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HomeMy WebLinkAbout4/8/2008 - Regular April 8, 2008 253 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 April 8, 2008 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of April, 2008. IN RE: CALL TO ORDER Chairman Flora advised that at 12:00 p.m. today the Board members toured some of the projects in the County including the new regional jail. He advised that they were impressed with the Gander Mountain site where three major businesses are being built, and he was pleased with the increased business development in the County. Chairman Flora called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Richard C. Flora, Vice-Chairman Michael W. Altizer, Supervisors Joseph B. "Butch" Church, Joseph P. McNamara, Charlotte A. Moore MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; John M. Chambliss, Assistant County Administrator; Dan O'Donnell, Assistant County Administrator; Brenda J. Holton, Deputy Clerk to the Board; Teresa Hamilton Hall, Public Information Officer 254 April 8, 2008 IN RE: OPENING CEREMONIES The invocation was given by Reverend James Terry, Penn Forest Christian Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge requested that a closed meeting be added pursuant to the provisions of Section 2.2-3711 A (5) of the Code of Virginia to discuss a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business's or industry's interest in locating or expanding its facilities in Roanoke County. There was a consensus of the Board to add the closed meeting. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Proclamation declarina April 13 throuah 19. 2008. as National Public Safety Telecommunicators Week in Roanoke County Chairman Flora presented the proclamation to Elaine Carver, Chief Information Officer. Also present were Pat Shumate, Chief Communications Officer, and the following members of the Emergency Communications Center: Aleta Coleman, Emily Totten, April Payne, Paige DeSilvey, and Donna Richardson. Ms. Carver expressed appreciation to the Board for their approval of a digital emergency radio system which should be implemented by 2009. She advised that this new system will improve communications and make it possible for the Police IN RE: April 8, 2008 255 Department to use encrypted communications for sensitive information. 2. Resolution of conaratulations to the United States Armv Reserve on the occasion of its 100th anniversary R-040808-1 Chairman Flora presented the resolution to the following representatives who were present: Michael Kavanaugh, U. S. Army Reserve Ambassador for Virginia; Major General James Archer, Commanding General, 95th Division; Lieutenant Colonel Beth Porterfield, Commander, U. S. Army, Beckley Recruiting Battalion; Captain Christopher Orlowski, Commander, Blacksburg Recruiting Company; Sergeant First Class Patrick Walker, Commander, Roanoke Recruiting Station; Captain Tutelo and Master Sergeant Williams, Beckley Recruiting Battalion; and Sergeant First Class Sidell, First Sergeant, Blacksburg Recruiting Company. Ambassador Kavanaugh presented the Board members with key tags that listed the seven values of the United States Army Reserve and advised that the resolution will be displayed in Washington during the time of the anniversary. The Board members expressed appreciation to all members of the United States Army Reserve for all that they have done and continue to do to protect the nation. 256 April 8, 2008 Supervisor Flora moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None RESOLUTION 040808-1 OF CONGRATULATIONS TO THE UNITED STATES ARMY RESERVE ON THE OCCASION OF ITS 100TH ANNIVERSARY WHEREAS, the United States Army Reserve's mission is to provide trained and ready soldiers and units with the critical combat service and support capabilities necessary to protect the nation during peacetime, during any contingency and in war; and WHEREAS, the Army Reserve is a key element in the United States Army's multi-component force, training with active and National Guard units to ensure that all three components work as a fully-integrated team; and WHEREAS, a reserve force was established on April 23, 1908, when the Congress of the United States created the Medical Reserve Corps so that a group of medical officers could be called to active duty in the event of a national emergency; and WHEREAS, today, that reserve force which was founded with 360 doctors is known as the United States Army Reserve, which is a specialized force of over one million "Warrior-Citizens of America"; and WHEREAS, more than 160,000 Army Reserve soldiers served on active duty during World War I, and more than 200,000 Army Reserve soldiers were serving their country on active duty on every front by the end of World War II; and WHEREAS, the brave and dedicated soldiers of the Army Reserve serve on the front lines of the first war of the 21st Century as operations continue in both Iraq and Afghanistan; and WHEREAS, commands throughout the Army Reserve will host events in 2008 to celebrate its illustrious birthday and demonstrate "100 Years of Army Strong". NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, offers its congratulations to the United States Army Reserve on the occasion of its 1 ooth anniversary; and FURTHER, the Board of Supervisors expresses its gratitude and deepest appreciation for the outstanding service provided by the United States Army Reserve. On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None April 8, 2008 257 ~. Introduction of William (Bill) J. Greeves. Jr.. Director. Information TechnoloQV Ms. Carver introduced Mr. Greeves who was recently hired as the Director of Information Technology. Mr. Greeves advised that he was pleased to be working with the County and that he was previously the Director of Information Technology for the City of Hampton, Virginia. The Board members welcomed him as a member of County staff. IN RE: NEW BUSINESS .1: Reauest to aoorove the health insurance olan and rates for County and Schools for fiscal year 2008-2009. (Rebecca E. Owens. Director of Finance) A-040808-2 Ms. Owens advised that the County and Schools participate in a self- funded joint health insurance program for eligible employees to purchase administrative services, access to the network physicians and facilities, and claims administration from Anthem. She reported that the increase for fiscal year 2008-2009 was 3.47 percent and this compares favorably with national and regional medical plan trends of 10 to 12 percent increases. She stated that while no benefit changes for employees are recommended for the 2008-2009 plan year, the factors that contributed to the increase in expenses included a slight increase in enrollment, prescriptions increasing approximately 14.6 percent, and the medical and drug claims increasing 4.3 percent per 258 April 8, 2008 employee. She advised that Anthem will honor their commitment to wellness by partnering with the County and Schools again next year and providing funding of $50,000 for wellness efforts. Ms. Owens advised that the committee reviewed the contribution rates charged to employees and retirees annually, and for the past several years, employees have requested that an additional rate tier for employee and spouse be added to the plan. She advised that after this request was evaluated this year, the committee recommended that the change be implemented effective July 1, 2008, with the family plan rates being adjusted accordingly to allow for this additional tier. She reported that staff will continue to review the experience of all groups and evaluate the adequacy of rates charged to employees and retirees. Ms. Owens advised that Attachment A provided for the Board lists the current and proposed rates for County employees and the slight monthly increase in cost. She advised that the increase to the County is 3.47 percent for a total budget increase of $512,554, and this amount has been included in the draft budget for fiscal year 2008-2009. She advised that staff recommends that the Board approve the health insurance rates for fiscal year 2008-2009. Supervisor McNamara advised that he understands that the County receives an allotment from Anthem, however, he inquired if the County had investigated using third-party companies that have wellness programs to lower future costs. Ms. Owens advised that during the past year, the County utilized the Anthem funding for April 8, 2008 259 wellness programs, and they also issued a "Request for Proposal" (RFP) to gather input from individuals who could provide a wellness program and a clinic. She advised that when the committee reviewed the information received from this RPF, they found that proposals were submitted from those who could provide a wellness program and from others who could only provide a clinic. She advised that the committee determined that they should repost separate RFP's to request proposals for the wellness component and a clinic, and they are in the process of doing this now. In response to Supervisor McNamara's inquiry, Ms. Owens advised that to her knowledge the Schools do not have a clinic; however, the Schools have several programs that offer various activities such as flu shots and blood pressure checks. She advised that other neighboring localities have clinics established. Ms. Owens advised that the County is partnering with the Schools and the Western Virginia Water Authority to consider if the initiatives of wellness and a clinic would be beneficial and provide a better way to manage health claims. Supervisor Church moved to approve the staff recommendation (approval of health insurance plan and rates, with Anthem, for fiscal year 2008-2009). The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None 260 April 8, 2008 2. Reauest to aoorove the dental insurance olan and rates for County and Schools for fiscal year 2008-2009. (Rebecca E. Owens, Director of Finance) A-040808-3 Ms. Owens advised that the County and Schools participate in the joint purchase of dental coverage for all eligible employees and retirees through the Roanoke Valley Regional Health Care Consortium. She reported that this year marks the end of a five-year contract with Delta Dental, and a request for proposal was prepared for the 2008-2009 renewal. She stated that five proposals were received and based on the bids received, follow-up negotiations, references, and evaluations of each finalist, the committee agreed that Delta Dental should be awarded the contract with an effective date of January 1, 2008. She advised that the dental rates for 2008-2009 will increase 2 percent as outlined in Attachment A which was provided for the Board, and there would be no changes to the current coverage for employees and retirees. She advised that the fiscal impact of the rate increase to the County budget is $15,000 and this increase is included in the draft budget. She advised that staff is recommending that the Board approve the dental plan and rates for fiscal year 2008-2009 with Delta Dental. Supervisor Church inquired if Delta Dental has an option for an employee and spouse rate similar to the new tier being established for the health insurance. Ms. Owens advised that the dental plan has three rate tiers which include (1) subscriber April 8, 2008 261 only, (2) subscriber plus one which allows for the employee and spouse or employee and child, and (3) family plan. Supervisor Altizer moved to approve the staff recommendation (approval of dental insurance plan and rates, with Delta Dental, for fiscal year 2008-2009). The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None ~. Reauest to aDDrove the budaet of the Roanoke Vallev Resource Authority (RVRA) for the fiscal vear 2008-2009. (Diane D. Hvatt. Chief Financial Officer: Daniel Miles. Chief Executive Officer. RVRA) R-040808-4 Ms. Hyatt welcomed Mr. Miles to the meeting and advised that this was his first opportunity to present the RVRA budget to the Board. She advised that RVRA must bring their budget to the charter members for adoption each year. She advised that RVRA adopted their budget in March 2008 with a 6.4 percent increase. She advised that Anne Marie Green, Chairman of the RVRA and Director of General Services, was present at the meeting and that she (Ms. Hyatt) serves as its treasurer. Ms. Hyatt stated that she, Ms. Green, and the two members from the Catawba District have reviewed and approved the budget. She advised that the County realizes revenues from the RVRA budget which include a municipality fee of $300,000 262 April 8, 2008 annually and an accounting fee of $49,500 for services provided and that these amounts have been included in the County's fiscal year 2008-2009 proposed budget. She advised that Mr. Miles would review some of the highlights of the budget. Mr. Miles advised that copies of the RVRA budget had been provided for the Board, and he stated that the $9.9 million budget includes a 6.4 percent increase or approximately $600,000. He advised that this increase was due to adding an additional $100,000 per year contribution to the closure fund for the Smith Gap Landfill and implementing a new reserve fund for capital improvements. He advised that the RVRA facility was constructed in the mid-1990's and that the infrastructure is starting to need some immediate repairs to the roof, access road, and tipping floor. He advised that RVRA is also proposing to construct a permanent household hazardous waste (H HW) facility, and with this permanent facility, the program that provides three collection events annually for residents of the Roanoke Valley area will be converted to a monthly service for residents. He advised that there would be a monthly HHW service for liquid chemicals such as pesticides and insecticides, and the RVRA would be able to accept daily those things outside the normal household waste collections like oil, antifreeze, latex paint, and lead acid batteries. He advised that the RVRA is on schedule to retire in 2012 all of their outstanding revenue bond debt which was issued in 1992. He advised that he was pleased to report that the budget does not include any increase in the municipal tipping fee rate. April 8, 2008 263 There was no discussion. Supervisor Church welcomed Mr. Miles to the meeting. Supervisor Church moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None RESOLUTION 040808-4 APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE FISCAL YEAR 2008- 2009 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the Authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke, and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 26, 2008, a copy of which is on file in the office of the Clerk of the Board, the Chief Executive Officer of the Roanoke Valley Resource Authority has submitted a request that the County approve the FY 2008-2009 budget of the Roanoke Valley Resource Authority. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the FY 2008-2009 budget for the Roanoke Valley Resource Authority as set forth in the March 26, 2008, report of the Authority Chief Executive Officer, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None 264 April 8, 2008 IN RE: FIRST READING OF ORDINANCES 1. First readina of an ordinance amendina the Roanoke County Code Jrl the adoption of various amendments to the Roanoke County Zonina Ordinance. (Philip Thompson. Deputy Director of Plannina) Mr. Thompson advised that since May 2007, staff has reviewed the proposed amendments of Articles I through V, of the Roanoke County Zoning Ordinance with the Planning Commission. He advised that the general intent of the proposed amendments is to standardize language and remove inconsistencies between the County and State ordinances and standards. He advised that staff and the Planning Commission completed this review the first part of 2008, and that the Planning Commission held a public hearing on March 4,2008, and recommended approval of the proposed amendments at its March 18, 2008 work session. He advised that this was the first reading of the ordinance and the second reading and public hearing on these amendments is scheduled for April 22, 2008. Mr. Thompson briefly described the proposed amendments included in Articles 1 through V of the Zoning Ordinance. Article I - Mr. Thompson advised that these amendments deal with general provisions; designation of the zoning administrator; the establishment of districts; makes a clarification between the community plan to standardize it with state law and tie it into the comprehensive plan; adds language to put a rezoning or special April 8, 2008 265 use permit on hold; provides clarification on the posting of property for rezonings and special use permits; increases the civil penalties for zoning ordinance violations mainly dealing with signs; and adds language dealing with non-conforming structures that are damaged or destroyed by natural disaster. Article II - Mr. Thompson advised that 15 definitions have been added, 19 definitions revised, and three deleted. He stated that the main purpose of these changes is to be consistent with the County's subdivision ordinance, floodplain ordinance, the newly adopted storm water management ordinance, erosion and sediment control handbook, Building Code, and State Code. He reported that the definitions were also alphabetized under the use types. Article III - Mr. Thompson advised that these amendments deal with district regulations. He reported that safety services, which are basically fire and rescues stations, were added as a by right use in AG-3 and AG-1, and that this was an oversight and should have already been done. He advised that they also combined general and family restaurant into one restaurant use since they are usually in the same zoning districts and amended language dealing with proffers in the planned district. Article IV - Mr. Thompson advised that these amendments deal with the use of design standards. He stated that the majority of the changes deal with the cluster ordinance and include the minimum acreage amount required for a cluster development and the percentage of the lots fronting on open space. He advised that the provision dealing with the collection of solid waste was deleted, and they also 266 April 8, 2008 changed references to the utility standards to reflect the Western Virginia Water Authority. He noted that the Planning Commission is still working on some additions to the cluster ordinance dealing with private road standards and minimum open space standards and will bring them to the Board later this year. Article V - Mr. Thompson advised that these revisions were added to allow for low-impact development and deals with water quality issues, storm water management, minimum loading spaces required, and heights of screening for dumpsters. Mr. Thompson advised that he gave a broad overview of the proposed amendments to the Zoning Ordinance, and he would be glad to answer any specific questions from the Board. He advised that John Murphy, Zoning Administrator, was present. Supervisor Altizer inquired if some of the things that were discussed previously because of the problems with the Wolf Creek development and concerning private roads are being changed in the cluster section of the Zoning Ordinance. Mr. Thompson responded that some of the changes are included in the proposed amendments; however, the standards for private roads will be brought back to the Board at a late time. He advised that the Planned Residential Development (PRO) has been changed to state that if open space is planned in the scheduling or phasing in of improvements, it "shall" be included instead of the current statement, it "should" be included. He advised that when approval of a PRO is requested, the requirements for April 8, 2008 267 open space and improvements of that open space have to be on a schedule which will create tighter control. He advised that the ordinance previously stated that when information was submitted as part of a PRO, that information constituted proffers and this confused the process. He advised that the ordinance was changed to reflect that when a PRO is submitted, it must have a master plan and a set of proffers which detail the project. He advised that they tried to clarify some of the issues concerning Wolf Creek in these amendments; however, additional things need to be considered before the private road standards are brought back. Supervisor McNamara advised that the Zoning Ordinance describes corner lots and that the front and side of the actual structure are considered the front lot. He advised that this policy was not being changed as part of the proposed amendments; however, he felt that there was some interest on the Board to review this policy. He advised that this policy was reviewed approximately six years ago, and while he did not want to slow the work of the Planning Commission on these amendments, he was requesting that the Planning Commission revisit this subject in the near future. Mr. Thompson advised that the Zoning Ordinance is not a static document, and due to changes in technology and daily issues, they plan to review it annually and bring any appropriate changes to the Board for consideration. He advised that they would address any suggestions that the Board members have concerning amendments to the Zoning Ordinance. 268 April 8, 2008 Chairman Flora advised that the process will be to approve the first reading of the ordinance at this meeting which will be followed by a public hearing and second reading on April 22, 2008. He advised that although he did not see any problems with the proposed amendments, he thought it would be helpful for the Board to have a work session to fully review them before the public hearing on April 22, 2008. Supervisor Flora moved to approve the first reading and set the second reading and public hearing for April 22, 2008. The motion carried by the following recorded vote: AYES: NAYS: Supervisors Moore, Church, Altizer, McNamara, Flora None 2. First readina of an ordinance amendina Section 20-25 "Supplemental Collection Service" of Chapter 20 "Solid Waste" of the Roanoke County Code to provide for administrative reaulations as part of the County's elimination of decals. (Anne Marie Green. Director. General Services) Ms. Green advised that she would give the background that caused a change to be requested for a program which is valued and used by the residents. She advised that Roanoke City, Roanoke County, and the Town of Vinton are members of the Roanoke Valley Resource Authority (RVRA) which operates the transfer station. She stated that citizens have been able to bring their waste to the transfer station a certain number of times per year for free, and the costs are billed back to the localities April 8, 2008 269 based on the decals on the windshield of the vehicles. She advised that beginning this spring, those three governments are eliminating the decal, and have had to find another methodology to allocate costs and deal with the program at the transfer station. Ms. Green stated that the stakeholders group consisting of representatives from the City, County, Town and RVRA has met over the past several months, and recommends the following procedures to change the program. She advised that the number of trips allowed per year per citizen would be standardized at 20. She reported that the City of Roanoke currently allows its citizens to use the service once per month or 12 times per year, while the Town of Vinton and Roanoke County currently allow its citizens to use the service once per week or 52 times per year. She advised that in reviewing the number of trips by County citizens based on license plates and looking at what Roanoke City felt they could agree with, the recommendation was made that each vehicle would be able to go to the transfer station 20 times a year. Ms. Green reported that of the 6,000 County vehicles that went to the transfer station last year, only 54 of them used the service more than 20 times. She advised that each jurisdiction will still be able to provide waivers when necessary, so if a resident needs more trips, they can be authorized by the Solid Waste Division. Ms. Green advised that the second change would be to require each driver to state in which jurisdiction he or she lives. She advised that the decal has been used as the methodology for billing the localities in the past, but that will no longer be 270 April 8, 2008 available. She stated that license numbers will still be provided to the localities, along with the residential information provided by the driver. Ms. Green stated that for the first year the localities would be billed the same amount as they were billed during fiscal year 2007-2008, in 12 equal monthly charges. She reported that any shortfall will be absorbed by RVRA, and the program will be re-evaluated after the first year. Ms. Green advised that Roanoke City has changed its ordinance to allow the number of trips to be set administratively by the City Manager or designee and County staff recommends that the County Code be changed in a similar manner with the understanding that the number of trips allowed per year per citizen will be 20. She reported that if it turns out that this is not enough trips per citizen per year, the County administrator or his designee, Ms. Green, could change that number without coming back to the Board for approval. She advised that there is no fiscal impact this year even for implementation of the program since the RVRA is willing to absorb any shortfall. She advised that staff recommends that the Board approve the first reading and move forward to the second reading on April 22,2008. Supervisor Flora advised that 20 trips per year per citizen to the transfer station seems to him to be more than sufficient. Ms. Green agreed and advised that the vast majority of the citizens do not go to the transfer station more than five times per year. There was no discussion. April 8, 2008 271 Supervisor Flora moved to approve the first reading and set the second reading for April 22,2008. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None IN RE: APPOINTMENTS Chairman Flora announced that there were no appointments to be made at this time. He advised that information will be placed on the May agendas concerning the many upcoming appointments which will expire on June 30, 2008. IN RE: CONSENT AGENDA R-040808-5 Supervisor Altizer moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None RESOLUTION 040808-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM 1- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the certain section of the agenda of the Board of Supervisors for April 8, 2008 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 1 inclusive, as follows: 1. Approval of minutes - February 26, 2008, and March 25, 2008 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. 272 April 8, 2008 On motion of Supervisor Altizer to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None IN RE: REPORTS Supervisor McNamara moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None .1: General Fund UnaDDroDriated Balance 2. CaDital Reserves 3. Reserve for Board Continaencv 4. Telecommunications Tax ComDarison ReDort Ms. Owens responded to inquiries from Supervisor Altizer. Supervisor Altizer inquired if the amounts shown as collected on this report are now all combined under the communications sales and use tax. Ms. Owens confirmed that this was correct with the exception of the portion of the cable franchise fee. Supervisor Altizer inquired if Ms. Owens was comfortable with the approximately $170,000 to $180,000 increase in the communications sales and use taxes for 2008. Ms. Owens advised that this tax is monitored on a monthly basis because there are fluctuations in the monthly amount, and there is a benefit in continuing this report until there is a consistent pattern. April 8, 2008 273 Supervisor Altizer stated that the cable franchise fee is received monthly from the state under the new law and that the communications sales and use tax is received quarterly. Ms. Owens responded that all of the monies from the state are being received monthly; however, the mechanisms that were formerly used to verify the accuracy of the funds are not available and staff relies on the state to provide that information. She advised that they are working with the state to find documentation and reports which will substantiate the revenues received. Supervisor Altizer suggested that Ms. Owens might ask Mike Pedalty at Cox Communications for the year-end figures they reported to the state for the cable franchise fee to help measure the amount received from the state. Ms Owens advised that she would contact Mr. Pedalty and continue to review this report closely. 5. Statement of the Treasurer's Accountability per Investment and Portfolio Policv as of March 31. 2008 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Moore: She expressed appreciation to Dan Collins, Virginia Department of Transportation, for repairing the uneven pavement on Route 220 South in front of Watson Simmons' house. Supervisor McNamara: He advised that the Board is considering a number of changes to the Zoning Ordinance, and he does not want to slow down that process. However, he advised that he thought it was appropriate that the policy on setbacks for houses located on corner lots be revisited again. He advised that this 274 April 8, 2008 policy was reviewed approximately six years ago, and he requested that staff start the process of revising this policy and work through a potential change with the Planning Commission. Supervisor Church: (1) He advised that he concurred with Supervisor McNamara's request that it was time for the setback policy on corner lots to be revisited, and that he had received inquiries from citizens concerning this policy. (2) He advised that the Board has a work session today to discuss the Social Services Department; however, he wanted to acknowledge publicly that this department has multiple needs and something needs to be done. He advised that this department, which serves many people with programs that are mandated by the State does not have adequate parking which is a serious problem for the department's clients as well as employees. Supervisor Flora: (1) He expressed appreciation to Mr. Hodge, Arnold Covey, Director of Community Development, and John Murphy, Zoning Administrator, for their attendance and participation in the Boxley Hills neighborhood meeting this past week. He advised that the meeting went well, and he commended the citizens for their graciousness. (2) He advised that an announcement was made today that the location of the intermodal yard will be in Montgomery County, just west of the Roanoke County boundary. He advised that the intermodal yard will have a significant impact on Roanoke County, and he requested that Mr. Hodge ask the planning staff to initiate a corridor study for Routes 11/460. April 8, 2008 275 IN RE: CLOSED MEETING At 4:17 p.m., Supervisor Flora moved to go into closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (5) of the Code of Virginia to discuss a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business's or industry's interest in locating or expanding its facilities in Roanoke County. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None IN RE: CLOSED MEETING The closed meeting was held from 4:25 p.m. until 5:00 p.m. WORK SESSIONS 1. Budaet Dresentation from the Social Services DeDartment. (Betty McCrary. Director. Social Services) The work session was held from 5:05 p.m. until 5:40 p.m. County staff present included: Betty McCrary, Director, Social Services; Joyce Earl, Assistant Director, Social Services; and Doug Forbes, Chair, Social Services Advisory Committee. IN RE: 276 April 8, 2008 Mr. Hodge advised that he had requested that Dr. McCrary brief the Board concerning the budget needs of the Social Services Department. He stated that the Fire and Rescue and Police Department had recently reviewed their budgets with the Board in work sessions. Dr. McCrary described the many challenges facing the Social Services Department which included the problems associated with a building almost thirty years old that does not provide appropriate confidential space to serve clients and has insufficient parking spaces causing clients to park on the streets and employees to pay for parking. She advised that when looking for an appropriate location to move the department, they have to consider that the department serves the City of Salem and needs to be located near the Courthouse for employees to attend hearings. Dr. McCrary updated the Board concerning the growth of the Comprehensive Services Act (CSA) and advised that they served 106 children in 2000 and 262 children in 2007. She advised that the total budget for CSA in 2007 was $6.5 million with the County's local share being 44 percent or $2.8 million which was spent on 30 children. She advised that the General Assembly made changes this year to the funding stream for CSA, and in July 2009, the County's local match will increase to 63 percent. She advised that in order for the County to provide the same services as last year, an increase of $578,000 will be needed. April 8, 2008 277 Mr. Hodge advised that he would schedule a meeting with the appropriate persons to study the needs of the Social Services Department and report back to the Board within the next two months. Dr. McCrary distributed the annual report for the Social Services Department. 2. Work session on recruitment and selection Drocess for committees. commissions. and boards. (Paul Mahonev. County Attornev: Joel Shelton. Assistant to the County Administrator) The work session was held from 5:45 p.m. until 6:00 p.m. County staff present included: Paul Mahoney, County Attorney; and Joel Shelton, Assistant to the County Administrator. Mr. Mahoney advised that at the January 22, 2008, meeting, Supervisor Moore requested that staff research the recruitment and selection of candidates for appointment to Roanoke County committees, commissions, and boards. He advised that information had been submitted to the Board prepared by Mr. Shelton as follows: (1) report on County committees including recruitment and selection of candidates; (2) chart of research from the survey of eight localities; (3) list of all committees, commissions, and boards; (4) County committees, commissions, and boards appointed by district, and (5) other County committees, commission, and boards appointed at large. 278 April 8, 2008 Mr. Mahoney advised that with a few exceptions, members of four-year committees appointed by district do not serve terms concurrent (coterminous) with those of the elected official in that district. He advised that the exceptions are: (1) Planning Commission - term of the Cave Spring district appointment is concurrent with the term of the Cave Spring Supervisor; all other terms on the Planning Commission are not concurrent with the term of the Supervisor from that district. (2) Library Board - terms of the Catawba and Hollins district appointments are concurrent with the terms of the Supervisors from Catawba and Hollins; the terms of the Vinton, Windsor Hills, and Cave Spring appointees are not concurrent with the terms of Supervisors from those districts. Mr. Mahoney reported that the County advertises the upcoming Board appointments on their agendas a month before the expiration of those terms, places information that these terms will expire on the County website, and has an application form on line for citizens to submit. He advised that the Board has interviewed candidates in closed session; however, the Board makes and votes on appointments in open session. Mr. Shelton advised that the survey revealed that localities handle committee appointments and recruitment in a variety of ways. He advised that other localities recruit through web postings, newspaper advertising, cable television channels, civic league organizations, and staff. -.-..~ April 8, 2008 279 Supervisor Moore advised that she feels many citizens who are well- qualified and want to serve on a committee or board are not aware that a position is available and that finding this information on the internet is difficult. She advised that she wanted to implement a system to inform citizens about the opportunities for appointment to County committees, commission, and boards. She expressed appreciation to Mr. Shelton and staff for the research that was done on this subject. Supervisor McNamara suggested that Roanoke Valley Television be utilized to advertise the upcoming appointments. Supervisor Moore advised that she was also concerned that the Cave Spring District is the only district appointment on the Planning Commission that expires at the same time that the Board member's term expires. She advised that she feels that an incoming supervisor should have the opportunity to appoint a representative of their choice to the Planning Commission and that citizens who elect that supervisor might also want a change in representation on the Planning Commission. Mr. Mahoney advised that the maximum term for a Planning Commission member is four years; however, the enabling legislation gives the local government discretionary power to determine different terms of office and make the terms concurrent with the appointing government. Mr. Mahoney was directed by the Board to review the Planning Commission membership with the intent of having the four-year terms of all members expire six months after the Supervisor for that district has been elected. 280 April 8, 2008 ~. Work session to discuss an unsolicited orooosal for the reolacement of Glenvar Library under the Public Private Education Facilities and Infrastructure Act (PPEA). (Diane Hvatt. Chief Financial Officer: Elmer Hodae. County Administrator) The work session was held from 6:00 p.m. until 6:15 p.m. County staff present included: Diane Hyatt, Chief Financial Officer; Diana Rosapepe, Director, Libraries; Elmer Hodge, County Administrator; and Paul Mahoney, County Attorney. Mr. Hodge advised that the County has received an unsolicited proposal and a check for $5,000 for replacement of the Glenvar Library and requested direction from the Board. He advised that many of the details of the proposal were proprietary; however, there would be substantial change to the library at a substantial cost. Mr. Hodge advised that it would be difficult to add another capital project in the next several years although the library is a top priority. He advised that the County has a number of schools and County capital projects begun which include four elementary schools, multigenerational center, south county library, north county fire station, fleet maintenance facility, and a radio system. In response to Supervisor Flora's inquiry, Ms. Hyatt advised that the cost in the Capital Improvements Plan for replacement/renovation for the Glenvar Library is $6 million. Ms. Rosapepe advised Supervisor Altizer that the proposal was for replacement of the Glenvar Library and not renovation. Ms. Hyatt advised Supervisor McNamara that the next opportunity for the County to issue bonds to fund a project April 8, 2008 281 would be 2012. After further discussion, Mr. Hodge advised that the direction of the Board was to hold this item for the present time, discuss with the schools whether they would agree to provide some funding, and report back to the Board. IN RE: RECESS Chairman Flora declared a recess at 6: 15 p.m. WORK SESSIONS CONTINUED 1. Work session to review the status of the Slate Hill develoDment. (Arnold Covey. Director of Community DeveloDment) The work session was held from 6:50 p.m. until 7:55 p.m. County staff present included: Arnold Covey, Director, Community Development. Others present included: Jim Smith, Smith/Packett, Chief Executive Officer; Scott Miller, Smith/Packett, Vice President of Development; Danny Goins, The Highlands Group, President; Steve Herring, The Highlands Group, Vice President; David Rivers, Blanchard & Calhoun Commercial, Commercial Real Estate Consultant; and Steve Collins, Blanchard & Calhoun Commercial, Commercial Real Estate Consultant. IN RE: Planning Commission members present included: Rodney McNeil, Cave Spring District; Gary Jarrell, Hollins District, and David Radford, Windsor Hills District. 282 April 8, 2008 Mr. Covey advised that the purpose of this work session was to give Mr. Smith an opportunity to update the Board on the Slate Hill development. He advised that the plans were approved approximately this time last year and that Mr. Smith and his staff had reached agreement with Lowe's concerning the storm water facility. He advised that this is a very complicated project and construction of the infrastructure has begu n. Mr. Smith advised that he and his team members were pleased to give a presentation on the Slate Hill project and would like to achieve an effective relationship with the Board and staff. The presentation which was given by several of Mr. Smith's team provided the following information about the project and included conceptual renderings of the project: . The development is in a prominent location at the intersection of U. S. 220 and Virginia 419 and 90,000 cars pass by daily. . The conceptual renderings of the site indicate three levels designed to integrate organically with the original slope lines of the hill and preserve views of the top of the ridgeline from both highways. . The project could include retails stores, approximately 100 condominiums, restaurants, and a hotel. . The design plan was described as a "Carolina Highlands" style with an arts and crafts look. April 8, 2008 283 · The buildings will be created so that people working or shopping within the development will have unobstructed views. · The landscaping will be aggressive and will keep as much vegetation as possible. Mr. Smith advised that there are no firm dates for construction of the buildings or tenants for the development; however, he thought an achievable goal for completion would be 2010 when the new medical college is scheduled to open. He thanked the supervisors for the opportunity to attend the meeting and asked for their feedback on the plans as presented. Chairman Flora thanked Mr. Smith for keeping the Board updated on the plans for the project. ~. Work session to receive information concernina the American Electric Power (AEP) 138 kV electric transmission line proiects in the Catawba and Cave Sprina Maaisterial Districts. (Paul Mahonev. County Attornev) The work session was held from 8:00 p.m. until 8:40 p.m. County staff present included: Paul Mahoney, County Attorney. The following representatives from Appalachian Power (APCO) were present: Terry Hall, Manager, External Affairs; Ron Poff, Sunscape Project Manager; and Paul Hanson. 284 April 8, 2008 Planning Commission members present included: Rodney McNeil, Cave Spring District; Gary Jarrell, Hollins District, and David Radford, Windsor Hills District Mr. Mahoney advised that he provided the Supervisors with copies of the materials distributed by AEP at a community meeting on March 25, 2008, and a document prepared by Katherine Jones, Senior Assistant County Attorney, summarizing portions of a 2006 Joint Legislative Audit and Review Committee (JLARC) report evaluating underground electric transmission lines in Virginia. Mr. Mahoney advised that AEP may file its formal application to the State Corporation Commission (SCC) for approval of their proposed projects in June 2008. Mr. Mahoney advised that the SCC will issue a scheduling order that establishes the time table for participation by interested parties, publication of statutory notices, and a date for a public hearing in Richmond before the SCC. He stated that based upon past experience, he anticipated that this public hearing will be scheduled in the early fall of 2008. Mr. Mahoney advised that no action is required by the Board at this time, and if they wish to participate in the formal State Corporation Commission (SCC) proceedings, there would be an opportunity this summer. He advised that issues of concern to County citizens include the routes or corridors for the transmission lines, the location of the substation, and overhead vs. underground transmission lines. Mr. Mahoney advised that the Board may decide to participate in the SCC proceedings; however, the County's power to effect the final decision by the SCC is limited. He April 8, 2008 285 reported that state law grants the SCC the power to make final decisions with respect to the public necessity for and location of these transmission lines. Mr. Mahoney advised that AEP is in the preliminary stages of identifying study routes for the following 138 kV transmission line projects: (1) Matt Funk project located in the Catawba area of Roanoke County and potentially part of Montgomery County and involves the addition of new equipment at the existing Matt Funk substation, and (2) Sunscape project located in Southwest Roanoke County and the City of Roanoke which includes a new substation. He reported that a meeting has been scheduled for April 17 at Glenvar Middle School to receive more information about the Matt Funk project. Mr. Mahoney advised that APCD is requesting that Roanoke County provide answers to specific questions. He distributed a draft of the proposed answers that staff has prepared which will be sent to Mr. Poff after the draft has been reviewed by the Board members. Mr. Mahoney advised that Delegate May introduced legislation at the General Assembly this year which would provide for four pilot projects where the SCC could place transmission lines underground and pass the cost to customers. There was a discussion of the intent of the legislation, whether this legislation might affect the current AEP projects, and how the increased costs for underground lines would be distributed. 286 April 8, 2008 Supervisor Moore provided a copy of questions from concerned citizens in Southwest County and reported that some of these citizens were present at the work session. Mr. Mahoney asked that Mr. Poff provide the answers for these questions to him or Supervisor Moore so that the County can use this information when responding to other citizens. Mr. Poff advised that APCD has a great deal of information about the three projects on their website as well as answers to "frequently asked questions". After further discussion, Mr. Mahoney summarized that the intent of the Board was that staff would gather more details and provide answers to questions regarding corridors, routes, location of substation, and underground vs. overhead in anticipation of whether or not the Board wants to participate in a formal SCC procedure this summer. 3. Work session with the PlanninQ Commission to review the Mount Pleasant Community Plan. (Philip Thompson. Deputy Director of Plannina) The work session was held from 8:45 p.m. until 9:16 p.m. County staff present included: Philip Thompson, Deputy Director of Planning; David Holladay, Senior Planner; and Arnold Covey, Director, Community Development Planning Commission members present included: Rodney McNeil, Cave Spring District; Gary Jarrell, Hollins District, and David Radford, Windsor Hills District Mr. Thompson advised that staff and the Planning Commission have been working on this plan for approximately 18 months. He advised that the plan was April 8, 2008 287 created due to increased development pressures in Mount Pleasant and will be adopted into the 2005 Comprehensive (Community Plan) and as an amendment to the Future Land Use Map. He advised that Mount Pleasant is bordered by Roanoke City, the Town of Vinton, the Roanoke River, Franklin County and Yellow Mountain Road. He advised that the section measures approximately 10,000 acres in size or 15.5 square miles. Mr. Thompson and Mr. Holladay reviewed the contents of the plan through a PowerPoint presentation. They responded to several inquiries from Supervisor Altizer concerning the differences in the Future Land Use Scenario #2 and #4 included in the plan.. Mr. Hodge complimented the staff on the incredible amount of work that went into the development of this plan. Supervisor Altizer thanked staff and the Planning Commission for taking their time to work with citizens to complete a quality plan. Mr. Thompson advised that staff has completed the Route 220 Corridor Study and the Mount Pleasant Plan is almost complete. He advised that community meetings have been scheduled for next week for the Route 221 Area Plan, and a meeting has been scheduled for the Hollins Area Plan. He advised that the department is staffed to undertake two studies simultaneously, and they plan to begin work in the fourth quarter of 2008 on the Glenvar Area Community Plan and Route 24 Corridor Study. 288 April 8, 2008 IN RE: CERTIFICATION RESOLUTION R-040808-6 At 9:19 p.m., Supervisor Flora moved to return to open session and adopt the certification resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None RESOLUTION 040808-6 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Flora to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Altizer, McNamara, Flora NAYS: None April 8, 2008 289 IN RE: ADJOURNMENT Chairman Flora adjourned the meeting at 9:19 p.m. Submitted by: Approved by: ~.W~ Brenda J. olton, CMC Deputy Clerk to the Board ~~~-.S) c i?.Q oro.. Richard C. Flora Chairman 290 April 8, 2008 (This page left intentionally blank)