CIP project rankings to the meeting to enable the Board to review the proposed recreation center in context with the other projects on the list. Mr. Hodge responded that he did not have that information with him. Supervisor Church stated that the property was in a good location, but he requested further information on the status of the asphalt plant. Mr. Hodge stated that it may be necessary to relocate the asphalt plant to a different site within the business park or to move it to another location. Mr. Dalton advised that he has additional properties, one of which might be suitable for the asphalt plant should it become necessary to move it out of the business park. 736 September 12, 2006 Supervisor Church requested clarification regarding the magisterial district in which the business park would be located. He noted that Valleypointe bordered both the Catawba and Hollins Districts. Mr. Hodge responded that the property is in the Hollins District. Supervisor Flora asked if the County was required to issue a request for proposals when a proposal is received under the PPEA process. Mr. Hodge responded affirmatively. Mr. Mahoney advised that the PPEA process has not changed regarding the competitive elements of the process. Supervisor Flora advised that he wanted to make the point that the process is a competitive one. Mr. Hodge stated that he plans to work within the CIP and the Parks and Recreation Master Plan on the recreation center regardless of its financing, and he advised that the Parks and Recreation Master Plan will be presented to the Board at the September 26 meeting. Supervisor Flora stated that this property is unique in its accessibility and its beauty and that the best use for this site is business and not industry. He stated that Mr. Dalton's proposal would create one of the best business parks in Southwest Virginia and that the recreation center is a natural fit at this location. Supervisor Flora added that the finances for the project look promising but they will need further review. Supervisor Altizer inquired what the status of the project would be in 60 to 90 days. Mr. Hodge responded that the geotechnical and master plan for the business park would be prepared during that time. He added that Mr. Chittum has been in September 12,2006 737 contact with potential prospects for the business park who are waiting to see if the development moves forward. Mr. Hodge reported that in conjunction with the work on the business park, staff will also begin work on the development of the recreation center. Once that has been accomplished, the two projects will be brought back to the Board with financing alternatives. Supervisor Altizer advised that the site is ideal for a business park as well as a recreation center. He added that a sports marketing program would complement the recreation center and create new opportunities to bring people to the Roanoke Valley as well as improve the quality of life for the citizens. Supervisor Church stated that he concurred with Supervisor Altizer regarding the site's suitability, but he added that the project's financing will need close scrutiny. He advised that he did not want the project financed with a tax increase. Supervisor Church stated that the citizens need to know they will be receiving a genuine benefit from this project and that taxes will not be increased. Mr. Hodge agreed that one of the project's parameters will be to finance it without a tax increase. He added that the Board has directed staff to land bank and that this is a good opportunity to acquire a prime location for a recreation center as well as develop a business park. Chairman Wray advised that there were two citizens signed up to speak under citizen comments, and he inquired if they wished to speak at this time. 738 September 12, 2006 Barbara Duerk, 2607 Rosalind Avenue, advised that the September/October issue of Roanoker Magazine contained an article concerning the status of the Roanoke River Greenway that included a portion of the recent Parks and Recreation citizen survey pertaining to County greenways. Ms. Duerk reported that the survey indicated strong support for greenways and recapped the progress of greenway construction in Roanoke County to date. She requested that the Board support the completion of the Roanoke River Greenway within 5 years. She added that the greenways are constructed by volunteers but that funding is needed. Ms. Duerk requested that the Board allocate the necessary funding for the completion of the County's portion of the Roanoke River Greenway. Bob Peckman, 8131 Webster Drive, advised that he lives in the Hollins Magisterial District near the proposed business park. He advised that he had also read the greenways article in the September/October issue of Roanoker Magazine. He stated that the City of Roanoke is further along with the construction of greenways, and he stated that Roanoke County needs more outdoor recreation spaces including greenways. He requested that the Board allocate funding and manpower to the Roanoke County greenways program. Supervisor McNamara advised that the development of the property behind Valleypointe has been under discussion for years and that it is an excellent location for a business park. He further advised that he does not plan to support the motion. He stated that this no vote is due to the inclusion of the recreation center in the September 12, 2006 739 scope of the project rather than a lack of support for the proposed business park. He indicated that the recreation center will cost approximately $20 to $30 million and that the center's financing needs further review. Supervisor McNamara reported that the Board is moving forward with the recreation center before completing work on the Parks and Recreation Master Plan. He added that the recreation center's benefits have not been established when compared to the existing recreational facilities in the Roanoke Valley. Supervisor McNamara requested that a spreadsheet comparing the facilities seen by the Board during their tour of St. Louis with the facilities in the Roanoke Valley be prepared for the Board's review. He noted that a recreation center was not one of the top ranked projects in the CIP, and he stated that the Board should adhere to the CIP. Supervisor McNamara advised that the CIP was developed to enable the County to finance capital projects without the necessity of borrowing funds. He added that this project is a complete departure from that process. Supervisor Wray inquired if the two projects could be considered separately so the business park could move forward. Mr. Hodge advised that the City of Roanoke has two recreation centers in their master plan and that this type of facility does not compete with the private sector. Mr. Hodge further advised that the County had discussions with Mr. Dalton concerning the development of a business park three years ago when the County was deciding on a site for the new Public Safety Center. When the County selected another location, Mr. Dalton decided not to move forward with the business park. Mr. Dalton added that the recreation center will be the anchor 740 September 12, 2006 for the business park and used to attract prospects. He advised that his firm is only asking for the opportunity to investigate the possibility of developing the project in partnership with the County. Supervisor Wray inquired again if the two aspects of the project could be separated. Mr. Dalton replied that in order to attract business prospects, the park needs an anchor and that will be the function of the recreation center. He added that his firm is willing to invest the time and money to find out if this project is viable. Supervisor Altizer advised that the Board will have the opportunity to make a final decision regarding the project after the preliminary work has been completed. He added that this was the process the Board used for the Public Safety Center and the new regional jail. Supervisor Church advised that the proposed development has the potential to positively impact the County and that the location is ideal for the recreation center. He added that the Board will still have the right to deny the project at a later date and that more information is needed prior to making the final decision. He advised that this development, if successful, could provide an identity for the County. Mr. Dalton advised that the business prospects he has contacted about this project were interested. He added that enhancing or moving the asphalt plant and including the recreation center as a value-added feature will engender the success of the project. Supervisor Wray inquired if the Board decides to move forward with only one portion of the project as a PPEA, would English Construction still be interested in September 12, 2006 741 working with the County. Mr. Dalton responded that he would be wiliing to work with the County to develop the recreation center on this property exclusive of the business park if that was the Board's decision. Supervisor Flora advised that this is an opportunity worth examining further. If the project is feasible, it will enable the County to build the recreation center for approximately half the cost using more traditional methods. Supervisor Flora advised that he would move the staff recommendation at the conclusion of the discussion. Supervisor McNamara inquired why a motion was necessary to continue developing the project using the PPEA process. Mr. Hodge reported that given the scale of the project, he wanted direction from the Board. Supervisor Church advised that if the Board does its homework right, this project will work and pay for itself. Supervisor Wray suggested that the Board tour local recreational facilities in the Valley to help determine the necessity for a recreation center. Mr. Dalton advised that a business park is the best use of the property; but he added that to develop it successfully, the park will require an anchor to be attractive to businesses and that he hopes the anchor will be the recreation center. Supervisor Flora moved to approve the staff recommendation (authorize proceeding with the development of a public-private partnership agreement with English Construction Company to open a new business park and identify a location for a 742 September 12, 2006 proposed new public recreation center within the boundaries of the new business park). The motion carried by the following recorded vote: AYES: Supervisors Church, Altizer, Flora, Wray NAYS: Supervisor McNamara Supervisor McNamara advised that he was voting no with the comment that the Board needs to continue to study the concept of a County recreation center and that he cannot give his approval to a recreation center without further review. Supervisor Wray agreed that further information will be required prior to the Board's final decision. IN RE: FIRST READING OF ORDINANCES 1.:. First readina of an ordinance to vacate. auit-claim and release! 15' width drainaae easement and ! variable width waterline easement dedicated in Plat Book 28. Paae 128. and to accept dedication of ! new 15' width drainaae easement and new variable width waterline easement over property currently owned ID! R. Fralin Development Corporation located in the Hanaina Rock Terrace Subdivision. Catawba Maaisterial District. (Tarek Moneir. Deputy Director of Development Services) Mr. Moneir advised that this is the first reading of an ordinance to vacate, quit-claim and release a 15' width drainage easement and a variable width waterline easement and to accept dedication of a new 15' width drainage easement and new September 12, 2006 743 variable width waterline easement over property currently owned by R. Fralin Development Corporation located in the Hanging Rock Terrace Subdivision in the Catawba Magisterial District. He reported that this request is being made to protect a creek adjacent to the property. He further advised that staff has reviewed the proposed realignment and has determined the petition will not have any adverse impact on drainage in this location. The Western Virginia Water Authority (yVVWA) has also reviewed the proposed realignment and has found no adverse impacts. He reported that the property owners will pay the associated costs. In response to an inquiry from Supervisor Church, Mr. Moneir advised that this property is in the portion of the development currently under construction and is located approximately one mile west of the boundary with Salem. He added that this is an appropriate request. Supervisor Church moved to approve the first reading and set the second reading and public hearing for September 26, 2006. The motion carried by the following recorded vote: AYES: NAYS: Supervisors McNamara, Church, Altizer, Flora, Wray None 2. First readina of an ordinance authorizina the acauisition of certain real estate from Len Deshano and Dorothy Deshano consistina of aDDroximately ~ acres for future County use. Hollins 744 September 12, 2006 Maaisterial District. (Anne Marie Green, Director of General Services) Ms. Green advised that Roanoke County is in the process of obtaining parcels of land for several important projects, including a new County garage and an additional North County fire station. She stated that on July 13, the County entered into an option agreement with Len DeShano and Dorothy DeShano, owners of an 8-acre tract of land bordered by Hershberger and John Richardson Roads in Roanoke County. She further advised that the property is currently assessed at $365,000. Ms. Green reported that the County paid $5,000 to the Deshanos as a deposit towards the sale price of $415,000. She added that the County requested 45 days to perform geotechnical and environmental assessments of the property and that the option was verbally extended until September 27 in order to allow the County to complete the necessary assessment work and hold two readings of the ordinance. Ms. Green advised that the Board had the opportunity to view the site during a tour earlier in the summer. She stated that the property has enough buildable space for either a County garage or a fire station, although it is not large enough for both facilities. It is currently zoned C2, which is appropriate for a fire station; however, it will have to be rezoned to 11 to construct a County garage. She added that it is well positioned for either facility due to its proximity to the intersection of Plantation and Hershberger Roads and that it has the potential for two entrances, one onto Hershberger Road and one onto John Richardson Road. September 12, 2006 745 Ms. Green advised that the geotechnical and Phase I environmental reviews did not indicate any serious problems with the property, although further testing will be required to determine costs for site preparation. She reported that the County has issued a request for proposals for an architectural and engineering firm to help design and prepare cost estimates for a facility on the site and that the proposals are due back September 20. She further advised that the preliminary design phase for the project is scheduled to be completed in January 2007, with the final design to be finished in the spring, and the project bid out in the early summer of 2007. Ms. Green advised that staff has met with the WVWA to discuss a long- term contract for the maintenance and repair of its fleet. She reported that having the WVW A as a customer will allow the County to set a rate structure to meet the costs of building and operating the facility. She added that once the terms have been negotiated, the contract will be brought back to the Board for approval. Ms. Green reported that funds for the purchase of this property have been set aside in a capital account for construction of a new County garage. She requested that the Board approve the first reading of the ordinance and set second reading on September 26, 2006. Supervisor Flora moved to approve the first reading and set the second reading for September 26, 2006. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray 746 September 12, 2006 NAYS: IN RE: None APPOINTMENTS 1. Buildina Code Board of Adiustments and Appeals (Fire Code Board of Appeals) The Clerk was directed to contact Mr. Williams to see if he is willing to serve an additional four-year term. 2. Capital Improvement Proaram (CIP) Review Committee (Appointed !rl District) Supervisor Church advised that Mr. Harvey is willing to serve an additional one-year term, and confirmation of this appointment has been placed on the consent agenda. 3. Grievance Panel The Clerk was directed to contact Ms. Anderson and Mr. Garlow to see if they are willing to serve an additional three-tear term. IN RE: CONSENT AGENDA R-091206-2 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 September 12, 2006 747 RESOLUTION 091206-2 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 September 12, 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 4, inclusive, as follows: 1. Approval of minutes - August 16 and August 22, 2006 2. Confirmation of committee appointment 3. Resolution of appreciation to Bobby R. Richardson, Sheriff's Office, upon his retirement after twenty-three years of service 4. Request from the schools to accept and appropriate reimbursements in the amount of $416 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, Altizer, Flora, Wray NAYS: None RESOLUTION 091206-2.b EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO BOBBY R. RICHARDSON, SHERIFF'S OFFICE, UPON HIS RETIREMENT AFTER TWENTY-THREE YEARS OF SERVICE WHEREAS, Bobby R. Richardson was first employed by Roanoke County on December 16, 1982, as a Deputy Sheriff in the Corrections Division and Court Services; and WHEREAS, Deputy Sheriff Richardson retired from Roanoke County on September 1, 2006, after twenty-three years and nine months of service; and WHEREAS, Deputy Sheriff Richardson was a member of the Emergency Response Team from December 2, 1989, through October 1, 1995, and received law enforcement certification through the Sheriff's Office; and WHEREAS, the public safety of Roanoke County citizens is assured by dedicated employees such as Deputy Sheriff Richardson; and WHEREAS, Deputy Sheriff Richardson is highly respected by his co-workers in the Sheriff's Office for his dedication and teamwork; and 748 September 12, 2006 WHEREAS, Deputy Sheriff Richardson, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens by maintaining a safe and secure environment in the Roanoke County-Salem Jail and the Roanoke County Courts. . 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 BOBBY R. RICHARDSON for more than twenty-three 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 IN RE: CITIZENS' COMMENTS AND COMMUNICATIONS 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 ~ General Fund UnaDDroDriated Balance 2. CaDital Reserves 3. Reserve for Board Continaencv 4. Future CaDital Proiects 5. Statement of the Treasurer's accountabilitv Der investment and Dortfolio Dolicv as of Auaust 31. 2006 September 12, 2006 749 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: (1) He read a letter to the editor recently published in the Roanoke Times commending a Roanoke County police officer for his handling of a situation involving the author's teenage son who had snuck out of the house late one evening to walk the streets with some friends. He reported that this officer had taken the time to explain the dangers of the situation to the teens before notifying their parents. He added that with the aid of Assistant Police Chief Donna Furrow, he had identified Greg Branch as the officer. He asked Assistant Chief Furrow to express his thanks and the Board's appreciation to Officer Branch. (2) He reported that yesterday was the fifth anniversary of the September 11 terrorist attack, and that Americans should never take for granted the freedoms we have in this country or the work performed by our public safety responders. (3) He thanked the military for their efforts to keep this country safe, and he stated that he prays that a terrorist attack such as September 11 will never happen again. Supervisor Altizer: (1) He reported that he had received several complaints in his district cOi1cerning trash cans not being taken in promptly. He asked what the County code requires regarding trash can pick up. Ms. Green responded that it depends on the zoning. In residential areas zoned R1 or R2, the can must be removed from the curb within 24 hours; however, there is no time limit in other zoning areas. She advised that any changes in this policy would need to be made by the Board. She added that Solid Waste receives the most complaints in subdivisions. She 750 September 12, 2006 reported that if the complaint is within a residential area that requires that the can be taken in, Solid Waste sends a letter requesting compliance; if that does not work, they will either stop refuse pickup which is usually effective or begin legal action. (2) He requested that Mr. Hodge meet with him after the meeting to discuss radar coverage in his district. Supervisor Flora: (1) He advised that he attended the memorial service for the September 11 terrorist attack and that the service had been very impressive. He commended the emergency services personnel for the great job they did organizing the event and noted that there was a large crowd. Supervisor McNamara: (1) He reported that he was unable to attend the September 11 memorial service due to a scheduling conflict and that he has wanted to attend. He added that he appreciates all that public safety personnel do for the citizens. Supervisor Wrav: (1) He stated that he participated in the September 11 memorial service and that it had been a very moving experience. He thanked all the jurisdictions for coming together for the event. He added that terrorism is not a single event, and that we all have to work together to be ready for emergencies. (2) He reported that there will be a community meeting Wednesday, September 13, at Clearbrook Elementary School regarding a proposed development in the area. The meeting will begin at 6 p.m. to allow interested citizen's time to review the plans and maps before a formal presentation at 7 p.m. September 12, 2006 751 IN RE: CLOSED MEETING At 5:00 p.m., Supervisor Wray moved to go into closed meeting following the work session pursuant to the Code of Virginia Section 2.2-3711 A (3) discussion or consideration of the acquisition of real property for public purposes; and Section 2.2- 3711 A (5) discussion concerning a prospective business or industry where no previous announcement has been made. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None IN RE: WORK SESSIONS 1:. Work session to discuss the ill!!!. Southwest County Librarv. (Diane D. Hvatt. Chief Financial Officer: Diana Rosapepe. Director of Libraries) The work session was held from 5:15 p.m. until 6:02 p.m. Staff members present were Diane Hyatt, Chief Financial Officer, and Diana Rosapepe, Director of Library Services. Members of the Library Board present were Sheryl Ricci, Lisa Boggess, and Phyllis Amos. Ms. Hyatt advised that the purpose of the work session was to introduce the design team, to review the site selection and design processes, and to present the project's timeline. She introduced David Holzheimer and Peter Bolek of Holzheimer Bolek Architects, LLC, and Ricky Lawrence from Oliver, Webb, Pappas, and Rhudy, (OWPR). Ms. Hyatt advised that after the request for proposals went out, the selection 752 September 12, 2006 team did extensive research on the firms that responded including site visits. Holzheimer Bolek was selected because of its extensive experience in library design and their ability to combine innovative design with functionality. Mr. Holzheimer presented the firm's background in library design and its approach to the design process. He advised that his firm is pleased to be working with OWPR, a well-established Blacksburg architectural and engineering firm with a well- rounded background and extensive experience. He added that his firm views libraries as collaborative projects that need to be cost effective to operate. Ms. Rosapepe reviewed existing conditions of the main library on Route 419. She reported that the main library receives approximately 1,125 visits per day although it is only designed for a maximum of 600 visits per day. She added that the shelves are at maximum capacity and the work areas and hallways are crowded. Ms. Rosapepe reported that library programs are filled to capacity and are held under crowded conditions. She stated that the parking area is frequently filled to over flow conditions. She further advised that the main library is circulating over 500,000 items annually and the building is 35 to 40 percent the size it should be for the volume of traffic it receives. Supervisor Wray inquired if it is correct that the total circulation for the library system is over 1 million items per year. Ms. Rosapepe stated that was correct. Supervisor Wray noted that the main library does 50 percent of the business for the entire library system. Ms. Rosapepe replied that was accurate. September 12, 2006 753 Mr. Bolek reviewed the site selection and design processes for the new library as well as the project timeline. He reported that accessibility is a critical factor for new libraries today. Mr. Bolek added that there are several trends in library design. He advised that the trends for exterior areas include: (1) other facilities on the same site; (2) conveniences such as book drops, drive up windows, and after-hours lockers for material pick up; (3) outdoor spaces with areas for seating, gardening, and/or children's activities; (4) wireless internet access; and (5) environmental and sustainable design elements. He further advised that the trends for interior spaces include: (1) larger entries with. concierge services; (2) circulation space with self checkouts; (3) interconnected administrative spaces; (4) wireless internet access; (5) new technologies such as information commons with computer kiosks and video walls as well as computers. interspersed throughout the library; (6) retail-style spaces to display collections; (7) cafes; (8) community spaces and meeting rooms; (9) separate areas for children, teens, adults, and seniors; and (10) commissioned artwork and/or gallal") spaces. Mr. Bolek advised that the firm would gain a better understanding of which amenities to incorporate in the new library during the site selection process. He reported that the next step is preparing a space needs analysis which documents existing conditions, current requirements, and 5-year and 1 a-year projections. Following the space needs analysis, the team will prepare a planning program which contains more descriptive aspects of the design process. He added that these two 754 September 12, 2006 documents combined produce the planning vignettes which are used to plot out the design's functionality. This process will take place during the next few weeks. Mr. Bolek advised that construction is slated to start in the fall of 2007 and will take approximately 12 to 18 months for completion which is typical for a building of 50,000 to 60,000 square feet. Supervisor Altizer inquired if travel distance is considered when calculating the capacity of a library. Mr. Bolek responded that the firm will take a map of the area and plot out existing facilities and hindrances to calculate acceptable travel distances. He advised that 5 to 10 miles is a common travel radius for a library. Supervisor Altizer inquired if there was a time limit a patron would be willing to travel to reach the library. Mr. Bolek responded that 10 minutes is the approximate travel time limit for most individuals. He added that visibility and accessibility are crucial factors for a successful library. Tarek Moneir, Deputy Director of Development, inquired how the community would be involved in the design process. Mr. Bolek responded that public forums are a part of the process. Supervisor Wray asked if preliminary plans would be available for review in November based on the current schedule. Mr. Hodge reported that site selection wm have an impact on the availability of the plans and that a site ranking should be available soon. Mr. Bolek advised that the analysis and programming will help determine the site. Ms. Hyatt advised that this is the first of a series of work sessions that staff is planning and that site selection will be the subject of a future work session. September 12,2006 755 Mr. Hodge asked if the Board approved the concept. It was the consensus of the Board to proceed with the project. IN RE: CLOSED MEETING The closed meeting was held from 6:14 p.m. until 6:28 p.m. IN RE: CERTIFICATION RESOLUTION R-091206-3 At 6:28 p.m., Supervisor Flora moved to return to open session and adopt the certification resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None RESOLUTION 091206-3 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None 756 September 12, 2006 IN RE: ADJOURNMENT Supervisor Flora moved to adjourn the meeting at 6:28 p.m. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Church, Altizer, Flora, Wray NAYS: None Chairman Wray adjourned the meeting at 6:28 p.m. Approved by: ~~o.GJ~ Michael A. Wray Chairman