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HomeMy WebLinkAbout3/20/2007 - Special March 20, 2007 235 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 March 20, 2007 The Board of Supervisors of Roanoke County, Virginia, met this day atthe Roanoke County Administration Center, this being a special meeting for the purpose of discussing budget development and hearing requests for funding from cultural, tourism, and other agencies for the fiscal year 2007-2008 budget. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:02 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph P. McNamara; Vice-Chairman Richard C. Flora; Supervisors Michael W. Altizer; Joseph B. “Butch” Church, Michael A. Wray MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; John M. Chambliss, Assistant County Administrator; Dan O’Donnell, Assistant County Administrator; Diane Hyatt, Chief Financial Officer; Brent Robertson, Director of Management and Budget; Diane S. Childers, Clerk to the Board; Rebecca Owens, Director of Finance; Holly Salvatore, Budget Manager IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Supervisor Altizer requested the addition of a new business item E-1, request to forward a letter to the Governor regarding House Bill 2707 which pertains to electronic voting equipment requirements and recount procedures. March 20, 2007 236 Supervisor McNamara requested the addition of a closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (7) consultation with legal counsel and briefings by staff pertaining to actual or probable litigation, namely Holrob lawsuit. There was a consensus of the Board to add the above items to the agenda. IN RE: WORK SESSIONS 1. Work session to discuss fiscal year 2007-2008 budget development. (Elmer C. Hodge, County Administrator; Brent Robertson, Director of Management and Budget) (a) Community Development (b) General Services (c) Parks, Recreation and Tourism The work session was held from 3:10 p.m. until 4:18 p.m. The following staff members were present: Elmer C. Hodge, County Administrator; Brent Robertson, Director of Management and Budget; Holly Salvatore, Budget Manager; Arnold Covey, Director of Community Development; Philip Thompson, Deputy Director of Planning; Tarek Moneir, Deputy Director of Development Services; Anne Marie Green, Director of General Services; Jim Vodnik, Assistant Director of General Services; Nancy Duval, Solid Waste Manager; David Anderson, Fleet and Garage Supervisor; Pete Haislip, Director of Parks, Recreation and Tourism; Mark March 20, 2007 237 Courtright, Assistant Director of Parks; and Marcus Ordonez, Assistant Director of Recreation. Community Development Department Budget Presentation: Mr. Covey advised that the Community Development Department is at a major turning point as a result of shifting responsibilities with the Virginia Department of Transportation (VDOT) and the Department of Conservation and Recreation (DCR). He noted that the department has added new programs and activities for development that have resulted in the need to expand the department staff by 38% over the last three years. He provided an overview of the department’s achievements which included the following: (1) completed the reorganization plan for the department; (2) completed digital flood insurance rate maps; (3) completed 12 major stormwater improvement projects, 38 maintenance projects, and 29 emergency repairs of local infrastructure; (4) achieved Class 8 rating in the National Flood Insurance Program’s Community Rating System by the Federal Emergency Management Agency, resulting in a 10% reduction of flood insurance premiums for homeowners; (5) located and recorded approximately 1,400 new structures into the digital storm sewer map; (6) processed contraction plans valued at approximately $136,819,000; (7) issued 2,301 commercial permits and 478 new residential permits; (8) covered a total of 15,844 inspections; (9) processed 317 projects for new subdivision plans, commercial site plans, erosion and sediment control plans, and concept plans; (10) processed 183 small plat and 54 large plat applications March 20, 2007 238 for new subdivisions; and (11) responded to approximately 1,250 zoning-related complaints. Mr. Covey advised that the key issues facing the department are transportation, environmental regulations, and neighborhood revitalizations. He provided the following analysis of each of these issues: Transportation: Mr. Covey reported that the County is faced with major transportation issues that will impact the growth and development of our community. Transportation decisions will have great implications on future land use decisions, economic development and quality of life. Transportation safety, traffic congestion, funding for transportation projects, and the local maintenance of streets are issues the department is facing in the near future. He outlined the following ways in which these issues will impact the department: (1) need for additional staff, training, and equipment: request for one Transportation Planner position and one part-time support staff; (2) staff involvement with the General Assembly (GA) legislative process; (3) study and evaluation of local road maintenance alternatives; (4) identification and evaluation of alternative funding mechanisms for transportation projects; and (5) increasing capacity of existing transportation systems throughout various means such as access management, alternative modes of transportation, etc. Environmental Regulations: In order to comply with the state and federal mandated Clean Water Act regulations, municipalities must develop water quality standards for stormwater runoff. These mandated regulations will impact the operations March 20, 2007 239 of the stormwater management and engineering divisions in the following ways: (1) need for additional staff, training, equipment, and work space: request for one Environmental Engineer position and one part-time support staff; and (2) increase time frames to review development plans. Neighborhood Revitalization: Mr. Covey stated that in Roanoke County, neighborhoods are the backbone of the community. Many neighborhoods were built in the late 1950s, 1960s, and early 1970s. These communities provide an abundant source of good, affordable housing to citizens throughout the region. It is important to preserve the stability of these areas by finding creative ways to maintain property appearances and housing integrity, thereby maintaining property values in these communities. Issues related to maintaining and revitalizing neighborhoods include: (1) need for additional staff, training, equipment, and work space: request for one Neighborhood Planner position and one part-time support staff; (2) aging infrastructure and infrastructure capacity; (3) property maintenance programming; (4) redevelopment plans; (5) excessive occupancy of homes; and (6) understanding of cultural differences. Mr. Covey reported that the total departmental budget increased 3.88% for fiscal year 2008. He noted that some of the line items have increased significantly, while others have been reduced; this is the result of the departmental reorganization which occurred in fiscal year 2006-2007. He also provided an overview of the department’s add-back requests. March 20, 2007 240 In response to an inquiry from Supervisor Wray, Mr. Covey reported that staff has worked through many of the problems with the new land development software, the system is working smoothly, and plan reviews are on time. He stated that plot plan reviews have been implemented for single family residential construction, and the County now requires a plot plan, grading plan, drainage, and erosion and sediment control plan for these projects. Supervisor Altizer inquired about future development of stormwater management and detention ponds and how maintenance of these ponds would be addressed. Mr. Covey advised that as a result of the County’s permits through DCR, as well as the state and federal governments, there will be a requirement to implement more guidelines and increase enforcement efforts. He advised that the County has already implemented an inspection process on existing ponds; however when inspections occur, it will require notification to the homeowners associations responsible for maintaining the facilities. He stated that the County will also be examining elicit discharges from storm sewers and testing of stormwater detention ponds. Supervisor Church inquired about the overall condition of the ponds. Mr. Covey advised that it varies; some ponds require no maintenance, while in other situations, the homeowners association is not even aware of the existence of the stormwater pond. He noted that some homeowners associations retain the services of maintenance crews to maintain their ponds; however, the number of organizations that provide this type of service is declining. March 20, 2007 241 Mr. Hodge advised that staff wanted to provide the Board and the public with information about the cost of doing business. He requested that Mr. Covey provide a comparison of costs for projects today versus 15 years ago. Mr. Covey stated that in the past, staff examined issues such as replacement of pipes due to rust or repairs and this would have cost approximately $10,000 to $15,000. Now that the minor problems have been addressed, staff is examining major water courses and these projects exceed $200,000 in costs, particularly if replacement of culverts is involved. Mr. Hodge inquired about the status of the work load. Mr. Covey reported that the work schedule continues to grow despite the best efforts of staff to manage the process. Mr. Covey also indicated that when projects are on private property, it is best to utilize County crews rather than sub-contractors to ensure a high level of professionalism and quality of work. Mr. Hodge noted that Mr. Covey has requested a piece of heavy equipment in the 2007-2008 budget; however, there was not sufficient funding to meet this need. He further indicated that the Parks, Recreation and Tourism Department also requested equipment that was unfunded in the budget. He stated that if funds are remaining at year-end, he will try to utilize these to purchase the requested equipment. He noted that transportation issues will be a significant priority in the GA next year, and he stated that he would like to have Teresa Becher, Transportation Engineering Manager, to assist with analysis of these issues. He advised that this will be in addition to the responsibilities that are being shifted to counties from VDOT. Mr. Covey March 20, 2007 242 indicated that legislation pertaining to land use issues will be adopted July 1, 2007, and access management/traffic impact analysis will be part of this legislation. He stated that in the future, a majority of rezoning requests will be required to provide a traffic impact analysis and this will require staff to handle these requests. Supervisor McNamara recommended that this work be contracted with an outside firm; however, Mr. Covey advised that there is limited availability in the Roanoke Valley for this type of expertise. There was general discussion with respect to how to address the proposed changes and the impact to the County. Supervisor Flora voiced concerns about using taxpayer funds to make drainage improvements to private property. He stated that he did not support growing County government and taking on the responsibilities of others. He indicated that if this approach is adopted, a fee should be attached to the improvements. Mr. Hodge indicated that the Board will need to re-visit the upcoming changes with respect to transportation issues. He stated that VDOT is reducing staff and when the County initiates new projects, they are being placed on the six-year plan for future funding allocations. He advised that if the County moves a project forward at an accelerated rate, VDOT requires that the County take responsibility for the necessary engineering work. He stated that he feels that the best use of Ms. Becher’s time is to assist with long-range transportation planning. Supervisor McNamara requested that Mr. Hodge prioritize the County’s transportation funding needs, and he indicated that the County is better off now than several years ago. He noted that the March 20, 2007 243 County has retained the services of a legislative liaison to monitor pending actions of the GA, and the County does not need three people in Richmond to keep us apprised of pending legislation. He stated that if the County takes on more responsibility for roads, we will continue to aid the shift from VDOT to us. With respect to the need to purchase new equipment, Supervisor Wray inquired if it is feasible to lease the equipment. Mr. Covey advised that there are substantial fees to haul the equipment, and this makes leasing of the equipment infeasible. General Services Department Budget Presentation: Ms. Green reported that in the 2006-2007 fiscal year, the Board provided funding for a satellite garage facility. She noted that this has made a tremendous difference in the operations of the facility, and she expressed appreciation to the Board for their continued support for a new garage facility. She stated that environmental and geotechnical testing is currently being conducted on the proposed site for the new garage, and this phase will be completed prior to exercising the option to purchase the property. Ms. Green outlined the following initiatives which were achieved in the current year’s budget: (1) expansion of the recycling program with the addition of a drop-off location at Cave Spring Middle School; and (2) capital maintenance projects including roof replacements at the Brambleton Center and Hollins Library, courthouse renovations and upgrades at the Roanoke County Courthouse and Sheriff’s Office. Ms. March 20, 2007 244 Green outlined the following strategic issues facing the department: (1) cost overruns for utilities and fuel in the 2005-2006 budget; (2) problems maintaining sufficient quantities of garbage cans on hand, the cost of the cans is increasing, all new subdivisions require at least one can per home, and the original cans that were purchased when automated service was implemented are now in need of replacement; (3) some of the County facilities need renovation, and the CIP committee acknowledged the need for future funding to meet these needs; (4) the addition of new facilities such as the Public Safety Center require funding to cover the operational costs; (5) the success of the two recycling center drop-off centers is beginning to generate requests for additional locations; and (6) replacement of garbage trucks continues to be a concern and the cost per truck is approximately $200,000. Ms. Green distributed information regarding the department’s upcoming capital maintenance projects and noted that as the County’s buildings age, there will be a need for increased funding to maintain them. She advised that in the last 3 years, $482,179 has been spent for maintenance of County facilities. The total proposed project costs for the next three years totals $3.7 million. She highlighted the needed renovations to the Kessler Mill facility which are projected at $1.5 million. She also provided an overview of the department’s add-back requests. In response to an inquiry by Supervisor Altizer, there was general discussion regarding productivity and accountability measures for the garage. Mr. Anderson advised that staff generates productivity reports that take into consideration March 20, 2007 245 funds received from the County’s General Fund, as well as the Western Virginia Water Authority. Parks, Recreation and Tourism Department Budget Presentation: Mr. Haislip reported that the department has embraced the results of the Master Plan survey process. He outlined the following priorities that are being implemented based on the survey results: (1) Build a multi-generational recreation center: develop business and community partnerships, begin construction in fall 2007, hire a manager for the facility, develop a business and program plan, and continue development of community support and awareness. (2) Expand greenways and trails: work with the Greenway Commission staff to begin determining the trail corridor for the east section of the Roanoke River Greenway; add a minimum of one mile of greenways and trails per year for the next five years; complete one mile of the Roanoke River Greenway in Green Hill Park this year; complete a ¾ mile loop trail in Walrond Park; and create a master plan for trail and passive recreation use at the new South County library site to connect the school and parks. (3) Continue implementation of capital improvement/maintenance program: he noted that the department has completed numerous projects through the County’s capital maintenance program, and he reviewed a list of completed projects and projects scheduled for 2007-2008. (4) Continue sports marketing initiatives and special events: highlights = 46 total tournaments; 30 County tournaments; 16 cooperative tournaments; 7 new tournaments in 2007. Tournaments confirmed for 2008 include the AAU 15U baseball national championship, ASA girls March 20, 2007 246 fast-pitch Class A and Class B national championship, ASA men’s slow-pitch Class C national championship, and the Olympic softball team. Mr. Haislip outlined the following departmental goals with respect to sports marketing: (1) identify a funding source for the development of a baseball/softball complex at Green Hill Park; and (2) financial target of $8.5 million in direct spending from sports marketing initiatives. He also outlined the following special event highlights: drive-in movies, Enchanted Eve, Tons of Fun, Renaissance Faire, and the Roanoke Rodeo Roundup. With respect to the County parks system, Mr. Haislip reported that the department maintains 94 total sites which include 31 park sites featuring over 600 maintained acres. Staff processes over 600 rentals at 18 picnic shelters annually, and handles 150 special use permits. The sign shop processed over 2,000 new and replacement signs. In the area of youth athletics, Mr. Haislip advised that there are 629 youth recreational teams which include 248 baseball and softball teams, 187 soccer teams, 23 football teams, and 181 basketball teams. There were 7,444 participants, 3,500 games, and 15,000 practices. Lacrosse was also added as a provisional sport. He outlined the following programming projections: 475 programs offered; 18,000 recreation program participants; 80% program success rate; and 89 weeks of summer camps. Mr. Haislip stated that the short-term issues facing the department include the following: increased fuel costs, replacement of maintenance equipment and specialized rolling stock, funding to support sports marketing initiatives, overtime for March 20, 2007 247 staff support during events, and competitive facilities to retain existing events and attract new events. The long-term strategic issues include funding for publicly supported master plan initiatives, expansion of indoor recreation to underserved County districts, land banking and open space preservation in the County, and greenway development and continued maintenance. IN RE: CLOSED MEETING At 4:19 p.m. Supervisor McNamara moved to go into closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (30) discussion of the award of a public contract involving the expenditure of public funds, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body, namely contract with the Western Virginia Water Authority. The motion carried by the following recorded vote: AYES: Supervisors Wray, Church, Altizer, Flora, McNamara NAYS: None IN RE: CLOSED MEETING The closed meeting was held from 4:32 p.m. until 5:08 p.m. March 20, 2007 248 IN RE: CERTIFICATION RESOLUTION R-032007-1 At 6:03 p.m., Supervisor McNamara moved to return to open session and adopt the certification resolution. The motion carried by the following recorded vote: AYES: Supervisors Wray, Church, Altizer, Flora, McNamara NAYS: None RESOLUTION 032007-1 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 McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Wray, Church, Altizer, Flora, McNamara NAYS: None March 20, 2007 249 IN RE: FUNDING REQUESTS FOR FISCAL YEAR 2007-2008 BUDGET 1. Cultural, Tourism, and Other Agencies Chairman McNamara advised that this time had been set aside for cultural, tourism, and other agencies to submit funding requests to the Board for the fiscal year 2007-2008 budget. The agencies were called to speak in alphabetical order (Z to A). The following representatives spoke on behalf of their agencies: (1) Western Virginia Land Trust: Roger B. Holnback, Executive Director; (2) Virginia Amateur Sports: John Montgomery, Chair-Elect; (3) Small Business Development Center: Roy D. Baldwin, Director; (4) Science Museum of Western Virginia: Nancy McCrickard, Executive Director; (5) Roanoke Symphony Orchestra: Brian Black; (6) Roanoke Higher Education Center: Thomas L. McKeon, Executive Director; (7) Opera Roanoke: Les Epstein; (8) New Century Venture Center: Lisa Ison, President; (9) Mill Mountain Zoo: Sean Greene; (10) Mill Mountain Theatre: Amanda R. Strope, Associate Director; (11) Jefferson Center Foundation: James “Bau” Graves; (12) History Museum and Historical Society of Western Virginia – O. Winston Link Museum: Kim Parker; (13) History Museum and Historical Society of Western Virginia: Linda VanLuik; (14) Friends of the Blue Ridge Parkway: Broaddus Fitzpatrick; (15) Downtown Music Lab: Charlie Hamill, Executive Director; (16) Clean Valley Council: Stephen J. McTigue; (17) Center in the Square Operating: H. Lawrence Davidson; (18) Arts Council of the Blue Ridge: Margaret Hunter-Wade, Executive Director; and (19) Virginia Museum of Transportation: Tom Cox. 250 March 20, 2007 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: He expressed appreciation to the presenters who represented each of the cultural, tourism, and other agencies at tonight's meeting. IN RE: ADJOURNMENT Chairman McNamara adjourned the meeting at 7:06 p.m. Submitted by: Approved by: JJim~"J f~JhlllJ Diane S. Childers, CMC Clerk to the Board q(J~ /<)qseph P. McNamara t7hainnan