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HomeMy WebLinkAbout12/2/2008 - Regular December 2, 2008 825 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 December 2, 2008 The Board of Supervisors of Roanoke County, Virginia, met this day atthe Roanoke County Administration Center, this being the first Tuesday and the first regularly scheduled meeting of the month of December 2008. IN RE: CALL TO ORDER Vice-Chairman Altizer called the meeting to order at 3:00 p.m. The roll call was taken. MEMBERS PRESENT: Vice-Chairman Michael W. Altizer, Supervisors Joseph B. “Butch” Church, Joseph P. McNamara, Charlotte A. Moore MEMBERS ABSENT: Chairman Richard C. Flora STAFF PRESENT: John M. Chambliss, County Administrator; Paul M. Mahoney, County Attorney; Dan O’Donnell, Assistant County Administrator; Brenda J. Holton, Deputy Clerk to the Board; Teresa Hamilton Hall, Public Information Officer IN RE: OPENING CEREMONIES The invocation was given by Pastor Keith Beasley, Good Shepherd Lutheran Church. The Pledge of Allegiance was recited by all present. December 2, 2008 826 IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Chambliss requested that an item be added to the closed meeting pursuant to the Code of Virginia Section 2.2-3711.A.1. to discuss and consider the employment, appointment, and performance of specific public officers, appointees, or employees, namely, Clerk to the Board of Supervisors. Mr. Mahoney requested that an item be added to the closed meeting pursuant to the Code of Virginia Section 2.2-3711.A.29. to discuss the terms or scope of such contract where discussion in open session would adversely effect the bargaining position or negotiating strategy of the County, namely, an employment contract with a new county administrator. It was the consensus of the Board to add the items to the closed meeting. IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Resolution of congratulations to Integrity Windows and Doors for achieving STAR worksite status in the Virginia Occupational Safety and Health Voluntary Protection Program (VPP ) R-120208-1 Jill Loope, Assistant Director of Economic Development, advised that the County was part of the celebration and announcement of Integrity’s accomplishment th this morning. She advised that Integrity is the 46 site in Virginia to receive this award and introduced Brian Hale, Environmental Health and Safety Manager, Integrity December 2, 2008 827 Windows & Doors, Roanoke Plant. Mr. Hale introduced Irene Dews and Doug Shelton who are members of Integrity’s safety team and advised that they were instrumental in receiving this award. He advised that Integrity Windows is one of four companies in the Roanoke Valley that has attained VVP STAR status and that nationally less than 2,500 companies achieve this milestone. Vice-Chairman Altizer and the Board members expressed their congratulations to the management and employees of Integrity Windows for receiving this prestigious award. Supervisor Church moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora RESOLUTION 120208-1 OF CONGRATULATIONS TO INTEGRITY WINDOWS AND DOORS FOR ACHIEVING STAR WORKSITE STATUS IN THE VIRGINIA OCCUPATIONAL SAFETY AND HEALTH VOLUNTARY PROTECTION PROGRAM WHEREAS, Integrity Windows and Doors is the world's largest manufacturer of windows and doors made from state-of-the-art pultruded fiberglass material, offering a complete line of standard-sized window and door options that are Energy Star qualified, built to perform, and backed by first-class customer service; and WHEREAS, Integrity Windows employs 187 employees in a 450,000 square foot facility located in Roanoke County; and WHEREAS, Integrity Windows was notified in September 2008, that the company had achieved STAR worksite status in the Virginia Occupational Safety and Health Voluntary Protection Program (VPP), the highest designation in the VPP which recognizes its members as leaders in their respective industry in health and safety performance on injury and illness rates, management commitment, employee involvement, and written procedures; and December 2, 2008 828 WHEREAS, Integrity Windows’ Roanoke Manufacturing Division holds the only STAR certification for all manufacturers of windows and doors in Region 3 which covers the states of Virginia, West Virginia, Pennsylvania, Delaware, Maryland, and Washington, D.C. and will be the 46th site in Virginia to receive this award out of thousands of possible sites; and WHEREAS, Integrity Windows has a strong management commitment to safety culture and employee involvement, two of the key elements in achieving this status. NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, offers its congratulations to INTEGRITY WINDOWS AND DOORS for achieving STAR worksite status in the Virginia Occupational Safety and Health Voluntary Protection Program; and FURTHER, the Board of Supervisors, in recognition of this outstanding achievement, declares December 2, 2008, as INTEGRITY WINDOWS DAY in Roanoke County, the date that the Company will celebrate its STAR worksite status designation. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora 2. Certificate of recognition to Rita Gliniecki for fifteen years of service as a County representative on the Board of Directors of Blue Ridge Behavioral Healthcare (BRBH) Mr. Chambliss advised that Ms. Gliniecki had been a driving force in the work of the Blue Ridge Behavioral Healthcare Board of Directors for the past fifteen years while also being involved in many other community organizations. He advised that she has represented the County well. Ms. Gliniecki stated that she appreciated the opportunity to serve on the Board and hopes to continue to be of service to the County. Tim Steller, BRBH Executive Director, and Keith Beasley, recently appointed County representative to the BRBH Board of Directors, were present for the recognition. Vice- December 2, 2008 829 Chairman Altizer presented the certificate of recognition to Mrs. Gliniecki and the Board members expressed appreciation for her service to the County and its citizens. 3. Introduction of Keith Beasley, recently appointed County representative to the Board of Directors of Blue Ridge Behavioral Healthcare (BRBH) Mrs. Gliniecki introduced Reverend Keith Beasley and advised that he was replacing her as the County representative on the BRBH Board of Directors. Reverend Beasley advised that he looked forward to working with the BRBH Board and Ms. Gliniecki who is the Past President. Vice-Chairman Altizer welcomed Reverend Beasley and the Board members expressed their pleasure at his willingness to serve. IN RE: BRIEFINGS 1. Briefing on the Social Services Advisory Board. (Requested by Supervisor Church) Supervisor Church advised that he is the Board’s liaison to the Social Services Advisory Board, and that the Social Services Department is critical to the well- being of citizens in the County and surrounding areas during times of financial crisis. He advised that there has been a tremendous increase in the number of citizens who visit the Social Services Department to request aid. He advised that the dedicated employees in the Social Services Department must deal with budget reductions while trying to provide aid for an increased number of citizens and complying with the restrictions and guidelines mandated by the state. He reported on the various ways that December 2, 2008 830 the department is reducing costs, and stated that the department is responsible for providing for the Christmas needs of its foster children. He requested that any citizen who would like to assist in providing Christmas for foster children could make a donation to the Roanoke County Social Services, Attention Foster Care Christmas. He advised that citizens could call 540-387-6087 for more information. In response to Supervisor Church’s inquiry, Mr. Chambliss stated that the needs of other programs and agencies have also increased due to the slow economic conditions and reductions in state funds. He mentioned some of these programs by name and advised that food, shelter, training, and medical care are some of the things they offer to citizens. He encouraged everyone to help others to the best of their abilities, to be mindful of their neighbors in the event of severe weather, and to be aware that domestic violence can be escalated by stress. Supervisor Church introduced Janice Tawney and advised that he was appointing her to serve on the Social Services Advisory Board to represent the Catawba Magisterial District. Ms. Tawney advised that she is a relatively new County resident and appreciates the opportunity to become more involved in local government. Vice- Chairman Altizer and the other Board members welcomed Ms. Tawney and thanked her for her willingness to serve. December 2, 2008 831 2. Briefing and presentation by Virginia Amateur Sports, Inc. on the 2008 Coventry Commonwealth Games of Virginia. (Peter Lampman, President of Virginia Amateur Sports, Inc.) Mr. Lampman congratulated Ms. Gliniecki for her outstanding service for the past fifteen years to the BRBH and Ms. Tawney for her willingness to serve on the Social Services Advisory Board. th Mr. Lampman advised that the 19 anniversary of the games was very successful due to the efforts of many and especially due to the support of Roanoke County and the Parks, Recreation and Tourism Department staff under the direction of Director Pete Haislip. He stated that he had provided the Board with a brief report detailing the demographics of the games and advised that this is a family event and provides local participants the opportunity to stay at home and not travel. He advised that the economic impact was approximately $4 million and that 9,000 athletes competed with 74 percent coming from outside the Roanoke Valley. He advised that 161,000 athletes have participated during the 19 years of the event. He advised that the gender breakdown this year was 50 percent male and female with the age group of 18 and younger being 74 percent, and the next largest group being ages 25 to 44. He expressed appreciation to the Board on behalf of all the athletes for their support of the th games. He advised that the 20 games will be held on July 17 through 19, 2009. December 2, 2008 832 Mr. Lampman presented a plaque of appreciation to Vice-Chairman Altizer. Vice-Chairman Altizer and the other Board members expressed appreciation to Mr. Lampman for bringing the games to the Roanoke Valley. 3. Briefing on current status of Capital Improvement Projects. (Brent Robertson, Director of Management and Budget) Mr. Robertson gave a PowerPoint presentation and outlined the recent - developments for each of the following projects: MultiGenerational Center; New County Garage; 800 MHz Public Safety Radio Upgrade; North County Fire Station; and South County Library. He included information about the major components, projected timelines, and relevant issues pertaining to the projects. Supervisor Moore thanked Ms. Green for saving some of the trees on the garage site. Supervisor Church inquired about the completion date of the new garage, and Mr. Robertson informed him that it is scheduled for completion in June 2009. Supervisor Altizer requested that information and pictures of the progress being made for each project be posted on the County’s website monthly to keep citizens informed. Mr. Chambliss advised that Teresa Hall, Public Information Officer, has been providing information on the County’s webpage about a number of other activities and stated that the requested information would be added. Supervisor Altizer inquired about the process of choosing a name for the multi-generational center, and Mr. Haislip responded that the Parks, Recreation and December 2, 2008 833 Tourism Advisory Committee plans to present a recommendation at the Board’s second meeting in January 2009. IN RE: NEW BUSINESS 1. Approval of the submission of public comments to the State Corporation Commission on the proposed APCo 138 kV Transmission Line and Substation in southwest Roanoke County ("Sunscape" project). (Paul Mahoney, County Attorney) A-120208-2 Mr. Mahoney advised that in early Spring 2008, Appalachian Power Company (APCo) filed an application with the State Corporation Commission (SCC) to construct a 138 kV transmission line and sub-station in southwest Roanoke County known as the Sunscape Project. He advised that the transmission line will be approximately 1.4 miles in length. He advised that APCo did an excellent job compiling the materials they submitted to the SCC and the County. He stated that they included a series of simulated photographs which show approximately 20 transmission towers, 80 to 100 feet tall, located within an 80 foot right of way with the span from tower to tower anywhere from 200 to 600 feet in length. He advised that with the assistance of David Holladay, Senior Planner, and staff from the Planning and Zoning Department, draft comments were developed to be submitted to the SCC on behalf of Roanoke County. He stated that the public hearing on APCo’s application will be held on December 10, December 2, 2008 834 2008, at 10:00 a.m. at the SCC in Richmond, VA and any written comments must be filed with the SCC on or before December 3, 2008. Mr. Mahoney advised that these comments contain the following elements: (1) support the preferred route for the construction of this transmission line which is west of Starkey Road heading north across Route 419 paralleling the NS rail line to Ogden Road and ending at the proposed sub-station; (2) support the proposed preferred location for the substation which is southwest of Ogden Road near the end of Leslie Lane and adjacent to the NS railroad; (3) request the SCC to require APCo to place the new transmission line underground; and (4) request a co-location of the greenway with the transmission line. He requested that the Board approve the comments after their review and authorize him to submit them to the SCC. There was no discussion. Supervisor Moore moved to approve staff recommendation (approve the comments for the County Attorney to submit on behalf of the County to the SCC). The motion carried by the following recorded vote” AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora December 2, 2008 835 IN RE: FIRST READING OF ORDINANCES 1. First reading of an ordinance to approve the Revision to the Intergovernmental Agreement Establishing the Roanoke Valley Greenway Commission. (Janet Scheid, Greenway Planner; Joseph Obenshain, Senior Assistant County Attorney) Ms. Scheid advised that this is the first reading of a proposed ordinance to approve the Revision to the Intergovernmental Agreement Establishing the Roanoke Valley Greenway Commission. She stated that the Intergovernmental Agreement Establishing the Roanoke Valley Greenway Commission was originally signed in 1997 and will expire in 2009. She reported that the committee which was formed to review and revise the agreement is comprised of one representative from each of the four localities participating in the Commission which includes the County of Roanoke, Town of Vinton, and Cities of Salem and Roanoke. She stated that each committee member was appointed by the chief executive officer of the locality they represent and she was appointed to represent Roanoke County. Ms. Scheid advised that minor changes have been made to clarify language and update code sections. She stated that the revised agreement allows for additional localities to join the Commission, specifies that the Commission can solicit private funding, and provides for staff membership on the Commission. She reported that the revised agreement does not have an expiration date but will remain in force December 2, 2008 836 until dissolved or modified by action of the governing bodies of the participating localities. Ms. Scheid advised that the other localities will consider approval of the agreement at their meetings on the following dates: the City of Salem on December 8, 2008; the City of Roanoke on December 15, 2008; and the Town of Vinton on December 16, 2008. She requested that the Board approve the first reading of the ordinance and schedule the second reading for December 16, 2009. There was no discussion. Supervisor Altizer moved to approve the first reading and set the second reading for December 16, 2008. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora IN RE: PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Second reading of an ordinance authorizing the vacation of a 15- foot drainage easement recorded by deed of easement, Instrument #200400160, dedicated by Charles R. Simpson, Inc. and Greystoke Partnership, now crossing lots 19, 20 and 21 of Edgefield, Section 2, Subdivision and Matthew Drive, located in the Vinton Magisterial District. (Arnold Covey, Director of Community Development; Joseph Obenshain, Senior Assistant December 2, 2008 837 County Attorney) O-120208-3 Mr. Covey advised that this is the second reading of an ordinance to vacate a 15 foot drainage easement and the first reading was held on November 11, 2008. He stated that this is the petition of the developer, Charles R. Simpson, Inc. and Graystoke Partnership and several property owners, to vacate a drainage easement for the following reasons: (1) To remove encumbrance from their properties. (2) For the developer to move forward with the acceptance of Matthew Drive into the Virginia Department of Transportation Secondary Road System. He advised that there are no changes from the first reading and that staff recommends approval of the request. There was no discussion and no citizens present to speak on this item. Supervisor Altizer moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora ORDINANCE 120208-3 AUTHORIZING THE VACATION OF A 15-FOOT DRAINAGE EASEMENT RECORDED BY DEED OF EASEMENT, INSTRUMENT #200400160, DEDICATED BY CHARLES R. SIMPSON, INC. AND GREYSTOKE PARTNERSHIP, NOW CROSSING LOTS 19, 20 AND 21 OF EDGEFIELD, SECTION 2, SUBDIVISION AND MATTHEW DRIVE, LOCATED IN THE VINTON MAGISTERIAL DISTRICT WHEREAS, a 15-foot drainage easement was dedicated to the County of Roanoke by deed of easement, instrument #200400160, from Edgefield subdivision, Section 1, through the property of Charles R. Simpson, Inc., Tax Map # 61.01-01-02.3, December 2, 2008 838 and the property of Greystoke Partnership, Tax Map # 61.01-01-02, Tract “A-2” and Tract “B”, respectively, as shown on attached Exhibit “A”; and WHEREAS, by plat recorded in the Clerk’s Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 28, page 45, on August 31, 2004, Charles R. Simpson, Inc., created Edgefield Subdivision, Section 2, consisting of building lots, public street right of way, designated as Matthew Drive, and a stormwater management easement; and WHEREAS, the aforesaid 15-foot drainage easement is a recorded encumbrance on Lots, 19, 20 and 21 of Edgefield Subdivision, Section 2, and underlying Matthew Drive, a public street proposed for acceptance into the Virginia Secondary Road System, all as shown on “Vacate a 15-foot Drainage Easement recorded by Deed of Easement, instrument # 200400160, located in the Vinton Magisterial District”, prepared by Roanoke County Department of Community Development, attached as Exhibit “B”; and WHEREAS, the Virginia Department of Transportation (VDOT) has requested that this easement relocation be accomplished by formal action of the Roanoke County Board of Supervisors in accordance with Section 15.2-2272 (2), Code of Virginia, 1950, as amended, in order to permanently vacate that portion of the easement underlying Matthew Drive so as to permit the proper acceptance of Matthew Drive into the State Secondary Road System; and WHEREAS, this formal board action of vacation will serve to remove potential title questions affecting the property owners of Lots 19, 20 and 21 in Edgefield Subdivision, Section 2; and WHEREAS, the developer and lot owners of Lots 19, 20 and 21, as 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 the existing 15-foot drainage easement dedicated by instrument # 200400160, as now shown on the attached Exhibits “A” & “B”; and, WHEREAS, this vacation will not involve any cost to the County and the affected County departments; and, WHEREAS, notice has been given as required by §15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on November 11, 2008, and the second reading and public hearing was held on December 2, 2008. 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 of this ordinance was held on November 11, 2008, and a second reading and public hearing of this ordinance was held on December 2, 2008. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the subject real estate, a 15-foot drainage easement, is hereby declared to be December 2, 2008 839 surplus and the nature of the interests in real estate renders it unavailable for other public use. . That the 15-foot drainage easement, being designated and shown as “Vacate a 15-foot Drainage Easement recorded by Deed of Easement, instrument # 200400160, located in the Vinton Magisterial District” on Exhibit “B” attached hereto, and having been dedicated by deed of easement for Charles R. Simpson, Inc. and recorded in the aforesaid Clerk's Office by instrument # 200400160, in the Vinton 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 all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioner. 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 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). On motion of Supervisor Altizer to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora IN RE: APPOINTMENTS 1. Library Board (appointed by district) Vice-Chairman Altizer advised that Lisa Boggess, who represents the Vinton District, is no longer a County resident. He stated that an appointment should be made before the end of the year. 2. Roanoke County Planning Commission (appointed by district) Vice-Chairman Altizer advised that the four-year term of David Radford, Windsor Hills Magisterial District, will expire on December 31, 2008. Mr. Radford was appointed on November 13, 2007, to complete the unexpired portion of the term left December 2, 2008 840 vacant by the death of Al Thomason. He stated that an appointment should be made before the end of the year. 3. Social Services Advisory Board (appointed by district) Vice-Chairman Altizer advised that the representative from the Catawba Magisterial District has resigned, and that Supervisor Church has appointed Janice Tawney to serve the remainder of the vacant term and an additional four-year term which will expire July 31, 2013. It was the consensus of the Board to add confirmation of her appointment to the consent agenda. 4. Western Virginia Regional Jail Authority Vice-Chairman Altizer advised that the following one-year terms will expire on December 31, 2008: (1) Michael W. Altizer, elected representative; (2)Joseph B. “Butch” Church, alternate elected representative; (3) John M. Chambliss, administrative official; and (4) Diane D. Hyatt, alternate administrative official. He stated that these appointments need to be made before the end of the year IN RE: CONSENT AGENDA R-120208-4; R-120208-4.a; R-120208-4.d; R-120208-4.e Supervisor Altizer requested that Item 4 (Request to unappropriate $175,000 transfer to the Roanoke County School Board for architect and engineering fees to renovate Southview Elementary School) be removed from the consent agenda for discussion. December 2, 2008 841 R-120208-4 Supervisor McNamara moved to adopt the consent resolution with item 4 removed. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora RESOLUTION 120208-4 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 2, 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 8 inclusive, as follows: 1. Approval of minutes – October 28, 2008 2. Resolution of appreciation to Wanda G. Riley, Clerk to the Board of Supervisors, upon her retirement after thirty-five years of service 3. Request from the schools to accept and appropriate funds in the amount of $37,028 for fiscal year 2008-2009 4. Request to unappropriate $175,000 transfer to the Roanoke County School Board for architect and engineering fees to renovate Southview Elementary School 5. Request to accept a portion of Stoneledge Drive into the Virginia Department of Transportation Secondary System 6. Request to accept a portion of Matthew Drive and Edgefield Drive into the Virginia Department of Transportation Secondary System 7. Request to accept and appropriate grant funds in the amount of $26,000 from the Virginia Department of Emergency Management to the Fire and Rescue Department for the continuation of Community Emergency Response Team training and the Citizen Corp Council 8. Confirmation of appointment 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. December 2, 2008 842 On motion of Supervisor McNamara to adopt the resolution with Item 4 removed, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora On motion of Supervisor McNamara to adopt Item 4 and put the funds in a general ledger account with placement to be determined at the next Board meeting, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora RESOLUTION 120208-4.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO WANDA G. RILEY, CLERK TO THE BOARD OF SUPERVISORS, UPON HER RETIREMENT AFTER THIRTY-FIVE YEARS OF SERVICE WHEREAS, Wanda G. Riley was employed by the Roanoke County Public Service Authority (PSA) on January 1, 1973, and in July 1980, when the PSA became part of the County, she served as Secretary to the Director of Utility Engineering and Administration; and WHEREAS, Ms. Riley also served as Secretary to the Superintendent of Public Facilities; Administrative Secretary to an Assistant County Administrator; Administrative Secretary in the County Attorney’s Office; Executive Secretary to the County Administrator, and was appointed Clerk to the Board of Supervisors in May 2007; and WHEREAS, Ms. Riley retired on November 1, 2008, after thirty-five years and ten months of service to Roanoke County; and WHEREAS, Ms. Riley earned the designation of Certified Professional Secretary, and was a member of the Roanoke Chapter, International Association of Administrative Professions since 1988; the Virginia Municipal Clerks Association; and the International Institute of Municipal Clerks; and WHEREAS, during Ms. Riley’s many years of employment, her administrative expertise and leadership abilities were greatly valued by County staff and her co- workers, and contributed to the growth and development of the County; and WHEREAS, Ms. Riley, through her employment with Roanoke County, has been instrumental in improving the quality of life and providing services to the citizens of Roanoke County. 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 WANDA G. RILEY for thirty-five years of capable, loyal, and dedicated service to Roanoke County; and December 2, 2008 843 FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora 4. Request to unappropriate $175,000 transfer to the Roanoke County School Board for architect and engineering fees to renovate Southview Elementary School A-120208-4.c Supervisor Altizer advised that at the previous Board meeting he requested that the $175,000 transfer be brought back to the Board to be unappropriated and that Supervisor McNamara had indicated he wanted to deposit those funds into the unappropriated fund balance. Supervisor Altizer advised that since the funds were originally appropriated from the minor capital account, he thought the funds should be returned to that account, and that he would prefer to have a full discussion of this item rather than approval with the consent agenda. Supervisor Church concurred that the funds should be returned to the minor capital account and advised that since he thought the funds should definitely be unappropriated, he was willing to abide by the Board’s majority decision in this matter. Supervisor McNamara advised that he thought the $175,000 was new money and believed it should be deposited into a saving account which is the general fund unappropriated balance instead of a spending account such as minor capital. December 2, 2008 844 Supervisor McNamara moved to approve the staff recommendation (unappropriate $175,000 from Southview A&E, and deposit the money into the General Fund Unappropriated Balance). Supervisor Moore advised that she was in favor of saving money and agreed that the funds should be deposited into a savings account. Supervisor McNamara advised that he would restate his motion. Supervisor McNamara moved to unappropriate $175,000 from Southview A&E and deposit the money into a general ledger account with placement to be determined at the next Board meeting. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Floral RESOLUTION 120208-4.d REQUESTING ACCEPTANCE OF A PORTION OF STONELEDGE DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached VDOT Form AM-4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation’s Subdivision Street Requirements, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM-4.3 to the secondary system of state highways, pursuant to §33.1-229, Code December 2, 2008 845 of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Moved by: Supervisor McNamara Seconded by: None Required Yeas: Supervisors Moore, Church, McNamara, Altizer Nays: None Absent: Supervisor Flora RESOLUTION 120208-4.e REQUESTING ACCEPTANCE OF A PORTION OF MATTHEW DRIVE AND EDGEFIELD DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached VDOT Form AM-4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation’s Subdivision Street Requirements, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM-4.3 to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and December 2, 2008 846 BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Residency Administrator for the Virginia Department of Transportation. Moved by: Supervisor McNamara Seconded by: None Required Yeas: Supervisors Moore, Church, McNamara, Altizer Nays: None Absent: Supervisor Flora IN RE: REQUESTS FOR WORK SESSIONS Supervisor Moore requested that a work session be scheduled concerning the spraying of herbicides in Roanoke County. Mr. Chambliss advised that staff is planning a budget work session for the December 16 meeting, and he would schedule the requested work session for the meeting on January 13, 2009. 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, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Statement of expenditures and estimated and actual revenues for the month ended October 31, 2008 5. Proclamation signed by the Chairman (National Family Week) December 2, 2008 847 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Moore: She expressed appreciation to the Parks, Recreation and Tourism staff for their work on the Christmas tree lighting which was held December 1 at Tanglewood Mall. She thanked the Haynes family for donating the tree and Lynchburg Crane for delivering it. Supervisor Church: He requested that Mr. Chambliss inform the citizens and viewing public about the cost-cutting measures that the County has implemented due to budgets cuts. Mr. Chambliss advised that staff was asked to provide proposed budget cuts of five, ten, and fifteen percent and that the five percent funds have been placed in separate accounts to be used later if necessary. He advised that the County has also implemented a job bank process to review vacancies which will generate savings. He reported that the School Administration is also considering ways to prepare for future State budget cuts. Mr. Chambliss briefed the Board concerning the previous State cuts and advised that the Governor will make a presentation on December 17, 2008, concerning additional budget cuts which will affect localities. He stated that staff has planned a budget work session for the December 16 Board meeting, and he will keep the Board informed concerning budget matters. Supervisor Church thanked Mr. Chambliss for the briefing and the preparation that County staff has taken to prepare for the budget challenges. December 2, 2008 848 Supervisor Altizer: He requested that staff develop an outline of the budget process including details about the procedures, type of presentations, and a time line so that the Board members can plan their schedules. Mr. Chambliss advised that he would provide the information requested at a budget work session on December 16. IN RE: CLOSED MEETING At 4:30 p.m., Supervisor Altizer moved to go into closed meeting pursuant to the Code of Virginia Section 2.2-3711.A.7 consultation with legal counsel and briefings by staff members pertaining to probable litigation involving the enforcement of the architectural services contract with Holzheimer Bolek + Meehan, where such consultation in open meeting would adversely affect the negotiating or litigating posture of the County; Section 2.2-3711.A.29. to discuss the terms or scope of such contract where discussion in open session would adversely effect the bargaining position or negotiating strategy of the County, namely, an employment contract with a new county administrator; and Section 2.2-3711.A.1. to discuss and consider the employment, appointment, and performance of specific public officers, appointees, or employees, namely, Clerk to the Board of Supervisors. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora December 2, 2008 849 IN RE: CLOSED MEETING The closed meeting was held from 4:42 p.m. until 5:43 p.m. IN RE: CERTIFICATION RESOLUTION R-120208-6 At 5:44 p.m., Supervisor Altizer moved to return to open session and adopt the certification resolution. The motion carried by the following voice vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora RESOLUTION 120208-6 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 voice vote: AYES: Supervisors Moore, Church, McNamara, Altizer NAYS: None ABSENT: Supervisor Flora 850 December 2, 2008 IN RE: ADJOURNMENT Vice-Chairman Altizer adjourned the meeting at 5:44 p.m. with Chairman Flora absent. Submitted by: Approved by: ~~~ Brenda J. H ton, CMC Deputy Clerk to the Board ~~>>,~~ Michael W. Altizer r Vice-Chairman Clerk's Note: The Board shall interview candidates for the position of County Administrator at one or more undisclosed locations withjn the next 15 days, as provided in Sections 2.2-3711.A.1 and 2.2-3712.8.