HomeMy WebLinkAbout7/11/1995 - Regular (2)FP ANS.
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ROANOKE COUNTY BOARD OF SUPERVISORS
ACTION AGENDA
JULY 11, 1995
Welcome to the Roanoke County Board of Supervisors meeting. Regalar
meetings are held on the second Tuesday and the fourth Tuesday at 3:00
p.m. Public hearings are held at 7:00 p.m on the fourth Tuesday of each
month. Deviations from this schedule will be announced.
Individuals with disabilities who require assistance or special arrangement In
order to participate in or attend Board of Supervisors meetings or other
programs and activities sponsored 6y Roanoke County, please contact the
Clerk to the Board at (703) 772-2005. We request that you provide at least 4&
hours notice so that proper arrangements may be made.
A. OPENING
1. Roll Call.
ALL PRESENT AT 3:02 P.M.
2. Invocation:
(3:00 P.M.)
John M. Chambliss, Jr.
Assistant Administrator
3. Pledge of Allegiance to the United States Flag.
B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE
ORDER OF AGENDA ITEMS
s.
® Re~yded Paper
BLJ ASKED THAT EARLY RETIREMENT OPTION FOR HEALTH
DEPT. BE DISCUSSED AT HEALTH DEPT. WORK SESSION
PMM ADDED I'1'EM I-2, DONATION OF SANITARY SEWER PUMP
STATION FROM THOMAS, LTD. TO SERVE CAMPBELL HILLS
PMM ADDED ADDITIONAL EXECUTIVE SESSION ITEMS
REGARDING ITEM T-1 AND ECONOMIC DEVELOPMENT PROSPECT.
G PROCIAMATIONS, RESOLUTIONS, RECOGNITIONS, AND
AWARDS
NONE
D. BRIEFINGS
NONE
E. NEW BUSINESS
NONE
F. OLD BUSINESS
1. Consideration of change in schedule of bulk/brush
collection. (Elmer Hodge, County Administrator)
A-71195-1
BI;T MOTION TO APPROVE ALT #3, THAT BULK/BRUSH
COLLECTION 11~~'HOD REMAIN THE SAME- URC
G. REQUESTS FOR WORK SESSIONS
NONE
H. REQUESTS FOR PUBLIC HEARINGS
NONE
2
I. FIRST READING OF ORDINANCES
1. Ordinance authorizing conveyance of an easement to
Appalachian Power Company for underground electric
service across a portion of a surplus well lot in Highfields
Subdivision. (Paul Mahoney, County Attorney)
BI;T MOTION TO APPROVE 1ST READING
2ND - 7/25/95 - URC
2. Ordinance authorizing donation of sanitary sewer pump
station from Thomas, Ltd. to serve Campbell Hills (Paul
Mahoney, County Attorney)
EGK MOTION TO APPROVE 1ST READING
2ND - 7/25195 - URC
J. SECOND READING OF ORDINANCES
1. Ordinance declaring several parcels of real estate to be
surplus and accepting offers for the sale of same (well lots
- Arlington Forest, Cherokee Hills 2 and North Lakes Z.
and 3) (Paul Mahoney, County Attorney)
DEFERRED BY i11~TA1VIMOUS CONSENT UNTIL AF'T'ER DISCUSSION
IN EXECUTIVE SESSION
NO ACTION TAKEN AFl'ER EXECUTIVE SESSION
~ APPOINTMENTS
1. Community Corrections Resources Board.
2. Highway and Transportation Safety Commission
LBE NOMINATED TEFF ECHOES, VDOT TO ANOTHER FOUR YEAR
TERM EXPIRING TUNE 30, 1999.
PMM TO CONTACT SALE /ROANOKE COUNTY BAR ASSOCIATION
3
M. REPORTS AND INQUIRIES OF BOARD MEMBERS
Supervisor Tohnson: (11 Read letter from RVRA Executive Director
John Hubbard and asked where host locality fends are kept. ECH
responded they are considered operating revenue, and will check farther
and report back. (21 Asked about progress regarding stormwater detention
basins. PMM and staff met with Homebnilders who were generally
favorable. He drafted an ordinance from a model ordinance which mi ht
not be valid because of Attorney General ruling. BLT asked for timely
response before the end of summer. (3) Asked about Internal Auditor
Report and advised 6e would speak under "REPORTS"
Supervisor Eddy: (11 Advised he received a memo from Treasurer
Fred Anderson regarding changes in state law that allowed for increased
fine _for disabled parking violations. Asked whether County could amend
their ordinance. (21 Advised he felt that Board Chairman and County
Administrator should attend VACo conference FM encouraged Board
members and others to attend and responded he would discuss with ECH
31 Reported he had received phone calls during recent heavy rains
regarding cleaning out of drainage culverts and asked for report on the
possibility of periodic cleanout of culverts. (4) Commented on excellent
Lint meeting with Roanoke City Council prior to Board's regular meeting.
Supervisor Minnix: Announced he had been served by the Sheriffs
Department with papers regarding the consolidation of Bedford County and
City and asked whether Board should take a position. PMM advised that
Roanoke County will be immune from app city annexation. There was
Board consensus not to get involved.
N. CITIZENS' COMII~NTS AND CO1bIlVIiJNICATIONS
1. Dick McGarry, 3945 Meadowlark Road S. W. advised that
he had been practicing golf at Penn Forest Park. and that
Parks and Rec. had placed "NO GOLF" signs at the park
and asked why he could not play golf at the field. FM
asked ECH and PMM to discuss with Pete Haisli and
report back to the citizen.
?• Joseph Graninger. Tr. 5214 Green Meadow Road1 advised
he had rust received his first monthly utility bill and the
bill was higher than he expected. FM asked Diane Hyatt
5
to meet with Mr. Graninger to review his bill and resolve
problem.
O. REPORTS
HCN MOTION TO RECEIVE AND FILE AFTER DISCUSSION OF ITEM
6 AND S AND DELETION OF ITEM 5 - UW
1. General Fund Unappropriated Balance
2. Capital Fund Unappropriated Balance
3. Board Contingency Fund
4. Statement of Revenues and Expenditure as of May 31,
1995
I;tI~TANIMOUS CONSENT TO DELETE AND ADD AS NEW BUSINESS
ITEM FOR ACTION ON 7/25/95
6. 4th Quarter Traffic Enforcement Unit Report
BOARD CONSENSUS THAT REPORT NEED ONLY BE PRESENTED
ANNUALLY IN THE FUTURE.
7. Report on 1991 Water Project
8. Report on eligibility of Roanoke County for flood relief
P. WORK SESSIONS (4TH FLOOR CONFERENCE ROOIV~
1. Work Session to consider Land Use Program as it relates
to forestry and golf courses. (John Birckhead, Director,
Real Estate Assessment)
STAFF TO PROVIDE MORE INFORMATION ON LAND USE PROGRAM
6
AND INCLUSION OF GOLF COURSES AND BRING BACK TO THE
BOARD
2. Work Session on Public Health Service Plan for the Fifth
Planning District (Dr. Molly Rutledge, Director, Allegheny
Health District)
DR RUTLEDGE BRIEFED BOARD ON CHANGES TO THE HEALTH
DEPARTMENT AS RESULT OF REDUCTION OF 25 POSITIONS IN
ALLEGHANY HEALTH DISTRICT AND 10 POSITIONS IN ROANOKE
HEALTH DISTRICT AND COMBINING OF SERVICES WITHOUT
MERGING THE TWO DISTRICTS.
Q. EXECUTIVE SESSION pursuant to the Code of Virginia
Section 2.1-344 A (7) to discuss the condemnation of real
property for public utility purposes, Water Treatment Plant.
BI4T MOTION TO GO INTO EXECUTIVE SESSION AT 5:45 P.M.
URC
R CERTIFICATION OF EXECUTIVE SESSION
R-71195-3
BI{T MOTION TO RETURN TO OPEN SESSION AND ADOPT
CERTIFICATION RESO AT 6:05 P.M.
URC
S. ADJOITRNMENT AND TOUR OF SPRING HOLLOW
RESERVOIIt, WATER TREATMENT PLANT, AND CAMP
ROANOKE AT 6:06 P.M.
FOR RECOMII~NDATION.
3. Library Board
EGK NOMINATED TOSIE BYRE TO FILL UNEXPIRED TERM OF
SHIRLEY VAN RIPER. TERM WILL EXPIRE DECEMBER 31 1995
4. Public Safety Volunteer Benefits Board of Trustees
5. Urban Partnership
LBE REQUESTED DISCUSSION OF POTENTIAL APPOINTMENTS IN
EXECUTIVE SESSION.
HCN ASKED FOR INFORMATION REGARDING TIME INVOLVED
CO NT AND POSSIBLE COSTS.
L. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA
ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND
WILL BE ENACTED BY ONE RESOLUTION IN THE FORM
OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED,
THAT ITEM WII,L BE REMOVED FROM THE CONSENT
AGENDA AND WII1L BE CONSIDERED SEPARATELY.
R-71195-2
BIT MOTION TO ADOPT CONSENT RESO
URC
1. Confirmation of committee appointments to the Fifth
Planning District Commission, Highway and
Transportation Safety Commission and the Virginia
Western Community College Board.
A-71195-2.a
2. Acceptance of Local Government Challenge Grant for
$3,750 from the Virginia Commission for the Arts.
A-71195-Z.b
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ROANOKE COUNTY BOARD OF SUPERVISORS
AGENDA
JULY 11, 1995
,~~ ~ ~,~
Welcome to the Roanoke County Board of Supervisors meeting. Regular
meetings are held on the second Tuesday and the fourth Tuesday at 3:00
p.m. Public hearings are held at 7:00 p.m on the fourth Tuesday of each
month. Deviations from this schedule will be announced.
Individuals with disabilities who require assistance or special arrangement in
order to participate in or attend Board of Supervisors meetings or other
programs and activities sponsored by Roanoke County, please contact the
Clerk to the Board at (703) 772-2005. We request that you provide at least 48-
hours notice so that proper arrangements maybe made.
A. OPENING CEREMONIES (3:00 P.M.)
1. Roll Call.
2. Invocation: John M. Chambliss, Jr.
Assistant Administrator
3. Pledge of Allegiance to the United States Flag.
B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE
ORDER OF AGENDA ITEMS
C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND
AWARDS
i
® Recycled Paper
D. BRIEFINGS
E. NEW BUSINESS
F. OLD BUSINESS
1. Consideration of change in schedule of bulk/brush
collection. (Elmer Hodge, County Administrator)
G. REQUESTS FOR WORK SESSIONS
H. REQUESTS FOR PUBLIC HEARINGS
I. FIRST READING OF ORDINANCES
1. Ordinance authorizing conveyance of an easement to
Appalachian Power Company for underground electric
service across a portion of a surplus well lot in Highfields
Subdivision. (Paul Mahoney, County Attorney)
J. SECOND READING OF ORDINANCES
1. Ordinance declaring several parcels of real estate to be
surplus and accepting offers for the sale of same (well lots
- Arlington Forest, Cherokee Hills 2 and North Lakes 2
and 3) (Paul Mahoney, County Attorney)
K. APPOINTMENTS
1. Community Corrections Resources Board.
2
2. Highway and Transportation Safety Commission
3. Library Board
4. Public Safety Volunteer Benefits Board of Trustees
5. Urban Partnership
L. CONSENT AGENDA
ALL MATTERS LISTED UNDER THE CONSENT AGENDA
ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND
WII~L BE ENACTED BY ONE RESOLUTION IN THE FORM
OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED,
THAT ITEM WILL BE REMOVED FROM THE CONSENT
AGENDA AND WII.L BE CONSIDERED SEPARATELY.
1. Confirmation of committee appointments to the Fifth
Planning District Commission, Highway and
Transportation Safety Commission and the Virginia
Western Community College Board.
2. Acceptance of Local Government Challenge Grant for
$3,750 from the Virginia Commission for the Arts.
M. REPORTS AND INQUIRIES OF BOARD MEMBERS
N. CITIZENS' COMI~~NTS AND CO1bIlVIUNICATIONS
O. REPORTS
1. General Fund Unappropriated Balance
2. Capital Fund Unappropriated Balance
3
3. Board Contingency Fund
4. Statement of Revenues and Expenditure as of May 31,
1995
5. Report on Internal Audit Function
6. 4th Quarter Traffic Enforcement Unit Report
7. Report on 1991 Water Project
8. Report on eligibility of Roanoke County for flood relief
P. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM)
1. Work Session to consider Land Use Program as it relates
to forestry and golf courses. (John Birckhead, Director,
Real Estate Assessment)
2. Work Session on Public Health Service Plan for the Fifth
Planning District (Dr. Molly Rutledge, Director, Alleghany
Health District)
Q. EXECUTIVE SESSION pursuant to the Code of Virginia
Section 2.1-344 A (7) to discuss the condemnation of real
property for public utility purposes, Water Treatment Plant.
R CERTIFICATION OF EXECUTIVE SESSION
S. ADJOITRNMENT AND TOUR OF SPRING HOLLOW
RESERVOIIt, WATER TREATMENT PLANT, AND CAMP
ROANOKE
4
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A-71195-1
ACTION NO.
ITEM NUMBER ~"
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 13, 1995
AGENDA ITEM: Consideration for Change in Bulk/Brush Collection
Method
COUNTY ADMINISTRATOR'S COMMENTS:
This is being brought to the Board again at the request of
Chairman Minnix.
We are dealing with three issues on bulk and brush collection
that need to be addressed. The first is the need to once again
inform the citizens about the change. The second is a peak work
load acerbated by an unusually wet season. The third is an
increase in the work load of the department.
There are charts attached showing the increased tonnages and
the decrease in the number of staff assigned to the refuse
collection.
One concern that I have is the many calls that we have
received from people who have only a small amount of refuse but who
have not called for a scheduled pickup. The "extra mile" approach
would have us check those houses anyway. However, that reinforces
the inefficiencies of an unscheduled system because people use that
approach again. For us to be efficient, we then have to drive
throughout the neighborhood each day to see if refuse has been
placed out by people who have not been scheduled for a pickup. We
just have to drive around looking for it.
I know this is an issue of concern to you as well but I think
we should give it a while longer. To revert during the peak season
will result in numerous complaints.
To assist with the information process, we would like to make
a presentation to the Board and viewing audience on Tuesday.
1
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EXECUTIVE SUMMARY•
The current method of bulk and brush collection, which began
in September 1994, requires that citizens place a call to the Solid
Waste office to schedule collection of the materials. The citizen
is given a collection date from one to ten days from the date of
the call. Collection is made bi-weekly. Citizens are asked to
place no more than a pickup truck load of bulk or brush out for
each collection. This call-in system was implemented just after
the second half of the county was converted to automated refuse
collection in July, 1994.
The system, which now covers over 900 of the County, was
implemented with no increase in operational costs over the once-
per-month system which covered only slightly more than half the
County.
SUMMARY OF INFORMATION:
Prior to the implementation of the first phase of automation
in February 1988, all household waste, including most bulk and
brush, was collected weekly using the rearloader, manual collection
method. Any material set to the curb was collected provided it was
less than six feet in length and would fit in the rear of the
truck.
In February 1988, the first 3,300 residents were converted to
automated service. Those residents were instructed to set out only
the one container provided by the County for weekly collection.
Studies showed that the container provided was adequate for a
family of four and that most other localities offering this type
collection provided monthly or less frequent bulk/brush
collections. However, to ease the transition bi-weekly bulk and
brush service was implemented. The 3,300 residents were instructed
to set their material out on the Monday of either the 1st and 3rd
week or 2nd and 4th week depending upon their normal collection
day. Crews drove through the neighborhoods and collected
everything that was placed at the street.
In addition to a separate collection of these materials from
regular refuse, we simultaneously began to collect bulk separately
from brush. Environmental considerations required brush materials
to be kept out of the landfill, thereby extending the life of the
landfill. A reduced tipping fee for clean brush gave local
governments even more reason to keep the materials separate. Brush
is still collected separately, processed through a tubgrinder and
made available to the public as mulch.
The second phase of automated collection began in August 1989
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for approximately another 3,300 households in various areas of the
county bringing the total number of residents receiving automated
collection and bi-weekly bulk and brush collection to 6,600.
During the third phase of automation in which another 6,600
carts were delivered, staff determined that equipment and personnel
resources were no longer adequate to cover all automated areas on
a bi-weekly basis and once-monthly bulk and brush collection was
implemented for all automated customers. Citizens were asked to
place bulk and brush items at the curb by 7:00 a.m. on Monday of
their scheduled week to be collected as soon as possible during
that week. The monthly service, then offered to approximately half
the county, was performed with two vehicles and six employees. The
remainder of the county, under the manual system, still received
weekly collection of all trash with the exception of extremely
large piles of brush.
During the last phase of automation, which began in July,
1994, an additional 9,900 households were converted. The
conversion was completed in September of 1994, and the bi-weekly
call-in method for bulk and brush was implemented at this time.
For these last 9,900 households, the conversion resulted in going
from weekly bulk and brush service with no call-in requirement, to
bi-weekly service with the requirement to call. For the initial
13, 200 automated customers, the change resulted in going from once-
per month, no call-in service, to bi-weekly call-in service. At no
time, was the total County ever on a once-per-month, no call-in
basis. In other words, in September of 1994, half the County went
from once-per-month no call-in, to bi-weekly call-in; the other
half went from once-per-week no call-in to bi-weekly call-in.
Under all collection systems, staff has attempted to provide
extra collections during peak times, such as Christmas. Weekly
collection of bagged leaves is also provided during the season as
these materials are taken to a separate facility and mulched at a
reduced fee. Similar collection of grass clippings would not be
practical since they cannot be mulched and would require a separate
collection vehicle involving the same disposal costs as regular
bulk.
With the call-in method, the two major issues seem to be the
difficulty of communicating the specific requirements of the
program and the logic of driving by refuse on the street for which
a pick up has not been required.
We have attempted to address the first issue with an extensive
public awareness campaign and periodic reminders have been placed
in the newspaper. In reference to the second issue, our policy is
to collect as much material as possible regardless of whether it
has been scheduled when circumstances permit. Regular, planned
collection of unscheduled material is not practical since, during
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peak collection periods as many as 360 stops are scheduled for a
day and this does not permit any extra collection. Variance
between estimated and actual quantities to be collected also
aggravates the difficulty of more frequent collection of
unscheduled material.
Late spring and early summer are expectedly peak periods for
yard waste, and with less than a full year with this new program,
we are currently experiencing a record growing season for all types
of vegetation. The volume of brush and grass clippings requiring
collection is at record levels and, regardless of the method of
collection, with current resources it would be virtually impossible
to maintain a normal schedule. Other alternatives with their
advantages and disadvantages have been considered and are shown
below.
ALTERNATIVES•
1. "Taxi Service" - Require citizens to call for collection
and schedule pickups based on order of calls rather than
geographic areas.
Advantages: Prompt service
Disadvantages: Inefficient utilization of resources
Increase in required vehicles and manpower
Requires citizens to call for pickup
Unscheduled material remains on the street
2. "Bus Service" - Predetermined, planned route covers
entire County on a monthly basis. Pickups done according
to geographic areas.
Advantages: No calls required for service
Street is "clean" once collection finished
for the month
Disadvantages: Material may remain at the curb for as
long as a month
Citizens receive only monthly collection
Estimate will require four vehicles and at
least eight employees (# of employees
exceeds current capabilities)
No flexibility for seasonal volume
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fluctuations
Increase drive time as crews "cover"
routes
3. "Limousine Service" (current program) - Crews cover
geographically planned routes on a bi-weekly basis
collecting all material that has been scheduled by
citizen calls.
Advantages: Service within ten working days
Scheduled material does not remain at the
street for long periods of time
Citizens receive bi-weekly service
Current resources adequate to provide
service level
More efficient resource utilization
Allows for collection flexibility during
volume fluctuations
Disadvantage:
STAFF RECOMMENDATION:
Citizens required to call for service
Unscheduled material may remain at street
Staff recommends alternative # 3
FISCAL IMPACT•
Alternative #3 requires no additional allocation of funds.
SUBMITTED BY:
~~ ~~ I
Willia J. Ran II Director
APPROVED:
E m r C. Hodge
5
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Department of General Services County Administrator
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ACTION ------------
VOTE -------
Approved (x) Motion by: Motion by Bob L No Yes Abs
Denied ( ) Johnson to approve Alternative Eddy x
Received ( ) #3 (Current Program) Bulk) Johnson x
Referred ( ) Brush Collection to remain the Kohinke x
To ( ) same Minnix x
Nick
ens x
cc: File
Bill Rand, Director, General Services
attachments: Tonnages / Employees
Monthly Tonnages
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COMPARISON OF ACTIIAL TONNAGES
FY 93/94 vs. FY 94-95
FY 1993-94 FY 1994-195
Tons Tons
July 2,794.20 2,585.05
August 2,559.62 3,179.62
September 2,756.14 2,812.79
October 2,376.19 2,489.03
November 2,998.31 2,687.09
December 2,410.46 2,634.96
January 2,3 54.79 2,348.72
February 2,266.87 1,977.84
* March 3,695.66 2,759.81
*April 2, 926.71 2, 727.43
* May 3,192.04 3, 203.72
June ,x,137.04 3.220• S8
33,468.03 32,626.64
*NOTE: The tonnages for the last four months of 1994 are elevated
due to the clean-up after three ice storms. The tonnages for
the last three months of 1995 approximate the previous year
with no ice storm, just a long wet growing season.
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ACTION NO.
ITEM NO. ~~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO
APPALACHIAN POWER COMPANY FOR UNDERGROUND ELECTRIC
SERVICE ACROSS A PORTION OF A SURPLUS WELL LOT IN
HIGHFIELDS SUBDIVISION OWNED BY THE BOARD OF
SUPERVISORS
COUNTY ADMINISTRATOR' S COMMENTS : (-~~rr`~`
~~
EXECUTIVE SUMMARY'
This is the first reading of the proposed ordinance to
authorize donation of an easement to Appalachian Power Company
(APCO) for an underground line on a surplus County well lot in
Highfields Subdivision, Tax Map Number 86.11-4-6, in the Windsor
Hills Magisterial District.
SUMMARY OF INFORMATION:
Appalachian Power Company is seeking an easement for an
underground line on a surplus well lot in Highfields subdivision to
replace an existing overhead line located in a wooded section
behind the homes in this area. The proposed easement will enhance
APCO's ability to maintain the line and provide reliable service to
its customers. APCO requires a right of way, fifteen feet (15') in
width, as shown on APCO Drawing No. R-3129, dated May 19, 1995, a
copy of which is attached hereto. Utility Department staff has
checked the location of the proposed easement and determined that
it does not interfere with the use of the property.
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FISCAL IMPACTS'
Consideration for the proposed easement is the sum of $1.00.
ALTERNATIVES:
(1) Adopt the proposed ordinance authorizing the County
Administrator to execute the necessary documents for donation of
the electric service line easement as shown on APCO Drawing No. R-
3129, dated May 19, 1995, to Appalachian Power Company.
(2) Decline to authorize donation of the easement and request
from APCO the fair market value as consideration for the purchase
of the easement.
(3) Decline to authorize donation or conveyance of the
easement.
STAFF RECOMMENDATION:
Staff recommends that the Board adopt the proposed ordinance
as provided in Alternative #1.
Respectfully submitted,
4
Vi ki L. Huff
Assistant Count Attorney
Action Vote
No Yes Abs
Approved ( )
Denied ( )
Received ( )
Referred
to
Motion by
Eddy
Johnson
Kohinke
Nickens
Minnix
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WELL LOT
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WELL LOT
HIGHFIELDS
SUBDIVISION
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PROPOSED ft~LE
COUNTY OF ROANO'KE,VIRGINIA
T. D.665000
W I NDSO R H ILLS MAGISTERIAL DISTRICT
MAP SECT. 3780-324 B3
Ex~sriNC ~cE~~
324 - 307 I
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APPALACHIAN POWER COMPANY
ROANOKE VIRGINIA
ROANOKE DIVISION T. 8D. DEPARTMENT
PROPOSED RIGHT OF WAY
ON PROPERTY OF
BOARD OF SUPERVISORS
OF ROANOKE COUNTY
o~-n~ n L.M.A. ova 5 -19.95
~. n T.L.M. aus I„ _ ~,
tNar ~ or_~w~ats
DRAWING NO. R- 3129
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AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 11, 1995
ORDINANCE AUTHORIZING CONVEYANCE OF AN EASEMENT TO
APPALACHIAN POWER COMPANY FOR UNDERGROUND ELECTRIC
SERVICE ACROSS A PORTION OF A SURPLUS WELL LOT IN
HIGHFIELDS SUBDIVISION OWNED BY THE BOARD OF SUPERVISORS
WHEREAS, the Board of Supervisors of Roanoke County is the
owner of a surplus well lot in Highfields Subdivision, designated
on the Roanoke County Land Records as Tax Map No. 86.11-4-6, in the
Windsor Hills Magisterial District; and,
WHEREAS, in order to replace an existing overhead line located
in a wooded area behind the homes in the Highfields subdivision,
and in an effort to enhance the ability to maintain the line and
provide reliable service to its customers, Appalachian Power
Company (APCO) requires an easement for an underground line on the
surplus County well lot; and,
WHEREAS, the proposed underground easement does not conflict
with the use of the property.
NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of
Roanoke County, Virginia, as follows:
1. That pursuant to the provisions of Section 16.01 of the
Charter of Roanoke County, the subject property has been declared
to be surplus and is being made available for other public uses,
i.e. an electric line easement; and
2. That pursuant to the provisions of Section 18.04 of the
Charter of Roanoke County, a first reading concerning the
disposition of the subject property was held on July 11, 1995; a
second reading was held on July 25, 1995; and
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3. That APCO's offer to purchase the easement for One Dollar
($1.00) is hereby accepted and the proceeds from the sale of the
easement are to be allocated to the capital reserves of Roanoke
County; and
4. That the County Administrator is hereby authorized to
convey an underground electric line easement, fifteen feet (15') in
width and as shown on APCO Drawing No. R-3129, dated May 19, 1995,
across the County's Highfields well lot (Tax Map No. 86.11-4-6)
unto Appalachian Power Company; and
5. That the 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
approved as to form by the County Attorney.
6. That this ordinance shall be effective on and from the
date of its adoption.
V
l
ACTION ##
ITEM NUMBER -T~ -Z
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Donation of sanitary sewer pump station from
Thomas, Ltd. to the Board of Supervisors of Roanoke
County to serve Campbell Hills
COUNTY ADMINISTRATOR'S COMMENTS•
BACKGROUND:
This consent agent item involves donation of a sanitary sewer pump
station and related property to the Board of Supervisors, from
Thomas, Ltd., in connection with the development of Campbell Hills
Subdivison, located in the Catawba Magisterial District of the
County of Roanoke, and as shown on a plat prepared by T. P. Parker
dated June 2, 1995, a copy of which is attached hereto.
The location and dimensions of this property have been reviewed and
construction approved by the County's engineering staff.
STAFF RECOMMENDATION:
Staff recommends acceptance of this sanitary sewer pump station.
SUBMITTED BY:
i
Gary R ertson, P.E.
Utilit Director
APPROVED:
Elmer C. Hodge
County Administrator
Approved ( )
Denied ( )
Received ( )
Referred
to
Motion by:
ACTION
VOTE
No Yes Abs
Eddy
Johnson
Kohinke
Minnix
Nickens
r
COUNTY OF ROANOKE Fax:703-772-2089 Jul 7 '95 8:52 P. 01
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ACTION NO.
ITEM NO.
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: ORDINANCE DECLARING SEVERAL PARCELS OF REAL ESTATE
TO BE SURPLUS AND ACCEPTING OFFERS FOR THE SALE OF
SAME
COUNTY ADMINISTRATOR'S COMMENTS: ~ ~. ~ ~ti~`
.~ ~" ~~
EXECUTIVE SUMMARY:
This is the second reading of an ordinance to sell four
surplus well lots, in response to the receipt of offers for same.
BACKGROUND•
On October 25, 1994, the Board adopted a policy for the sale
or disposal of surplus real estate. Many of the parcels identified
as surplus are well lots to be abandoned with the completion of the
reservoir and the water transmission lines.
This procedure provided for the annual advertisement and
publication of the surplus real estate list, inviting bids from the
public. This notice and list of properties was advertised in the
Roanoke Times & World News on April 9, 1995. Once an offer is
received, staff submits the offer to the Board of Supervisors in
executive session after evaluation by the County Administrator,
County Attorney and Property Manager. If the Board wishes to
proceed, then the County Attorney prepares an appropriate ordinance
for first reading, which constitutes notice that a bona fide offer
has been received, and that other written offers may be received
until 5:00 p.m. the Friday preceding the next Board meeting.
The identity of the offerors) and the amount, terms or
conditions of the offer(s) or bid(s) shall be kept confidential
until the second reading. At second reading the Board may accept
the best offer received or reject all offers.
1
i~
~~
SUMMARY OF INFORMATION:
The County received four offers for surplus real estate.
These parcels of real estate are identified as follows:
Arlington Forest
Cherokee Hills 2
North Lakes 3
North Lakes 2
FISCAL IMPACTS'
Tax Map Parcel No.
Tax Map Parcel No.
Tax Map Parcel No.
Tax Map Parcel No.
86.16-5-13
54.04-6-37
36.12-1-23
37.09-4-15
Pursuant to Section 16.01 of the Roanoke County Charter, the
proceeds from the sale of capital facilities, including real
estate, shall be paid into capital facility accounts and expended
therefrom solely for the purpose of acquisition, construction,
maintenance or replacement of other capital facilities.
STAFF RECOMMENDATION:
It is recommended that the Board favorably consider the
adoption of the attached ordinance.
Respectfully submitted,
~~ ~
Paul M. Mahoney
County Attorney
Action
Approved ( )
Denied ( )
Received ( )
Referred
to
realest.surplus.rpt
Motion by
Eddy
Johnson
Kohinke
Nickens
Minnix
Vote
No Yes Abs
2
1 .
\'
V
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON
TUESDAY, JULY 11, 1995
ORDINANCE DECLARING SEVERAL PARCELS OF REAL ESTATE
TO BE SURPLUS AND ACCEPTING OFFERS FOR THE SALE OF
SAME
BE IT ORDAINED by the Board of Supervisors of Roanoke County,
Virginia, as follows:
1. That pursuant to the provisions of Section 16.01 of the
Charter of Roanoke County, the subject properties, having been made
available for other public uses before permitting disposition by
sale, are hereby declared to be surplus.
2. That an advertisement for bids for the sale of surplus
real estate was advertised in the Roanoke Times & World News on
April 9, 1995.
3. That pursuant to the provisions of Section 18.04 of the
Charter of Roanoke County, a first reading of this ordinance was
held on June 27, 1995; and a second reading was held on July 11,
1995, concerning the disposition of the following parcels of real
estate identified as follows:
Arlington Forest Tax Map Parcel No. 86.16-5-13
Cherokee Hills 2 Tax Map Parcel No. 54.04-6-37
North Lakes 3 Tax Map Parcel No. 36.12-1-23
North Lakes 2 Tax Map Parcel No. 37.09-4-15
4. That offers for said properties having been received, the
offers of
to purchase these properties for
the sum of
Dollars is hereby accepted/rejected.
t
• ~~.7
5. That the purchase price for the property shall be paid
upon delivery of a deed therefor and all proceeds from the sale of
this real estate are to be paid into the capital improvements fund.
6. That the County Administrator is hereby authorized to
execute such documents and take such actions on behalf of Roanoke
County as are necessary to accomplish the sale of said property,
all of which shall be on form approved by the County Attorney.
7. That this ordinance shall be effective on and from the
date of its adoption.
reales[surplus.ord
,~
ACTION NUMBER
ITEM NUMBER-' ' -' S
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
SUBJECT: Appointments to Committees, Commissions and Boards
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
1. COMMUNITY CORRECTIONS RESOURCES BOARD
The one year terms of Mrs. James A. (Chris) Pickard and J.
Michael Vulgan, alternate member will expire August 31, 1995.
2. HIGHWAY AND TRANSPORTATION SAFETY COMMISSION
The four year terms of Jeffrey A. Echols, Transportation
Representative; Ms. Jackie Talevi, Legal Representative; and
will expire June 30, 1995.
Ms . Jackie Talevi, has served two consecutive terms and is not
eligible for reappointment.
3. LIBRARY BOARD
Mrs. Shirley Van Riper representing the Catawba District has
resigned from the Library Board effective immediately. Mrs.
Van Riper was appointed to serve the unexpired term of Mrs.
Dorothy Shifflett and this term will expire on December 31,
1995.
4. PUBLIC SAFETY VOLUNTEER BENEFITS BOARD OF TRUSTEES
The members of the Board of Trustees are recommended by the
Fire and Rescue Chief and confirmed by the Board of
Supervisors.
Chief T. C. Fuqua has advised that he will submit
recommendations at the July 25, 1995 meeting for the Board's
confirmation.
~1-~-J
5. IIrban Partnership
Two at-large members representing the business community of
Roanoke County.
SUBMITTED BY:
~, C~~Q,~
Mar Allen, CM
Clerk to the Board
Denied ( ) Eddy
Received ( ) Johnson
Referred ( ) Kohinke
To ( ) Minnix
APPROVED BY:
Elmer C. Hodge
County Administrator
----------------------------------------------------------------
ACTION VOTE
Approved ( ) Motion by: No Yes Abs
Nickens
L/-2
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11, 1995
RESOLUTION APPROVING AND CONCURRING
IN CERTAIN ITEMS SET FORTH ON THE
BOARD OF SUPERVISORS AGENDA FOR THIS
DATE DESIGNATED AS ITEM L - CONSENT
AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the certain section of the agenda of the Board
of Supervisors for July 11, 1995, designated as Item L - Consent
Agenda be, and hereby is, approved and concurred in as to each item
separately set forth in said section designated Items 1 through 2,
inclusive, as follows:
1. Confirmation of committee appointments to the Fifth
Planning District Commission, Highway and
Transportation Safety Commission and the Virginia
Western Community College Board.
2. Acceptance of Local Government Challenge Grant for
$3,750 from the Virginia Commission for the Arts.
2. 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.
J
ti
A-71195-2.a
ACTION NO.
ITEM NUMBER
L-!
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Confirmation of Committee Appointments to the
Fifth Planning District Commission, the
Highway and Transportation Safety Commission
and the Virginia Western Community College
Board
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The following nominations were made at the June 27, 1995 meeting.
1. Fifth Planning District Commission
Supervisor Eddy nominated H. Odell Minnix to serve a three
year term as the elected representative and to serve on the
Executive Committee. His term will expire June 30, 1998.
2. Highway and Transportation Safety Commission
Supervisor Minnix nominated Lt. Stephen Turner as the police
representative and James C. Martin as senior citizen
representative for four year terms which will expire June 30,
1999.
3. Virginia Western Community College Board
Supervisor Nickens nominated James W. Arend to serve a four
year term which will expire June 30, 1999.
RECOMMENDATION•
It is recommended that these appointments be confirmed by the Board
of Supervisors.
Respectfully submitted,
~~
Mary Allen, CM
Clerk to the Board
Approved by,
~~
Elmer C. Hodge
County Administrator
'• /
Approved (x)
Denied ( )
Received ( )
Referred ( )
To ( )
ACTION
Motion by: Motion b Bob L.
Johnson to approve
VOTE
No Yes Abs
Eddy x
Johnson x
Kohinke x
Minnix x
Nickens x
cc: File
Fifth Planning District Commission File
Highway and Transportation Safety Commission File
Virginia Western Community College Board File
r'
A-71195-2.b
ACTION NO.
ITEM NUMBER ~~ ~-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Acceptance of the Local Government Challenge Grant from the Virginia
Commission for the Arts.
~y
COUNTY ADMINISTRATOR'S COMMENTS: ,.~~ ~'''d~"~"''
~~
SUMMARY OF INFORMATION: Roanoke County applied for a Local Government Challenge Grant
from the Virginia Commission for the Arts. The Commission will match up to $5,000, any donation the
County makes to qualified art organizations in the valley.
In the FY 1995-96 Budget, The Board of Supervisors approved an appropriation of $3,000 for the Arts
Council of the Blue Ridge, $8,500 for Mill Mountain Theatre and $7,500 for the Roanoke Symphony
Orchestra. Staff therefore, applied for the maximum grant allocation of $5,000. Roanoke County was
awarded $3,750 for FY 1995-96. This amount is less than the maximum due to the budget cuts suffered
by State agencies over the last several years.
FISCAL IMPACT: Staff recommends dividing the $3,750 grant evenly between the Arts Council of the
Blue Ridge, Mill Mountain Theatre and the Roanoke Symphony Orchestra. Combined with the County's
appropriation, the following amounts would be available to the organizations referred to above:
County VCA
Or~:anization Annropriation Grant Total
Arts Council $ 3,000 $1,250 $ 4,250
Mill Mountain Theatre 8,500 1,250 9,750
Roanoke Symphony 7,500 1,250 8,750
19 000 3 750 22 750
STAFF RECOMMENDATION: Staff recommends acceptance of the Local Government Challenge Grant
from the Virginia Commission for the Arts in the amount of $3,750 to be distributed as indicated above.
L-Z
Respectfully su miffed,
W. Brent Robe son
Budget Manager
Approved (x)
Denied ( )
Received ( )
Referred ( )
To ( )
Approved by,
~a
Elmer C. Hodge
County Administrator
ACTION
Motion by: Motion by Bob L.
Johnson to approve
VOTE
No Yes Abs
Eddy x
Johnson x
Kohinke x
Minnix x
Nickens x
cc: File
W. Brent Robertson, Budget Manager
Diane D. Hyatt, Director, Finance
j~llllllllllllllllllllll1111111111111IIIIIIIIIIIIIIIIIII1111111111111IIIIIIII11111111111111111111111111111111111111111111111111111~
c AGENDA ITEM NO.
__ APPE CE REQUEST
PUBLIC HEARING ORDINANCE CITIZENS COMMENTS
- -
- __
SUBJECT: `~ ~ ~~o-~,<,~,~, /'--
- a
-_ I would like the Chairman of the Board of Supervisors to recognize me during the
meeting on the above matter so that I may comment.
WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS c
FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED
BELOW:
~_
^ Each speaker will be given between three to five minutes to comment
- whether speaking as an individual or representative. The Chairman will
decide the time limit based on the number of citizens speakin on an issue,
and will enforce the rule unless instructed by the majority of~the Board to
do otherwise.
^ Speaker will be limited to a presentation of their point of view only.
Questions of clarification may be entertained by the Chairman.
.~
^ All comments must be directed to the Board. Debate between a recognized
speaker and audience members is not allowed. c
^ Both speakers and the audience will exercise courtesy at all times.
^ Speakers are requested to leave any written statements and/or comments
with the clerk. _
^ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP
SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP
ALLOWING THE INDIVIDUAL TO REPRESENT THEM. c
PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK _
_
- _
-
- -
_ _ _
_
- _
NAME ,~~-p=lc ~(~. ~~.~
_
__ __
_ _
ADDRESS 3 ~ ~'~~~a~~ S a~~o
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_ _
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mlllilllllllllllllllllllllllllillllllilllilllllllllllllllllllllllllllllllllllllllllllllllllilllllllllillllllllllllllillllllilllli~
W 11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111l1
- -
_
-
_ _
-
_
c AGENDA ITEM NO. c
APPE CE RE VEST
- Q
-
PUBLIC HEARING ORDINANCE ! ' CITIZENS COMMENTS
-
-
SUBJECT: ~,` i i LJ iU ~~~'~ c"r~r l `~~yvr.~e ~A~-[
I would like the Chairman of the Board of Supervisors to recognize me during the
meeting on the above matter so that I may comment.
WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS
c FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED
BELOW:
- c
__
^ Each speaker will be given between three to five minutes to comment
- whether speaking as an individual or representative. The Chairman will
decide the time limit based on the number of citizens speaking on an issue,
c and will enforce the r
l
l
i
t
t
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th
t
f th
B
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u
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oar
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= do otherwise.
-
_
_
^ Speaker will be limited to a presentation of their point of view only. _
Questions of clarification may be entertained by the Chairman.
- ^ All comments must be directed to the Board. Debate between arecognized
speaker and audience members is not allowed.
^ Both speakers and the audience will exercise courtesy at all times.
^ Speakers are requested to leave any written statements and/or comments
_ with the clerk. _
^ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP c
SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP c
ALLOWING THE INDIVIDUAL TO REPRESENT THEM.
-
_
PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK
-
-
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mlllllllilllllllillllllilllllllllllllllllllllllllllllllll111111111111111111111111I1111111111111111111111111111111111111111111111~
GENERAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Amount
Beginning Balance at July 1, 1995 (Unaudited) $4,600,386
Addition from 1995-96 Budget
Balance at July 11, 1995
404,963
$5,005,349
Submitted By
~~C~~ ~ .
~~~~~
Diane D. Hyatt
Director of Finance
of General
Fund Revenues
o-~
5.32%
5.79%
Note: On December 18, 1990, the Board of Supervisors adopted a goal statement to maintain the
General Fund Unappropriated Balance at 6.25% of General Fund revenues = $86,464,490
M:\Common\Finance\Board\Gen95. WK4
°"~
CAPITAL FUND UNAPPROPRIATED BALANCE
COUNTY OF ROANOKE, VIRGINIA
Amount
Beginning Balance at July 1, 1995 (Unaudited) $428,786.67
Balance at July 11, 1995
$428,786.67
Submitted By
Diane D. Hyatt
Director of Finance
The Board has pending closure at this time the sale of the School Administration Building
($600,000 over three years).
M:\Common\Finance\Board\Cap95. WK4
RESERVE FOR BOARD CONTINGENCY
COUNTY OF ROANOKE, VIRGINIA
Amount
Beginning Balance at July 1, 1995 (Unaudited) $1,773.00
From 1995-96 Original Budget 100,000.00
Balance at July 11, 1995 $101,773.00
Submitted By
~~~. ~
Diane D. Hyatt
Director of Finance
D -3
M:\Common\Finance\B oard\Board95. WK4
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ACTION NO.
ITEM NUMBER D _ 5
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY,
VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Report on Internal Audit Function
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION: On June 27, 1995, the Board of Supervisors requested a report on
the function of an Internal Audit Department. Following is the result of our research and a survey that
was conducted among localities in Virginia.
"Internal auditing is a series of processes and techniques through which an organization's own
employees ascertain for the management, by means of first-hand, on-the job observation, whether:
established management controls are adequate and are effectively maintained; records and reports --
financial, accounting and otherwise -- reflect actual operations and results accurately and promptly; and
each division, department, or other unit is carrying out the plans, policies and procedures for which it
is responsible." (from Auditing: Principles and Procedures, by Holmes and Overmyer)
Internal Audit Departments should function under the guidelines of generally accepted professional
auditing standards (See Attachment B, provided by our independent auditors, KPMG Peat Marwick).
The purpose, authority, and responsibility of the Internal Audit Department should be defined in a
formal written document that is approved by management and the Board. Internal Audit Departments
function under an annual audit plan, which specifies which areas and audit concerns they will
concentrate on during the fiscal year. These are formal written checklists that insure all areas of
internal control will be tested at least on a rotating basis.
Since objectivity is essential to the successful accomplishment of the audit function, auditing is a staff
rather than a line activity. Auditors are professionally prohibited from developing or installing
procedures, preparing operational records or engaging in any activities which might give the appearance
of conflict of interest.
D-5
Attachment A shows the result of data accumulated from various localities across the State. All
localities in Virginia larger in population than Roanoke County were contacted. Several did not
respond. Three localities smaller than Roanoke County were contacted. The pattern seems to be that
localities with populations below 100,000 do not have internal audit functions. Internal Audit
Committees in Virginia report to the Finance Director, the Administrator, or the Governing Body.
Some of the localities contacted above have provided us with copies of their mission statements, job
descriptions, and annual audit workplans, which are fairly lengthy. I will be happy to provide these
to you if you desire.
Respectfully submitted,
Diane D. Hyatt
Director of Finance
Approv by,
.i ~<
Elmer C. Hodge
County Administrator
Approved
Denied
Received
Referred
To
ACTION
Motion by:
VOTE
No Yes Abs
Eddy _ _ _
Johnson _ _ _
Kohinke
Minnix _ _ _
Nickens
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Attachment B
APPENDIX 1-A: Summary of ~enercl and Specific
Standards for the Professional Proctice
of Intemcl Auditing
100 INDEPENDENCE -Internal auditors should be independent of the activities
they audit.
110 Organizational Status -The organizational status of the internal audit-
ing department should be sufficient to permit the accomplishment of its
audit responsibilities.
120 Objectivity -Internal auditors should be objective in performing audits.
200 PROFES SIGNAL PROFICIENCY -Internal audits should be performed with
proficiency and due professional care. I
The Internal Auditing Department
210 Staffing -The internal auditing department should provide assurance
that the technical proficiency and educational background of internal
auditors are appropriate for the audits to be performed.
220 Knowledge, Skills, and Disciplines -The internal auditing department
should possess or should obtain the knowledge, skills, and disciplines ~
needed to carry out its audit responsibilities.
230 Supervision -The internal auditing department should provide assur-
ance that internal audits are properly supervised.
The Internal Auditor
240 Compliance with Standards of Conduct -Internal auditors should
comply with professional standards of conduct
250. Knowledge, Skills, and Disciplines -Internal auditors should possess
the knowledge, skills, and disciplines essential to the performance of
internal audits.
260 Humane Relations aAd Communications -Internal auditors should be
skilled in dealing with people and in commnadc~tiag effectively.
270 Contheu~eg Education -Internal auditors abould. maintain their techni-
cal competence through continuing education.
280 Due Professional Care -Internal auditors should e~cercise due profes-
sional care is performing internal audits.
Appeadiz 1-A is fiom Summary of Standard+ for the P!-ofa+lonQ1 P~acrict of IniatwlAt~ttng (Albmonte
Springs, Fla.: Institute of Internal Auditors, 1978). Copyright 1978 hy'Ibe Inatltute of Iaternal Audfeors,
Inc. Reprinted with permissbn.
a-s
STATEMENT OF RESPONSIBILITIES
OF QYTERNAL AUDITING
The p~apose of this seaeemeat b oo provide in summary foam a antral of the role and
responnbiiitia of internal audition. For more :pecsfic nuidaace, readers should refer to the Sasndsrdi ~a tftt
~fe++iwsal Prxsics o/ Iruer+sal Ash.
NATURE
Interval auditmn is sa independent appabal activity established within an or;aoiatioo as a servant oo tle
or~mation. It n a con~l which fuactiom by e:ammmn and evak~ation the adequacy and effectivene:t of other
controls.
OBJECTIVE AND SCOPE
The objsetfve of internal audition b eo assbt members of tle ocp~aiation in the effective dbcharye of their
respoossbditia. To tlsis end, internal anditian furoisba them with aoalysa, appraisal. recommeodatioos.
co~asel, and mformatioo eoo~oesvusn the activities reviewed. Tae audit objeetfve induda promotion effective
control at roaaooabie coat.
The scope of moeraal audition eaoompassea the eiaminatiao and evahsatioo of tle adequacy and effecttvaoe~
of the orp~aintion's system of intecenl oontrd and tle quality of performaacb io carryitsn oat aaipsd
responabilitiss. The scope of internal anditlon includes:
e Reviewion the reliability and inapity of financial and operation ioformatioo and tle mesas used to
identlfy, meas~a~s, classify. and report such ioformatioo.
• Aeviewio~ tle systesas established to ensure compliance with tlws policies, pions, psocednres, laws, and
renuiatfoos which could )save a aipsificant impost o0 operstieos and reporv, and deesrmmbsn .rhetler tle
ornadsaeioo b m complraoe.
• Reviewers tls mesas of safentsardin~ asset and, u appeopeiaea, verifyion tle eiisoeooe of such useb.
• Appsaisirss else economy and efficiency with whits rssour~car are empioyrd.
• Reviewim~ operation: a psoQama Lo ascertaioo wheeler rasaks are coosistsot will astabiisled ob;ecttves
and noaL and whether tls operations or pc+oQams are being earriad out sf piaaoed.
RESPONSIBIII'IY AND AUTHOBTTY
Interval sudit>on f~mctioos coder the policies emblisbed by nsenanemsot and the boord. The parpoa,
authority and rospooobdity of the ialseaal department sloald be defined b a formal writ0so document
(charter). approved by mananement. and ~ by the board. The c~.rtsr slovid mica case tl. parpo.sa aE
the;neerenl aaditien depertmaat. opacity tins mresaictad scope of its work. and decjise flat andieoa are to have
no aatlocity err resQooo"bility for tla activities thry sadk.
The respaosibiity of issoeeenl sndilinn b oo serve else or~ssiseioa in a msssssr flat b oosisisUeot will else
Stsaderdi for si4 lioisssiowet )~nsesfci of lwteewsi Aodilis~ and will psofessioaal slaodasds of oooduet nosh as tls
Cods of Etlici of T1e Iostlidsb of latsrenl AudiEoes, loc. T3is respoosibaiity isc]rada ooordeoat#nn internal audit
actlvitia well otless so ss to bat achiera the andk objsetiva and the ob~sc~tvw of tls ocpoiatlos-.
sit • :a ~ ~~t •, a..«
Iaternsl aadiears shovid bs lodspeodaot of tle activi~tiss tlsy vodit. besrael andiEoss ors bdepsndst when
they oen carry oat flair wool freely asd objscsivefy. Ioad ps endeon permits iotessal aadkors oo r~endar eis
impartW and unbisssd pdsm~es essentW to the proper act of sedate. It i. aeliswd thsat~s arnaniatiooal
scads and ob~ecsivity.
sestns slwid be saffieieot oo assasn a breed rsrsns of audit oovaeys~ and adegrsta
eration of and effeetlva action m audit fiodiop and
wah peodtse~. Draftis~ proeada+as, des~inn. ~. and oQse~ rystsms. ae+ no~aodit fenctloos.
Parformiu~ sssd acdvetia it pswmed to iegtab sssdit ob~ee~tivky.
Tbs Ssasuws+st d Aeaowi~ies e/ 6ssemsi Arieo.s was airaa~r
sssss+d by Ttis issti~su of lalsrs~a- Aadisoss t intl. Ttis
cwerat Sssstasasst, nviwd r 1e11. sabodfsa t>ts coscspts ~ ~„~~
asoa6hisd peat r~Ldes sacs cirpoi wio~a,da~ed •
• ~~ .
300 SCOPE OF WORK -The scope of the internal audit should encompass the
examination and evaluation of the adequacy and effectiveness of the=.
organiTation's system of internal control and the quality of performanx ~~
carrying out assigned responsibilities. j
~ 310 Reliability and Integrity of Information -Internal auditors should re-
view the reliability and integrity of financial and operating information
and the means used to identify, measure, classify, and report such in-
formation.
320 Compliance urith Policies, Plans, I'r~ocedures, Laws, and Regulations -
Internal auditors should review the systems established to ensure com-
pliance with those policies, plans, procedures, laws, and regulations
which could have significant impact on operations and reports and should
determine whether the organization is in compliance.
330 Safeguarding of Assets -Internal auditors should review the means of
safeguarding assets and, as appropriate, verify the existence of such
assets.
340 Economical and Efficient Use of Resources -Internal auditors should
appraise the economy and efficiency with which resources are employed.
350 Accomplishment of Established Objectives and Goals for Operations or
Programs -Internal auditors should review operations or programs to
ascertain whether results are consistent with established objectives and
goals and whether the operations or programs are being carried out as
planned. .
400 PERFORMANCE OF AUDIT WORK - Audit work should include planning
the audit, examining snd evaluating information, communicating results, and
following up.
410 Planning the Audit -Internal auditors should plan each audit.
420 Examining and Evaluating Information -Internal auditors should col-
lect, analyze, interpret, and document information to support audit
results.
430 Communicating Results -Internal auditors should report the resuhs of
their audit work.
440 Following up -Internal auditors should follow up to ascertain that
appropriate action is taken on reported audit findings.
500 MANAGEMENT OF THE INTERNAL AUDITING DEPARTMENT -The
director of internal auditing should properly manage the internal auditing
department. ,
510 Purpose, Authority, and Responsibility -The director of internal audit-
ing should have a statement of purpose, authority, and responsibility for
the internal auditing department.
S3A Planning -The director of internal auditing should establish plans to
carry out the responsibilities of the internal auditing department.
530 Policies and Procedurea -The director of internal auditing should pro-
vide written policies and procedures to guide the audit staff
D-5
o-s
5~0 Personnel Management and Development -The director of internal
auditing should establish a program for selecting and developing the
human resources of the internal auditing department.
550 External Auditors -The director of internal auditing should coordinate
internal and external audit e$orts.
560 Quality Assurance -The director of internal auditing should establish
and maintain a quality assurance program to evaluate the operations of
the internal auditing department.
APPENDIX 1-B: Genera gtcndards~~ Office (GAO)
Audi
Scope of Audit Work
The expanded scope of auditing a government organization, a program, an activity, or a
function should include:
1. Financial and compliance -determines (a) whether the financial statements of an audited
entity present fairly the financial position and the results of financial operations in accordance
with generally accepted accounting principles and (b) whether the entity has complied with ~
laws and regulations that may have a material efSect upon the financial statements.
2. Economy and effsciency - determmes (a) whether the entity is managing and utilizing its
resources (such as personnel, Property, space) econonrically and effsciendy, (b) the causes of
inefficiencies or uneconomical practices, and (c) whether the entity has complied with laws
and regulations concerning matters of economy and efFciency
3. Pro®-am results -determines (a) whether the desired results or benefits established by the ,
legislature or other authorizing body are being achieved and (b) whether the agency has
considered alternatives that might yield desired results at a lower cost. 6
In determining the scope for a particular audit, responsible audit and entity officials
should consider the needs of the potential users of audit findings.
Ganoral Standards
1. Qualifications:The auditors assigned to perform the audit must collectively possess adequate
professional proficiency for the tasks required. hon and the
2. Independence: In all matters relating to the audit work, the audit organize .
individual auditors, whether government or public, must be free from personal or esteraal
impairments to independence, must be organi~tionally independent, and shall maintain an
independent attitude and appearance.
3. Due professional c~rre: Due professional care is to be used in conducting the audit and in
PreP~g related reports. n and the auditor restrict
4. Scope impairments: When factors erternal to the audit organizatio ~ and conclusions, the
the audit or interSere with the auditor s ability to Soren objective opinio rt ~ liautation.
auditor should attempt to remove the limitation or, failing that, po
Appendi:c 1-B has been summarized fiom Standards for Audit of Gooern+r~sntat Orga• 13o-
grams, Actioities, and Fw~ctlons (Washington, D.C.: General Aormmting AfBoe, 1981). Reprinted with
~ Permission.
D-5
Examination and Evaluation (Held Work) and Reporting
Standards for Financial and Compliance Audits
1. AICPA Statements on Auditing Standards for field work and reporting are adopted and
incorporated in this statement for government financial and compliance audits. Future
statements should be adopted and incorporated, unless GAO excludes them by formal
announcement.
2. Additional standards and requirements for government financial and compliance audits.
a. Standards on examination and evaluation:
(1) Planning shall include consideration of the requirements of all levels of government.
(2) A review is to be made of compliance with applicable laws and regulations.
(3) A written record of the auditors' work shall be retained in the form of working papers.
(4} Auditors shall be alert to situations or transactions that could be indicative of fraud,
abuse, and illegal expenditures and acts and, if such evidence exists, extend audit
steps and procedures to identify the effect on the entity's financial statements.
b. Standards on reporting:
(1) Written audit reports are to be submitted to the appropriate officials of the organiza-
tionaudited and to the appropriate officials of the organizations requiring or arranging
for the audits unless legal restrictions or ethical considerations prevent it. Copies of
the reports should also be sent to other officials who may be responsible for taking
action and to others authorized to receive such reports. Unless restricted by law or
regulation, copies should be made available for public inspection.
(2) A statement in the auditors' report that the examination was made in accordance with
generally accepted government auditing standards for financial and compliance audits
will be acceptable language to indicate that the audit was made in accordance with
these standards. (See ch. V, par. 2b for AICPA-suggested language.)
(3) Either the auditors' report on the entity's financial statements or a separate report
shall contain a statement of positive assurance on those items of compliance tested and
negative assurance on those items not tested. It shall also include material instances of
noncompliance and instances or indications of fraud, abuse, or illegal acts found
during or in connection with the audit.
(4) The auditors shall report on their study and evaluation of internal accounting controls
made as part of the financial and compliance audit. They shall identify as a minimum:
(a) the entity's significant internal accounting controls, (b) the controls identified that
were evaluated, (c) the controls identified that were not evaluated (the auditor may
satisfy this requirement by identifying any significant classes of transactions and
related assets not included in the study and evaluation), and (d) the material weak-
nesses identified as a result of the evaluation.
(S) Either the auditors' report on the entity's financial statements or a separate report
shall contain any other material deficiency findings identified during the audit not
covered in (3) above.
(6) If certain information is prohibited from general disclosure, the report shall state the
nature of the information omitted and the requirement that makes the omission
necessary.
Examination and Evaluation Standards for Economy and
Eifidency Audits and Program Results Audits
I. Work is to be adequately planned.
2. Assistants are to be properly supervised.
D-5
3. A review is to be made of compliance with applicable laws and regulations.
~. During the audit a study and evaluation shall be made of the internal rnntrol s7stem
iadministrative controls) applicable to the organization, program, activity, or function under
audit.
5. When audits involve computer-based systems, the auditors shall:
a. Review general controls in data processing systems to determine whether (1) the controls
have been designed according to management direction and lmown legal requirements
and !2) the controls are operating effectively to provide reliability of, and security over,
the data being processed.
b. Review application controls of installed data processing applications upon which the
auditor is relying to assess their reliability in processing data in a timely, accurate, and
complete manner.
6. S u$`icient, competent, and relevant evidence is to ire obtained to afford a reasonable basis for
the auditors' judgments and conclusions regarding the organization, program, activity, or
function under audit. A written record of the auditors' work shall be retained in the form of
working papers.
". T'ae auditors shall:
a. Be alert to situations or transactions that coula be indicative of fraud, abuse, and illegal
acts.
b. Lr such evidence Busts, ertend audit steps and procedures to identify the effect on the
entity's operations and programs.
Roportinfl Standards for Economy and Etifcioncy Audits
and Proflram Rosuits Audits .
I. Written audit reports are to be prepared giving the results of each ~oveerameat audit.
~. Written audit reports are to be submitted to the apprapnate o$'x3aL+ of the orgaaizanoa
audited and to the apgrvpriate adidals of the orgaaiz~ilons of anaDgiDg for the
audits unless legal restrictions or ethical considerations prevent ~. ofthe report
should also be sent to other a~cials wba ma , be responsible br tang aeon on audit
findings and recommendations and to ot~ authormed m receive such reports. j7nless
restricted 'o}a law or regulat4on, copies should be made ar~i~bjE'ios' pabtie tioa.
:;. Reports are to be issued aD or kx~are ~e elates specifie~b!r law, re~on,~ or other special
arrangement. Reports are to be issued promptf! so a: ta>~ tore iaSecmatirnn avaiLbie for
time'ry use by mana~emeat ffid ~ PegitLtive official: _
~. The report shall 11IC1t1f3eC -:pia -~--~ 'r, •r ..: "7. ,'J'?~,57: ~. =' :;(-' ~ '3z _
a. A de~ptiva of ihiC SCOFe and AIi~OCt~! of tlse a'titdk.-.-- . ~<_~ ~~~ '°'~" '` -'v
b. A statement that the audit (,eooe~sag= siad' "ac-p~~* ~+a msdt ~
accordance with ~aotelCed 's~T+~ - ~ _'~~ _ .
c. A descsiptioaefm~r~I~fougs ~ aon~'o~~padem~~°
d. A stat+eflncnt of pie .asearaacer osY titiwa fee~+sfb~~ ses6ed~'aiid~segatifv~e
assurance on those items Dot bEStld.' Tiw skid iaclods t~il3c~tt ins~oerafmoeom-
pliance and instances of or iadintlnns o£ 5~uu~ aline,; ~ illegal ao0t flear3•:~ng os
in connectifla with the audit. l!io~veaeL, fraud. abuse, ~ illegal act. . should
be owered in: a separate +: th~a ~ tlaf/o~ae~ll° p!~reieeee-~ to
the public. ~~: .~ ,. ~ : ~ .; • -,~ ' - - - -.,~, _ ~ €-~ns~ ~ ~~~
e. Recommendations for actionstoimproveprvblemareasnutedi~tt~eatst~s~btzimprwe
operations. The underlying cxnses of problems reported sboaPdKe ~`td Ostia
implementing connective actions. ~ .. , ' .
U -5
f. Pertinent views of responsible officials of the organization, program, activity, or function
audited concerning the auditors' findings, conclusions, and recommendations. When
possible their views should be obtained in writing.
g. A description of noteworthy accomplishments, particularly when management improve-
; ments in one area may be applicable elsewhere.
h. A listing of any issues and questions needing further study and consideration.
i. A statement as to whether any pertinent information has been omitted because it is
deemed privileged or confidential. The nature of such information should be described,
and the law or other basis under which it is withheld should be stated. If a separate report
was issued containing this information it should be indicated in the report.
5. The report shall:
a. Present factual data accurately and fairly. Include only information, findings, and conclu-
sions that are adequately supported by sufficient evidence in the auditors' woridng papers
to demonstrate or prove the bases for the matters reported and their correctness and
reasonableness.
b. Present findings and conclusions in a convincing manner.
c. Be objective.
d. Be written in language as clear and simple as the subject matter permits.
e. Be concise but, at the same time, clear enough to be understood by users.
f. Present factual data completely to fully inform the users.
g. Place primary emphasis on improvement rather than on criticism of the past; critical
comments should be preserved in a balanced perspective considering any unusual
difficulties or circumstances faced by the operating offu~als concerned. _
~,.:
a~
ITEM NUMBER CJ ""
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Police Department Traffic Unit - Quarterly Report
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The Roanoke County Police Department Traffic Unit completed the
fourth quarter of operations on June 30, 1995. The accompanying
table and graphs will illustrate the conclusions outlined below.
Table #1 contains the projected and actual arrest totals for the
past fiscal year. This list reveals that the Traffic Unit exceeded
the arrest projections for each category listed with the exception
of Driving Under the Influence.
Graph #1 reports the total fines generated by the Traffic Unit
during the fourth quarter of this fiscal year. This chart
discloses that the Total Gross Revenue figure ($64,476), exceeds
the Projected Revenue ($47,571) by $16,905. In addition, the unit
has exceeded the generated funds necessary to compensate for its
total costs for the fourth quarter by $ 25,042.
Graph #2 concerns the revenue generated by the Traffic Unit during
the 1994-1995 fiscal year. This data indicates that the Total
Gross Revenue generated ($232,512) exceeded the Projected Revenue
($190,284) by $42,228. Furthermore, the Traffic Unit exceeded the
generated funds necessary to compensate for its total yearly costs
by $32,584.
The generated revenue figures outlined above do not include any
additional tax revenue received by the Treasurer's Office. These
funds are acquired via the payment of personal property taxes after
summonses are issued for violations of the County decal ordinance.
However, the department conservatively estimates that $135,000 in
additional tax revenues were generated during the last fiscal year.
Attachments
SUBMITTED BY:
H. Cease
Chief of Police
APPROVED:
~~ ~ '~ ,
-rr~`'~
Elmer C. Hodge,
County Administrator
ACTION
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ACTION #
ITEM NUMBER _~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD .AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Report on the Spring Hollow Water Project
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Spring Hollow Reservoir: The present water surface elevation is
approximately 1, 385 feet above sea level (full pond is 1, 410 feet) .
This elevation represents 88% of the total reservoir elevation.
The present volume is .9 billion gallons, which represents
approximately 70% of the total reservoir volume. Please note that
for normal County operations in the foreseeable future, we would
operate at a water level of 1,370 to 1,380 feet which is less than
the current volume. We are intentionally going beyond that level
to fully test the dam and identify any areas that might need
grouting because this additional capacity may be required for the
Roanoke Valley in the long-term future.
The engineers and staff are continuing to monitor the dam seepage.
The gallery grouting program undertaken this Spring has apparently
been successful. The seepage levels in the gallery have remained
constant since the grouting was completed even though the reservoir
level has increased by 50 feet. By grouting the dam gallery, the
seepage has increased along the face of the dam as expected. This
seepage appears to be uniform throughout the dam and does not
present any concerns at this time. It is anticipated that this
seepage will decrease over time.
There is also an increase in seepage in the spring located below
the dam, indicating that the rock formation feeding the spring has
a path to the reservoir. Although this flow is presently less than
100 gpm, the staff and HSMM will probably recommend grouting this
spring after the reservoir is filled.
The reservoir is still performing quite well. When dam seepage and
evaporation are subtracted, there is still a slight positive inflow
into the reservoir. The monitoring wells have indicated some
movement of water in the reservoir, but to date, they are well
within the anticipated limits. The remaining 25 feet in the
~.
o-~
reservoir will be critical because these areas are above the
initial post spring grout curtain.
Water Treatment Plant: Construction is proceeding on schedule with
substantial completion scheduled (ability to produce water) for
December 1995 and final completion scheduled for May 1996.
• The 2-million gallon concrete finished water storage tank is
85% complete.
• The main treatment building is 65% complete with the following
tasks scheduled for July.
1. Complete installation of pre-cast concrete wall panels.
2. Complete installation of structural steel system.
3. Begin installation of roof on July 10th.
4. Complete installation of 25-ton bridge crane by July
14th.
• The GAC building is 35% complete with the following tasks
scheduled for July.
1. Complete construction of GAC basin walls.
2. Complete installation of main pipe header.
3. Complete installation of floor slabs.
4. Complete installation of building structural steel
system.
• The post treatment building is 20% complete with the following
tasks scheduled for July.
1. Complete construction of floor slabs.
2. Complete installation of finished water pipe header.
3. Complete installation of building structural steel
system.
• Construction of the off-site sewage conveyance system for the
water treatment facility began during the 3rd week in June.
• Construction of the storm drainage collection system began
during the lst week of June.
• Construction of the curb and gutter and roadway for the access
road leading to the main treatment building will begin
June 10th.
South Transmission Line: The status of each of the seven phases is
as follows:
• Phase I from Merriman Road to Cotton Hill Road is completed
and in service.
• Phase II from Cotton Hill Road to Sugar Loaf Mountain Road is
90% complete and is scheduled to be finished in July 1995.
• ..
• Phase III from Sugar Loaf Mountain Road to Franklin Street is ~,.,~
under construction and is scheduled for completion in (,,/
September 1995.
• Phase IV from Franklin Street to Gladden Road is under
construction with completion in August 1995.
• Phase V from Gladden Road to Poor Mountain Road is under
construction with completion scheduled in November 1995.
• Phase VI from Poor Mountain Road to Spring Hollow Reservoir is
under contract and scheduled to begin construction in July
1995 with completion in November 1995.
• Phase VII from Poor Mountain Road to the Glenvar Pump Station
at Valley TechPark is under contract and scheduled to begin
construction in August 1995 with completion in December 1995.
This phase is not in the critical path for bringing water to
South County.
Glenvar Pump Station: This project was substantially completed in
April 1995. The contractor is presently working on the punch list
items in order to close out the project.
North Transmission Line:
• A public meeting was held in April 1995 to obtain public
comments on the alternate transmission line routes.
• A primary route has been selected based upon the public
comments and interconnection points to the existing County
water systems.
• Aerial mapping is being prepared and will be used as the base
map for the subsequent field surveying. The completion of the
aerial mapping and start of the field surveying is expected in
the second week of July.
• The first phase of construction from the Valley Techpark to
Alleghany Road is expected to begin in February 1996.
SUBMITTED BY: APPROVED:
,~
Gary ertson, P.E. Elmer C. Hodge
Utili y Director County Administrator
ACTION VOTE
Approved ( ) Motion by: No
Denied ( ) Eddy _
Received ( ) Johnson _
Referred Kohinke _
to Minnix _
Nickens
Yes Abs
ACTION NO.
ITEM NUMBER O - `~
gE~~
A's A ~ ~:
o~~zY ~ -
C ~'EM:
.FETING
HELD AT
OF`.THE BOARD OF SUPERVISORS OF
THE F~OANORE COUNTY ADMINISTRATIO
July 11, 1995
ROANORE
N CENTER
Report on Eligibility of Roanoke County for
Flood Relief
.QTY ADMINISTRATORS COMMENTS: "
BACRGROUND:
The rain storms of Wednesday, June 28, 1995, created flooding
conditions in several areas of Roanoke County.
Although there was water in many basements that presented
inconveniences for those affected, there was no major damage
reported to either the 9-1-1 center or Fire and Rescue offices.
A County damage assessment team consisting of Deputy Emergency
Services Coordinator Joey Stump, Jon Vest of the V.P.I. Extension
Office and Charles Vaden of the County Assessors Office discussed
the need for disaster assistance. We are required to file an
initial damage report within 24 hours to be followed by a detailed
report within 72 hours after the emergency to the Department of
Emergency Services in Richmond.
There are two types of assistance available, public and
individual. There was no major damage to public property (road and
bridge damage is reported by the Virginia Department of
Transportation), and there was no reported major damage to
individual properties or agriculture areas. A threshold dollar
figure of $75,000 is the guideline used in determining whether to
report or not.
After surveying areas where there had been problems the night
before and the fact that no one had reported any major damage, it
was determined that there Baas not $75,000 of reportable damage. A
decision was made not to request a local emergency declaration or
to file a damage assessment report with the State Department of
Emergency Services.
County staff has assisted several residents with minor
problems experienced during this time.
Submitted by, Approved by,
~~
T. C. Fuqua. Chief Elmer C. Hodge
Fire & Rescue ~ County Administrator
~ .~
Approved ( )
Denied ( )
Received ( )
Referred ( )
To ( )
ACTION
Motion by:
... X
VOTE
No Yes Abs
Eddy
Johnson
Kohinke
Minnix
Nickens
ACTION NO.
ITEM NUMBER •
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: Work Session on Land Use Program with regards to
Forestry and Golf Courses.
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
Effective May 19, 1995, the Department of Forestry
discontinued providing Forest Management Plans, leaving our office
with 24 taxpayers without a plan (please see attachment A-l, A-2
and A-3) .
All forestry parcels have not been mapped into specific
productivity classes (excellent/good/fair).
There are three (3) golf courses that are participating in the
open space category of our land use program (Hanging Rock,
Brookside, and Hunting Hills).
BACKGROUND:
FORESTRY PLAN: At the present time, there are 515
property owners participating in the
forestry program of which twenty-four
owners have not received a forest
management plan or a stewardship plan.
The Attorney General's Office has
reviewed and approved a commitment form
for Forestry Land Use Evaluation, which
can be accepted in lieu of a forest
management or stewardship plan (please
see attachment B-1 and B-2).
PRODUCTIVITY CLASSES: The Department of Forestry has furnished
our office with 472 forest management
plans and nineteen stewardship plans. At
the beginning of this process, we were
receiving soil breakdowns, but due to a
time factor, the breakdown process was
eliminated leaving the majority of
parcels without soil classes (please see
attachment C-1). Based on current
information available to our staff,
qualifying land has been classified as
productive or nonproductive. To date, an
averaging process on productive forest
~~
'~- I
land has been used whereby values for
good and fair forestry, as provided by
the State Land Evaluation Advisory
Council (SLEAC), were averaged together
to determine a rate which would be
applied to all qualifying forested land
(please see attachment C-2). The value
for excellent forested land was not used
in the averaging process as Roanoke
County has very little forested land
which would qualify as excellent. The
nonproductive forested land is assessed
at the SLEAC suggested nonproductive land
rate.
After consultation with the County
Attorney's office, we will continue to
assess the forested land under the
productive/nonproductive method and
averaging the productive rate until all
forest use land can be classified into
the more specific productivity classes.
GOLF COURSES: According to the newspaper article
concerning Albemarle County, their Board
of Supervisors is considering excluding
privately owned golf courses from the
"open space" program (attachment D-1,
D-2, and D-3).
After discussions with the Department of
Taxation, it is thought that this action
is questionable since we have private
timber companies receiving land use
status.
STAFF RECOMMENDATION:
FORESTRY PLAN: As an alternative to a forest management
plan or a stewardship plan, we plan to
accept a commitment form for Forestry
Land Use Evaluation similar to the sample
provided (attachment B-2), which has been
approved by the Attorney General's
office.
PRODUCTIVITY CLASSES: Continue to use averaging procedure until
all forestry properties have been mapped
according to their soil classes. Staff
is investigating to see if the soil
conservation maps are in a digital format
where this information could be overlaid
on Roanoke County's GIS Base Map
(Software, timetable, and costs are
,,
undeterminable at this time). ~~ F
GOLF COURSES: Recommend no change at this time.
ec ully sub to ~ Approv d by,`
:.rr~~
John W. B' ckhead, ASA Elmer C. Hodge
Director of Real Estate Assessments County Administrator
----------------------------------------------------------------
ACTION VOTE
Approved ( ) Motion by: No Yes Abs
Denied ( )
Received ( )
Referred ( )
To ( )
Eddy
Johnson
Kohinke
Minnix
Nickens
Atta~~ A
JAMES W. G~IRVER
sux Forayer
~;~~~"?~
~ ~
~~~ L
~ ~•
~s^, ~~--~..:
~~~~
~~i~ ~ ~1~~~IEAI.T~-~ fl~ ~IR,~~~IA
DEPARTMENT OF FORESTRY
Fontaine Rese3rc~ Par's
900 Natural Resourc~.s Drive
Post Office Box 3758
Charlottesville, Vir;iaia '?903-0758
804977555 (V/TDD)
F.~X 804296-~ 69
May 19, 1895
TO: ~ All DOF Personnel
FROM: Jim Gamer _ ~~,
Enclosed is the report and results of the total review of our activities and programs.
The report includes issues raised by the employee group as weft as the decisions
reached at the star," meeting.
Page 1
~i
Frst, let me thank each of vou. Almost every employee attended one of 'she six
sessions in February that began this process. !n addition, 51 people worked very
hard for three days putting together the issue review, and the Executive Staifi gave full
focus to your concnms and suggestions. For five straight days we did what we do
best -- work tcgetheri
As you will see, some decisions have been made. These will be implemented either
immediately or by the assigned date. Othnm ~ea~nd wid o dkyto bd ng iew for final
decisions. Groups have been given ass g
recommendations forward -soon. Certain items will require ongoing efforts, study or
search for funds. We will continue to work on these.
As part of this e*fcrt, Bettina Ring and Tim Tigner have developed an outline for our 5-
year strategic plan. Using your input, results of the Forest Assessment and other
information, we wiiI~ move forward. I like what they have begun and I think you will,
too.
None of this was easy. Not just mentally and physically, but to make major changes
in programs and tc "let go" of things we have done so Weil. On the other hand, some
of the changes were logical and needed. We just never forced ourselves to take a
hard look.
~rfis5ior,_ .a F.;re~c R~~a~.~r: ;n \rfe_. the `=~~ y~f ehe Comcron«zalcr.
i
i
~ttac~ment ~,' / Page 2
S~ti1ARY OF MAJOR DECISIONS
By the State Forester at the Executive Staff meetin; ~ 1
Based on field input May 8 -12,1995 1
A~;~yITIES, SERVICES OR PROGRAMS TO DLSCONTINUE OR PRIVATISE
1. Effective immediately discontinue providing Forest Mann°ement Plans to quality for Forest
Land Use assessment. Refer request to consulting foresters.
've Jul 1, 1995, refer all requests for Forest Stewardship Plans over. 200 acres to
2. Effects Y forest
consulting foresters or industry landowner assistance program (I-~)
SM2
;. Effective July 1, 1995, discontinue aIl marlQng and timber sale boundary marlQng-
4, Es~"ective July 1, 1996, discontinue forest management servicees~ land mrzsmul~°f ~~ewner
or land managed by consulting forest ,
assistance programs (LAP)
hrvidles reforestation.
5. privatize aerial spray coordinator if and when funds are made available.
6. privatize seed collection at DOF seed orchard - If funds are available.
7. Privatize cold storage refrigeration unit maintenance.
S. Privatize bulk rate mailing.
9. privatize operation of the Sporting clay range as soon as a contractor can be found to operate
the range.
10. Discontinue X2.00 lunch and provide a perk such as putting the ~~ mto regional budgets
for county ofuce custodial service. Effective July 1, 1995.
11. Discontinue enforcement of the railroad right-of--way clearing law and repeal the law.
MODIFY
the enforcement or code for the Seed Tree Law, rrununum acres, Percent pine, spe~es
1. Modiry
considered, zoning, etc. Starr, Saunders, Turck and Starnes to work out details with Asst- A
di" RCFP fire department) grant program to make fewer grants with increased funding
2. Mo ry ~
for each.
Attachment A
CONSULTANT FORESTER LIST
Chuck Bates
Rt. 1, Box 531
Gretna, VA 24557
804-656-6684
Britt Boucher
P. O. Box 11750
Blacksburg, VA 24062-1750
703-951-2094
Larry Cabell
6 Tennis Drive
Charlottesville, VA 22901
804-973-2988
Tom Dierauf
2514 Hillwood Place
Charlottesville, VA
804-973-3542
Page 3
Rob Morgan
Morgan Forestry Consultant
Rt. 4, Box 725
Wytheville, VA 24382
703-228-7125
Scott Oertle
Rt. 1, Box 704A
Appomattox, VA 24522
804-352-5885
Donald Parris
203 College Park Drive
Lynchburg, VA 24502
804-237-0294
Rick Preve
22901 404 8th St. NE, Suite C
Charlottesville, VA 22902
804-296-1464
Brian Edson
107 Northwest Lane
Charlotteville, VA 22901
804-293-2817
Chez Goodall
920 Rosser Lane
Charlottesville, VA 22903
804-296-6230
Joe Hedrick
P. O. Box 65
Natural Bridge Station, VA 24579
703-291-2146
Mike Lewis
P. O. Box 4386
Martinsville, VA
703-666-4514
Gary R. Long
Rt. 3, Box 120F
Floyd, VA 24091
703-745-3662
Thomas Reisinger, Ph.D
302 Murphy St.
Blacksburg, VA 24060-2537
703-552-0617
Cliff Rexrode
Rt. 1, Box 27
Waynesboro, VA 22980
703-943-5196
Mark Sims
746 New Hope Road
Staunton, VA 24401
703-885-4523
Cindy Szarznski
24115 P. O. Box 1156
Lexington, VA 24450
703-463-3191
Attachment B
Memolranduln
])~~TE: July 5, I995
TO. John $irckhead
F'ztOM: James D. Starr ~~~~ ~-~-,~ . ;~ ~ ~~ '9,~~
a/
RE: Forestry Land Ilse Tax
CC: Frank Burchinal
Attached are two copies of the Commitment form for Forestry Land Use 1/valuation. One
is blank and the other has some examples of what can be put in the blanks. This Form was
reviewed and approved by the Attorney General's Office and is being used by a number of
localities.
Page 1
~,
If you }have any questions give me or Frank a call.
Sample
Pattac~ment B ~'! Page 2
--;..
TO WHOM 1T MAY CONC;=RN:
I, _, do hereby certify ti.:,t for the Tax Year begir~ni~~y ,and
ending my land (described below) does meet the criteriat for the Special Land Use A;s2ssment and Is beinc}
used In a planned program of timber management and sail conservation practices which are intenced to' i. enhance the
growth of Commercially desirable species through generally accepted silv(cultural praclices. 2. reduce or prevent Soil
erosion by best management practices such as logging road layout and stabilization, streamside mz~tagernent zones, water
dlverslon practices and other best management practices (BMP'S} which prevent soli erosion and improve water quality and
protect the forest use.
PROPERTY pE$CRlPTI N
ACREAGE:
MAP AND PARCEL NUMBER:
RESOURCE MANAGEMENT:
TIMBER MANAGEMENT ACTIVITIES AND ACREAGE INVOLVED: LQave hardwood snd or pin„~,fcr `oture orowih. HarvQSt
mattfre timber, thin Arne brand. plant trees after harvest ccr;rol hardwood brush in oirre stand, se'ecrivei~ harvest poorer
auaii hardwood.
MOST RECENT HARVEST: ACREAGE: Bt~dP'S USED:
WATER QUALITY (BMP'S) ACTIVITIES: ,Stream buffer maintained,.. road access controllesJ to orev=. ~' rUtiin iq n wet weather.
BMP's required in CUttirp ~on;rzct.
RECREATION MANAGEtv1ENT ACTIVITIES: Fermit hurr;ina. nosr~d
WILDLIFE MANAGEMENT ACTIVITIES AND ACREAGE INVOLVED: Food patches, none
IS THE WOODLAND PROTECTED FROM GRAZING? ~;~ er no
(SIGNATURE)
(NOTARY PUBLIC)
• (DATE)
ARTICLE c (§58,1-3229 ET SEQ.} OF CHAPTER 32 OF TITLE 58.1 OF THE CODE OF V1RC-..:tvlA, AND STANDAA»S
FOR CLASS1FYlNG SUCH READ ESTATE PRESCRiBEp BYTHE STATE FORESTER, VIRGINIA. REGULATION 312-01-
02,5:2 VIRGINIA REGiSTGR 193-195 OCTOBER 24, 1988;
PROEESSfONAL ASSISTANCE IS AVAILABLE FROM THE VIRGINIA DEPARTMENT Or FORESTRY, FORESTRY
CONSULTANTS A.ND INDUSTRY FORT=STERS. A PROFrSSIONAL FORESTER MUST H:.~'E GP,ADUATED FROM
A SOCIETY OF AMERICP.N FORESTERS ACCREDITED UNIVERSITY.
LOCAL FORESTER:
~-~~ ..
Attachment C ~ _'~yy"~
'-~Y ' '~ Page 1
t !~,. t+
1~
C~~-~-'~_ ~ .r
FRA~h E. BCRCHIXAL ~J'
Rteional Fortstr;
DEPARTMENT OF FORESTRY
P. O. Box 100
210 Riverland Drive
Salem. Vir;inia 2~31~3-0100
Nlarc~ls~26~°~199~
Mr. John W. Birckhead
Assessor's Office
P. O. Box 29800
Roanoke, VA 2=1018
Dear Mr. Birckhead:
Bob Boeren has advised me that your office has requested that he review approximately 600
land use plans that were previously prepared by Rob Trickel of our Department. I understand that
you wish for him to reclassify all of the parcels within ownerships into more specific land productivity
classes of excellent, good, and fair designations.
The procedure used by the Department of Forestry across the state has been to verify that a
property has 20 acres of woodland ,and perform a site examination.
My concern with your request is a time factor that would be involved for Boeren to revise the
600 plans. It would take a minimum of one hour for each ownership, to update the information. This
would be a full-time job for nearly four months.
We just don't have the personnel time to take on a project of this magnitude. As you probably
know, state agencies are taking some heavy cuts in personnel this year. The Department of Forestry is
looking at the possibility of a 20% reduction across the state by the end of April.
I understand that Bob Boeren has been providing soils information for the last 70 or so plans.
We will not be able to do this any longer. The only requirement that the Department of Forestry has
is to verify that the tract of land has the minimum acreage required for forest land use. The
Department will continue sending you soils productivity information from our state headquarters in
Charlottesville so that your office can make soil productivity determinations.
If you feel that we need to discuss this subject any further, please contact me.
Sincerely,
(// '
Frank E. Burchinal
Regional Forester
FEB:db
Mission: A Forest Resource to l~ieet the deeds of the Common~cealth
Attachment C Page 2
COMMONWEALTH OF VIRGINIA -
1995 FOREST LAND USE VALUES '"'
LAND USE ASSESSMENT LAW
1994 Values 1995 Suceested Values
Site Productivity % Change Non
Ccunty Fair Good Excellent Fair Gecd Excellent on Good Sites ~uctive Land .
ll
A
D
P
er
cr
o
ars
Prince George 345 475 670 375 515 725 8 100
*Prince William 210 320 450 210 320 455 - 100
*Pulaski 110 165 240 140 215 305 30 75 ~
~
*Rappahannock 140 215 310 160 X45 355 14 }00
/ ~ 5
~
*Rcanoke 145 220 310 /155 Y24C 34a 9 75
y .3
ocsc ndge 0 19 29 415 5 100 y ~~
~~ 3 9
*Rockingham 200 310 440 200 305 435 -2 100 ,
*Russell 80 125 180 85 135 190 8 75 ~a~
*Shenandoah 240 365 515 245 375 525 3 100 d~
*Smyth 90 140 205 100 160 230 14 75 ~ ~ ~ ~
Spotsyivania 190 270 385 200 285 410 6 100
Stafford 180 260 370 195 280 400 8 100
*Tazewell 90 140 200 110 170 245 21 75
*Wan'en 240 365 515 250 38C 540 4 100
*Washington 90 140 205 110 170 240 21 75
Westmoreland 220 305 440 270 375 535 23 100
Ycrk 305 425 605 320 445 635 5 100
C;~ties:
Chesapeake 285 400 575 300 425 610 6 100
Danville 110 165 245 130 190 280 15 100
Franklin 370 505 710 380 525 740 4 1C0
Fredericksburg 185 260 375 195 280 405 8 tC0
*Harrisonburg 200 305 435 200 300 430 -2 100
Lynchburg 115 170 250 140 200 290 ~ 18 100
*Manassas 200 310 430 205 305 445 -2 100
Peiersburg 300 415 590 315 440 625 6 1C0
*Radforci 135 205 295 165 250 360 22 75
*Staunton 195 295 430 205 310 445 5 100
Suffolk 350 485 685 375 520 735 7 100
VA Beach 290 410 585 305 430 620 5 100
*`Naynesboro 200 295 430 205 315 445 7 100
Averag e = 10°6
Loblolly Pine Management
* Hardwood Management
** White Pine Management
A value is suggested for ncn-productive forest land. This is land devoted to forest use bust it not capable
of growing a crop of trees for commercial industrial use. Examples of this type cf forest (and are
inaccessibility, steep outcrops of rock and shallow soil on steep mountain sides, excessive steepness,
heavily eroded areas, coastal beach sand, tidal marsh, etc.
Prepared by: Department of Forestry
July 1994
Atta~Zvnent D
- .'.J -
Goff~courses ~~
. _ .~
-could lose:~:~ ~~~
~~ta f reedom -
.. :.. _
~; "';'-~Associated Press ~~~ ~ ~--
n. r
:;'~HARLOTTESVIl,LE = The
Albemarle County Board of Super- I
~isors'will revisit the issue of giving
freal'estate~tazbreaks=intended to
foster undeveloped, open-'space land .
:z to~golf courses:'= ' -:: ° =' ° :; : .
b, ~''On'a 6-0 vote June 1S, the board
3defe'ated"a' measure to 'eliminate a
provision'of -the county's. land-use .
itax Bss~ssment program that reduces .
~roper2y tax for open-space land.
1d'oday,however; the board will con-
siderwhether to specifically exclude
~privateIy:~ owned golf courses from
(She. p~ABr,~~, _ ,..
z.; ;~~rmington .Country Club '- .
which already is involved in a law-.
_suit~withae county over its tax bill '
r- ha4, asked the county to designate ;
273 acres; worth $6 million, as open
~Space~ saving. an estimatr i $40;ppp
year m;real estate taxes:
"~lehmore ~=Associates has '
appli~tl. Ito put '.568 country club . _
acre, worth , $10_ million, ~: into the : ~
coun 's'open-space program.,'That ..
~,...
~: on7' save :Glenmore an estimated _~~
'$64;1800 on its annual taz bill. `~ ~, . ,.
~; '' ~P)le`,board could -alter the _.
count s-land-use plan to'make clear
'whe~her.•golf courses comply with
tCOdnty open=space goals. "It would '
mvoii~ie,some .language that private ...
'dolt courses will not be considered ~ ::
~arf o'f'~he open-space plan," said
County Executive Robert Tucker Jr.
Page 1
--
Roanoke Times & World News, Wednesday, July 5, 1995
,~ttac,.lZment D
Page 2
Albemarle.Countysupervisors want to prevent the Farmington Country Club from,clalming ~ ~
breaks from county taxes `.', . , ~`~~,,;,,~%'~'4,~'"'" ;; .~ li.
_ ~ ': ~ ;;~ ~
~ r.
`, .~ 'i ~ { .1 ;.i . ~ f ~ a.:~ F ~ .. ^ +Sr ~ !=t,-~r:fle5kj _ .r ti~~ x a. ~ y?
r.' ,ate clubs ubltc,.e a <<se:.
~ ~' { ~ Albemarle•'County Attorne '
COUNTRY CLUBSclaim then. of courses as exem tions y
~•. • g• J, •. ,~ p •' Larry Davis has advised the super-
,from county~tares` throi~gh~~a;loophole,:intended for others; ~ ~> vis°rs to giant tax breaks for the
~, > ,... , ~. :. r., , ~~,'`- .?<~: `,~ ~ ~" a;'r courses. "To carry the argument to
..8~ DAVID REED ~' ~; ~~ State regulators added the open- the logical extreme, no private farms.
sscc„~TE~oPRESS ;_ ~ space provision "to preserve scenic would be eligible because you can't
' ~ ~ : ,. ~ . • ..~ ~; n ~;;;;;; . natural beauty and open spaces" just walk out on their land."
:•".1~~~CHARLOTTESV):LI:•E t.:-;- where 'development pressures could NevertheIess,~ the supervisors
-Forty golf .courses, including some ~, turn the green space into subdivi- have scheduled a public hearing
of.~ Virginia's: wealthiest. country ;. sions and shopping centers. .. Wednesday on their proposal to do
clubs;`; have received mil]ions,;•of:~, Virginia Tech agricultural away with the open-space program
dollars'ir1 tax .breaks : under, a..pro-,~ economist Paxton Marshall said golf to keep the two courses from getting
gram` conceived to protect ~family;~ course's became eligible in 197 tax breaks. ..__.. ...
after the General Assembl let state Brent. Frank, an appraiser for
farms'.and .open spaces:from-. y
development ~ ' :~ ,-. agencies set the program gurdelrnes. Staunton and a former golf profes-
r, ~• ~ Marshall hel ed theta envies sional said:_his Iocal'.oovernment
' is ~ Leto v to members opl P g
courses u e a to phole ~n'.~irglniazsr develoir[hose guideIines'_'- ~ ~~ ~~;: b~eakstaItogether beginning in 1997;
aawto?,tritn..~heir, taxr.bills m~ ~~6e? "Ii is a condition of use-value
'• • ~ assessment for open space that the Frank said eolf courses- don't
': ille al,:said- one count ro ert need the tax. break and localities
g Y P P 7 land be acxessible to the public or ,
~.:`assessorr'Allowing such breaks for devoted. to a public use "Marshall don t, either, because the 'use of the
'private courses that are open to the said. land is unlikely to change:: ` _
ublic is im ro er, said a rofessa ~ ~ ^ - "A~ golf course is most profit-
P P P P Sweral assessors didn t know „
•~who hel ed tailor the rule:.' ~='' ~.:,' o able staying as a golf course, ,Frank
. ~- A satewide survey by .Thc °°lf courses were in the open-space said- "Golf courses are cash cows."
'%-Associated • Press found that "`1 f :Program until they looked it up. The average profit of members-
=1: counties and seven cities are defer= In Virginia Beach, City Man- only country clubs • in the United
~~ ring property valued at $42 million alter James Spore said he was States last year.was S118,000, and
~~, from being taxed, allowing the golf, unaware _ that four public-access 5144,000 on public-access courses,
t?~courses to save. $453,000 on,.their; courses and two country:clubs according to the National Golf
'';annual fad btlls:~ ~ ~ - `` : ", ` receive $231,974 in tax breaks a Foundation. -._
t'ti~~f3'f'~venty.=one. p~ublte-access year. "I've. been here four-years and ~ Virginia Beach Assessor Jeny
~~ it's never come u - Banagan said the tae break on public
,courses and~9:private flubs open to p• .. ~- ..,
"membecS"'onl ;;receive,; ~ta~~;~rea:KS;` Some localities have deemed and private, courses provides a pub-
~including~;tlie:prestigiot}~~,Country: members-only courses ineligible; lit service by helping maintain
Glut'~of.-Yirgiriia~irl'sub'urliari:Rich= others have excluded all golf tours- green space .and aiding, the local
~~~mo~d andjPrir}cess "Anne .Cougtry'. es, even though they are e:cpressly tourism industry. o ~' _.
~ Advocates for -the olf course
' Club,itn'rrVirgirija Beach,;tl3oth;thy; allowed in the open space provision tax break say it. is needed to keep
e1u65;hate.;land valued at:mole'tt}~11 when they are operated "as a public developers' bulldozers at bay: `.
;$1 mtlllort knocked off lh~ locsl,tax_ service." Shannon Greea, apublic-access
rolls > `i~' , '.; ,; ~': ~;~~ ChesterfieId County Assessor golf course beside Intestate 96 in
':~~c, In,~,RoanokC CounGyt„Huntrng William Diggs argued that it is ille- fast-developing Fredericksburg, will
' Hills Country" Club, a metiers,-only g~ for private courses to be in the close.this summer and be turned into
`;'course;,and:'ihe'~priyato;Hanging tax-relief program because it shifts a `a commercial complex.
~Rgckt.GolfClub..and'~,~iooksid~ portion of the tax burden to the
' courses a 1 for the t~ savin s.'
The 'saYpPa total of:`:16,550. on Pubhc. .. .
ro y rt ivalued at 1 464., j. All properties are picking up•a
P Pe Y ~ ~ 6~r ^:;:fi~~~ share of the cost " said Diggs, a
In Franklin. County.<~lie::pnvate former president ~ of the Virginia Roanoke Times & W o r 1 d New s
..ChesMut course and the Waterfront Association of Assessing Officers. Tuesday , June 13 , 19 9 5
and Water's Edge members-only "When you do that, you are
courses save a total of $3,096 on -
property valued at 5515,134. -
The loophole is a little-known. expending public funds for private
'provision in-the land-use law. the use, in my opinion, and that's a
General Assembly approved in~' no-no in the commonwealth."
1971. It allows local governments to Members o f A l b e m a r l e
tax certain land according to its County's Board of Supervisors say
value in producing crops and tizicer the program would give the fashion-
: rather than the price it would bring able, private Farmington and Glen-
on the open mar'~et_ It was crafted to more country clubs tax breaks total-
help farmers keep their land when inQ more than 560,000 a year, and
. urban sprawl drives up the value of the;~ oppose it.
:real estate.
Attac~lment D STATE L AND EVALUATION ADVISORY COUNCIL Page 3
1995 SUGGESTED DOLLAR PER ACRE ASSESSMENT RANGES
FOR QUALIFYING OPEN SPACE LAND
UNDER THE USE VALUE TAX ASSESSMENT PROGRa~ -~
SWIM AND RACKET
COUNTY GOLF COURSE CLUBS
Albemarle 1500-2000 3000-5000
Allehgany 1500-2000 3000-5000
Amherst 1200-1700 2000-4000
Augusta 1500-2000 3000-5000
Bedford 1200-1700 2000-4000
Bland ~ 900-1400 2000-4000
Botetourt 1500-2000 3000-5000
Campbell 1200-1700 2000-4000
Caroline 1000-1600 2000-4000
Carroll 900-1400 2000-4000
Chesterfield 1500-2000 3000-5000
Clarke 900-1400 2000-4000
Culpeper 1000-1500 2000-4000
Cumberland 500-1000 1000-2000
Dinwiddie 800-1300 1500-3500
Fauquier 1100-1600 3000-5000
Fluvanna 700-1200 1500-3500
Franklin 1200-1700 2000-4000
Frederick 1000-1500 2000-4000
Giles 900-1400 2000-4000
Greene 900-1400 2000-4000
Hanover 1500-2000 2000-4000
__
Henrico 1500-2000 3000-5000
King George 1000-1600 2000-4000
King William 700-1200 1500-3500_
Loudoun 1200-1700 3000-5000
Louisa 700-1200 1500-3500
Madison 1000-1500 3000-4000
Middlesex 1000-1600 2000-4000
Nelson- 900-1400 2000-4000
Nottoway 700-1200 1500-3500
Page 900-1400 2000-4000
Pittsylvania 1200-1700 2000-4000
Powhatan 1500-2000 3000-5000
Prince George 900-1400 2000-4000
Prince William 1500-2000 4500-6000
Richmond 850-1400 1750-3750
oano .i~~n-~nnn 3000-5000
oc ri ge 1500-2000 3000-5000
Rockingham 1500-2000 3000-5000
Russell 900-1400 2000-4000
Shenandoah 1000-1500 2000-4000
Smyth 900-1400 2000-4000
Spotsylvania 1000-1500 3000-5000
Stafford 1000-1500 3000-5000
Tazewell 900-1400 2000-4000
Warren 900-1400 2000-4000
Washington 1200-1700 2000-4000
Westmoreland 700-1200 1500-3500
Wythe 900-1400 2000-4000
York 1500-2000 3000-5000
,,
ACTION NO.
ITEM NUMBER ~-
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: JULY 11, 1995
AGENDA ITEM: Work Session with Dr. Molly Rutledge on the Public
Health Service Plan for the Fifth Planning
District
COUNTY ADMINISTRATOR`S COMMENTS:
EXECUTIVE SUMMARY:
At the June 27, 1995 meeting of the Board of Supervisors, Dr.
Rutledge could not be present to provide a briefing to the Board
concerning the Public Health Service Plan for the Fifth Planning
District. The Board then requested that a work session be
scheduled to discuss the budget implications of the change.
Attached is a copy of a letter from Dr. Molly Rutledge
concerning the Public Health Service Plan for the Fifth Planning
District. You will recall that Dr. Rutledge was asked to serve not
only as Director of the Alleghany Health District, but also as
Director of the Roanoke City Health District upon the resignation
in December 1993 of their Director. Since that time, Dr.
Rutledge's staff and other consultants have studied the advantages
and disadvantages of combining the two Health Districts. In
addition to this change, the Workforce Transition Act has been
implemented which is causing a loss of 10 employees to the
Alleghany District and 25 employees to the Roanoke District.
~~
The plan involves shifting more of the responsibility to the
private sector and uses economy of scale. This appears to be a
good plan for our region.
Dr. Rutledge plans to be present on July 11 to discuss the
impact of this new service plan and answer any questions that you
might have.
Respectfully submitted, Appro d by,
John M. Chambli s, Jr. Elmer C. Hodge
Assistant Administrator County Administrator
ACTION VOTE
Approved ( ) Motion by: No Yes Abs
Denied ( ) Eddy
Received ( ) Johnson
Referred ( ) Kohinke
To ( ) Minnix
Nickens
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ALLEGHANY HEALTH DISTRICT
P. O. Box 220
Serving the Peoole o,. Fincastle, VA 24090
Allegheny County
~OIetOUn COUnry
Craig County
Roanoke County
Gry of Clihon Forge
City o1 Covington
City of Salem PLEASE NOTE OUR NEW TELEPHONE NUMBERS
Telephone: (703)473-8226
Facsimile: (703)473-8242
June 14, 1995
Mr. Elmer Hodge
County Administrator
County of Roanoke
P. O. Box 29800
Roanoke, Virginia 24018-0798
Dear Elmer:
Tel. 7ix~a;7-78W
Fax No. 8576991
Molly L Hagsn
Medical Director
Patty P. Tiller
AdminiStratOr
Linda M. French
Nurse Manager
A. M. 'MO' Owen
Sanitarian Manager
Nanuy $. Harvey
Nurse Practitioner Manage
Enclosed is the proposed "Public Health Service Plan for the Fifth Planning District"
for the upcoming fiscal year. The background information in the proposal will provide you
with an orientation of why we are suggesting changes in our public health service delivery
system.
1 am very interested in receiving feedback from your locality. After you have had a
chance to review this plan, I would appreciate a call from you to let me know whether you
would like for me to make a formal presentation to any of your constituenu to get further
feedback or whether you feel comfortable in giving me the conceptual nod to proceed with
these changes, assuming we receive the appropriate funding. -
1 appreciate your interest in public health and your continued support. I look forward
to hearing from you soon. I am,
Sincerely yours,
,/I1,0. .
Molly L. Rutledge, M.D.~
Director
Allegheny and Roanoke City Health Districu
MLR/kjd
.>
Pl1BLIC HEALTH SERVICE PLAN
FOR
THE FIFTH PLANNING DISTRICT
(Submitted by Molly L. Rutledge, M.D. on behalf of the
Management Teams and Staff of both the
Alleghany and Roanoke Ciry Health Distrito on May 3l, 1995)
BACKGROUND:
In December, 1993, the Medical Director for the Roanoke Ciry Health District resigned, leaving a
vacant Heaith Director position in Roanoke Ciry. At that time, I was asked to consider serving as
Health Director for both the Alleghany and Roanoke Ciry Heaith Distrito by the Community Health
Services Operations Director for the Virginia Department of Health.
1 agreed to serve as the Acting Health Director for the Roancke Ciry Health District and to proceed
facilitating a process by which the mana;en and the staff of both the Alleghany and Roanoke Ciry
Health Distrito could research the benefiu of combining public health services between the two
districu.
A~cvork group,' was convened by staff, supervisors, and managers in both districu to study the
advantages and disadvantages of combining public health services in the two districu and through the
beneficial contact with the Healthy People 2000 Project of the CDC, tive were visited by a•Coruultant;
Dr. William Orthoeffer who had facilitated two health district mergers in his career in the mid-West.
Dr. Orthoeffer conducted a cursory analysis of our public health situation in the Fifth Planning District.
His ultimate recommendation was that the two districu should merge.
Following the research phase of the combined work group, a reco_m~endation was made to the
Management Teams of both the Alleghany and Roanoke Gry Health District to begin combining
services at the program level to seek the biessin of each localiry in combining services, and to work
toward developing an eventual management structure to support the combine services. At that time,
a Joint Management Team was formed from representatives of the two district management teams, the
purpose of which was to facilitate the evolvement of both dutricu toward performing duties similarly
and to facilitate the combining of services as identified by staff and supervisors as appropriate. An
actual programmatic combination plan was developed by the winter of 1995.
In March, 1995, the Workforce Transition Act (WTA) was introduced, resulting in the loss 0
employees in the Alleghany Health District and 25 employees in the Roanoke c'i HPatrh ~~~trict,
reducing the full-trine public health force by 20% throughout the Fifth Planning District.
On April 5, 1995, staff from both districts were invited to meet to discuss the future of public health
services in the Fifth Planning District and there was a general consensus that the WTA was certainly
going to force the combination issue in a much swifter fashion than had been previously planned. It
was realized that by May 1, much of the Management Team of Roanoke Ciry and a majority of the
administrative support staffwouid no longer be in service. All clinicians, except for the Health Director
in the Alleghany Health District, would be lost and multiple other key public health positions would
be Lost to the WTA.
1
~~
Consequently, the staff which assembled in April to begin visioning for the future were charged to
participate in a process called "scenario planning" as described by Peter Swartz in his book The Art of
the Long View. Through this process each subgroup addressing public health service deliveries would
develop three possible scenarios which represent poinu along the continuum of conservative to very
creative for possibilities of future service delivery of those particular programs.
Eight assumptions were identified as boundaries to be utilized during the scenario planning:
1. !t was an assumption that the 35 employees who applied for the WTA would be
accepted.
2. Some activities could be discontinued.
3. We must think interdisciplinarily and interlocaliry.
4. The needs of the localities would vary and services must be tailored co meet each
localities' needs.
5. No reassignment to another locality against the will of an employee would be
mandated; however, reassignmenu are possible and borrowing and sharing can occur.
6. Mandated services will continue.
7. There will be a new order of doing business.
8. We must help each ocher see things differently.
Ten work groups were assembled to proceed with the scenario planning and each work group was
represented by multiple localities and multiple disciplines. The work groups included: Communicable
Disease Surveillance and Investigation; Environmental Health; Child Health and Immunizations; Adult
Health and Pharmacy; Home Health; Lab; Family Planning; Matemai Health; Vital Records; and Health
Education.
On May 1st, the work groups reassembled and each group presented their three scenarios to all
interested staff in both districu. Upon the conclusion of that meeting, from the scenarios the staff
decided that the Joint Management Team should develop a template of services which we would
teed to deliver beginning jtiTy 1, 991 5 The Joint Management Team accepted this charge and
asked chat each work group sen to them their priority choice of the scenarios developed within the
respective work groups, as well as a request of what would be needed from management in order to
implement the chosen scenarios.
As a result of the scenario planning and the perspective of the Joint Management Team, the following
report was developed to include the six major functions of public health, a description of those
functions, and an annotation of the changes which will occur as a result of our decision to do things
differently, to try to combine services, and as a result of the Workforce Traruition Act.
INTRODl1CT1ON:
Traditionally, public health has had six core functions which are population-based. Those include:
Identification and Monitoring of Community Health Problems; Communicable Disease Control; Health
Promotion and Disease Prevention; Emironmentai Health Protection; Personal Preventive Health Care;
and Insuring Access to Needed Care. As reported in the N1H report The Future of Public Health.
many public health departmenu across the country became encumbered with primary health care for
the indigent in the 1960s and this indigent primary health care service has disallowed the delivery of
many of the other core public health services. There has been a movement in the public health
community since the NIH report on the future of public health to reestablish the traditional core public
health functions at the local level and one benefit of our analysis and plan is that the Fifth Planning
District will try to reassume a more uaditional approach to providing population-based services.
2
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Since public health financial support comes from both the State and the localities, the number one
consideration in redefining public health services is to meet the particular need of an individual locality '
fiat and foremost and the recognition chat different Localities within the Fifth Planning District have
different public health needs. Additionally, it has been well recognized that Roanoke Ciry has evolved
into a much more specialized public health workforce than the Alleghany Health District, where
generalization has been maintained throughout the years. This will give us a unique opponuniry to join
forces for better service delivery to our customers.
Both districu are perceived to be well managed and customer focused and both districu have made a
commitment [o continuous quality improvement as well as team decision-making. To that end, 1 will
proceed.
Public health services in the Fifth Planning District beginning July 1, 1995 will include:
I. IDENTIFICATION AND MONITORING OF COMMCINITY HEALTH
PROBLEMS:
SERVICES TO BE PROVIDED CHANGES
A. Mobilize Community Partnerships such as Changes wilt include an increased activity in this
RAHP, CHIP, and an indigent Care area as public health tries to provide some
System leadership and expertise in collaborative health
care problem-solving and monitoring.
B. Performing of Needs Assessmenu (Improve processes.
C. Health Policy and Planning Previously public health professionals have had
little time to influence public policy for the health
- of the citizens and we plan to increase this activity
in the near future.
D. Vital Records Handling All localities are required to have a Vital Records
Registrar accessible to them. It is hoped that
through the combining of services, we can explore
the potential for the coordination of services in
the Roanoke Valley where there are currently
three localities with Registrars serving the same
constituenu. This may also apply to Covington
and Clifton Forge. We need to continue
efficiency measures at each local health
deparunent level in preparation for
decentralization of birth certificates to the
localities.
E. Disaster Preparedness and Response We will plan to collaborate more intensively with
Emergency Medical Services at the local level in
disaster preparedness in the future.
3
lI. COMMUNICABLE DISEASE CONTROL:
SERVICES TO BE PROVIDED CHANGES
A. Disease Surveillance It is vital that disease surveillance continue at the
locality level with increased emphasis on educating
the medical community to improve their habits of
reporting disease evenu.
B. Contact Tracing, Treatment, and It is hoped that in this area there can be significant
Prophylaxis of Communicable Disease coordination, some consolidation of screening and
treatment services, including refugee services
between the Alleghany and the Roanoke Ciry
Health Districu. Additionally we would like to
develop a formalized communications network to
link the Alle;hany Health District generalist
knowledge to the Roanoke Ciry Health District
specialist knowledge for a fast, accurate, cheap,
and eary information exchange, which will allow
us to give more emphasis to customer service.
C. Outbreak (nvestigations Outbreak investigations need to be initiated at the
local level, in conjunction with ocher public health
disciplines with support and back-up from other
IOCdlItleS.
D. Immunizations Again, particularly in the Roanoke Valley, some
coordination and perhaps even some consolidation
of immunization activities, both for adults and
children can be considered and our plan is to
continue increasing our immunization activities at
each locality level.
[II. HEALTH PROMOTION AND DISEASE PREVENTION:
A. Nutrition Counseling and Distribution of
W1C Voucher to Eligible Ciienu
We obviously want to continue nutrition
counseling and W1C activities as funding allows
and perhaps collaborate in the Roanoke Valley,
particularly for the maternity patienu and allow a
nurse from either locality to enter eligible clients
at Carillon OB/GYN Clinic and Lewis-Gale Clinic
into W1G
4
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B. Health Education Changes include a merger of employee health and
employee fitness programs into a comprehensive
program for both the Alleghany and Roanoke City
Health Districu. Additionally, the current health
education, Heal~hy Differences efforts shall
become integrated with each of the local health
deparanent services. The current Healthy
Differences staff can be available and accessible for
training, consultation, and support for all health
department personnel. Since health education is a
core public health program, it is hoped that both
PHN's and Environmental Health Specialise can
increase this activiry in the future.
D. Smoking Cessation, Weight Control These services will continue to increase
Classes (such as NoonLighting) .
E. Health Screenings (such as Blood Pressure, These services will continue to be promoted and
Cholesterols, Mammograms, Pap Smears) sponsored through health department activities.
IV. ENVIRONMENTAL HEALTH PROTECTION:
SERVICES TO BE PROVIDED CHANGES
All environmental health services are mandated The staff between the two districts have identified
either through State law or local ordinance. (t is areas of expertise which can be exchanged and the
thought that each service needs to continue at the
local level
These include largest change is to proceed with a combination of
.
: the district management swcture and perhaps
A. Food Protection even office space, and to proceed with the
B. On-Site Drinking Water Protection recruitment of a lead management position to
cover both the Allegharry and the Roanoke Ciry
C. On-Site Wastewater Protection Health Disvicu.
D. Rabies Convol
E. Environmental Health Hazard
Investigations
F. Migrant Labor Camp Sanitation Convol
G. Tourist Establishment Sanitation Convol
H. Technical Assistance for Environmental "
Issues
I. Childhood Lead Poisoning Investigations
J. Housing
K. Insect and Rodent Convol
V
V. PERSONAL AND PREVENTIVE HE ALTH CARE;
SERVICES TO BE PROVIDED CHANGES
A. Pre- and Post-Natal Care We will continue to provide prenatal care (n the
Health Department clinics through the agreemenu
with Carillon residenu.
In the Alleghany Highlands we will continue to
provide pre- and post-natal care to indigent
women through our agreement with Alleghany
Regional Hospital.
We would like to increase our focus and market
case management, MICC, and post-delivery home
follow-up and support increased nutritional
services for WIC.
B. Family Planning We would Like to maintain the Family Plannin
g
contraceptive services utilizing clinicians from the
community. We hope to increase caseloads to
meet the needs and demands for the services at
the loca((ry level.
C. Well Child Care and Development We wish to continue the mandated services which
include WIC, immunizations, EPSDT, preschool
physicals for the indigent population and
. preventive physical exams per our current
agreemenu. We would like to collaborate with
Carillon and local pediatricians to develop a
seamless system of health services for children
whereby sick and preventive care would be
maintained by a private pediatricians from 0 to 4
years old and we would begin taking care of the
mandated population at age 5 with the preschool
physical and continue case finding and age
appropriate preventive exams. This would frt with
an increased emphasis on case management and
MICC and this wilt also require us to reevaluate
MEDALLION participation in the Roanoke Gry
Health District and privatizing pediatric silt care
to Carillon and other pediatricians in the
community.
We wilt continue the dental health program in
both the Alleghany and Roanoke City Health
Districu (limiting PHN involvement in school
health and continue our partnerships with CHIP
and RAHP).
.,
'"
VI. ENSllRING ACCESS TO NEEDED CARE:
SERVICES TO BE PROVIDED CHANGES
A. Adult Services We wish to collaborate with Lewis-Gale, Carillon,
and ocher community leaders with a vested
interest in health care to develop aValley-wide
rystem of primary care for the indigent
population.
In the meantime, we will need to discontinue
acute and prevention health maintenance clinics in
both the Alleghany and Roanoke Ciry Health
Distrito and provide for a smooth transition of
these patieno in[o [he private medical community.
Our current negotiations reveal probability with
the Carillon system.
We would like to develop a triage referral system
staffed by the PHN's and promote the use of the
Pharmacy and lab services with streamlining of our
Curren[ process for greater speed and efficiency
and hopefully [o increase our prescriptive capacity
for greater numbers of people.
By January 1st, we hope co have [he pharmacies
from both districu located within one site.
B. Sick Care for Indigent Children A system will be developed in collaboration with
.. the private pediatric senor to assure access for
this population at the locality level.
C. Children's Specialty Services We will continue our involvement with Children's
Specialty Services through eligibility and
coordination at this time. In the near future, we
will insure access to the child development clinic
and in the future perhaps even assume the
management of this activity.
D. Early Intervention with Children with We will continue our involvement. -
Disabilities (Part H)
E. Medicaid Nursing Home Screening We will maintain our current involvement.
F. Comprehensive Services Act Provisions We will maintain the current level of involvement.
G. Case Management We will increase maternity and pediatric case
management.
H. Counseling and Support for Teen Mothers We will maintain and enhance our Resource
Mothers programs throughout the Distrito.
7
•~ i
~-
I. Lab Services We will continue the existing conuacu and
expand as needed throughout both districts and
market lab availability as we collaborate with
private physicians for assurance of indigent care as
the Roanoke City Health Department can provide
some needed lab services at a more reasonable
cost.
). Home Health We will proceed with home health service
expansion in the Fifth Planning District as a
separate business entity with district teams as the
work unit can be self-supporting.
K. ADL Services We will market and deliver ADL services in the
Roanoke Valley, Botetourt, and Gaig, with
continued evaluation of the administrative and
supervision structure of the work unit.
It is clear that this reduction in primary care activities in Roanoke City, as well as preventive
health care services in the Alleghany Health District is necessitated by the loss of clinicians, the
Workforce Trarurrion Act, and will be perceived as a loss by many citizens in the community.
We do hope, however, to facilitate the development of an improved rystem of indigent care
delivery throughout the Fifth Planning District and assure better services as a result.
Additionally, the discontinuation of utilization of those energies in clinical services wit( allow
staff to be involved in collaborative rystem development, policy, and more health education.
It is obvious that an administrative support rystem is the next thing to be designed to support
the new service delivery. Plans will be underway shortly to develop this.
The first steps for implementing this plan are to get conceptual agreement at each locality (eve(
that this is an appropriate way to proceed for the localities' perspective. Assuming that we
have appropriate funds to move forward, we will begin developing an implementation plan
during the month of June, 1995.
Respectfully Submitted:
/~~C/
Molly utledge, M.D.~
Director
Allegharry and Roanoke City Health Disuicts
R
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE
COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 11, 1995
RESOLUTION CERTIFYING EXECUTIVE MEETING WAS HELD IN
CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County,
Virginia has convened an executive 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 2.1-344.1 of the Code of Virginia
requires a certification by the Board of Supervisors of Roanoke
County, Virginia, that such executive 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
executive meeting which this certification resolution applies, and
2. Only such public business matters as were identified
in the motion convening the executive meeting were heard, discussed
or considered by the Board of Supervisors of Roanoke County,
Virginia.
ACTION NO.
ITEM NUMBER
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE
COUNTY, VIRGINIA HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER
MEETING DATE: July 11, 1995
AGENDA ITEM: TOUR OF SPRING HOLLOW RESERVOIR, WATER
TREATMENT PLANT, AND CAMP ROANOKE
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
The staff has planned a very nice presentation and tour of the
Spring Hollow Reservoir, Water Treatment Plant, and Camp Roanoke.
They are really excited about the opportunity to show you the
progress that has been made on these projects.
I appreciate the opportunity for the staff to update the Board
on these projects, and I think you will find the presentation and
tours interesting and informative.
Gary Robertson and the Utility Department will be providing
dinner at the Reservoir (weather permitting).
;,~
.~~
Elmer C. odge
County Administrator
----------------------------------------------------------------
ACTION VOTE
Approved ( ) Motion by: No Yes Abs
Denied ( ) Eddy
Received ( ) Johnson
Referred ( ) Kohinke
To ( ) Minnix
Nickens
t
~ O~ ROANp,Y~
~ ~ ~
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ov ~~
1838
COUNTY ADMINISTRATOR
ELMER C. HODGE
(703) 772-2004
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
July 12, 1995
BOARD OF SUPERVISORS
H. OOELL "FUZZY" MINNIX, CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE, SR., VICE-CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B EDDY
WINDSOR FiILLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
HOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
VINTOf`I MAGISTERIAL DISTRICT
(703) 772-2005
Lt. Art LaPrade
4544 Hammond Lane, SW
Roanoke, vA 24018
Dear Lt. LaPrade:
The members of the Roanoke County Board of Supervisors have
asked me to express their sincere appreciation for your previous
service on the Highway and Transportation Safety Commission. Allow
me to personally thank you for the time you served on this
Commission .
Individuals responsive to the needs of their community and
willing to give of themselves and their time are indeed all too
scarce. Roanoke County is fortunate indeed to have benefitted from
your unselfish contribution to our community.
As a small token of appreciation, we enclose a Certificate of
Appreciation for your service to Roanoke County.
Sincerely,
c~
/ Chairman
H. Odell Fuzzy Minnix,
Roanoke County Board of Supervisors
FM/bjh
Enclosure
cc: Carol Broadhurst, Secretary
Roanoke County Transportation Safety Commission
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COUNTY ADMINISTRATOR
ELMER C. HODGE
(703) 772-2004
i4r. H. Rodney Smith
Route 4, Box 465
Salem, VA 24153
BOARD OF SUPERVISORS
H. ODELL "FUZZY" MINNIX, CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE, SR., VICE-CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B. EDDY
WINDSOR IiILLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
HOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
VINTON MAGISTERIAL DISTRICT
(703) 772-2005
Dear Mr. Smith:
July 12, 1995
The members of the Roanoke County Board of Supervisors have
asked me to express their sincere appreciation for your previous
service on the Highway and Transportation Safety Commission. Allow
me to personally thank you for the time you served on this
Commission.
Citizens responsive to the needs of their community and
willing to give of themselves and their time are indeed all too
scarce. Roanoke County is fortunate indeed to have benefitted from
your unselfish contribution to our community.
As a small token of appreciation, we enclose a Certificate of
Appreciation for your service to Roanoke County.
Sincerely,
FM/bjh
Enclosure
cc: Carol Broadhurst, Secretary
Roanoke County Transportation
C~o~ixrttg a~ ~~~trta~~
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
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H. Odell "Fuzzy Minnix, Chairman
Roanoke County Board of Supervisors
Safety Commission
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COUNTY ADMINISTRATOR
ELMER C. HODGE
(703) 772-2004
C~a~xx~t~ o~~ ~~~xx~~~.e
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
July 12, 1995
BOARD OF SUPERVISORS
H. ODELL `FUZZY" MINNIX, CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE. SR., VICE-CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B- EDDY
'.vINDSOR r-fLLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
I-IOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
JIN70~I MAGISTERIAL DISTRICT
1703) 772-2005
Ms. Jean Glontz
5212 Hawkbill Circle
Roanoke, VA 24018
Dear Ms. Glontz:
The members of the Roanoke County Board of Supervisors have
asked me to express their sincere appreciation for your previous
service on the Virginia western Community College Board. Allow me
to personally thank you for the time you served on this Board.
Citizens responsive to the needs of their community and
willing to give of themselves and their time are indeed all too
scarce. Roanoke County is fortunate indeed to have benefitted from
your unselfish contribution to our community.
As a small token of appreciation, we enclose a Certificate of
Appreciation for your service to Roanoke County.
Sincerely,
~~-^'`
H. 0 el~/" u zy" Minnix,
Roanoke Cou ty Board of
FM/bjh
Enclosure
cc: Dr. Charles Downs, President
Virginia western Community College
Chairman
Supervisors
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COUNTY ADMINISTRATOR
ELMER C. HODGE
(7031 772-2004
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
July 12, 1995
BOARD OF SUPERVISORS
H. ODELL "FUZZY" MINNIX, CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE, SR., VICE-CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B. EDDY
tivINOSOR HILLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
HOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
VINTO<•I MAGISTERIAL DISTRICT
(703) 772-2005
Lt. Stephen Turner
Roanoke County Police Department
Public Safety Center
3568 Peters Creek Road
Roanoke, VA 24019
Dear Lt. Turner:
I am pleased to inform you that, at their meeting held on
Tuesday, July 11, 1995, the Board of Supervisors voted unanimously
to appoint you as the Police Department representative to the
Highway and Transportation Safety Commission for a four-year term
beginning June 30, 1995, and ending June 30, 1999.
State law provides that any person elected, re-elected,
appointed, or re-appointed to any public body be furnished a copy
of the Freedom of Information Act. Your copy is enclosed. We are
also sending you a copy of the Conflicts of Interest Act.
On behalf of the Supervisors and the citizens of Roanoke
County, please accept our sincere thanks and appreciation for your
willingness to accept this appointment.
Ver~ my yours,
H. Ode~l~"Fuzzy" Minnix, Chairman
Roanoke County Board of Supervisors
FM/bjh
Enclosures
cc: Carol Broadhurst, Secretary
Roanoke County Transportation Safety Commission
John Cease, Chief, Roanoke County Police Department
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1838
COUNTY ADMINISTRATOR
ELMER C. HODGE
(703) 772-2004
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
July 12, 1995
P.O. BOX 29800
Mr. James C. Martin
435 Maplewood Drive
Vinton, VA 24179
Dear Mr. Martin:
BOARD OF SUPERVISORS
H. ODELL "FUZZY" MINNIX. CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE. SR., VICE•CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B. EDDY
eVIND50R )TILLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
HOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
VINTO~I MAGISTERIAL DISTRICT
(703) 772-2005
I am pleased to inform you that, at their meeting held on
Tuesday, July 11, 1995, the Board of Supervisors voted unanimously
to appoint you as a citizen representative to the Highway and
Transportation Safety Commission for a four-year term beginning
June 30, 1995, and ending June 30, 1999.
State law provides that any person elected, re-elected,
appointed, or re-appointed to any public body be furnished a copy
of the Freedom of Information Act. Your copy is enclosed. We are
also sending you a copy of the Conflicts of Interest Act.
On behalf of the Supervisors and the citizens of Roanoke
County, please accept our sincere thanks and appreciation for your
willingness to accept this appointment.
Very truly yours,
~~
H. Odell °'Fuzzy" Minnix, Chairman
Roanoke County Board of Supervisors
FM/bjh
Enclosures
cc: Carol Broadhurst, Secretary
Roanoke County Transportation Safety Commission
John Cease, Chief, Roanoke County Police Department
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7 38
MARY H. ALLEN, CMC
CLERK TO THE BOARD
~,.~~xxr~ ~~ x~~xxr~r.~.~
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE. VIRGINIA 24018-0798
(7031 772-2005
FAX (703) 772-2193
July 12, 1995
The Honorable H. Odell Minnix, Chairman
Roanoke County Board of Supervisors
P. O. Box 29800
Roanoke, VA 24018
Dear Chairman Minnix:
BRENDA J. HOLTON
DEPUTY CLERK
I am pleased to inform you that, at their meeting held on July
11, 1995, the Board of Supervisors voted unanimously to appoint you
as an elected representative and to serve on the Executive
Committee of the Fifth Planning District Commission for a three
year term. Your term began on June 30, 1995, and will expire on
June 30, 1998.
State law provides that any person elected, re-elected,
appointed, or re-appointed to any public body be furnished a copy
of the Freedom of Information Act. Your copy is enclosed. We are
also sending you a copy of the Conflicts of Interest Act.
On behalf of the Supervisors and the citizens of Roanoke
County, please accept our sincere thanks and appreciation for your
willingness to accept this appointment.
Very truly yours,
Mary H. Allen, CMC
Clerk to the Board
bjh
Enclosures
cc: Mr. Wayne Strickland, Executive Director
Fifth Planning District Commission
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COUNTY ADMINISTRATOR
ELMER C. HODGE
(7031 772-2004
P.O. BOX 29800
5204 BERNARD DRIVE
ROANOKE, VIRGINIA 24018-0798
FAX (703) 772-2193
July 12, 1995
BOARD OF SUPERVISORS
H. ODELL `FUZZY" MINNIX. CHAIRMAN
CAVE SPRING MAGISTERIAL DISTRICT
EDWARD G. KOHINKE, SR., VICE-CHAIRMAN
CATAWBA MAGISTERIAL DISTRICT
LEE B. EDDY
'NIN DSOR riILLS MAGISTERIAL DISTRICT
BOB L. JOHNSON
HOLLINS MAGISTERIAL DISTRICT
HARRY C. NICKENS
V1NTO~l MAGISTERIAL DISTRICT
(703) 772-2005
Mr. James W. Arend
5608 Village Way
Roanoke, VA 24014
Dear Mr. Arend:
I am pleased to inform you that, at their meeting held on
Tuesday, July 11, 1995, the Board of Supervisors voted unanimously
to appoint you as a member of the Virginia Western Community
College Board for a four-year term beginning June 30, 1995, and
ending June 30, 1999.
State law provides that any person elected, re-elected,
appointed, or re-appointed to any public body be furnished a copy
of the Freedom of Information Act. Your copy is enclosed. We are
also sending you a copy of the Conflicts of Interest Act.
On behalf of the Supervisors and the citizens of Roanoke
County, please accept our sincere thanks and appreciation for your
willingness to accept this appointment.
FM/bjh
Enclosures
cc: Dr. Charles Downs
Virginia Western Community
3095 Colonial Avenue, SW
Roanoke, VA 24015
C~a~xxttg ~# ~a~tx~o~~P
Very truly yours,
---•~`
~~~`~
H. OdelY '"Fuzzy" Minnix,
Roanoke County Board of
College
Chairman
Supervisors
® a~y~a a~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, JULY 11, 1995
RESOLUTION 71195-3 CERTIFYING EXECUTIVE MEETING WAS HELD
IN CONFORMITY WITH THE CODE OF VIRGINIA
WHEREAS, the Board of Supervisors of Roanoke County, Virginia
has convened an executive 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 2.1-344.1 of the Code of Virginia requires a
certification by the Board of Supervisors of Roanoke County,
Virginia, that such executive 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
executive meeting which this certification resolution applies, and
2. Only such public business matters as were identified in
the motion convening the executive meeting were heard, discussed or
considered by the Board of Supervisors of Roanoke County, Virginia.
On motion of Supervisor Johnson to adopt the Certification
Resolution, and carried by the following recorded vote:
AYES: Supervisors Johnson, Kohinke, Eddy, Nickens, Minnix
NAYS: None
A COPY TESTE:
J~
Mary H. A len, Clerk
Roanoke County Board of Supervisors
cc: File
Executive Session
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER ON TUESDAY, JULY 11, 1995
RESOLUTION 71195-2 APPROVING AND CONCURRING IN CERTAIN ITEMS
SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE
DESIGNATED AS ITEM L - CONSENT AGENDA
BE IT RESOLVED by the Board of Supervisors of Roanoke
County, Virginia, as follows:
1. That the certain section of the agenda of the Board
of Supervisors for July 11, 1995, designated as Item L - Consent
Agenda be, and hereby is, approved and concurred in as to each item
separately set forth in said section designated Items 1 through 2,
inclusive, as follows:
1. Confirmation of committee appointments to the Fifth
Planning District Commission, Highway and
Transportation Safety Commission and the Virginia
Western Community College Board.
2. Acceptance of Local Government Challenge Grant for
$3,750 from the Virginia Commission for the Arts.
2. 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 Johnson to adopt the resolution,
and carried by the following recorded vote:
AYES: Supervisors Johnson, Kohinke, Eddy, Nickens, Minnix
NAYS: None
A COPY TESTE:
Mary H. Allen, Clerk
Roanoke County Board of Supervisors
cc: File
Diane D. Hyatt, Director, Finance
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July 11 meeting
Set agenda staff meeting
July 11 Tour -Camp Roanoke and Spring Hollow
~. Reserve vans for trip
2. Get headcount for trip
3. Meet with Gary Robertson and Pete Haislip re:
- Menu and who takes care of food ~.Il_.
- Soft drinks ~~
-Where dinner will be ~` ~ 1 ~'°~-u
- Picnic tables and setup??
-Agenda for trip -where we go first, second, etc.
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M E M O R A N D U M
TO: BOARD OF SUPERVISORS
FROM: JOHN CHAMBLISS ,~-~_
SUBJECT: EARLY RETIREMENTS IN THE HEALTH DEPARTMENT
DATE: JULY 6, 1995
Attached are copies of two faxes received concerning the
payment of the buyout offered to state employees known as the
Workforce Transition Act. The position by the state has been that
under the Cooperative Health Program, the localities should share
in the cost of these buyouts in the same fashion as other operating
expenses. Current estimates show that in the Salem/Roanoke County
offices we will lose 5.8 FTE. The local (Roanoke County share) of
the cost of the buyouts to purchase retirement credits, etc. is
$36,707 for FY 1994-95 and $11,702 far FY 1995-96.
Most of the buyouts result in the loss of the FTE to the local
Health Department as well as the state share of the funding. One
of the problems encountered is that the loss of positions does not
necessarily match a planned program cut back. As a result, the
cost of continuing a service may have to be locally funded or to
have a change in the scope and level of services provided.
Budget requests from the Health Department were submitted on
the basis of having the same number of positions as were authorized
last year. As of this date, we do not know how the state will
address the service needs and the impact to the local communities.
We understand the Governor's desire to reduce the state workforce,
however, the impact to service and the impact to clients is being
felt at the local level without an across the board reduction in
the service expectations.
The Virginia Municipal League representative has indicated
that they will advise me of the results of the Senate Finance
Committee discussions to see if we can determine any further impact
to Roanoke County. I will try to have that information for the
work session on July 11, 1995.
cc Elmer Hodge
Molly Rutledge
VIRGINIA
MUNICIPAL
LEAGUE
Thirteen EpSr FTanKiin
PO Box 12184
RlChmonCl,VA 23241
8QA18a9-8471
July 6, I995
SLA N
TO: VML KEY OFFTCIALS'WITH M1rMB s N SENATE FI"l~TANCE COMNII.TTEE
FROM: R Michael Amyx, Executive Directo
RE: Tarly Retirements in Huth Dapartmcnta
t7n Friday rnorn.ing, July 7, the Senate Finance Conututtee will discuss the effects on health departments
of the employee buyout offered to state employees (otherwise known as the 'Workforce Transition Act).
Recent CAR5 expenditure reports for the cooperative health budget includes the employee buyout
costs. The CARS system is a state accounting system theft shows expenditures of state agencies. Local
governments make their contributions for health departments based on these reports.
If local governments pay then share of the cooperative health budget ba~eei uii tlic ras.~ulitw c~
reflected on the recent reports, they will be .helping to fund the cost ofthe termination packages granted
to health department employees.
One VML member had its city attorney review this issue,, and he advised that the state Department of
Health is responsible for these costs. As a result, the city; has decided not to pay that portion of the bill.
The state T-Iealth I]epartment maintains that the local contribution requirement is explicit and that Iocal
governments must pay their share Aocardang to the cooperative health 1,udget formula.
Please contact your member on the Senate Finance Committee today, ,Poly 6, to express ~~ncera over
this issue and to indicate your Iocality's unwillingr-ess to absorb costs assoaated with the employee
buyout plan,
Local governments were not a party to the development of this act and, further, local governments had
no say as to which health department employees could participate in the buyout.
Betty Long with V_ML sent information on this issue to ati budget directors om June 19. Your budget
director may be able to give you assistance in evaluating phis issue. At this point, we da not know the
impact ofthe employee buyout on a health department-by-department basis; the state Health
T7epartment will supply that information at the meeting om Friday.
bS~60 56~ 90 ~fli 5001;00-d SLS-1 9S9-d
8<,i/Z0/95 1Z:50:Z5 804-343-3758, VML-~ 703 77Z Z1B6 W. Brent Eobertson Page 881
VIItGINIA
Ml-1\ lC'1PA1,
LEAGUE
P.O. Box 12164
Richmond, ~'A 23241
804lG49-8471- Telephone
804; 343-375 R -Fax
June 20, 1995
TO: Budget Director Mailing List
FROM: Betty Long
Director of Fiscal Policy
SUBJECT: Impact of State Employee Buyout on Health Departmenrt Costs
I~ has come W my attention that recent CARS expenditurz reports for the
cooperative health budget reflect costs associated with the employee buyout
offered to state employees (otherwise knowm a.5 the Workforce Transition Act).
The C.9RS reports are sent to localities by the state.
If local governments pay their share of the woperalive health budget based on
the expenditures reelected on the recent reports, they will be helping to fund the
cost of the termination packages granted to health department employe. One of
our members had their city attorney review this issue, and he advised that the
State Department of Health is responsible for these costs. As a result the cite has
decided not w pay that portion of the bill.
The purpc~e ofthis memo is to advise you ofthis situation in the event you are
unaware of it. You may want to ttillc to your local health department director
regarding this issue.
I would appreciate your i~tting me know if this has been an issue ui your locality
and what action if any you have taken or plan to take. You can call me
(804;649-8471) or send a note via FAX (804) 343-3758. Thanks for your help.
Memo To: Board of Supervisors
From: Diane D. Hyatt ~ ~-
Date: July 7, 1995
Subject: Mailing of Monthly Utility Bills
o~ I~cner Hodge
Due to the Fourth of July holidays, the citizens will be receiving their utility bills later
than the fifth of the month. Since this is the first billing on the monthly utility billing
program, and we do not want the citizens to be inconvenienced by this delay we are
inserting a stuffer in the bills that explains we will be allowing them until the 30th of the
month for payment rather than the 20th as stated on the bills.
In order to allow these extra days for payment, to allow the mail to clear, and to assist the
citizens in the adjustment to monthly billing, we will be waiving the penalties for late
payment at the end of July.
We will return to our schedule with the bills that will go out at the first of August.
Please call me if you have any concerns.
FIRE~'RESCUE Fax~703-5~1-81~~8 Jul ~ '95 9:23 P.01f01
MEIVXORANDUM
TQ: Brenda Holton
FRpM: Chief T. C. Fuqua
DATE: July 7, 1995
SUBJECT: Disaster Assistance
The rain storms of WednPCCtAy, June 28, 1,995, created floaditng conditions in several areas
of Roanoke County.
Although there was water in many basements that presented inconveniences for those
affected there was no ma}or damage reported to either the 9-],-J, center or Fire and Rescue
offices.
A County damage assessment team consisting of Deputy Emergency Services Coordlnator
Joey Stump, Jon Vest of the V.P.I. Extension office and Charles Vaden of the County
Assessors office discussed the need for disaster assistance. We are required to file an initial
damage report within 24 hours to be followed by a detailed report within 72 hours after the
emergency to Department of Emergency Services in Richmond.
There are two types of assistance available, public and individual. There was no major
damage to public property (road attd bridge damage is reported by V.D.Q.T.) and no
reported major damage to individual properties or agriculture areas. A threshold dollar
figure of X75,000 is the guideline used for determining whether to report or not.
After surveying areas where there had been problems the night before and the fact that no
one had reported any major damage, it was determined there was not $75,000 of reportable
damage. A decision was made not to request a local emergency declaration or to i"i1e a
damage assessment report with the State Department of .Emergency Services,
County staff has assisted several residents with Honor problems experienced during this
timC.
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MEMORANDUM
TO:
FROM:
DATE:
~.
Members of the Board of Supervisors
Mary Allen mh `~
June 21, 1995
SUBJECT: July 1 1 Board of Supervisors
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Meeting Schedule
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Joint Meeting with Roanoke City Council
Since the Board indicated they did not want to go to Camp Roanoke for the joint
meeting, the time has been rescheduled back to 12:30 p.m. ',
When: Tuesday, July 11, 1995 at 12:30 p.m.
Where: Roanoke County Administration Center
Fourth Floor Large Conference Room
What: Catered lunch followed by meeting
Please let Elmer or me know of any agenda items you wish to include for the joint
meeting.
Following the joint meeting, the regular Board meeting will be held at 3:00 p.m
There will NOT be a public hearing at 7:00 p.m. on July 11 for public comment of the
Route 221 road improvements. VDOT has indicated that they are not ready to
participate in a public hearing.
Tour of Sprinq Hollow Reservoir, Treatment Plant and Camp Roanoke
Mr. Hodge has suggested that following the afternoon session, the Board tour the
Spring Hollow Reservoir, the treatment plant and Camp Roanoke. Several Board
members have expressed interest in such a tour.
A van will be available to transport the Board and staff at 5:00 p.m.. A box dinner
will be provided for all who attend at either the reservoir or Camp Roanoke. The tour
should last from 5:00 to 8:00 (including travel time_.and.dir~r}eri. ~°- ~°-~~~-~'~~"~"`°`
Please let me know if you wish to attend. If the majority of the Board members want
to attend, we will move forward with plans.
CC: Elmer C. Hodge, County Administrator
Pete Haislip, Parks and Recreation Director
Gary Robertson, Utility Director
6/26/95
8:15 am
Note from Harry Nickens via dictaphone
rn~
I am available for tour on July 11. I typically set aside
from the Board meeting time through 10 p.m. or whatsoever, so
8:00 would be fine for the tour of the Reservoir and those
other issues.