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Home My WebLink About12/4/2007 - Regular Roanoke County Board of Supervisors Agenda December 4, 2007 Please be advised that this Board meeting will be held at the former Roanoke County Public Safety Center, 3568 Peters Creek Road, Roanoke, VA 24019. Good afternoon and welcome to our meeting for December 4, 2007. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Friday at 7:00 p.m. and on Sunday at 4:00 p.m. The meetings are now closed-captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Reverend Audette Fulbright Unitarian Universalist Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PUBLIC HEARING 1. Public hearing to receive citizen comments regarding a proposed amendment to the fiscal year 2007-2008 budget in accordance with Section 15.2-2507, Code of Virginia. (Brent Robertson, Director of Management and Budget) D. BRIEFINGS 1. Briefing and presentation by Virginia Amateur Sports, Inc. on the 2007 Coventry Commonwealth Games of Virginia. (Peter Lampman, President of Virginia Amateur Sports, Inc.) 1 E. NEW BUSINESS 1. Request to adopt a policy for the granting of easements across County property. (Paul Mahoney, County Attorney) 2. Request to accept a $797,940 grant from the Southern Rivers Watershed Enhancement Program and appropriation of grants funds to the Western Virginia Water Authority for the extension of sanitary sewer in the Andrew Lewis Place Neighborhood. (Elmer Hodge, County Administrator; Mike McEvoy, Executive Director of Wastewater Operations, Western Virginia Water Authority) 3. Request to accept and appropriate grant funds in the amount of $110,000 from the Virginia Department of Conservation and Recreation for the Mudlick Creek Urban Stream Restoration Project in Garst Mill Park. (George W. Simpson, III, County Engineer) 4. Request to appropriate a maximum of $175,000 to the Roanoke County School Board for architect/engineering fees for the renovation of the former Southview Elementary School. (Elmer Hodge, County Administrator) 5. Resolution adopting a legislative program for the 2008 session of the Virginia General Assembly. (Paul Mahoney, County Attorney) F. FIRST READING OF ORDINANCES 1. First reading of an ordinance requesting the Economic Development Authority of the County of Roanoke to issue lease revenue bonds to finance various public facility projects and authorizing the lease and financing lease of certain real estate. (Diane Hyatt, Chief Financial Officer) G. SECOND READING OF ORDINANCES 1. Second reading of an ordinance authorizing vacation of an unimproved right- of-way between Lot 14, Block 1, Section 1 and Lot 1, Block 2, as identified on the plat of Glenvar East Subdivision, Section 1, in Plat Book 7, Page 12, located in the Catawba Magisterial District. (Paul Mahoney, County Attorney) H. APPOINTMENTS 1. Capital Improvement Program (CIP) Review Committee (appointed by District) 2. Library Board (appointed by District) 2 3. Roanoke County Planning Commission (appointed by District) 4. Western Virginia Regional Jail Authority I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes for October 23, 2007 2. Resolution of appreciation to Patricia B. Steahly, Social Services, upon her retirement after ten years of service 3. Request to accept the donation of a 20-foot drainage easement by Henley Green and Jill Green, the current owners of Lot 7 (Tax Map No. 24.02-02-07) of Green Farms, Plat Book 30, Page 127, Catawba Magisterial District 4. Request to accept the donation of a 10-foot drainage easement from Russlen Farms Development, LLC, on Lots 4 through 10 of Woods Hill at Russlen Farms, Section 1, Catawba Magisterial District 5. Approval of Philip Services Superfund Site smaller party settlement agreement and allocation of funds J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Telecommunications Tax Comparison Report 3 N. REPORTS AND INQUIRIES OF BOARD MEMBERS 1. Michael W. Altizer 2. Richard C. Flora 3. Michael A. Wray 4. Joseph B. "Butch" Church 5. Joseph P. McNamara O. WORK SESSIONS 1. Work session to discuss current status of capital improvement projects. (Brent Robertson, Director of Management and Budget) P. CLOSED MEETING pursuant to Section 2.2-3711.A (7) consultation with legal counsel and briefings by staff members pertaining to probable litigation, namely, Western Virginia Water Authority and the City of Roanoke Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 4 ACTION NO. ITEM NO. C ..1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Public hearing to receive citizen comments regarding a proposed amendment to the fiscal year 2007-2008 budget in accordance with Section 15.2-2507, Code of Virginia SUBMITTED BY: Brent Robertson Director, Management and Budget APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is a public hearing to secure citizen's comments concerning amending the fiscal year 2007 -2008 budget by adjusting the aggregate amount to be appropriated during the fiscal year. Section 15.2-2507 of the Code of Virginia, as amended, provides that whenever such amendment exceeds 1 percent of the total expenditures shown in the adopted budget or $500,000, whichever is lesser, the County must publish notice of a meeting and public hearing. The notice must state the County's intent to amend the budget and include a brief synopsis of the proposed budget amendment(s). This notice was published on November 27, 2007. 1. Request to appropriate grant funds in the amount of $797,940 for the Andrew Lewis Place sewer line 2. Request to appropriate $110,000 grant for the Mudlick Creek urban stream restoration at Garst Mill Park 3. Request to appropriate $175,000 for architect/engineering fees for renovations to Southview Elementary School FISCAL IMPACT: There is no fiscal impact as a result of the public hearing. Requests for the appropriations will occur later on this agenda. STAFF RECOMMENDATION: It is recommended that the Board hold the required public hearing. Board action appropriating funds, as provided in this notice, will occur later during this meeting. 2 ACTION NO. ITEM NO. I \ I '. .J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Briefing and presentation by Virginia Amateur Sports, Inc., on the 2007 Coventry Commonwealth Games of Virginia SUBMITTED BY: Wanda G. Riley, CPS Clerk to the Board Elmer C. Hodge ~ R~ ~ County Administrator 6: { APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Peter Lampman, President of Virginia Amateur Sports, Inc. has requested time on the agenda to present a plaque of appreciation to tile Board for their continued support and to report on the economic impact of the 2007 Coventry Commonwealth Games of Virginia. The attached report outlines the total economic impact for the Roanoke Valley which totaled $3,509,517 for the 2007 Games. Over 40 states have state games competitions. The concept of the state games movement is to provide an avenue for positive personal development through sports, to recognize dedication and achievement, to promote health, fitness, and the camaraderie of competition. The Coventry Commonwealth Games of Virginia, w~lich includes both Olympic and non-Olympic sports, has grown from 4,465 participants in 29 sports in 1990, to over 9,000 athletes competing in 55 sports in 2007. A ~~~ VIRGINIA AMATEUR SPORTS, INC, SPONSORS TITLE Southern HealthlCov~n1ry PRESENTING ABC 13, WSET Kroger Shenandoah Li fe lnsurance PREMIER Pepsi Venlure Markeling GOLD MEDAL Appalachi.n Pow" Company Autotrader.com Bloe Ridge Copier Clear Channel Cox C.ble H.mpton Roads Cox Cable Ro.noke Holiday Inn - Tanglewood Lanford Brothers Play By Play Roanoke Valley CVB Subway SILVER MEDAL Firsl Team AulO Mall Grand Home Fumishings Lee HarIman Stop In US Amy USTA ValleydaJe BRONZE MEDAL Arbys Della Dental Dominion Lodgmg Famous Anlhony"s Jayes, Seay, Mallem & Manem Member One Mountain Springs Waler Poe & Cronk Roanoke Fruil & Produce RODer1son Marketing Voods Rogers AlIomeys At Law Virginia Amateur Sports, Inc. 711 C 5th Street, NE Roanoke, Virginia 24016 (540) 343-0987 FAX (540) 343-7407 www.commonwealthgames.org December 4, 2007 Mr. Joe McNamara Chailman, Roanoke County Board of Supervisors Members of the Roanoke County Board of Supervisors PO Box 29800 Roanoke, Virginia 24018 Dear Mr. McNamara and Board Members, Thank you once again for giving me the opportunity to publicly say thank you for your ongoing support and commitment to Virginia Amateur Sports and the Virginia Commonwealth Games, now officially known as the Coventry Commonwealth Games of Virginia. Due to your efforts and the other Valley govemments, our IS111 Anniversary was a success. Enclosed is a small report on the economic impact the 2007 Games had on the Roanoke Valley. The report also provides information on the demographics of where the athletes traveled from to participate. Over the past 18 years, approximately 152,000 athletes have competed in this event, known throughout Virginia as Virginia's Olympics. Again, please accept my thank you for enhancing our ability to carryon our Tradition of ExcelJence~ the Coventry Commonwealth Games of Vireinia. Sincerely, Virginia Amateur Sports ~ \~W1t1.~ Peter Lampman President C 0 V E N TRY. COMMONWEALTH GAMES Sanctioned by the National Congress of State Games and recognized by the United SLates Olympic Committee A ~~~ VIRGINIA AMATEUR SPORTS, INC. SPONSORS TITLE Southern Health/Coventry PRESENTING ABC 13, WSET Kroger Shenandoah Life Insurance PREM fER Pepsi Venture Markeling GOLD MEDAL Appalachian Power Company Aulolrader.com Blue Ridge Copier Clear Cflannel Cox Cable Hamplon Roads Cox Ca~le Roanoke Holiday Inn - Tanglewood Lanford Brolhers Play By Play Roanoke Valley CVB Su~"'ay SILVER MEDAL Fir" Team Auto Mall Grand Home Furnishings Lee Hartman SlOp In US Army USTA Valleydale BRONZE MEDA L Arhy's Delta Denial D~minion Lodging Famous Anlhony's layes, Seay. Marlem & Mallern Member One Mou01ain Spring.s v\"aler Poe & Cronk Roanoke Fruil & Produce Robertson Markeling loods RDgers Allorneys AI Law i~ =-' Virginia Amateur Sports, Inc. 711 C 5th Street, NE Roanoke, Virginia 24016 (540) 343-0987 FAX (540) 343-7407 www.comrnonwealthgarnes.org VIRGINIA AMATEUR SPORTS 2006-07 ECONOMIC IMP ACT Tourism in Virginia Tourism is a $13 billion per year industry in Virginia Tourism is a $1 million per day industry in the Roanoke Valley Each dollar spent on tourism marketing returns $4-$6 in tax revenues Coventry Commonwealth Games of Virginia 1. Number of athletes that stayed overnight 2. Number of spectators that stayed overnight (1:2 ratio) 3 . Average length of stay 4. Estimated average daily expenditures 5. Estimated overnight expenditures (1 + 2 x 3 x 4) 6. Number of day athletes 7. Number of day spectators (1:2 ratio) 8. Number of day volunteers 9. Estimated average daily expenditures 10. Estimated daily expenditures (6+7 +8 x 9) 11. Estimated total visitor expenditures (10 + 5) TOTAL ECONOMIC IMPACT C 0 V E N T R y~ COMMONWEALTH GAMES 3,086 6,172 2.31 days $150 $3,207,897 2,918 5,836 1,300 $30 $301,620 $3,509,517 $3,509,517 Sanctioned by the National Congress of State Games and recognized by the United States Olympic Committee ACTION NO. ,.- ITEM NO. 1=- I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Request to adopt a policy for the granting of easements across County property SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: ~r SUMMARY OF INFORMATION: The Board directed County staff to recommend changes in the method for determining the value of easements across County property. Attached is a draft policy for consideration by the Board of Supervisors. Previously, the County had determined the valuation of easements based upon the tax assessment value of the easement reduced by 40 percent. This 40 percent reduction was based upon the belief that underground utilities would have a lesser impact upon the remaining value of the property since the landowner could still enjoy the benefit of the surface use of his/her property. This method was used by the County to acquire water and sewer easements when the utility department was part of the County. During the past year, the County has received several requests for easements across County park property. Neither the Board nor County staff believes that the method described above adequately protects the public's interest in County property. The draft policy would analyze these requests utilizing several factors focusing upon adequate compensation for the use of public property, compatibility with other public uses, an examination of other alternatives, and minimizing harm to the public property. This policy establishes a fee schedule including administration and plan review, site inspection, and construction permits. It also imposes fees for resodding/mulching/sodding and minimum monetary assurance (bond, letter of credit, cash escrow). This fee schedule also establishes a formula for determining the "permanent easement fee". This formula is based upon the square foot value of the land based upon the County tax assessment, with a minimum fee of $2.00 per square foot. In the alternative, the County may retain an independent appraiser to determine the value of the easement. Finally, the County should also consider the future revenue producing potential of the proposed non-public use of County land. ALTERNATIVES: 1. Adopt the attached policy for the granting of easements across County property. 2. Continue to use the existing 40 percent reduction from the County tax assessment formula. 3. Direct staff to develop a different policy. STAFF RECOMMENDATION: It is recommended that the Board favorably consider the adoption of the attached policy. 2 POLICY FOR THE GRANTING OF EASEMENTS ACROSS COUNTY PROPERTY Roanoke County shall require adequate compensation for the use of County property for other than public purposes based upon the extent of the impact, the sensitivity of impacted areas, the loss or diminution of future public uses and length of time that County activities may be disrupted. Roanoke County shall consider request for easements by private parties for non-public uses of County land only under the following conditions: 1. Where the County has determined that the proposed use or facility IS compatible with other planned or existing public uses and the subject site, or 2. When it has been determined that there is no feasible or prudent alternative to the use of County property for this specified purpose; and 3. All possible planning to minimize harm is included in the proposed project. In addition the County shall require monetary assurances (e.g. bond, letter of credit, cash escrow) of the requesting agency, corporation, and/or individual to insure compliance with easement requirements including restoration of impacted areas. The County shall also consider in-kind the future revenue producing potential of the proposed non-public use of County land. The County Administrator or his designee is authorized to develop minimum requirements for easement plans, site or project plan requirements, and restoration plans for easement requests. The Board hereby establishes the following schedule of fees and charges, which are in addition to the County's development review and inspection fees, for easements across County property: Temporary Construction Easement Fee $1,000 Determined by the following formula ($2.00 per square foot minimum). Formula is "Permanent Easement Fee" = Roanoke County tax assessment value/square feet X Total Area of Easement s uare feet . The greater amount of $0.50/sq. ft. or 50% of the Permanent Easement Fee Administration and Ian review fee Permanent easement fee Site inspection fee $50/hour (maximum of 10 hours included in Construction Permit Fee $1,000 $5,000 $5/$5/$10 per square ard In the alternative when determining the permanent easement fee, the County may retain an independent appraiser to determine the valuation of the easement. The County may also consider in-kind public improvements in lieu of the payment of the permanent easement fee. ACTION NO. ITEM NO. E - ;,).. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Acceptance of a $797,940 Grant from the Southern Rivers Watershed Enhancement Program and Appropriation of Grants Funds to the Western Virginia Water Authority for the Extension of Sanitary Sewer in the Andrew Lewis Place Neighborhood Elmer C. Hodge ~ ~ County Administrator SUBMITTED BY: SUMMARY OF INFORMATION: Andrew Lewis Place neighborhood in the Glenvar area currently relies on aging septic tanks for sewer service and an increasing number of these tanks have failed in recent years. In response to this problem, the Western Virginia Water Authority (WVWA) applied for a grant through the Southern Rivers Watershed Enhancement Program to fund the extension of sanity sewer into Andrew Lewis Place. The Board of Supervisors adopted a resolution of support for this grant application on July 24, 2007. On October 11, 2007, Governor Kaine announced the award of a $797,940 water quality improvement grant to Roanoke County. The grant will be administered through the Virginia Department of Housing and Community Development (DHCD). The Board has designated WVWA as its agent for bidding, construction and administration of this grant project. WVWA has agreed to pay the local match of $25,395. The grant monies awarded to the County will fund the extension of a main sewer line into Andrew Lewis Place. This neighborhood includes approximately 100 residences. The grant provides sufficient funding to make sanitary sewer service available to 41 properties on Andrew Avenue, Evelyn Drive, McDaniel Drive, and Ellen Drive (see attached map). This service area was selected to maximize the number of residential properties served. The County and WVWA will continue to pursue additional grants to fund further extension of sanitary sewer service in this neighborhood. Several pre-contractual submittals must be completed before DHCD will release the funds. County staff will move ahead on these items with the acceptance of the grant by the Board. As part of the pre-contractual requirements, the County must certify that approximately 1 80% of the households in the service area will join the sanitary sewer system. Residents have previously expressed a Iligh level of interest in connecting to the system. The County and WVWA are scheduled to meet with residents on the evening of December 6,2007 to provide information and to discuss the process of obtaining user agreements from households as required by DHCD. Each participating household will pay the cost of abandoning the septic tank and extending plumbing from the residence to the property line; the total cost for this work including the $1,000 WVWA availability fee is estimated to be about $4,000 per property. Without the funds provided by the grant, each household would be responsible for roughly $20,000 in costs to extend the sewer main, plus the additional $4,000. In order to reduce up-front connection costs for residents, it may be necessary for the County to provide up to $25,000 in grant funding to the WVWA. This funding would support the efforts of the County and the WVWA to develop a financing plan that will enable as many households as possible to participate in the program. The County has used financing plans for similar projects in the past and they have been very successful. Any future County grant appropriation to the WVWA will be brought to the Board for consideration, and any payment program "financed by the County will require the approval of the Board and a future appropriation of funds. Staff is requesting that the Board of Supervisors accept the $797,940 grant and appropriate the grant funds to the Western Virginia Water Authority for the design and construction of this sanitary sewer extension project. Since this appropriation exceeds $500,000, it will be necessary for the Board to hold a public hearing on amending its 2007- 2008 budget to reflect this transaction. The deadline for completing pre-contractual requirements with the state is February 18, 2008. Staff is requesting that the Board authorize the County Administrator or his designee to execute any documents with the Commonwealth of Virginia and the WVWA that are necessary to carry out this project. FISCAL IMPACT: Acceptance of a grant in the amount of $797,940, and appropriation of this grant to the WVWA. ALTERNATIVES: 1) Authorize the acceptance of this grant in the amount of $797,940 from the Commonwealth of Virginia, Department of Housing and Community Development, for the extension of sanitary sewer in Andrew Lewis Place neighborhood; appropriate these grant funds to the WVWA for the bidding, construction and administration of this grant project; and authorize the County Administrator or his designee to execute such documents as may be necessary to accomplish the purposes of this project, upon form approved by the County Attorney. 2 2) Refuse acceptance of this grant. STAFF RECOMMENDATION: Staff recommends Alternative 1. 3 ACTION NO. ITEM NO. F -,- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VA MEETING DATE: December 4, 2007 AGENDA ITEM: Request to accept and appropriate grant funds in the amount of $11 0,000 from the Virginia Department of Conservation and Recreation for the Mudlick Creek Urban Stream Restoration Project in Garst Mill Park SUBMITTED BY: George W. Simpson, III, P.E. County Engineer Elmer C. Hodge ~ ~J ~ County Administrator ~~ ( APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: The Commonwealth of Virginia Department of Conservation and Recreation (OCR) awards competitive grants to localities and other organizations for the purpose of restoring and improving the quality of state waters under the Virginia Water Quality Improvement Act of 1997 (WQIA). A grant in the amount of $148,000 was awarded to the Department of Community Development and accepted by the Board in September 2006 for Phase I of the Mudlick Creek Urban Stream Restoration Project. This grant is for $110,000 for Phase II and will bring the total grant amount to $258,000 for the project allowing us to restore the entire reach of Mudlick Creek through Garst Mill Park. See "Exhibit A". The project began with the acquisition of a grant of $230,000 from OCR in 2000 to construct a regional stormwater management facility at the Hidden Valley High School site and is part of our "watershed" approach to addressing water quantity and quality concerns in the Mudlick Creek watershed. Our goal has been to examine multiple ways to enhance water quality, including using "low impact development" techniques, working with state agencies, and utilizing sound stormwater management procedures. The project consists of the restoration of approximately 2,900 linear feet of stream and will include natural techniques such as re-creation of meanders, utilization of the floodplain to reduce stream erosion, restoration and protection of in-stream habitat, planting of native vegetation, and enhancement of the riparian buffer. The anticipated goal is to reduce pollutant loadings in Mudlick Creek, which will also serve to reduce pollutants in the Roanoke River which is on the impaired waters list. This project has multiple bene'fits for Roanoke County in the areas of Environmental Awareness, Public Education, and Community Participation, and has the added benefit of improving the heavily used Garst Mill Park with respect to safety, environmental quality, and aesthetics. There are currently eroded areas of the stream that pose serious issues for people who frequent the park. This project is a partnership effort between the Department of Community Development and the Department of Parks, Recreation, and Tourism and both departments have pledged staff and resources to plan and construct this project. The vast majority of the work is planned to be accomplished with in-house labor from both crews. We hope to learn techniques for addressing water quality issues in an urban stream setting that can be applied to other areas of the county in our goal to improve the environment for the citizens of Roanoke County. FISCAL IMPACT: Grant funds of $110,000 will be appropriated to the project. It is anticipated that the majority of the work will be accomplished with crews from the Department of Parks, Recreation, and Tourism and the Department of Community Development. This in-kind work is estimated to be worth $144,782. AL TERNATIVES: Alternative 1: Accept the grant, appropriate the $110,000 to the project, and authorize staff to continue with Phase II of the project. Alternative 2: Decline the grant at this point in time. STAFF RECOMMENDATION: Staff recommends Alternative 1. 2 "'I r--, ..t:: ..t::u -s u 0 0 2 Q) ~ ! 2 ( 5 o \J CLl% ~~ c::c . 0 c:: - 0 0 CLl a::: .p I.. I 0 ~.lx: ~ .- CLl..... L.&.;; CLl CLl I.. .... \J ._ .lx:V) u :e ::s ~ ..... Q) aLl a "l- ..... Q) ~ a a "'I ~ o a 6- a Q) "'I -S .S >- .Qlc ro :::J ~ 0 00 ::!; z C3 a: 5> f- UJ W S \~/i1~ ~ :::J 08 ~ Q) >- E- o c ~8 o :;;;: ACTION NO. ITEM NO. L":f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4,2007 AGENDA ITEM: Request to appropriate a maximum of $175,000 to the Roanoke County School Board for architect/engineering fees for the renovation of the former Southview Elementary School Elmer C. Hodge cj?~-- fI-~ County Administrator J-(~ SUBMITTED BY: SUMMARY OF INFORMATION: At the November 13, 2007 Board of Supervisors meeting, Roanoke County conveyed the former public safety building on Peters Creek Road (previously Southview Elementary School) to the School Board. This conveyance was part of a land exchange with the Schools which traded the Southview property for the parcel on Cove Road where the new Public Safety Center is located. The School Board plans to renovate the Southview building and has interviewed architectural firms which estimate that the design work for the renovation can be completed for a maximum of $350,000. The County has offered to contribute one half the costs of the architectural and engineering fees for this project, up to a maximum contribution of $175,000. Neither the Cou nty nor the Schools are obligated to move forward with construction on the basis of this design work. The Board has requested more information concerning how the Southview renovation will affect other projects on the School Board's Capital Improvements Plan (CIP). It might be useful to schedule a joint work session in early 2008 for discussion of capital projects with the School Board. FISCAL IMPACT: Appropriation of a maximum of $175,000 from the Minor Capital Fund. 1 ALTERNATIVES: 1) Appropriate a maximum of $175,000 to the Roanoke County School Board for Roanoke County's share of architect/engineering fees for the renovation of the former Southview Elementary School, and request that the School Board provide the Board of Supervisors with an updated Capital Improvements Plan that reflects the addition of the Southview renovation project. 2) Decline to appropriate the funds. STAFF RECOMMENDATION: Staff recommends Alternative 1 . 2 ACTION NO. ITEM NO. r L AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4,2007 AGENDA ITEM: Resolution adopting a legislative program for the 2008 session of the Virginia General Assembly SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: The Board of Supervisors annually adopts a resolution identifying its legislative priorities for the upcoming session of the Virginia General Assembly. In April of this year, County staff met with Eldon James, the Board's Legislative Liaison; and we identified three major issues of concern to Roanoke County to be addressed in the 2008 session. Thereafter we also identified several regional initiatives. 1. $1.7 million operating funds for the training of correctional officers in anticipation of the opening of the new regional jail. The regional jail is scheduled to open in March 2009 and approximately three months of training for up to 190 new correctional officers will be required before it opens. The State typically commences its funding with the opening of a new facility. Since Franklin, Montgomery, and Roanoke counties will keep their existing jails open (functioning in effect as "holding facilities"), the hiring and training of new correctional officers will be necessary. We hope to convince the Governor to include this amount in his budget; however, if he does not, we will then request the members of the local delegation to patron and support a budget amendment for this purpose. 2. Annexation Moratorium. Even though Roanoke County has been granted total immunity from city-initiated annexations, this issue arose as a result of the Governor's veto of a bill extending the statewide moratorium on city-initiated annexations or the creation of new cities. We believe that it will be necessary to closely monitor this issue in the 2008 Session. 3. Funding for mental health services under the Comprehensive Services Act (SB 1332). This legislation (which was co-patroned by Delegate Fralin) and an opinion of the Attorney General substantially expands the pool of children eligible for funding for mental health services. We are concerned that by expanding this pool of potential eligible children that the budget dollars will be insufficient to satisfy the demand for services. The Governor's office is developing regulations to implement the legislation and the Attorney General's opinion. The State pays a percentage of the cost of mandated services. We are concerned that State funds will be insufficient and that the localities will be required to shoulder a significantly greater share of these costs. Senate Bill 1332 will become effective only if it reenacted by the 2008 Session. 4. Impact of the transportation legislation (HB3202), and its effect on road projects and funding in the Roanoke Valley. In addition, we would seek funding for the widening of 1-81, construction of 1-73,and improvements to U.S. Routes 11/460, 220, and 221 5. Funding for pre-kindergarten education. This may have significant operational and capital fiscal impacts on Roanoke County. The General Assembly must provide local governments with the resources necessary to adequately meet the requirements of this new program. 6. Homestead exemption constitutional amendment (SJ 354) and its adverse impact upon local governments and education. Staff previously briefed the Board on the adverse fiscal impacts if this Constitutional amendment were adopted. We recommend that the General Assembly reject this proposal. 7. Support for funding of the Carilion medical center. The Alleghany Regional Planning District Commission has recommended that the General Assembly provide financial support for the construction and operation of a new medical center in Roanoke. 8. Support for $100,000 funding annually for three years to celebrate the 75th Anniversary of the Blue Ridge Parkway in 2010. The State of North Carolina has already appropriated funds for this celebration. The Blue Ridge Parkway is requesting the Commonwealth of Virginia to do the same. 9. The General Assembly should fully fund its unfunded liabilities in the Virginia Retirement System and restore VRS to an actuarially sound status. STAFF RECOMMENDATION: 2 Staff recommends that the Board review the draft resolution for additions or deletions, and adopt a resolution identifying Roanoke County's legislative program for the 2008 session of the Virginia General Assembly. 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA TUESDAY, DECEMBER 4,2007 RESOLUTION ADOPTING A LEGISLATIVE PROGRAM FOR THE 2008 SESSION OF THE VIRGINIA GENERAL ASSEMBLY, AND PETITIONING THE GENERAL ASSEMBLY TO FAVORABLY CONSIDER THE TOPICS AND ISSUES ADDRESSED HEREIN WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has identified major legislative issues of state-wide concern to be considered by the 2008 session of the Virginia General Assembly; and WHEREAS, the Board adopts this resolution as its Legislative Program for the 2008 session of the Virginia General Assembly. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that the following legislative initiatives are submitted for its legislative program for the 2008 session of the Virginia General Assembly for its favorable consideration and adoption. 1. $1.7 million operating funds for the training of correctional officers in anticipation of the opening of the new regional jail in conjunction with Franklin and Montgomery Counties and the City of Salem 2. Funding for mental health services under the Comprehensive Services Act (SB1332 in the 2007 session). This legislation substantially expands the pool of children eligible for funding for mental health services. By expanding this pool of potential eligible children the budget dollars will be insufficient to satisfy the demand for services. The State pays a percentage of the cost of mandated services. State funds will be insufficient and that the localities will be required to shoulder a significantly greater share of these costs. Senate Bill 1332 will become effective only if it reenacted by the 2008 Session 3. Funding for pre-kindergarten education. This program will have significant operational and capital fiscal impacts on Roanoke County. The General Assembly must provide local governments with the resources necessary to adequately meet the requirements of this new program 4. Homestead Exemption Constitutional amendment (SJ 354) will have an adverse impact upon local governments and education. The Board requests that the General Assembly reject this proposal. 5. The General Assembly should fully fund its unfunded liabilities In the Virginia Retirement System and restore VRS to an actuarially sound status. 6. Support for funding of the Carjlion medical center. Roanoke County and the Alleghany Regional Planning District Commission have recommended that the General Assembly provide financial support for the construction and operation of a new medical center in Roanoke. 7. Annexation Moratorium. The Board requests the General Assembly extend the annexation moratorium. 8. Transportation Funding. The Board requests the General Assembly provide funding for the widening of 1-81, construction of 1-73, and improvements to U.S. Routes 11/460, 220, and 221 9. Blue Ridge Parkway 75th Anniversary Celebration Funding. The Board requests the General Assembly to provide $100,000 funding per year for three years for the Blue Ridge Parkway 75th Anniversary Celebration in 2010. II. That the Clerk to the Board of Supervisors is directed to send an attested copy of this resolution to Governor Timothy Kaine, Senator John S. Edwards, Senator Ralph Smith, Delegate H. Morgan Griffith, Delegate Onzlee Ware, Delegate William Fralin; Stephanie Moon, Roanoke City Clerk; Members of the Roanoke City Council; Forest Jones, Clerk for Salem City Council; Members of the Salem City Council; Clerk for the Town of Vinton; Members of the Vinton Town Council and the Roanoke Valley- Alleghany Regional Commission, and the Virginia Association of Counties. 2 ACTION NO. ITEM NO. F \ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: First reading of an ordinance requesting the Economic Development Authority of the County of Roanoke to issue lease revenue bonds to finance various public facility projects and authorizing the lease and financing lease of certain real estate SUBMITTED BY: Diane D. Hyatt Chief Financial Officer ElmerC. Hodge ~;Y~ County Administrator ( . APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: ~~ BACKGROUND: The Board of Supervisors has approved funding for five County capital projects that involve the issuance of bonds as part of the funding stream. These projects consist of: 1. 800MHz public safety radio upqrade - a complete upgrade from a 20 year old public safety analog radio system to a state-of-the-art digital system, including replacement of the system infrastructure and subscriber radios. The cost of this upgrade will be approximately $9 million with $5.2 million of County funds being used witll tile remainder financed over 10 years. 2. Multi-qenerational recreational facilitv - a 75.750 square foot center to include indoor aquatic spaces, gymnasiums, fitness areas, a walking track, community program space, and outdoor aquatics. The project will serve to enhance sports marketing efforts in the valley and will be immediately adjacent to a new planned 200 acre business park in North Roanoke County. The cost of this project will be approximately $30.2 million with $2.3 million of County funds being used with the remainder financed over 30 years. 3. North County fire station - a new 15,400 square foot fire and rescue station in the north County area. It will be a three-bay station to house a pumper and two ambulances. It will also include adequate living areas, offices, male/female sleeping/restroom/shower areas, storage areas, and meeting rooms. This facility will more evenly distribute "fire and rescue calls currently handled by other stations in order to provide more efficient services. The cost of this project will be approximately $4.2 million with $700,000 of County "funds being used with the remainder financed over 20 years. 4. New County qaraqe - a new 23,000 square foot fleet maintenance facility that will reduce costs currently associated with maintaining two older garages and those associated with outsourcing the repair of public safety vehicles. It will also allow for more efficient workflow, more effective service and provide a safer, more comfortable work environment for the garage staff. The cost of this project will be approximately $7.7 million with $1.3 million of County funds being used with the remainder "financed over 30 years. 5. South County library - Replace the existing Headquarters/419 library with a 56,000 square foot state-of-the-art library to better serve the community. It will include a themed children's area, a quiet reading room, individual study rooms, a variety of computer access stations, meeting rooms, an auditorium, a computer lab, a coffee shop, and lockers for after-hours pick-up and drop-off of materials. The cost of this project will be approximately $18 million with $1.7 million of County funds being used with the remainder financed over 30 years. SUMMARY: The total project cost for the five capital projects is $69,242,632. Because of the capital financing plan that the Board has implemented, the County has been able to appropriate available funds of $11,151,508 to the projects. This leaves a balance of $58,091,124 to be financed through the bond sale. The County would like to issue lease revenue bonds through the Roanoke County Economic Development Authority (EDA). The attached ordinance authorizing the issuance of these bonds through the EDA, and also authorizes the lease and financing leases associated with the related real estate. This ordinance will require a second reading on December 18, 2007. The ordinance authorizes the sale of up to $65 million of bonds. This is a maximum amount, so that the underwriters will have the flexibility to price the bonds to achieve the lowest net cost to the County. The $65 million would include a debt service reserve fund (if required), and the possibility that the bonds could be sold at a discount. In the event that a debt service reserve "fund is required, it would not have an impact on the planned debt service requirements. The interest that is earned on the debt service reserve funds would be used to pay the related interest expense. In addition, the debt service reserve funds 2 would be used to pay the final year of debt service on the bonds. We will attempt to avoid the debt service reserve if possible, but the current market situation with tile bond insurance companies may cause us to use one in order to obtain the best pricing on the bonds. The EDA will be considering a similar resolution at their meeting on December 19, 2007. The bonds are currently scheduled for pricing mid-January 2008, with the closing at the end of January 2008. The current bond market is favorable to the issuance of municipal bonds. However, there are many variables in the market right now that will need to be monitored closely as we proceed with the pricing. The pricing of the bonds could be moved depending on the market situation. FISCAL IMPACT: The debt service on the bonds will begin in the 2008-09 fiscal year. The debt service commitment was reviewed with the Board at an earlier meeting, and the original parameters are still feasible. The debt service will be paid from the following sources: 1. Revenues from a partnership with the Western Virginia Water Authority (garage) 2. Revenues from the increase in the Fee for Transport (fire station) 3. Savings from money to Explore Park (multi-gen center) 4. County allocations from the Future Capital Fund established to provide for debt service on capital projects (non-designated) 5. An incremental $300,000 a year for five years to be funded from the County annual operating budget STAFF RECOMMENDATION: Staff recommends approving the first reading of attached ordinance requesting the EDA to issue revenue bonds for the County for various capital projects, and authorizing the lease and financing lease of certain real estate. 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA, TUESDAY, DECEMBER 4, 2007 ORDINANCE OF THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA REQUESTING THE ECONOMIC DEVELOPMENT AUTHORITY OF THE COUNTY OF ROANOKE, VIRGINIA TO ISSUE LEASE REVENUE BONDS TO FINANCE VARIOUS PUBLIC FACILITY PROJECTS, AND AUTHORIZING THE LEASE AND FINANCING LEASE OF CERTAIN REAL ESTATE WHEREAS, the Board of Supervisors (the "Board") of the County of Roanoke, Virginia (the "County") has determined that it is necessary and advisable to undertake the acquisition, construction, furnishing and equipping of various capital projects, including a library, a recreation center, a fire-station, a fleet maintenance facility and radio equipment (the "Financed Projects") for the County, and to obtain financing for the Financed Projects through lease revenue bonds (the "Bonds") to be issued by the Economic Development Authority of the County of Roanoke, Virginia (the "Authority"). WHEREAS, the County will initially lease the library, fire-station and fleet maintenance facility (the "Original Leased Projects") to the Authority pursuant to a lease (the "Lease") and will lease the Original Leased Projects back from the Authority pursuant to a financing lease between the Authority and the County (the "Financing Lease"). WHEREAS, the County has an option to purchase certain real estate for purposes of constructing the recreation center (the "Recreation Center Property"), pursuant to an Option to Purchase Agreement dated September 26, 2007, between the County and English Construction Company, Inc. WHEREAS, upon the acquisition of the Recreation Center Property, the County will lease the Recreation Center Property to the Authority pursuant to an amendment to the Lease and will lease the Recreation Center Property back from the Authority pursuant to an amendment to the Financing Lease (the "Recreation Center Property," together with the Original Leased Projects, the "Leased Projects"). WHEREAS, the Bonds will be payable solely from the revenues derived from the Financing Lease pursuant to which the County will agree to make rental payments, subject to annual appropriation, sufficient to pay the principal of and interest on the Bonds. WHEREAS, the Bonds will be issued pursuant to the following documents: (i) an Indenture of Trust between the Authority and a trustee to be selected by the County Administrator or the Chief Financial Officer (the "Trustee"), with the form of the Bonds attached thereto; (ii) the Lease; (iii) the Financing Lease; (iv) a Leasehold Deed of Trust from the Authority to the individual trustees named therein; (v) an Assignment of Rents and Leases between the Authority and the Trustee; (vi) a Preliminary Official Statement (the "Preliminary Official Statement") and an Official Statement (the "OfFicial Statement") with respect to the issuance and sale of the Bonds; and (vii) a Bond Purchase Agreement (the "Bond Purchase Agreement") among the County, the Authority and a group of underwriters lead by Davenport & Company LLC. (the "Underwriters"). All of the documents listed above, except the Bonds, the Preliminary Official Statement and the Official Statement are referred to in this Ordinance as the "Basic Documents." WHEREAS, pursuant to Section 18.04 of the Charter of Roanoke County a first reading of this ordinance was held on December 4, 2007 and a second reading on this matter was held on December 18,2007. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Issuance of Bonds. The County requests the Authority to issue its Bonds in the maximum aggregate principal amount of $65,000,000 for purposes of financing the Financed Projects, to be paid from revenues derived from payments made by the County pursuant to the Financing Lease. 2. Authorization of Basic Documents. The Bonds and the Basic Documents are approved in substantially the forms on file with the County Administrator, with such changes, insertions or omissions (including, without limitation, changes of the dates thereof) as may be approved by the Chairman of the Board or the County Administrator, whose approval shall be evidenced conclusively by the execution and delivery of the Basic Documents to which the County is a party. The execution and delivery of and performance by the County under the Bonds and the Basic Documents to which the County is a party are authorized. 3. Amendments to Basic Documents. The Chairman of the Board and the County Administrator, either of whom may act, are hereby authorized and directed to execute and deliver on behalf of the County any amendments to the Lease, Financing Lease, Deed of Trust and any other Basic Documents for purposes of subjecting tile Recreation Center Property to the Lease, Financing Lease and Deed of Trust. 4. Authorization of Leases. The Board authorizes the Lease and Financing Lease for purposes of leasing certain real estate identified as the Original Leased Projects and the Recreation Center Property with the Authority as provided in Section 18.04 of the Charter of Roanoke County. 5. Execution of Documents. The Chairman and the Vice Chairman of the Board and the County Administrator, or any of them, are authorized to execute on behalf of the County the Basic Documents to which the County is a party, and, if required, the County Administrator and the Clerk of the Board are authorized and directed to affix or to cause to be affixed the seal of the County to the Basic Documents and to attest such seal. The Chairman and the Vice Chairman of the Board, the County 2 Administrator and the Chief Financial Officer or their designees are authorized to execute and deliver on behalf of the County such instruments, documents or certificates, and to do and perform such things and acts, as they shall deem necessary or appropriate to carry out the transactions authorized by this Ordinance or contemplated by the Basic Documents; and all of the foregoing, previously done or performed by such officers or agents of the County, are in all respects approved, ratified and confirmed. 6. Sale of Bonds. The County Administrator and the Chairman of the Board, or either of them, are authorized and directed to consent to the terms of the sale of the Bonds by the Authority to the Underwriters and to execute and deliver the Bond Purchase Agreement, provided that (i) the true interest cost of the Bonds shall not exceed 6.0% (taking into account any original issue discount or premium), (ii) the aggregate principal amount of the Bonds shall not exceed the amount set forth in paragraph 1, (iii) the sale price of the Bonds to the Underwriters shall not be less than 99% of the aggregate principal amount thereof (not taking into account any original issue discount) and (iv) the final maturity of the Bonds shall not be later than 31 years from their date. The approval of such officer shall be evidenced conclusively by the execution and delivery of the Bond Purchase Agreement. 7. Disclosure Documents. The Preliminary Official Statement is approved in substantially the form on file with the Board, with such changes, insertions or omissions as approved by the County Administrator or the Chief Financial Officer. The County Administrator or the Chief Financial Officer, or either of them, is authorized and directed to prepare and deliver the Official Statement. The use and distribution of the Preliminary Official Statement and Official Statement by the Underwriters is authorized and approved. The County Administrator and the Chief Financial Officer are authorized to execute the Official Statement, if required. The Preliminary Official Statement and Official Statement shall be published in such publications and distributed in such manner, including by electronic distribution, and at such times as the County Administrator, or such officers and agents of the County as he may designate, shall determine. The County Administrator, or such other officer or agent of the County as he may designate, is authorized and directed to deem the Preliminary Official Statement and the Official Statement "final" for purposes of Securities Exchange Commission Rule 15c2-12. 8. Nature of ObliQations. Nothing in this Ordinance, the Bonds or the Basic Documents shall constitute a debt of the County and the Authority shall not be obligated to make any payments under the Bonds or the Basic Documents except from payments made by or on behalf of the County under the Financing Lease. The Financed Projects are hereby declared to be essential to the efficient operation of the County, and the Board anticipates that the Financed Projects will continue to be essential to the operation of the County during the term of the Financing Lease. The Board, while recognizing that it is not empowered to make any binding commitment to make appropriations beyond the current fiscal year, hereby states its intent to make annual appropriations in future fiscal years in amounts sufficient to make all payments under the Financing Lease and hereby recommends that future Boards do likewise during the 3 term of the Financing Lease. The County Administrator is directed to submit for each fiscal year a request to the Board for an appropriation to the Authority for an amount equal to the rental payments coming due under the Financing Lease for the next fiscal year. The County's obligations to make payments to the Authority pursuant to this Ordinance shall be subject to and dependent upon annual appropriations being made from time to time by the Board for such purpose. Nothing in this Ordinance, the Bonds or the Financing Lease shall constitute a pledge of the full faith and credit of the County. 9. Official Intent. The Board adopts this Ordinance as a declaration of official intent for purposes of Treasury Regulations Section 1.150-2. 10. Effective Date. This Ordinance shall take effect immediately. Adopted this 18th day of December, 2007. [SEAL] Clerk, Board of Supervisors County of Roanoke, Virginia 4 ACTION NO. ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Second reading of an ordinance authorizing vacation of an unimproved right-of-way between Lot 14, Block 1, Section 1 and Lot 1, Block 2, as identified on the plat of Glenvar East Subdivision, Section 1, in Plat Book 7, Page 12, located in the Catawba Magisterial District SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: Richard A. Dehart and Tom E. Cranston have requested the vacation of an unimproved 50 foot right-of-way between Lot 14, Block 1 and Lot 1, Block 2, as shown on the plat of Section 1, Glenvar East Subdivision, recorded in Plat Book 7, Page 12, located in the Catawba Magisterial District. This right-of-way is located between the two parcels owned by the petitioners. Since the right-of-way only adjoins the two parcels owned by the petitioners and terminates at the Roanoke County School Board's property, the entire road right-of-way would transfer to the petitioners. County departments and local utility companies were contacted concerning the vacation. Western Virginia Water Authority has requested the retention of a 20 foot easement centered on the existing water line located in the right-of-way, and Appalachian Power would like to retain its current 12 foot public utility easement. The other utility companies which were contacted had no objection to the road being vacated. The County Attorney met with the School Board on November 15, 2007, to determine its position on this request. The School Board requested that the Board of Supervisors deny this request. It believed that this right-of-way could be developed as an additional access to the Glenvar School campus. One of the petitioners desires to vacate the right-of-way to place an improvement on their property. Once this right-of-way is vacated, the property will be divided evenly between the petitioners and combined with the abutting properties, as provided in Section 15.2-2274 of the Code of Virginia. The pertinent information which is shown on the attached Exhibit A entitled "UNIMPROVED 50' RIGHT-OF-WAY TO BE VACATED AND RETAINING A 20' WATERLINE EASEMENT AND 12' AEP EASEMENT BY BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA" will give the Board a better perspective concerning the relationship between the Glenvar School campus and the unimproved right-of-way. Also attached is an aerial photo of the area. FISCAL IMPACT: The cost and expenses associated with this request, including but not limited to publication, survey and recordation costs, shall be the responsibility of the petitioners. AL TERNATIVES: 1. Approve second reading of the proposed ordinance authorizing the vacation of the right-of-way and establishing waterline and public utility easements in its location. 2. Do not adopt the proposed ordinance authorizing the vacation of the right-of-way. STAFF RECOMMENDATION: Staff makes no recommendation on this request. The recommendation by the School Board should be given great weight in deciding this agenda item. 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA TUESDAY, DECEMBER 4,2007 ORDINANCE AUTHORIZING VACATION OF AN UNIMPROVED RIGHT- OF-WAY BETWEEN LOT 14, BLOCK 1, AND LOT 1, BLOCK 2, AS IDENTIFIED ON THE PLAT OF GLENVER EAST SUBDIVISION, SECTION 1, IN PLAT BOOK 7, PAGE 12, LOCATED IN THE CATAWBA MAGISTERIAL DISTRICT WHEREAS, the Glenvar East Subdivision, Section 1, plat recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 7, page 12, ("the Glenvar East Subdivision Plat") established an unimproved right of way, 50' in width and approximately 110' in length, between Lot 14, Block 1 (Tax Map No. 54.02-3-15) and Lot 1, Block 2 (Tax Map No. 54.02-3-16), which now connects Ingal Blvd. (Route 1119) with County School Board property known as Glenvar Middle School (Tax Map No. 54.02-4-3); and WHEREAS, the right-of-way area designated and set aside for public use on the above mentioned plat has never been improved or accepted into the Virginia State Secondary Road System; and WHEREAS, the above described unimproved right-of-way is more clearly shown as "RIGHT -OF-W A Y TO BE VACATED" on "Plat Showing Unimproved 50' Right-of-Way to be Vacated and Retaining a 20' Waterline Easement and 12' AEP Easement - By Board of Supervisors of Roanoke County, Virginia", dated 11-13-2007, prepared by Roanoke County Department of Community Development and attached hereto as Exhibit "A"; and WHEREAS, no other property owner will be affected by the vacation of this undeveloped right-of-way and that its current existence imposes an impediment to the adjoining property owners making improvements to their properties adjoining this previously dedicated but unimproved street; and WHEREAS, the adjoining property owners and residents of Roanoke County, as the Petitioners, have requested that, pursuant to ~ 15.2-2272 of the Code of Virginia (1950, as amended), the Board of Supervisors of Roanoke County, Virginia, vacate this unimproved right-of-way on the plat of the Glenvar East Subdivision, Section 1 , Plat Book 7, Page 12, as shown on the attached Exhibit "A"; and WHEREAS, this vacation will not involve any cost to the County and the affected County departments have raised no objection; and WHEREAS, notice has been given as required by ~ 15.2-2204 of the Code of Virginia (1950, as amended); and THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading and public hearing of this ordinance was held on November 13, 2007, and a second reading of this ordinance was held on December 4, 2007. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the subject real estate (an unimproved right of way 50' wide and approximately 110' in length) is hereby declared to be surplus and the nature of the interests in real estate renders it unavailable for other public use. 3. That this unimproved right-of-way is designated and shown as "RIGHT -OF- WAY TO BE VACATED" on Exhibit "A" attached hereto, said right-of-way being located 2 on the west side of Ingal Blvd. (Route 1119,) between Lot 14, Block 1 and Lot 1, Block 2 and having been dedicated on the subdivision plat of Glenvar East Subdivision, Section 1, and recorded in the aforesaid Clerk's Office in Plat Book 7, page 12 in the Catawba Magisterial District of the County of Roanoke, be, and hereby is, vacated pursuant to ~ 15.2-2272 of the Code of Virginia,1950, as amended. 4. That an existing 12' AEP public utility easement as shown on the above mentioned plat shall remain in full force and effect; and 5. That a 20' wide waterline easement centered on the existing waterline as shown on the above mentioned plat be, and hereby is, retained for the Western Virginia Water Authority; and 4. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioners. 5. That the County Administrator, or any Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 6. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with ~ 15.2-2272 of the Code of Virginia (1950, as amended). 3 METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLA T REPRESENT A COMPOSITE OF DEEDS, PLA TS, AND CALCULA TED INFORM A TlON AND DO NOT REFLECT AN ACCURA TE BOUNDARY SURVEY. @ 24 IE ~POOLI 23 ) J: u ~ ~ 8..: Q; "ll I.. <r U ~ > - Ingo.l Blvd. 4~ ~OV. ~". 4 ---1 C=:J "0 POOL 3 2 ----1 26" " TAX' 54.02-DJ-16.00 TON E. rk THELJIA S. CRANSTON LOT 1 0.25.J Ac. (D.8. 965 PG. 28J) 19 ,l)G' '/< ',_. \ 361 \ 17 ) I.. U I 375 I. I 367 I'. 0 OJ ...J Rte. 1119 ,:1380 I :~ 14 13 I POOL 0 J! ~ TAX' 54.02-0J-1~OO RICHARD A. & TAMMY C. DEHART LOT 14- 0.255 Ac. (D.8. 1318 PG. 1802) TAX' 54.02-0+-02.00 COUNTY SCHOOL BOARD OF ROANOKE COUNTY 32.71 Ac. t-::-':':'<:~::1 RIGHT-OF-WAY TO BE VACATED 54.02 EXHIBIT "A" LEGEND TAX MAP NO. TAX' 54.02-0+-0.J.00 COUNTY SCHOOL BOARD OF ROANOKE COUNTY 28.48 Ac. GLENVAR MIDDLE SCHOOL 4555 GLENVAR HIGH SCHOOL 4549 SCALE: 1"=100' PLAT SHOWING PORTION OF IVIE CIRCLE - TO BE VACATED BY BOARD OF SUPERVISORS OF ROANOKE COUNTY. VIRGINIA PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DA TE: 11-13-2007 ACTION NO. ITEM NO. }r I-li AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2007 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Wanda G. Riley, CPS Clerk to the Board APPROVED BY: Elmer C. Hodge t~l County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. Capital Improvement Program (CIP) Review Committee (Appointed by District) The following one-year terms expired on August 31, 2007: a) King Harvey, Catawba District b) James 1. Anderson, Cave Spring District (Mr. Anderson has advised that he does not wish to serve an additional term.) 2. Library Board (Appointed by District) The four-year term of Sheryl Ricci, Windsor Hills Magisterial District, will expire on December 31, 2007. Ms. Ricci has informed the Library Board that she does not wish to be reappointed. 3. Roanoke County Planning Commission (Appointed by District) The four-year terms of Gary Jarrell, Hollins Magisterial District, and Rodney W. McNeil, Cave Spring Magisterial District, will expire on December 31, 2007. 4. Western Virginia Regional Jail Authority The one-year terms of Richard C. Flora, elected representative; Michael W. Altizer, alternate elected representative; John M. Chambliss, administrative official; and Diane D. Hyatt, alternate administrative official, will expire on December 31, 2007. 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA, ON TUESDAY, DECEMBER 4, 2007 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for December 4, 2007, 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 5 inclusive, as follows: 1. Approval of minutes for October 23, 2007 2. Resolution of appreciation to Patricia B. Steahly, Social Services, upon her retirement after ten years of service 3. Request to accept the donation of a 20-foot drainage easement by Henley Green and Jill Green, the current owners of Lot 7 (Tax Map No. 24.02-02-07) of Green Farms, Plat Book 30, Page 127, Catawba Magisterial District 4. Request to accept the donation of a 1 O-foot drainage easement from Russlen Farms Development, LLC, on Lots 4 through 10 of Woods Hill at Russlen Farms, Section 1, Catawba Magisterial District 5. Approval of Philip Services Superfund Site smaller party settlement agreement and allocation of funds That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. ACTION NO. ITEM NO. ~~. . ~~-_. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD MEETING DATE: December 4, 2007 AGENDA ITEM: Resolution of appreciation to Patricia B. Steahly, Social Services, upon her retirement after ten years of service SUBMITTED BY: Brenda J. Holton, CMC Deputy Clerk to the Board Elmer C. Hodge t!"f:J-- County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Patricia B. Steahly, Social Services, retired on November 1, 2007, and has requested that her resolution of appreciation be mailed. STAFF RECOMMENDATION: It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail the resolution to Ms. Steahly with the appreciation of the Board members for her many years of service to the County. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA, ON TUESDAY, DECEMBER 4, 2007 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO PATRICIA B. STEAHLY, SOCIAL SERVICES, UPON HER RETIREMENT AFTER TEN YEARS OF SERVICE WHEREAS, Patricia B. Steahlywas employed by Roanoke County on July 1,1997, as a social worker for the Social Services Department; and WHEREAS, Ms. Steahly served four years as the Comprehensive Services Act Coordinator for the County of Roanoke and the City of Salem, and six years as a Child Protective Services social worker; and WHEREAS, Ms. Steahly retired from Roanoke County on November 1,2007, after ten years and four months of service; and WHEREAS, Ms. Steahly, through her employment with Roanoke County, has been instrumental in improving the quality of life and providing services to families and children. 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 PATRICIA B. STEAHL Y for more than ten 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. ACTION NO. ITEM NO. -1/" -! " -" - ../ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE VIRGINIA. MEETING DATE: December 4, 2007 AGENDA ITEM: Request to accept the donation of a 20-foot drainage easement by Henley Green and Jill Green, the current owners of Lot 7 (Tax Map No. 24.02-02-07) of Green Farms, Plat Book 30, Page 127 and located in the Catawba Magisterial District. SUBMITTED BY: Arnold Covey Director, Community Development Elmer C. Hodge t'1f- County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves acceptance of the following easement conveyed to the Board of Supervisors of Roanoke County for a new 20-foot drainage easement in Green Farms in the Catawba Magisterial District of Roanoke County: Donation of a 20-foot drainage easement by Henley Green and Jill Green the current owners of Lot 7 (Tax Map No. 24.02-02-07) of Green Farms, Plat Book 30, Page 127. The location of the donated 20-foot drainage easement is shown in Exhibit A. The drainage easement is to encompass and provide maintenance access to an existing public storm drain that releases into a natural watercourse. FISCAL IMPACT: No County funding is required. STAFF RECOMMENDATION: The staff recommends that the Board approve the request to accept the donation of the 20-foot drainage easement on Lot 7, Green Farms, as shown in Exhibit A. 2 S78"36'52"W \ S78'3S'52"W 118.91 150.00' r20~BIl \ 12o""MsIl I I J I l I I! I 1/ I I LOT 8 t I LOT 7 I TRACY A. & I HENL.EY GREEN JON! C. POFF & JILL GREEN TM 24.02-02-08 ~ 24.02.-02-07 I ~ ~I I~ ~r k \ I: ~ ,~ dl ll~ ~~I ~ It- ~l ....... ,0 < I.LI 'to g tOl I ~ to I ~ ~ ~ I I I <<0 I I -.J I \ I ~ z ~ u rEI ~ I ~1 \~ ~l \0 -l ~ C'J N N I.~ g I r., I 1 I o :..t I NEW I I (./ EXISTING~111 20' X 110' 20' X 150' ~ I DRAINAGE I DRAINAGE gl EASEMENT I j EASEMENT II I L 3~M~ --.J I 30..:.J08U 176.52' I 150.00' N78~~52"E 1 0' N78"36'52"E FOREST ACRE COURT (50' R/W) FOREST ACRE TRAIL ~S'\ ~C~~ i\ ~C.P~~ I I \ \ I I I VICINITY MAP NO SCALE Acceptance of the donation of a 20-foot drainage easement Green Fmffis, Lot 7 Plat Book 30, Page 127 Tax Map No 24.02-02-07 Scale: 1"=100' EXHIBIT A ROANOKE COUNTY DEPLRTMENT OF COMMUNITY DEYELOPMENT Request to accept a donation of a 20- foot drainage easement Green Farms, Lot 7 (Tax Map No.. 24.02-02-07) Plat Book 30, Page 127 ~ .--- ACTION NO. ITEM NO. .~r ~/ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE VIRGINIA. MEETING DATE: December 4, 2007 AGENDA ITEM: Request to accept the donation of a 10-foot drainage easement from Russlen Farms Development, LLc, on Lots 4 through 10 of Woods Hill at Russlen Farms, Section 1, Catawba Magisterial District. SUBMITTED BY: Arnold Covey Director of Community Development Elmer C. Hodge C fr County Administrator APPROVED BY: COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves the acceptance of a 10-foot drainage easement conveyed to the Board of Supervisors of Roanoke County from Russlen Farms Development, LLC. The new drainage easement would be across Lots 4 through 10 of Woods Hill at Russlen Farms, Section 1, in the Catawba Magisterial District as shown in Exhibit A. The drainage easement is to encompass and provide additional maintenance access to an existing public storm drain that was installed with this development. FISCAL IMPACT: None. ALTERNATIVES: 1. Accept the donated 1 O-foot drainage easement across Lots 4 through 10 of Woods Hill at Russlen Farms, Section 1. 2. Take no action at this time. STAFF RECOMMENDATION: Staff recommends Alternative 1. 2 ,. '"' #'$J~ 'l\~ / t Q L sITE ~ 1J VICINITY MAP' NO SCALE ~, NORTH jj; Acceptance 0 f the donation of a new 10- foot drainage easement Woods Hill at Russlen Farms, Section 1, (Lots 4 thrul0) Recordation Instrument No, 2007-10235 ~~ / ~<?~ / ~ ~'{, ......... '" --~ / lOT J7 I IPF @l 1236' \ 70..00' to .)5 , I I New 10' x 480' Drainage Easement I I LOT 35 LOT 34 I LOT 33 !IPF @ 268.1 N7S'St;'.JS"E 70.0..00.' 7000. I 70.00' 1 70..00' I ~'~D~ I I I I I I I 1fill1iflfllff vam.lfJiif.JH1: ~ mrff-~b ~----__. I <:::! I '"" I <:s 10 J c I~ I~ I.... ~ I - LOT 8 I ~ LOT 9 : -LOT 10 I~ I : 0.225:!<I 0.225 : ~ 0.225 I!<J I LOT 11 I ~ ACRE : ~ ACRE 1 ~ ACRE I~ I 0.225 : ~l : ~I : ~I I~ I ACRE 1 ~ _ l ~ _ ! ~ I~ ~~g~' I , ~TO' PUE I I ' I ~ I 5 W.L E . 7a:;:-=J -70..00' 70.0.0.' 70..0.0.' 575"36'35"1'1 7oooa'(TOTAL) 46' PUBLIC R/W \ \ \ h ~ ~~ ~~ ~~ E?i:i! ~~ --- WOODS MEADOW 70..0.0.' :;' WALL MAINTENANCE LA A/'E &- 2' C4l-?; OVERHANG , V, EASEMENT --. Lot 4 Lot 5 Lot6 Lot 7 Lot 8 Lot 9 Lot 10 Woods Hill ilt Russlen F~lrms, Section 1 TaxMap No. 056.03-09-05 TaxMap No. 056.03-09-06 TaxMap No 056.03-09-07 TaxMap No. 05603-09-08 TaxMap No 056,03-09-09 TaxMap No. 05603-09-010 TaxMap No. 056.03-09-011 Scale: 1"= 80' EXHIBIT A ROANOKE COUNTY Request to accept a donation of a new 1 O-foot drainage easement DEPARTMENT OF Woods Hill at Russlen Farms, Section 1 (L01S 4 thtu 10) COMMflNlrf BEVELOPMENTRecordation Instillment No. 2007-10235 ACTION NO. ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA MEETING DATE: December 4, 2007 AGENDA ITEM: Approval of Philip Services Superfund Site smaller party settlement agreement and allocation of funds SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: ~~ SUMMARY OF INFORMATION: In March of 2007 various volunteer fire and rescue stations received a notice and a settlement proposal from the Philip Services Superfund Site PRP Group (an association of over 125 "Potentially Responsible Parties" or PRPs) who joined together to respond to allegations by the South Carolina Department of Health and Environmental Control that they are liable for cleanup of the former Philip Services facility in Rock Hill, South Carolina. Hazardous substances contaminated soil and groundwater at the site, which preliminary estimates indicate could cost as much as $25 million to clean up. The settlement proposal is an opportunity to resolve liability for a nominal payment. Hazardous waste manifests indicate that Cave Spring Fire Station, Mt. Pleasant Fire & Rescue, Masons Cove Fire & Rescue, Catawba Fire & Rescue, Ft. Lewis Fire & Rescue, and Bent Mountain Fire & Rescue shipped hazardous substances to the Philip Services site in October 1997. The company that handled these wastes for the County (PetroChem) was a subsidiary of Philip Services Corporation. Philip Services Corporation (PSC) and its subsidiaries declared bankruptcy in 2003. South Carolina and the United States settled with PSC and its subsidiaries before the PRP group was formed and before any PRPs were notified of their potential liability. PSCs and its insurers' settlement called for a $4.2 million payment into a trust fund for environmental response costs. This will not be sufficient to pay for the remedy needed at the site and South Carolina expects the PRPs to fund the remedial design and remedial action that will be necessary. By settling now the County avoids and resolves: (1) all past and future costs ofthe cleanup including administrative and legal costs; (2) the risk of remediation costs overruns and unanticipated conditions; and (3) the cost of defending a contribution action by the PRP group and governmental enforcement action. Failure to settle now could subject the County to liability for past and future costs and claims associated with this site. The settlement agreement with the PRP Group provides that the PRP Group shall negotiate with the State of South Carolina for a judicially approved consent decree that provides a covenant not to sue and contribution protection for the settling smaller parties (which includes the County) and creates no obligation to perform any remedial action or incur any response costs other than the settlement payment. If a consent decree is not judicially approved and entered by January 2,2009, the payment shall be refunded from an escrow account established for this purpose. FISCAL IMPACT: $4,290 from the Board Potential Litigation Account ALTERNATIVES: 1. Approve the proposed settlement for a nominal sum. 2. Refuse to approve the settlement and litigate liability and cost allocation issues over the next several years. STAFF RECOMMENDATION: It is recommended that the Board authorizes the County Administrator to execute the Philip Services Corporation Superfund Site smaller party settlement agreement on behalf of Roanoke County and the fire and rescue stations identified and that it allocate the sum of $4,290 from the Board Potential Litigation Account for this settlement. 2 2 \" -. I GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA % of General Amount Amount Prior report balance $14,488,420 8.23% Addition from 2006-07 Operations 2,234,779 Audited balance at June 30, 2007 16,723,199 July 1, 2007 Payment on Loan from Explore Park 20,000 Balance at December 4, 2007 $ 16,743,199 9.51% Note: On December 21, 2004, the Board of Supervisors adopted a policy to maintain the General Fund Unappropriated Balance for 2007-08 at a range of 8.5%-9.5% of General Fund Revenues 2007-2008 General Fund Revenues $176,033,678 8.5% of General Fund Revenues $14,962,863 9.5% of General Fund Revenues $16,723,199 The Unappropriated Fund Balance of the County is currently maintained at a range of 8.5%-9.5% of General Fund revenus and will be increased over time to the following ranges: 2008-2009 2009-2010 2010-2011 9.0%-10.0% 9.5%-10.5% 10.0%-11.0% Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge f'tf- County Administrator n\ COUNTY OF ROANOKE, VIRGINIA CAPITAL RESERVES Minor County Capital Reserve (Projects not in the CIP. architectural/engineering services, and other one-time expenditures.) Audited Balance at June 30, 2007 Amount $6,218,669.55 Transfer from Department Savings 489,135.00 Remaining funds from completed projects at June 30, 2007 257.39 August28,2007 Upgrade to the 800 MHZ Radio System (5,000,000.00) Balance at December 4, 2007 $1,708,061.94 Maior County Capital Reserve (Projects in the CIP, debt payments to expedite projects identified in CIP, and land purchase opportunities.) Audited Balance at June 30, 2007 $1,049,620.00 Appropriation from 2006-2007 Operations 2,279,410.00 July 24, 2007 Acquisition of property for Fleet Maintenance Facility (890,000.00) September 11, 2007 Needs assessment and program analysis for Glenvar Library Expansion (100,000.00) Balance at December 4, 2007 $2,339,030.00 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge .{' ({ County Administrator June 12,2007 June 26, 2007 Submitted By Approved By I , : RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA From 2007-2008 Original Budget Amount $ 100,000.00 Appropriation for Legislative Liaison ($24,000.00) Appropriation for the veteran's monument at the Vinton War Memorial ($30,000.00) Balance at December 4, 2007 $ 46,000.00 Rebecca E. Owens Director of Finance Elmer C. Hodge {'({ County Administrator t I '" . f TELECOMMUNICATIONS TAX REPORT COUNTY OF ROANOKE, VIRGINIA Month of Collection Tax Description 2006 2007 January Consumer Utility Tax Landline $ 94,947.90 $ 86,811.94 Consumer Utility Tax Wireless 116,433.91 123,64212 E911 Service Tax 61,427.25 61,67660 Cable Franchise fee 240,925.74 237,369.11 Total $ 513,73480 $ 509,499.77 February Consumer Utility Tax Landline $ 93,052.78 $ 11,481.03 Consumer Utility Tax Wireless 116,093.91 E911 Service Tax 59,753.00 58,515.52 Cable Franchise fee 36,121.67 Total $ 268,899.69 $ 106,118.22 February 2007 Consumer Utility Tax Landline and Cable Franchise Fee are December 2006 taxes collected in February 2007. March Consumer Utility Tax Landline $ 92,561.36 $ Consumer Utility Tax Wireless 104,178.63 Communication Sales and Use Tax 207,485.17 E911 Service Tax 64,339.14 Cable Franchise fee 80,692.40 Total $ 261,079.13 $ 288,177.57 April Consumer Utility Tax Landline $ 96,80250 $ Consumer Utility Tax Wireless 128,673.20 Communication Sales and Use Tax 270,338.98 E911 Service Tax 60,650.90 Cable Franchise fee 216,295.38 75,020.70 Total $ 502,421.98 $ 345,359.68 May Consumer Utility Tax Landline $ 92,941.49 $ Consumer Utility Tax Wireless 117,319.69 Communication Sales and Use Tax 271,078.33 E911 Service Tax 60,264.73 Cable Franchise fee 92,259.95 Total $ 270,525.91 $ 363,338.28 June Consumer Utility Tax Landline $ 95,748.48 $ Consumer Utility Tax Wireless 119,760.11 Communication Sales and Use Tax 268,293.91 E911 Service Tax 60,455.05 Cable Franchise fee 84,186.19 Total $ 275,963.64 $ 352,480.10 July Consumer Utility Tax Landline $ 95,017.26 $ Consumer Utility Tax Wireless 121,823.44 Communication Sales and Use Tax 300,558.02 E911 Service Tax 59,649.70 Cable Franchise fee 245,481.66 78,603.22 Total $ 521,972.06 $ 379,161.24 August Consumer Utility Tax Landline $ 92,306.09 $ Consumer Utility Tax Wireless 116,219.46 Communication Sales and Use Tax 237,72917 E911 Service Tax 59,979.00 Cable Franchise fee 86,818.45 Total $ 268,504.55 $ 324,547.62 September Consumer Utility Tax Landline $ 85,834.51 $ Consumer Utility Tax Wireless 121,460.78 Communication Sales and Use Tax 258,253.93 E911 Service Tax 59,393.73 Cable Franchise fee 87,629.46 Total $ 266,689.02 $ 345,883.39 October Consumer Utility Tax Landline $ 83,920.09 $ Consumer Utility Tax Wireless 122,949.21 Communication Sales and Use Tax 349,811,69 E911 Service Tax 58,855.42 Cable Franchise fee 226,573.74 87,629.46 Total $ 492,298.46 $ 437,441.15 November Consumer Utility Tax Landline 84,089.65 Consumer Utility Tax Wireless 120,728.15 Communication Sales and Use Tax 349,007.66 E911 Service Tax 59,751.01 Cable Franchise fee 28,744.85 85,936.15 Total $ 293,313.66 $ 434,943.81 Grand Total $ 3,935,402.90 $ 3,886,950.83 *Effective 2007 the Cable Franchise Fee is received monthly as compared to quarterly receipts in 2006. **2007 Breakdown provided by the State of Virginia Tax Department Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge County Administrator ACTION NO. ITEM NO. (/. - ) "- ' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: December 4, 2007 AGENDA ITEM: Work session to discuss current status of capital improvement projects. SUBMITTED BY: Brent Robertson Director, Management and Budget SUMMARY OF INFORMATION: This time has been set aside to review and discuss the current status of significant capital improvement projects that are in-process. These projects are currently part of the approved Capital Improvements Program. Attached is a brief summary of recent activity and upcoming events related to the specific projects. FY 2008-2012 Capital Project Status Report 11/28/2007 Project: 800MHz Public Safety Radio Upgrade Project Managers: Bill Hunter Elaine Carver Total Capital Cost: Funding Sources: $9,082,780 Minor Capital $5,000,000 Bond Proceeds Capital Fund - Fire Accounts $3,901,272 $181,508 Description: The project will include a complete upgrade from a 20 year old Public Safety analog radio system to a state of the art digital system, including replacement of the system infrastructure and subscriber radios. The upgrade will ensure better service and greater reliability of communications within the County. Recent Developments: . Final contract was approved by the Board of Supervisors at the August 14, 2007 meeting . Budget was appropriated by the Board at the August 28, 2007 meeting (pending a bond sale) . A detailed Payment Schedule and Project Timeline has been received from Motorola outlining the actual project costs and milestone dates; first payment to be made October 2007 . Final System Acceptance and the "Go Live" date is scheduled for October 20th, 2009 Project Status: Final Contract Approval August-07 at the August 14, 2007 BOS meeting; Budget appropriated at the August 28, 2007 BOS meeting Site Improvements Begin Public Safety Building, Poore Mtn., Ft. Lewis, Mill Mtn, December-07 Gap; Begins 12/3/07 and ends 2/17/09 Subscriber Radio Installations Begin ry-08 Begins 2/15/08, ends 8/27/2008 March-09 Begins 3/18/09, ends 7/16/09 Live October -09 10/20/2009 Project Timeline: I I Final Contract Approval Subscriber Radio Installations Begin Go Live )> {fJ 0 Z c: ~ (> 0 (0 TI 7 < 6 b 0 6 --...J --...J -.J --J '-- " s: )> s: '-- '-- )> (fJ 0 Z 0 '-- " s: )> s: '- '- )> {fJ 0 Z OJ ~ OJ TI III c: c: c: ~ (> 0 ~ OJ CD ~ TI '" c: c: c: CD n- o '" 0- " '< '" :5 co " ... "i' n '" 0- " '< '" T co TI < b b " 0 b b b 0 b b b 6 0 b Co 0 Co b Co b 0 0:> 0 0 u:J 0:> 0:> 0:> 0:> 0:> 0:> CD CD 0:> CD CD CD cO CD cO cO to cO cO to to Site Improvements Begin Site Installations Begin I I L (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: Multi-Gen Center (New Business Park) Total Capital Cost: $30,259,852 Funding Sources: Pub. Sfty Bldg Bond Proceeds $1,800,000 $27,959,852 Project Managers: Dan O'Donnell Pete Haislip Cap. BaL - Close Out Proj. $500,000 Description: Development of an 75,750 square foot multi-generational center to include indoor aquatic spaces, gymnasiums, fitness areas, a walking track, community program space, and outdoor aquatics. The project will provide for the major facility recommendations in the Parks & Recreation Master Plan and will serve to enhance sports marketing efforts in the valley and will anchor a new 200 acre business park in North Roanoke County (See North County Business Park) and will be a signature landmark at the gateway to Roanoke County. Recent Developments: . Board of Supervisors approved the Comprehensive Agreement at the August 28, 2007 meeting contingent upon the following: a) Planned bond sale in Spring 2008 and appropriation of funds b) Execution of the option to purchase approximately 12 acres of land c) Approval of the Public-Private Partnership Agreement for infrastructure improvements for the North County Business Park . Project is similar in size, quality and scope to "Riverchase" model; space program has been reduced from 83,000 sq.lft. to proposed dimensions to reduce cost. Square footage presented does not include outdoor aquatic space . Land acquisition option agreement approved and signed for 12 acres @ $150,000 per acre . Guaranteed maximum price to be provided July 18, 2008. Construction finished end of December 2009. Project Status: c~'m,__~,'~_",~N~~'_'~~","',',,~U"""'~._~.'~A"~'~~~~_"'~,m._..U'_""'_".__~^",_~,~_,~,,_,_~~'....~_mu~.~.__m~_.~m~._"~~'~~~~~m~.~",u~,'~~~'_'~_"W~~"~m~"~m~m..~m , j Board vote on Compo Agreement IAugust-07 ;Approved at the Aug, 28, 2007 BOS meeting . . ~~~-~~~~-~T~' Design Development I Value Engineering .. September-07 : Sept 2007 through March 2008 : Begin site preparation I Groundbreaking March-08 " i 'w",...."..~~,._~,.~"'..~~,~'''''''''''~'m'''''""NN~'~N~.~~~N'"''_'''''''''''''--i''''''''"~_d~A ~.~~~_~.~".~m~~~~....~=y_"<<~""..^W^"'..,....~"""""""A~A~~~'~~~_m~-m.~.^""'"''''~"'''''''''.~W.......i^...,.dN"...-'~_.~~--.~.~ ; Completion! December-09 , f' ~~,.~~~~~~~~~w~",,,.,..~~,_~~__'~~"'~"~~N~'~_' Project Timeline: Design Development I Value Engineering Regin site preparation I Groundbreaking :r> 0: <C 6 ~ o Z 0 ~ ~ ~ :r> ~ ~ ~ ~ :r> ~ 0 Z 0 ~ ~ ~ :r> ~ ~ ~ :r> w 0 Z 0 o 0 ro ~ ~ m ~ ~ 5 ~ ~ ~ ~ ~ 0 ro ~ ~ m ~ w ~ S c ro U 0 ro 6 b b b b b b 6 b ~ ~ b bob b 6 b 6 b ~ b g b bob b ~ ~ ~ ~ ~ ~ 00 00 ~ ~ 00 00 00 00 ill ~ ~ ill g ill m ~ ill ill ill I Board vote on Camp. Agreement Completion (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: Fire Station - North County Total Capital Cost: $4,200,000 Project Managers: Rick Burch Funding Sources: Bond Proceeds Currently Appropriated $3,500,000 $700,000 Description: Provide a new fire and rescue public safety building in the area of Plantation and Hollins Road. This would be a three-bay station to house a pumper and two ambulances. Also included would be adequate living areas such as offices, male/female sleeping/restroom/shower areas, storage areas, and meeting rooms. This facility will more evenly distribute fire and rescue calls currently handled by other stations in order to provide more efficient and effective fire and rescue services for the citizens of Roanoke County. Recent Developments: . Design development began August 2007 . The presentation to the Board of Supervisors was held at the first BOS meeting in October 2007 . Contract document preparation is set to begin in November 2007; bids will be solicited in January 2008 and received in February 2008 (award in March 2008) . The January 2009 completion date is aggressive; there is a possibility that completion will be pushed to February of 2009 . Rescue fees recently approved by the Board will generate revenue to pay for capital construction and off-set some of the personnel costs Project Status: Supervisor's Presentation October-07 Held at first BOS meeting in October 2007 January-08 March-08 March-OS Construction set to run 10-11 months January-09 May be pushed to February 2009 Project Timeline: Bid Award [j) z 0 '- -n ):- :s: '- '- '- ):- (f) 0 z 0 CD 0 ro III CD ~ ll> <= c ~ c ro ~ 0 CD "0 "'f <;' ~ CT '< :J , 6 (Q "i' < '"' 6 0 6 6 6 6 0 6 6 6 6 0 0 00 00 0 --J --J --J 00 00 00 (X) 00 00 00 00 00 00 Begin Construction -n ro 'i' o <0 Supervisor's Presentation Completion ~ (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: New County Garage Project Managers: Anne Marie Green Total Capital Cost: $7,700,000 David Anderson Funding Sources: Bond Proceeds Currently Appropriated $6,440000 $1,260,000 Description: New fleet maintenance facility on Hollins Road that will reduce costs currently associated with maintaining two garages (one owned, one leased) and those associated with outsourcing the repair of public safety vehicles. In addition to reducing costs, the sixteen bay facility will allow for a more efficient workflow, more effective service and provide a safer, more comfortable work environment for the garage staff. Recent Developments: . Value engineering will begin end of November/early December and will be completed by the end of December 2007 . Work on a partnership contract with the Western Virginia Water Authority is currently in progress . Project entrance has been redesigned with Hollins Road being the only access point . The A&E firm, Spectrum, has estimated that the cost per square foot will be $142 . Construction bid is set to be issued by February 2008 with award and commencement of construction slated for April 2008 . Operating costs will be off-set with an updated rate structure and by eliminating the costs associated with the current maintenance facilities Project Status: engineering to begin end of November; finished by of December 2007 to be made by March 2008 Value Engineering Beg ins and occupancy set for May 2009 Project Timeline: I I Value Engineering Award Completion r.n 0 z 0 '- TI s: s: '- '- '- )> r.n 0 z 0 '- TI ~ )> s: '- (Jl ~ 0 (Jl Dl CD III III C C C C (Jl ~ 0 (Jl III (Jl III ~ '" C -0 < c;> :::l 0- '"" :::l 6 6 CD -0 < c;> :::l or C '"" 'i' b b b 0 b b b b b Ol Ol b b b b 0 b 0 0 0 b 0 -.. -.. -.. -.. Ol en CD CD Ol en CD CD en en ~ <D <D <D <D <D Construction Begins ------~ (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: South County Library Total Capital Cost: $18,000,000 Project Managers: Diane Hyatt Diana Rosapepe Funding Sources: Bond Proceeds Currently Appropriated $16.290,000 $1,710,000 Description: This project would replace the existing Headquarters/419 Library with a 56,000 sq. ft. building constructed to meet both current and anticipated needs for size, lighting, design, handicapped accessibility, and telecommunication infrastructure The amount of traffic received at the 419 Library and its lack of interior space ensures that the new South County Library will provide a much needed update to the county's library system and will be of great use to county citizens. Recent Developments: . On October 23, the BOS appropriated the balance of funds needed from future bond proceeds, . The project completed Value Engineering on November 1. Recommendations from the final report provided by the VE team are under review. . The firm of Hayes, Seay, Mattern & Mattern has been selected to design the roundabout on Merriman Rd. . An application has been submitted for an LWCF grant to develop a walking trail and park in the remaining acreage adjacent to the Library. . Revenues generated from community space rentals and retail activities will be used to off-set some of the additional operating costs Project Status: Design Phase Completion l March-08 - Construction Bid March-08 3/29/2008; four (4) week bidding phase . Construction Award April-OB . 4/23/2008 ,Construction Begins ; April-08 ITwenty (20) month construction phase . . , , "m'~,,'~~"~~~~'~~~~~'~~"""'~'~~'~.~'.<".''''''''~M'''''.'_"W'~~'""-',,^'__'N_'.~'M_'~="~'~.w=_.~~~~~..~y~,'~=._,,,~~~~~~~ Completion . November-09 &E delivery & installation finished by 9/7/2009; building, nstruction not complete until 11/4/2009 __,,_~~,,~,,'. ,__'c"~~_~_"W"~.=~m~".",..~,w~~,,,,,..~',,~.n.'~'~~,~,,,,,~'Amm,'..~-._.~.Amm~"~,"".m._~....,.., . Project Timeline: --1 I Construction Bid Construction Award Completion TI }> ~ '- '- '- }> (fl 0 z 0 '- TI ~ }> ~ '- '- }> {J) 0 z 0 ro 1:J III <::: <::: ~ <:: m Cl 0 ro ID ro ~ 1:J ID <::: ~ <:: ro Cl 0 m c- O' "" :J b 0 (Q 1:J " < 0 :J c- O' "" :J 0 '9 "9 " -;: Q 0 0 0 0 co co b b 0 b b b b b 0 b b <r> 0 0 0 0 0 co [D co [D 00 co [D [D co <r> <D <D <D <r> <D <D <r> <D <r> <D Construction Begins Design Phase Completion (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: North County Business Park Infrastructure Project Managers: Doug Chittum Elmer Hodge Total Capital Cost: $2,500,000 Funding Sources: Current Appr. $1,000,000 2008-09 Appr. $500,000 2009-10 Appr. 2010-11 Appr. $500,000 $500,000 Description: Phase I Infrastructure Development for New 200 acre Premier Business Park which will provide new jobs and revenue to Roanoke County and serve as the County's flagship Economic Development Project. Recent Developments: . Master Plan for Business Park has begun . 30 acre site for 1 st development identified as Hotel/Conference Center potential . This project will also provide access to MultiGen Recreation Facility which will serve as anchor to the new Park Project Status: Design Development/Engineering i f September-OJ I Complete by March-08 ~".~,_~'=,~ww~.,__c.=~~~~~'_~.'.'_~ ~~.'.'''''.'Y~''~_'_'~~'_~.'''~A' I i Construction Begins ! MarchJlQ 'Completion of $1.5 Million in Infrastructure November-09 jlmprovements Project Timeline: Design DevelopmenUEngineering Completion of $1.5 Million in Infrastructure Improvements )> (f) 0 z 0 '- ." )> ;::: '- '- '- )> (f) 0 z 0 '- ." ;::: )> ;::: '- '- )> (f) 0 z 0 c CD ~ 0 CD III CD " Q) c c ~ c CD ~ 0 CD III CD ~ " Q) c ~ c CD ~ 0 CD <c " < " ::> CT C '< ::> 6 b <c " < " ::> CT C '< ::> b [() -0 < " b b b b b b b a b b ~ ~ 6 6 b b 6 6 6 6 a b 6 <0 b 6 b 6 b ..... ..... ..... ..... ..... CD co co 00 co co co co co co <0 <0 <0 <0 <0 ill <0 <0 <0 <0 ill Construction Begins ~_.. (DRAFT) FY 2008-2012 Capital Project Status Report 11/28/2007 Project: Total Capital Cost: $2,310,000 Project Managers: Elmer Hodge coordinating with the Western Virginia Water Authority Water Line Extension Description: Extension of a water line from Clearbrook to Wirtz Plateau in Franklin County along the Route 220 Corridor. The project will not have an affect on rates for existing customers of the Water Authority nor will it interrupt service. Recent Developments: . Board of Supervisors approved contract with Franklin County and Wl/VVA at the November 13th meeting . Debt service will be paid for by Roanoke County and Franklin County; Roanoke County's share of the project is approximately $2.3 million; the cost of the entire water line will be approximately $5.5 million . Costs will be recovered from new commercial and residential developers and users who utilize the water line through increased tax revenues and connection fees . The Water Authority will be responsible for the design and construction of the water line . Project length is between 18 months and two years; project is critical to long-term comprehensive regional water system Project Status: Board of Supervisors Contract Approval November-O? approved contract with Franklin County and WVWA November 13th Begins Preliminary engineering report approved by VA Dept. of Health in August. Design work continues. Engineering & Design Work Began Corridor Study/Comprehensive Plan Amendment Work began in May. The final study was presented to the . PC in Oct and BOS in Nov for incorporation into the Comprehensive Plan. Goal to have first phase of the project ready to bid in Jan. .2008 Completion Project Timeline: Project Completion l I 220 COrridor Study/Comprehensive Plan Amendment Board of Supervisors Contract Approval J 5: }> ~ '- '- }> C/l 0 Z 0 '- 'Tl 5: }> '- '- '- }> C/l 0 Z 0 '- 'Tl s: }> s: '- '- III "0 C C C (J) n- o (J) III (J) III "0 C C C C (\) n- o (\) III (J) '" "0 '" c 5- " :> T <.0 "0 <: f) :> rr " :> b T <.0 "0 <: " :> '! " '< :> b " 0 b 0 b b b b b b b " 0 b 0 b b b b b b " 0 b b 0 ~ --J 0 ()) ()) 0 0 <0 --J --J --J --J --J --J --J --J CD CD CD CD CD ()) CD ()) CD CD <0 <0 <0 co <0 en I Engineering & Design Work Began Construction Begins L (DRAFT) c~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE FORMER ROANOKE COUNTY PUBLIC SAFETY CENTER, 3568 PETERS CREEK ROAD, ROANOKE, VIRGINIA, ON TUESDAY, DECEMBER 4, 2007 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 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 member's 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.