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HomeMy WebLinkAbout9/8/2009 - RegularSeptember 8, 2009 639 County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 September 8, 2009 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the second Tuesday and the first regularly scheduled meeting of the month of September 2009. IN RE: CALL TO ORDER Vice-Chairman McNamara called the meeting to order at 3:00 p.m. The roll call was taken. He advised that Chairman Altizer had been delayed and will be present later in the meeting. MEMBERS PRESENT: Chairman Michael W. Altizer (arrived 4:18 p.m.); Vice- Chairman Joseph P. McNamara, Supervisors Joseph B. "Butch" Church, Richard C. Flora, Charlotte A. Moore MEMBERS ABSENT: None STAFF PRESENT: B. Clayton Goodman III, County Administrator; Daniel R. O'Donnell, Assistant County Administrator; Diane D. Hyatt, Assistant County Administrator; Paul M. Mahoney, County Attorney; Becky R. Meador, Clerk to the Board; Teresa Hamilton Hall, Public Information Director IN RE: OPENING CEREMONIES The invocation was given by Pastor Robert Mullen, Shenandoah Baptist Church. The Pledge of Allegiance was recited by all present. 640 September 8, 2009 IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Proclamation declaring Friday, September 11, 2009 as the tenth annual Hokie Pride Day in the County of Roanoke Vice-Chairman McNamara presented the proclamation to Adam Shores, Board of Directors, Roanoke Valley Hokie Club. The members of the Board expressed appreciation to Mr. Shores and the Roanoke Valley Hokie Club for their efforts. Mr. Shores expressed appreciation to the Board for their support. He stated that this is the tenth year of Hokie Pride Day, which is now a nationwide and worldwide event. It was started in the Roanoke Valley by the Roanoke Valley Hokie Club. He encouraged everyone to wear orange and maroon on Friday and show their support for Virginia Tech. 2. Proclamation commemorating the 75th Anniversary of the Salem- Roanoke Countv Chamber of Commerce Vice-Chairman McNamara presented the proclamation to Debbie Kavitz, Executive Director, Salem-Roanoke County Chamber of Commerce. The members of the Board expressed appreciation to Ms. Kavitz and the Chamber for their efforts. Ms. Kavitz invited everyone to join them at Longwood Park on September 17, 2009, for the anniversary celebration. They are proud of the connection and long- term relationship that the Chamber has with Roanoke County. She thanked the Board September 8, 2009 641 for the recognition. 3. Resolution declaring the month of September 2009 as Preparedness Month in the County of Roanoke Richard E. Burch, Chief of Fire and Rescue) R-090809-1 Vice-Chairman McNamara presented the proclamation to Richard Burch, Chief of Fire and Rescue, with appreciation for their efforts to keep citizens prepared in emergency situations. Supervisor McNamara moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer Chief Burch pointed out that September 11 is the anniversary of 9/11/2001 and that the President has declared September 11 as a National Day of Service and Remembrance, which led to the month of September being named National Preparedness Month. He introduced Joey Stump, County Coordinator, Homeland Security and Emergency Management, to provide additional information. Division Chief Stump expressed appreciation for this recognition. He wanted to share with the viewing audience the message about being prepared. He remarked that historically National Preparedness Month concerned mainly hurricane 642 September 8, 2009 preparedness; however, it has evolved into preparedness for all hazards. He urged the citizens to be prepared to take care of themselves for several days when a disaster occurs. He presented the Board with informational booklets concerning planning for various emergency situations and advised that additional information and links are posted on the Fire and Rescue website. Citizens can also call the Fire and Rescue Department and they will be glad to assist them. Supervisor Flora advised that this year a huge amount of planning and preparedness has gone into the H1 N1 issue. He pointed out that if anyone has any questions about H1 N1, they should go to the State Department of Health website for information. Supervisor Church expressed appreciation to Chief Burch, Division Chief Stump and the Fire and Rescue Department for their efforts to keep the citizens and schools of the County and the Roanoke Valley prepared. Supervisor Moore recognized that Friday is the eighth anniversary of 9/11/2001. She expressed appreciation to all of the service men and women and public safety personnel for their sacrifices during 9/11/2001 and for their on-going efforts. RESOLUTION 090809-1 DECLARING THE MONTH OF SEPTEMBER 2009 AS PREPAREDNESS MONTH IN THE COUNTY OF ROANOKE WHEREAS, the majority of our population is not ready to fully take care of themselves in a large scale disaster situation; and WHEREAS, September is National Preparedness Month, a great time to urge every person in Roanoke County to prepare themselves in the event an emergency strikes and to assemble an emergency "kit"; and WHEREAS, a kit should include various non-perishable food items, water, battery powered lights, a radio, medicines and a plan that includes copies of insurance September 8, 2009 643 policies, phone numbers and meeting locations where individuals could be self-sufficient for the first several days of a catastrophe; and WHEREAS, a disaster could consist of various natural disasters, such as flooding, hurricanes or tornados; could be a man-made event, such as a pandemic; or could be a crisis, such as a fire that affects only a few individuals; and WHEREAS, during National Preparedness Month, the theme "Get a Kit, Make a Plan, Get Prepared" encourages all Americans to recognize the significance of and raise awareness of the importance of being ready in the event a disaster should occur. NOW, THEREFORE, WE, the Board of Supervisors of Roanoke County, Virginia do hereby proclaim and recognize the month of September 2009 as Preparedness Month in Roanoke County and calls upon its citizens to take appropriate action to ensure their safety in the event of any emergency. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer IN RE: NEW BUSINESS 1. Request to approve a memorandum of understanding between Roanoke Countv Board of Supervisors and Roanoke Countv Schools Diane D. Hyatt, Assistant Countv Administrator) A-090809-2 Ms. Hyatt advised that during the past budget cycles, the Board of Supervisors and the School Board have been sharing revenues with an informally agreed upon process that has worked well for many years. The result is a fair and equitable budget process, dividing the revenues between the two entities. At a meeting earlier this year with the Chairs and Vice-Chairs of the County and the School Board, staff was asked to prepare a memorandum of understanding to document the current process. A memorandum, which documents this current process, has been prepared 644 September 8, 2009 and submitted for Board approval. Ms. Hyatt continued that the School Board considered this memorandum of understanding at their meeting on August 27, 2009, and will take action on September 10, 2009. The School Board approved the processing concept from the initial meeting and did not make any amendments to the plan. Staff recommends that the Board adopt the memorandum of understanding in substantially the form as presented. Supervisor McNamara advised that he believes this is a good process and it would be beneficial to the Board and School Board to keep that process in place for the future. Supervisor McNamara moved to approve the staff recommendation. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer IN RE: FIRST READING OF ORDINANCES 1. Ordinance amending Section 2-3 of the Roanoke County Code, increasing the bad check fee Paul M. Mahoney, County Attorne Mr. Mahoney advised that he has worked closely with Kevin Hutchins, Treasurer, on this proposed ordinance, which will amend the County Code. This ordinance would increase the bad check fee that the County currently charges September 8, 2009 645 individuals. A fairly substantial administrative burden is imposed on the County when bad checks occur and Mr. Hutchins reported that last year his office handled approximately 275 bad checks. This ordinance increases the current bad check fee from $20.00 to the statutory maximum of $35.00. The General Assembly increased this statutory maximum in 2004. If the Board approves the first reading of the ordinance, the second reading would be held on September 22, 2009. There was no discussion. Supervisor Church moved to approve the first reading and schedule the second reading for September 22, 2009. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer 2. Ordinance authorizing recordation of a sight distance deed restriction on County owned property adjacent to Tuli Lane, Vinton Magisterial District Jose h B. Obenshain, Senior Assistant County Attorne Mr. Obenshain advised that he is speaking on behalf of Janet Scheid, Greenway Planner, who has been working with this process and was unable to be present. The Wolf Creek Greenway has been constructed and the Virginia Department of Transportation (VDOT) has requested this action be taken because of a curve in 646 September 8, 2009 Tulip Lane on County property and to protect the safety of children who will use the greenway to and from school. The restriction on the deed is necessary so that any trees, shrubs or grass can be maintained to have sufficient sight distance for motorists using this public street. They discovered a slight error in the deed book description and that will be corrected at the second reading of the ordinance. He reported that because the County owns this property and cannot give itself an easement, the best solution is to record a restriction in the deed that would be a public record from this time forward. He advised that this action has been requested by VDOT as necessary for public safety in this area. There was no discussion. Supervisor McNamara moved to approve the first reading and schedule the second reading for September 22, 2009. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer IN RE: SECOND READING OF ORDINANCES 1. Ordinance authorizing conveyance of a 20-foot wide drainage easement on property owned ~ the Board of Supervisors Tax Map #079.02-01-67.00-0000) known as Mount Pleasant Park to the School Board of Roanoke County in connection with renovations September 8, 2009 647 to Mount Pleasant Elementary School, Vinton Magisterial District Jose h B. Obenshain, Senior Assistant County Attorne 0-090809-3 Mr. Obenshain advised that there have been no changes since the first reading of the ordinance. This ordinance is necessary because of the renovations that are occurring at Mount Pleasant School. There was no discussion. Supervisor McNamara moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer ORDINANCE 090809-3 AUTHORIZING CONVEYANCE OF A 20-FOOT WIDE DRAINAGE EASEMENT ON PROPERTY OWNED BY THE BOARD OF SUPERVISORS (TAX MAP #079.02-01-67.00-0000) KNOWN AS MOUNT PLEASANT PARK TO THE SCHOOL BOARD OF ROANOKE COUNTY IN CONNECTION WITH RENOVATIONS TO MOUNT PLEASANT ELEMENTARY SCHOOL, VINTON MAGISTERIAL DISTRICT WHEREAS, Roanoke County Schools is currently renovating the Mount Pleasant Elementary School, which construction project requires a 20-foot wide drainage easement adjoining property owned by the Roanoke County Board of Supervisors (Tax Map #079.02-01-67.00-0000) known as Mount Pleasant Park, as recorded in Deed Book 870, page 313, in the Clerk's Office of the Circuit Court for the County of Roanoke, Virginia; and WHEREAS, this drainage easement is necessary to ensure compliance with Roanoke County and the State of Virginia stormwater regulations; and WHEREAS, Roanoke County Schools requires a drainage easement from Roanoke County for their drainage onto the County's property to ensure proper 648 September 8, 2009 drainage from the school site (Tax Parcels, #079.02-01-68.00 and #079.04-01-04.00- 0000) as shown on the plat entitled "Plat From Records Showing a 20' Drainage Easement on Tax Parcel 079.02-01-67.00-0000, Located off Mount Pleasant Boulevard, Vinton Magisterial District, Roanoke County, Virginia", dated 08/19/2009, prepared by Timothy S. Nash, land surveyor; and WHEREAS, the proposed easement will serve the interests of the public and is necessary for the public health, safety, and welfare of the citizens of Roanoke County. 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 August 25, 2009, and a second reading was held on September 8, 2009. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the interest in real estate to be conveyed is hereby declared to be surplus, and is hereby made available for other public uses by conveyance to the County School Board of Roanoke County, Virginia for drainage from the Mount Pleasant School building property in the Vinton Magisterial District of Roanoke County. 3. That donation to the County School Board of Roanoke County, Virginia of a 20-foot wide drainage easement across County property identified as Tax Parcel # 079.02-01-67.00-0000, on the above-mentioned map, attached hereto as Exhibit A, for purposes of improvement to the Mount Pleasant Elementary School (Tax Map No. 079.02-01-68.00-0000 and No. 079.04-01-04.00-0000) is hereby authorized and approved. 4. That the County Administrator, or any Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer September 8, 2009 649 IN RE: APPOINTMENTS 1. Capital Improvement Program Review Committee (appointed District Supervisor McNamara reappointed Wes Thompson to serve an additional one-year term representing the Windsor Hills Magisterial District. He requested that confirmation of his appointment be placed on the Consent Agenda. IN RE: CONSENT AGENDA R-090809-4; R-090809-4.c Supervisor McNamara moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer RESOLUTION 090809-4 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H -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 September 8, 2009 designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6 inclusive, as follows: 1. Approval of minutes -January 27, 2009 2. Request to establish a Radio Maintenance and Capital Fund 3. Request to appropriate funds in the amount of $119,204.50 from the City of Roanoke for the purpose of maintaining the City's analog emergency radio system 4. Resolution approving the Second Amendment to the Service Agreement 650 September 8, 2009 between Roanoke County, the Roanoke County School Board and the Taubman Museum of Art 5. Request to appropriate grant funds in the amount of $96,646.66 for Roanoke County Schools 6. Confirmation of appointments to the Economic Development Authority and the Capital Improvement Program Review Committee That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer RESOLUTION 090809-4.c APPROVING THE SECOND AMENDMENT TO THE SERVICE AGREEMENT BETWEEN ROANOKE COUNTY, THE ROANOKE COUNTY SCHOOL BOARD AND THE TAUBMAN MUSEUM OF ART WHEREAS, the Roanoke County Board of Supervisors on August 14, 2007, authorized the County Administrator to execute a service agreement with Roanoke County Public Schools and the Art Museum of Western Virginia ("Art Museum") to fund arts educational programming for students and teachers of Roanoke County by the Art Museum on an annual basis for up to ten (10) years subject to future appropriations; and WHEREAS, following the first year of operation under this service agreement during the 2007-2008 school year, an amended service agreement was negotiated between Roanoke County, Roanoke County Public Schools and the Art Museum, now the Taubman Museum of Art, to provide for funding of the Art Museum's education programming for the 2008-2009 school year; and WHEREAS, following the second year of operation under this service contract during the 2008-2009 school year, a second amended service agreement has been negotiated between Roanoke County, Roanoke County Public Schools and the Art Museum, now the Taubman Museum of Art, to continue funding of the Art Museum's education programming for the 2009-2010 school year; and WHEREAS, this Second Amended Service Agreement has been approved and executed on behalf of Roanoke County Public Schools and the Taubman Museum of Art and requires formal approval action by this Board to authorize its execution by the County Administrator; and WHEREAS, the reading of this Resolution was held on September 8, 2009. September 8, 2009 651 NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Second Amendment to the Service Agreement between the Board of Supervisors of Roanoke County, Virginia, the County School Board of Roanoke County, Virginia and the Taubman Museum of Art, formerly the Art Museum of Western Virginia, attached as Exhibit "A", providing funding for educational services by the Taubman Museum of Art to students and teachers in Roanoke County is hereby approved. 2. The County Administrator is authorized to execute the Second Amendment to this Service Agreement upon such form as may be approved by the County Attorney's Office. 3. That this Resolution shall be in effect from its adoption. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer 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, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer 1. General Fund Unappropriated Balance 2. Capital Reserves 3. Reserve for Board Contingency 4. Proclamation and certificate of recognition signed ~ the Chairman 652 September 8, 2009 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: (1) He recognized Drew Densmore from U. S. Senator Mark Warner's office who was present for the meeting. He thanked former Governor Warner for his assistance at the time of the Roanoke County tire fire. He thanked Senator Warner for his efforts on behalf of the Roanoke Valley and Roanoke County. He appreciated Mr. Densmore's attendance at the meeting. (2) He advised that an application was submitted last Friday for an asphalt plant on a new site in the West County area. He stated that notification will be posted on the website. He informed the citizens of the Catawba District that information will be provided as it is received. IN RE: CLOSED MEETING At 3:37 p.m., Supervisor Church moved to go into closed meeting pursuant to the Code of Virginia Section 2.2.3711.A.1, personnel, namely discussion concerning appointments to the Building Code Board of Adjustments and Appeals and the Grievance Panel. The motion carried by the following recorded vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer IN RE CLOSED MEETING The closed meeting was held from 3:45 p.m. until 3:49 p.m. with Supervisor Altizer absent. September 8, 2009 653 IN RE: WORK SESSION 1. Work session on the preliminary financial results of the 2008-2009 fiscal year ~ Clayton Goodman III, County Administrator; Diane D. Hyatt, Assistant County Administrator; Rebecca Owens, Director of Finance; Brent Robertson, Director of Management and Bud et This work session was held from 3:55 p.m. until 4:37 p.m. Supervisor Altizer arrived at 4:18 p.m. during this work session. Ms. Hyatt advised that figures presented in this work session for year-end 2008-2009 are preliminary only. Financials for the first quarter of fiscal year 2009-2010 will be presented in late October. Mr. Robertson advised there is good news for fiscal year 2008-2009 year- end. The County ended the year with approximately $2.9 million in surplus. It was the consensus of the Board to repay the School Board the $1 million given to the County mid-fiscal year 2008-2009 to balance the budget. Without the School Board's contribution, the County could have ended the year with a deficit. It was agreed by all present that John Chambliss, in his absence, should be thanked for the phenomenal job he did with this budget during such a difficult time. Mr. Robertson stated that, although some economic indicators are looking more positive, it is important to remember that the County will continue to experience the effects of the recession for approximately a year after it actually ends. It is predicted 654 September 8, 2009 that there will be a large number of foreclosures in the 2009-2010 period and that unemployment will not rebound quickly. The County currently has an increase in the amount of delinquent real estate taxes due to the economy. There was discussion about the difficulty of forecasting personal property tax revenues. This has always been one of the most challenging areas to predict. Mr. Robertson stated this was the first full year for the collection of communication taxes, which were a little higher than expected. The trend indicated that many people are discontinuing cable service for other methods and this tax is driven by the economy. Business license taxes are in line with projections. There were some changes in the Vehicle License Fee this year, which has always been within approximately one percent of target. It was noted that when interest rates dropped, there was a lot of activity in the market; however, not as much as anticipated. Interest earnings for the year were almost zero. Supervisor Church asked for examples of miscellaneous revenue. This includes Salem's welfare services, for which they reimburse the County. Due to the state of the economy, welfare services were much larger than anticipated. This budget item has been increased by nearly $1 million for fiscal year 2009-2010. The Board recognized the great job that all directors did managing the departmental budgets, which resulted in a savings of more than $1 million. The line items that were over budget were discussed. Public Transportation was over budget due to the increase in the usage of the CORTRAN September 8, 2009 655 program and has been increased under the new budget. The increase in CORTRAN usage is partly attributed to the aging of the population. The County and CORTRAN staff are working together to determine a way to better monitor the program and perform trend analyses. The County has also become more aggressive in charging for "no- shows." Non-Departmental Miscellaneous funds were over budget due to contractual payments made to Botetourt County for the Jack Smith Industrial Park. Rollover requests were also reviewed and discussed. Ms. Owens stated that the audit began today and should take about six weeks. The final report for fiscal year 2008-2009 is expected to be brought before the Board for approval by the end of October or the first of November 2009. 2. Work session on the Department of Social Services staffing Betty McCrary, Director of Social Services; Joyce Earl, Assistant Director of Social Services; Daniel R. O'Donnell, Assistant County Administrator) This work session was held from 4:38 p.m. until 5:14 p.m. Dr. McCrary described the changes in the diversity of the population over past years and the requirements now for serving people who speak various languages. She stated that prior to December 2008, Social Services generally served 30 to 35 walk-ins per day, and that number has now grown to more than 100 per day. She explained how the complexity of the department's programs has increased. She advised that, in the past, the department received procedure changes twice yearly; however, 656 September 8, 2009 since March of this year, they have received 67 changes. This has contributed to the volume and complexity of the work to be processed. Data has shown an over 80 percent increase in food stamps in the past seven years and that people are not coming off of assistance like they have in the past. It was noted that Roanoke County has a 79 percent participation rate of all citizens who qualify for food stamps, which is one of the highest in the State. It was further noted that Roanoke County is generally 12 to 18 months behind national trends, which would also apply to the current recession. Continued growth and demand for services are anticipated. Dr. McCrary advised that the department is required to accept all applications for assistance, which have increased 43 percent over the past five years with no increase in staff since 2003 or 2004. She advised that, based on the State guidelines for caseload, Roanoke County's Social Services department is understaffed by 3 supervisors and 10.3 eligibility workers. She stated that the department has a very dedicated and hard-working staff; however, they cannot meet expectations due to the caseload. This has resulted in a high turnover rate because employees are asked to do what is really not humanly possible. She stressed that more staff is needed to sustain this volume of work. Supervisor Church, who serves on the Social Services Advisory Board, compared the situation to fighting a forest fire with a water gun. He stated that the work done in this department cannot be appreciated until someone actually sits in the receiving office and views the situation. September 8, 2009 657 Ms. Earl detailed a proposal to increase staff over athree-year period. For fiscal year 2009-2010, they proposed hiring one supervisor, one senior worker and two eligibility workers; for fiscal year 2010-2011, additional positions of one supervisor, one senior worker and two eligibility workers; and for fiscal year 2011-2012, four eligibility workers. Dr. McCrary advised that Salem's City Manager, Kevin Boggess, has agreed to pay Salem's share of the staff increase. There was discussion about the State recommending additional staff with no guarantee for assistance in funding. Ms. Earl advised that for the first 7 to 8 months each year, the State provides an 80/20 match, which is then reduced to a 50/50 match. Dr. McCrary noted that the County's Social Services department is a deviating agency, which falls under local government, and is not an administrative board. Mr. Robertson advised the Board that the budget for Social Services is one that is cushioned for such reasons as have been discussed. There is currently approximately $500,000 in surplus. He stated that, even without State funding, the County would be able to cover funding for additional staff for the first year of the plan. The plan for each year can be considered separately. Additionally, office space for further staff was discussed. Cause and effect on additional expenditures was noted and this may not be just a personnel expense. Mr. O'Donnell advised that a tenant on the second floor of the building will be relinquishing some square footage soon that could be utilized. Parking would still be an issue. There are currently 26 parking spaces for 90 people. Mr. Goodman advised that there have 658 September 8, 2009 been some preliminary discussions with the City of Salem regarding parking and the newly created County Building Team could review the situation. Dr. McCrary stated that Roanoke County has one of the most successful departments in the state for keeping children in their own communities and not in residential facilities. It was the consensus of the Board to approve the first year of the plan which included hiring four additional positions. This item will be placed for action on the September 22, 2009, agenda. 3. Work session on the condition of the Glenvar Branch Library and o tp ions for improvement Diane D. Hyatt' Assistant County Administrator; Diana Rosapepe, Director of Library Services This work session was held from 5:25 p.m. until 5:42 p.m. Ms. Rosapepe introduced John Vest, Glenvar Librarian, and Jim Nelson, a member of the Library Board, who has also served on the Capital Improvement Program (CIP) Review Committee. Mr. Nelson felt strongly that libraries are very important and noted that libraries have been highly ranked projects on the CIP. He noted that the Glenvar branch is located at the "gateway" into the County. A PowerPoint presentation describing the Glenvar Library was given (copy of which is on file in the Clerk's Office). The building was dedicated in 1978 and has had no renovations. It has slit-style windows and is poorly lit. Ms. Rosapepe advised that it is September 8, 2009 659 a fairly busy library for its size. She stated that the building is not really suitable for renovation. Two community meetings have been held to determine what the Glenvar citizens want in a library. There was discussion of the new South County library project being constructed under budget. Mr. Goodman commented that, with the South County savings, the County could possibly build two libraries for the price of one. At the conclusion of the work session, it was staff's recommendation that the Board approve an allocation of $500,000 from the South County Library project to the Glenvar Library project. IN RE: RETURN TO OPEN SESSION At 5:42 p.m., Chairman Altizer adjourned the work session to return to open session to consider a request for allocation of funds. IN RE NEW BUSINESS 1. Consideration of transferring 500 000 from the South County Library rp oject to the Glenvar Library rp oject to begin architectural and engineering work for a new branch library A-090809-5 -MOTION WAS DENIED There was no staff report for this item. Supervisor Flora inquired about the estimated cost for architectural and engineering (A&E) services for the Glenvar Library project and if the money being requested for allocation was solely for A&E services. He stated that he was 660 September 8, 2009 uncomfortable making assumptions about the County's future financial position. With the fiscal year 2010-2011 budget already anticipated to be a difficult one, he did not feel the Board should commit to $7 million that the County may not have. He also asked about the timeline for the South County Library project completion. He stated that he does want to see the project happen, but only when the County has the funding in place. He agreed with reallocating funds to the Glenvar project, but wanted to postpone the A&E work until definitive plans could be made. Ms. Hyatt advised that the estimated cost for the Glenvar Library project is approximately $7 million and design and construction documents should be about 6.5 to 7 percent of the total cost. She stated that the $500,000 being requested is strictly for design and should allow the project to be sufficiently developed to be advertised for construction bids. The South County Library should be completed in March 2011. Mr. Goodman noted that staff would like to obtain bids while construction costs are still low, which would allow for a better estimate of construction costs. Supervisor Moore stated she feels that this is another necessary project and hopes a local architect would be able to gain the A&E contract through the Request for Proposals (RFP) process. Supervisor McNamara stated that he did not want to approve funds for A&E work unless there were definitive plans to build. He feels that Social Services' needs for additional office and parking space are bigger necessities than a library. He suggested that the County could save the surplus funds from the South County Library September 8, 2009 661 project for six months to a year and then consider reallocating funds to the Glenvar project when more definitive funding information was available. He stated that the Glenvar Library is clearly a top project for the County; however, he agreed that there should be definitive funding in place before proceeding. He stated that he does not want to use healthcare reserves for any further funding at this time. Supervisor Moore asked if surplus funds from the bond revenue have to be used only on a library. Ms Hyatt advised that if all the projects are completed that the money was specifically borrowed for, the surplus can then be used for another project. There was discussion regarding the possibility of building code changes if the project had to be postponed after all the A&E work was done. This could result in additional fees to revise the design documents to meet code. It was also noted that bids could expire before funding for construction could be finalized. Supervisor Altizer stated that he feels the project is needed; however, he does not want the County to get into a process of doing studies, then letting them sit on a shelf. He reminded everyone that one-time money had to be utilized to balance the budget and approximately an additional $3 million has yet to be found. He also does not want to withdraw any further healthcare reserves. He stated it was not a discussion of whether to build or not, but of how to do it. Mr. Goodman suggested that staff could do more research and bring additional information back to the Board in two weeks, possibly as a new business item. 662 September 8, 2009 Supervisor Church moved to allocate $500,000 from the South County Library project to the Glenvar Library project for Architectural and Engineering (A&E) services. The motion was defeated by the following recorded vote: AYES: Supervisors Moore, Church NAYS: Supervisors Flora, McNamara, Altizer IN RE: CERTIFICATION RESOLUTION R-090809-6 The certification resolution was adopted at 3:50 p.m., immediately following the closed meeting, which was held from 3:45 p.m. until 3:49 p.m. with Supervisor Altizer absent. At 3:50 p.m., Supervisor McNamara moved to return to open session and adopt the certification resolution. The motion carried by a unanimous voice vote: AYES: Supervisors Moore, Church, Flora, McNamara NAYS: None ABSENT: Supervisor Altizer RESOLUTION 090809-6 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 member's knowledge: September 8, 2009 663 664 September 8, 2009 This page left blank intentionally.