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HomeMy WebLinkAbout7/9/1996 - Regular (2),~~~~,~ OF POANp~~ ~ ,~ ~ _ J `•a ~ vmcnvu ~~~~~ ~~ ~~~~ ~ R T838 WORKING DOCUMENT SUBJECT TO REVISION ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA JULY 9, 1996 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 wifh disabilities who require assistance or special arrangement in order to parficipate in or attend Board of Supervisors meetings or ofher programs and activities sponsored by Roanoke County, please confact the Clerk fo the Board at (540) 772-2005. We request. That you provide at least 48- hoursnotice so that ro er arrangements may be made. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call. SH ABSENT AT 3 ~ 00 P M 2. Invocation: John M. Chambliss, Jr. Assistant County Administrator 3. Pledge of Allegiance to the United States Flag. B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS F(~H ADD ED ITEM M 5, DE SIGNA TIO N O F V OTINr nFT FGATE TO NACO CONFER EN CE. MOVED ITEM E 3 T O WOR DEFERR ED I TEM E-1 TO TI TLY 23, 199 6 ® Recycled Paper C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations to the Northside high School Golf Team for winning the State Championship. fit-0709 96-2 BLT MOTI ON TO ADO PT RESO URC WITH SH ABS EN T ACCE PTED BY CO ACH JIM WOLFS AND SOME OF THE PLAI'IJRS D. BRIEFINGS NONE E. NEW BUSINESS 1. Request- for funding to complete Stage II grading for R. R. Donnelley at Valley TechPark. (Tim Gubala, Economic Development Director) DEFERRED TO 7123/96 2. Request to officially name Vinyard Park II. (Pete Haislip, Parks & Recreation Director) A-07099E-3 IICN MOTIO N TO NAME VI NYARD P ARK II URC WITH S H ABSENT 3. Request to approval funding advance for County participation on "Petition for Public Works Projects". (Gary Robertson, Utility Director) MOVED TO WORK SESSION FOR DISCUSSION (~M 0-32 2 F. OLD BUSINESS G. REQUESTS FOR WORK SESSIONS H. REQUESTS FOR PUBLIC HEARINGS I. FIRST READING OF ORDINANCES 1. Ordinance declaring Lot 2B, Shamrock Industrial Park (Tax Map No. 55.09-1-20.2) and a 2.16 acre portion of Shamrock Park (Part of Tax Map No. 55.13-1-2) in the Catawba Magisterial District to be surplus and accepting/rejecting an offer -for .the exchange of same with property owned by Richfield Retirement Community (Tax Map Nos. 55.03-1-18, 19, 20) (Tim Gubala, Economic Development Director) FM MOTION TO APPROVE 1ST READING AND READING - 7/23/96 LT_R_C WITH ~H ABSENT TWG TO PROVIDE ASSOCIATED COSTS ASSESSED VALUE OF BOTH PROPERTIES AND POSSI~I E~OINT~ZSE OF PeuuTN(T FAC'iLITIES AT 2 2. Ordinance declaring a parcel of real estate to be surplus and accepting an order for the sale of same; namely the Crestwood Park Well Lot, Tap Map No. 76.16-2-13. (Paul Mahoney, County Attorney) LBE MOTION TO APPROVE 1ST READING AND READING - 7/23/96 IJRC WITH SH ASSENT ;clr~: ASKED THAT REAL ESTATE ASSE~~MFNT PROVIDE COMPARABLES WITH THE AREA BY 2ND READING. 3 3. Ordinance for authorization to acquire necessary water and sewer line easements and property to construct the West Main Street Sewer Extension. ~ (Gary Robertson, Utility Director) HCN MOTION TO APPROVE 1ST READING 2ND READINCT - 7/23/96 LTRC WITH SH ABSENT J. SECOND READING OF ORDINANCES 1. Ordinance authorizing the acquisition of .270 acres of land at Crowell's Gap (Windy Gap Properties) for an E911 tower site. (Paul Mahoney, County Attorney) 0-070996-4 F1~MOTION TO ADOPT ORD T1RC WITH SH ABSENT K. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Ordinance declaring a parcel of real estate identified as Tax Map No. 76.01-1-3 located off Grandin Road Extension in the Windsor Hills Magisterial District to be surplus and accepting/rejecting an offer for the sale of same. (Paul Mahoney, County Attorney) 0-070996-5 j BE MOTIO N TO ADOP T ORD AC CEPTING OFFER OF MERT,E TAMISON AND DWAY NE TAM ISON FO R $5,00 0 URC WITH S H ABS ENT L. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals. T 72T ATllATT1~TATli71 RTTT(1T2T1 RTTTTC' T!1 TRT TTNT.XpIRED FOUR-YEAR _JL.Lf 1\V1Y111\A1LIL LVl V1~L LV 1 lAJ J V 1111) yl TERM OF RICHARD EVAN TERM WILL EXPIRE 7/26/9. 2. Highway and Transportation Safety Commission. 4 I BE NOMINATED GORDON SALTT, TO SERVE AS NEIGHBORHOOD REPRESENTATIVE FOR A FOUR YEAR TERM EXPIRING 6/30196 3. Social Services Advisory Board. HCN WILL CONTACT ROBERT LEWIS M. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT ~ ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILE. BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-070996-6 FM ~YIOTION TO APPROVE CONSENT RESO WITH THE ADDITION OF ITEM M-5. URC WITH SH ABSENT 1. Approval of Minutes -May 28, 1996. 2. Confirmation of committee appointment to the Highway and Transportation Safety Commission. A-070996-6. a 3. Approval of Resolution of Appreciation upon the retirement of Jean Ciinevell, Library. R-070996-6.b 4. Acceptance of Sanitary Sewer Easements serving R. Jack Helms -Sewer Extension. A-070996-6. c 5. Designation of Voting Delegate to the National Association of Counties (NACO) Annual Conference. A-070996-6, d 5 N. REPORTS AND INQUIRIES OF BOARD MEMBERS ~p ervisor Eddy (1) Rece ived reserva tion form s fo r yAt"~ Conference and ~¢¢ested making reservations as soon as ~ o~Si le (2) A~kPd whether staff has amended remarks to be ma de on 7/10 before the Hou~~ A~~ro~riations committe e AMG presente~c. Qpies of the amended co mments (31 Asked staff abo t the following issues (a) Dgfined ter ms for th e V olun ene ~ s oar ECH will bring proposed terms to Board f or approv al; ~~ T ncal enforcement of Qpening burning ECH advise d County o rdinance is in compliance with the _ change~, ~ c) asked for support o n a work se ssion in t he f ut~~rP +~ discuss periodic ,. cleaning o f drainage ditches Bo ard consens us to sche dul h re• . for an up date on the SSER Pro gram Gar X Roberts on will provi report at the 8/1 x/96 fie) Received meeting responses f rom Fred An der~~n and )lane vatt regarding . his s~~estions to ch ange tax co llections date s ReduestPd to discuss concerns with Ms HXatt in grea ter detail ~i peryisor Minnix (~, In response to a quote in the news~Iter article. advised that he could now find his way to the bathroom (21 A vised he ha a conflict for the Board Retreat on July 27 and asked that it~rr!oved to ugust ~).~T asked ECH to contact the facilitator, and MHA to c ntact pike Harrison and to poll Board members for dates in August. ~i pervis or John on 1) A ske d FCH to re port on respo~[e tim es for a fire in Lhe Hollins Dis trict on Oakland Bl vd ECH de scribed what happe ns when a 911 call comes in, and ad vised that tw o fire comp anies are dispatched The Vinton Company arri ved in a pproxima tely 9 1/z minut es while the Hollins Comp aav did not arrive for 20 min utes beca use there were no personnel in the station . He explained that the Vin ton respo nse time was ap propriate b~~+ +hP H ollins r esponse time was not HCN suggest ed an educatio n ~rpgram o~ 911 calls on the governm~ nt ac cess cha nnel (2) An nounced tha t the Board of p ~rvisors held a . joint meetin w ith Rc?~ noke it y C ouncil earlie r in the day and rep orted o n what was discussed a t the m eeting. O. CITIZENS' CONIlVIENTS AND COM1VItTNICATIONS 1 Barbara BuckleX, 1779 Millbridge Road spoke in support of funding ~~novations to Fort Lewis Elementary School 2 Amber Sagester, 1756 Millbridge Road~S.poke in_~ppQrt of funding renovations to Fort Lewis Elementary chool 3 Adria Nau ma n Gra nter 5 526 Oaklan d Blvd expr essed co ncern ab out the respon se time t o the fir e on Oakl and Blvd b y the Hollins Fire Co mpany a nd that the fire hydran t on Ma gn olia did not works Marv Robertson will check on that specific fire hydrant P. REPORTS 1. General Fund Unappropriated Balance. 2. Capital Fund Unappropriated Balance. 3. Board Contingency Fund. 4. Statement of Estimated and Actual Revenues and Expenditures as of May 31, 1996. - 5. Progress Report on the Comprehensive Plan. Q. WORK SESSIONS 1. Update on improvements to Hollins Road. (Arnold Covey, Director of Engineering & Inspections) BOARD CONSENSUS BY 3 TO 1 TO SITPPORT THE PROPOSED EXISTING ALIGNMENT (B) RATHER THAN THE NEW ALIGNMENT (~ RECOMMENDED BY VDOT VDOT TO GO FORWARD WITH PUBLIC HEA1rtING. 2. To review Roanoke County Parks & Recreation's Community Use Policy. (Pete Haislip, Director of Parks and Recreation) POL TCY DOCUMENT WILL BE REVISED W ITH SUGGESTED CORRECTI ONS PARKS AND R EC COMMISSION CH~I K WILL SEND COPY OF P OLICY TO CHAIR OF S CHOOL BOARD FOR THE IR REVIEW. ECH ASKED FOR UPDATED NEFDS ASSESSMENT LBE ASKED FOR COPY OF THE OLD FACILITY USE CONTRACT WITH SCHOOLS. ECH WILL REVIEW CURRENT INSURANCE POLIO FOLLOWING ADDITIONAL REVIEW, POLICY WILL RE BRnITGHT BACK TO BOARD FOR ADOPTION. 3. Funding for County Participation on Petition for Public Works Projects. REPORT TO BE BROUGHT BACK ON 7/23 WHICH WILL INCLUDE CASE STUDIES OF PROTECTS AND PAYBACK LBE ASKED TO SEE SPECIFIC COST ANALYSIS. R. EXECUTIVE SESSION pursuant to the Code of Virginia Section 2.1-344 A. (5) discussion of prospective business or industry. AT 4 45 P M BLT MOTION TO GO INTO EXECUTIVE SESSION FOLLOWING WORK SESSIONS AT 6.45 P M iTRC WITH SH ABSENT S. CERTIFICATION OF EXECUTIVE SESSION R-070996-7 BLT MOTION TO RETURN TO OPEN SESSION AT 7•~n P_M. AND ADOPT CERTIFICATION RESO URC WITH SH ABSENT GENERAL DISCUSSION OF CITIZEN SURVEY AND BPOL~A~.. T, ADJOtiiItNMENT BLT DECLARED MEETING ADTOURNED AT 7.18 P.M~ s (2~mz~#g ~f ~..a~xxw~.e ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA JULY 9, 1996 ~rvssnr~r~ 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 (540) 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 County 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 1. Resolution of Congratulations to the Northside High School Golf Team for winning the State Championship. D. BRIEFINGS E. NEW BUSINESS 1. Request for funding to complete Stage II grading for R. R. Donnelley at Valley TechPark. (Tim Gubala, Economic Development Director) F. G. H. I. 2. Request to officially name Vinyard Park II. (Pete Haislip, Parks & Recreation Director) 3. Request to approval funding advance for County participation on "Petition for Public Works Projects". (Gary Robertson, Utility Director) OLD BUSINESS REQUESTS FOR WORK SESSIONS REQUESTS FOR PUBLIC HEARINGS FIRST READING OF ORDINANCES 1. Ordinance declaring Lot 2B, Shamrock Industrial Park (Tax Map No. 55.09-1-20.2) and a 2.16 acre portion of Shamrock Park (Part of Tax Map No. 55.13-1-2) in the Catawba Magisterial District to be surplus and accepting/rejecting an offer for the exchange of same with property owned by Richfield Retirement Community (Tax Map Nos. 55.03-1-18, 19, 20) (Tim Gubala, Economic Development Director) 2. Ordinance declaring a parcel of real estate to be surplus and accepting an order for the sale of same; namely the Crestwood Park Well Lot, Tap Map No. 76.16-2-13. (Paul Mahoney, County Attorney) 3. Ordinance for authorization to acquire necessary water and sewer line easements and property to construct the West Main Street Sewer Extension. (Gary Robertson, Utility Director) r J. SECOND READING OF ORDINANCES 1. Ordinance authorizing the acquisition of .270 acres of land at Crowell's Gap (Windy Gap Properties) for an E911 tower site. (Paul Mahoney, County Attorney) K. PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Ordinance declaring a parcel of real estate identified as Tax Map No. 76.01-1-3 located off Grandin Road Extension in the Windsor Hills Magisterial District to be surplus and accepting/rejecting an offer for the sale of same. (Paul Mahoney, County Attorney) L. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals. 2. Highway and Transportation Safety Commission. 3. Social Services Advisory Board. M. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of Minutes -May 28, 1996. 2. Confirmation of committee appointment to the Highway and Transportation Safety Commission. 3. Approval of Resolution of Appreciation upon the retirement of 3 Jean Clinevell, Library. 4. Acceptance of Sanitary Sewer Easements serving R. Jack Helms - Sewer Extension. N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. CITIZENS' COMMENTS AND COMMUNICATIONS P. REPORTS 1. General Fund Unappropriated Balance. 2. Capital Fund Unappropriated Balance. 3. Board Contingency Fund. 4. Statement of Estimated and Actual Revenues and Expenditures as of May 31, 1996. 5. Progress Report on the Comprehensive Plan. Q. WORK SESSIONS 1. Update on improvements to Hollins Road. (Arnold Covey, Director of Engineering & Inspections) 2. To review Roanoke County Parks & Recreation's Community Use Policy. (Pete Haislip, Director of Parks and Recreation) R. EXECUTIVE SESSION pursuant to the Code of Virginia Section 2.1- 344 A. (5) discussion of prospective business or industry. S. CERTIFICATION OF EXECUTIVE SESSION T. ADJOURNMENT 4 Y ;y ~ ,. ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER ON TIIESDAY, JULY 9, 1996 RESOLUTION 470996-2 OF CONGRATULATIONS TO THE NORTHSIDE HIGH SCHOOL GOLF TEAM FOR WINNING THE STATE CHAMPIONSHIP WHEREAS, athletic competitions are an important and integral part of the high school experience, providing the opportunity to improve physical coordination and to learn team work and good sportsmanship; and WHEREAS, the sport of golf, in particular, teaches eye/hand coordination, concentration, and strategy, and WHEREAS, the Northside High School Golf Team has exemplified the ideal of high school athletics, with a variety of team accomplishments, including: ~ Undefeated in 18-hole matches ~ Roanoke County Quad Champions ~ Big Orange Champions ~ Metro Champions ~ Blue Ridge District Regular Season Champions ~ Blue Ridge District Tournament Champions ~ Region III Champions; and WHEREAS, the team roster includes Mark Futrell, Scott Henson, Josh Mattox, John Milko, Doug Norris, Johnny Sink, Jayme Swafford and individual accomplishments by team members include: ~ Jacob Jarrett - 1st team Roanoke Valley Golf Hall of Fame All Metro Team, 1st Team All Timesland Team ~ Jason Orlando - 2nd team Roanoke Valley Golf Hall of Fame All Metro Team ~ Anthony Romano - 2nd Blue Ridge District Tournament ~ Justin Young - Blue Ridge District Regular Season Champion, 2nd AA State Tournament, 1st Team Roanoke Valley Golf Hall of Fame All Metro Team, Roanoke Valley Golf Hall of Fame Player of the Year, 1st Team All Timesland, Timesland Player of the Year ~ Jim Wolfe, Coach - Roanoke Valley Golf Hall of Fame Coach of the Year and All Timesland Coach of the Year; and 1 WHEREAS, the Northside High School Golf Team completed the season by winning the 1996 AA State Championship. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does hereby commend the NORTHSIDE HIGH SCHOOL GOLF TEAM and its Coach for outstanding performance in athletics; and BE IT FURTHER RESOLVED, that the Board of Supervisors extends its sincere congratulations to the Team on becoming the AA State Champions for 1996. On motion of Supervisor Johnson to adopt the Resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: ~• Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File Resolutions of Congratulations File Dr. Deanna Gordon, School Superintendent 2 Item No. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VIRGINIA, ON TUESDAY, MEETING DATE: July 9, 1996 AGENDA ITEM: Request for funding to complete Stage II grading for R. R. Donnelley at Valley TechPark COUNTY ADMINISTRATORS COMMENTS: This item is being brought to you at this time because we have an opportunity to save money and complete the County's responsibility for incentives to R. R. Donnelley. Phase I of R. R. Donnelley is valued at $63 Million and employs 175 people. Donnelley anticipates further expansion in 1999 or 2000 to use the entire site for a total buildout of $100 Million and 312 employees. Our original plans were to allocate funds for the grading of Phase II at that time. It is less expensive to do all of it atone time and we are asking permission to do so. The completed site will be an added incentive for Donnelley to expand. If we proceed now, the total cost to Roanoke County will be $3, 059, 629 rather than $4.6 Million. This improves an already acceptable payback. Request approval. The Department of Economic Development and Industrial Development Authority of Roanoke County (IDA) have been overseeing Stage I site grading activities at Valley TechPark for the R. R. Donnelley project. These activities were specified in the Performance Agreement with R. R. Donnelley executed on February 21, 1996, and $2,500,000 was appropriated for the project. Thomas Brothers, Inc., received a contract to perform the grading and has met the initial May 1, 1996, deadline to complete the building pad for the Phase 1 manufacturing facility. Currently, Thomas Brothers is working to complete the remaining Stage I grading items by August 31, 1996. SUMMARY OF INFORMATION: R. R. Donnelley has started construction of their manufacturing facility. The Performance Agreement authorized Roanoke County to evaluate the costs and timing of completing site grading for R. R. Donnelley~s future Stage II project in advance of their notice to proceed. Our preliminary estimate was $2.1 million for Stage II grading. County staff and Thomas Brothers have completed an analysis of Stage I which indicates that the projected costs of the project will be less than originally estimated: ~-i Stage I Estimated costs Projected costs Grading Other items Total $ 1,116,254 817, 719 $ 1,933,973 $ 788,610 755,419 $1,544,029 This will result in a cost savings for Stage I: Appropriation for R. R. Donnelley $2,500,000 Projected Stage I costs x,,,.544,029 Cost savings $ 955,971 County staff and Thomas Brothers have estimated that Stage II grading could be accomplished in 1996 at an estimated cost of $1,515,600 versus an estimated cost of $1,864,850 in 1999 when Stage II is projected by R. R. Donnelley. Stage II grading would involve clearing and grubbing, excavation and filling to remove material from the R. R. Donnelley site and placing it elsewhere in Valley TechPark. Staff recommends that the cost savings from Stage I be applied to the Stage II grading project and that the Board of Supervisors allocate and appropriate $559,629 from the General Fund unappropriated balance to the R. R. Donnelley project to complete the grading activities at Valley TechPark in 1996. 1. Appropriate $559,629 from the General Fund unappropriated balance and reallocate and appropriate $955,971 of cost savings from Stage I for the Industrial Development Authority of Roanoke County to complete Stage II grading at Valley TechPark. This alternative completes the County's responsibility for the project. 2. Complete additional grading using only the $955,971 of cost savings from Stage I that would benefit R. R. Donnelley's Stage II project. This alternative will leave a remaining County responsibility for the Phase II grading when Donnelley expands. 3. Do not fund additional Stage II grading at this time. Reallocate the $955,971 of cost savings to another project upon final completion of Stage I activities. Wait until R. R. Donnelley submits a formal request for Stage II before funding additional grading costs. Staff recommends that the Board of Supervisors select Alternative 1 as being the most cost effective and timely alternative to complete the grading at Valley TechPark for R. R. Donnelley. This is a further inducement for the company to expand on site. ~=1 Respectfully submitted: Timothy W. Gubala, Direc or Department of Economic Development ACTION Approved ( ) Denied ( ) Received ( ) Referred to Motion by: Approved: er C. o ge County Administrator No Yes Abs Eddy Johnson Harrison Minnix Nickens t~ A-070996-3 ACTION N0. ITEM NUMBER E' 2_ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: Request to Officially Name Vinyard Park II COUNTY ADMINISTRATOR'S COMMENTS: e EXECUTIVE SUMMARY: In December 1984, Walter Darnell Vinyard and Claiborne Wood Vinyard donated 41.297 Acres of land to the County of Roanoke in the Vinton Magisterial District to be used and maintained for park and recreational purposes and to be known as "Vinyard Park". In December 1991, the Vinyards donated a second tract of land containing 44.59 Acres located across Berkley Road from the original parcel. Within the County, we have referred to this new parcel as "Vinyard Park II" simply to designate the different parcels which are physically separated by Berkley road. Since the soccer complex that has been developed by the Roanoke Valley Youth Soccer Club at the new site is beginning to be used, we feel that it is important to officially recognize the new park land as "Vinyard Park II". This designation will help to differentiate the site from the original "Vinyard Park" which also contains soccer fields, baseball fields, playground equipment and a picnic pavilion. Staff will prepare appropriate signage for this site as a gateway to the park area thus recognizing our generous benefactor. FISCAL IMPACT: None. Funds for the signage will be taken from the Parks and Recreation budget. ~~= z a i } RECOMMENDATION: Staff recommends the official naming of this land as "Vinyard Park II" in recognition of the benefactor and the placing of appropriate signage to identify this park. Respectfully submitted, Pete Haislip Director of Parks and Recreation Appro ed by El er C. Hodge County Administrator ---------------------------------------------------------------- ACTION VOTE Approved (x) Motion by: Harry C. Nickens to No Yes Absent Denied ( ) ,~,nprove Eddy ~,_ Received ( ) Harrison ~_ Referred ( ) Johnson .~_ To ( ) Minnix x Nickens ~, cc: File Pete Haislip, Director, Parks & Recreation ACTION # ITEM NUMBER E- 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: Request to Approve Funding Advance for County Participation on "Petition for Public Works Projects" COUNTY ADMINISTRATOR'S COMMENTS: The main purpose for advancing funds to extend utilities is to help those residents and businesses that are most in need. This process accomplishes that objective. Mr. Robertson has identified 17 existing projects that really need to be upgraded. They are listed in order of priority. The County participation is based on an estimated 25% to 50% participation by property owners in each area. The $603,515 requested should allow us to address the first seven. Our process will be as follows: Upon approval by the board, we will hold community meetings to determine the interest in participation. Based on that estimate, we will engineer the project and finalize costs with the community. When we reach an acceptable agreement for each project, we will bring that to the Board for contractual approval. I ask for your support of this policy, the funding, and the project list. This will be great for the community for the County. BACKGROUND: A work session was held on June 11, 1996 to discuss various methodologies to allow County participation on "Petition for Public Works Projects." The intent is to allow the County to advance the share of construction costs for properties that do not participate in the petition. In the past, property owners that participated were required to pay their share of construction costs plus the cost of the non-participating property owners. SUMMARY OF INFORMATION: It is Roanoke County's goal to increase our utility customer base. This will allow for better growth, increased property values, better service to our citizens and will allow the utility budget to spread fixed costs over a wider base. ~~ Approximately 60% of the water expenditure budget goes to fixed costs such as debt service. With the planned upgrade of the wastewater treatment facility, the sewer expenditure budget will also have a significant amount of fixed costs. Staff is convinced that the way to make utility rates more affordable is to increase the revenue base. ALTERNATIVES: Alternative 1: Approve the enclosed policy that allows the costs to be shared between the property owners and Roanoke County. The amount of County participation would be determined by the future benefits, potential payback, and citizen participation. Alternative 2: Continue this current policy that requires the citizens that petition to pay 100% of the costs. Alternative 3: Implement the provision of the ordinance that allows ~ of the properties to be assessed when at least 75 percent of the property owners request the improvements. FISCAL IMPACT: Staffwould like to establish a reserve of funds that can be used as the County portion of construction for projects that meet the criteria outlined in this report. The monies will be allocated to projects until the reserve is depleted. In future budget years, the Board may consider adding additional funds to this reserve. The suggested source of funds is the interest income that the County has earned on the unspent 1993 General Obligation bonds. Currently, the County has accumulated $603,515, as was shown in the last budget work session. These interest earnings are the result of the delay in the bond projects, particularly the Dixie Caverns landfill closure. This money can be used to reimburse the general fund for interest expense that has been paid on this bond issue, and then allocated to any project by the Board. Properties located in a special service area that connect at a later date would pay a construction fee and the off-site facility fee. The construction fees collected at this later date would be returned to this fund. STAFF RECOMMENDATION: Staff recommends Alternative 1 because we feel that this scenario will allow more projects to be feasible. As more projects are constructed, the customer base is expanded which helps reduce debt service to each existing customer. It is also recommended that $603,515 be set aside for participating on utility projects. E_3 APPROVED: Elmer C. Hodge County Administrator ACTION Approved () Motion by: Denied ( ) Received ( ) Referred to VOTE No Yes Abs Eddy _ _ _ Harrison Johnson _ Minnix _ _ _ Nickens SUBMITTED BY: ~3 POLICY FOR COUNTY PARTICIPATION ON "PETITION FOR PUBLIC WORKS PROJECTS" Roanoke County will evaluate projects for participation and/or extent of the participation based on the following criteria: • County participation will be subject to available funding. Projects are to be approved and prioritized by the Roanoke County Board of Supervisors. • Projects should serve an existing developed area. • The project should alleviate an imminent/potential health concern. (I.e., failing wells and/or septic systems, contaminated wells). • A majority of the property owners in the area should be in favor of the project. • The project would enhance the existing utility system or provide expansion capabilities to other areas. • The project should have a positive payback with 100 percent participation. The extent of County participation would normally be limited to advanced funding for properties that don't initially participate, upgrading lines to provide future growth, providing credits against portions of off-site fees and possibly assisting with construction difficulties that increase costs extensively. The off-site facility fee credits awarded to initial participants would range between 50% and 100% of the applicable off-site facility fee. This will be considered on a case by case basis and would be determined by construction costs of the project. Properties located in a special service area that connect at a later date would then pay the allocated construction cost plus the appropriate off-site facility fee. The off-site facility fee would be returned to the appropriate utility fund and the construction cost would be returned to the appropriate fund that advanced the construction cost. E-3 EVALUATION FORM FOR COUNTY PARTICIPA TION ON PETITION FOR PUBLIC WORKS PROJECTS Points • Does the project provide service to an existing Yes No development? (20) (0) • Does the project eliminate an imminent health Extreme Moderate Slight None hazard? (20) (15) (10) (0) • Percent of total property owners participating in > 75 50-75 <50 project? (20) (10) (0) • Does the project provide expansion'capabilities to Extensive Some None other areas? (20) (10) (0) • Does the project provide a positive payback over a Yes Marginal No 10-year period? (20) (10) (0) TOTAL SCORE J ~ o ~ ~ ~ S S ~ °g S S ~ S ~ ~ ~ ~ ~ ~ ~ O E"'i ~ Q ~ g ~ 0~0 N ~ g M ~ ~ N ~ N ~ ~ N ~ ~ N p O p O N V p ., 1 6f~ 6~4 6F3 69 64 y g bF} y q 6~1 i 6 R d 4 ~ ~ ~ ' ~ ~ 64 ~ r 1 F H ~ i ~ g ~ o ~ ~ ~ ~ i ~ ~ °g i g ~ °g g ~ g i ~ g g i g i ~ ~ ~ ~ ~ ~ .~-i NO ~ oho M M ,N~ N ~ N ~ O O M F~ ~ ~ ~ sFr ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ W ~ F O v w ~ a ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ a ~ N O N O M ~ ~--~ ~ ~ O ~ O M M v7 O ~--~ O 00 ~ ~/') O N O ~-+ O ~G 8 00 8 ~ ~ F d4 64 6f3 64 b4 6R 64 6R 64 6R 6R 6R 64 bR f!4 64 b4 ~ ~ W ~a o~ o ~' ~ w ~ ~--~ O \p v~ ~ O V'1 O ~--~ N •--~ ~ •-i O 00 ~ M 00 ~ S N o0 M O 00 O M O ~ ~ .-~ O 00 ~ '"~ rl a `"' ~ w .. ~ °o ~ N E~ O b ~ ~ .--i N ,--~ ~ ~r ~ 3 Q '~ ~' t. ~ as '~ ~ N vii ,~ ~ x ~ a ~' a ~ '~ ~ ° ~ a ~ a `~ ~ ~n 3 ~ a~ a°a a ~ a ~ ~ ~ ~ ~ ~ x ~ ~ ~ .~ ~ ~ a ~ 3 ~. ~ a ~ .~ `~ 3 ~ ~ ~ ~ ~ .~ o .. ,~ x ,~ x ~ ~ a CA ~ U ~ o ~ ~ x o x ~ ~ x x a F'' o ~ b ~ o ~ ~ ,~ ~ ~ ~ PO >, ~ ... ~ O N ~ o c ~ ~ ~ ~ ~ ~ ,~ ~ '~ a ~-3 ITEM NUMBER ~_ f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: Request to declare Lot 2B, Shamrock Industrial Park (Tax Map Parcel 55.09-1-20.2) and a portion of Shamrock Park (55.13-1-2)in the Catawba Magisterial District to be surplus and accept/reject an offer for the exchange of same with property owned by Richfield Retirement Community (Tax Map Parcels 55.03-1-18,19,20) COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND• Staff is requesting that the Board of Supervisors declare a 3.214 acre tract of real property located in Shamrock Industrial Park on Daugherty Road and identified as Tax Map Parcel 55.09-1-20.2 and an approximate 2.16 acre tract of Shamrock Park and identified as Tax Map Parcel 55.13-1-2 (part) to be surplus property and to consider authorizing the exchange of this property for 3.00 acres of land owned by Richfield Retirement Community and identified as Tax Map Parcels 55.03-1-18,19,20. The Shamrock Industrial Park property is the remaining acreage of an approximate 10 acre parcel that was acquired by land exchange with Richfield Retirement Community in 1986 and rezoned to industrial use in 1989. Transkrit and Medeco are located on parcels developed to the north. The other Shamrock Park parcel (2.16 acres) is a remaining portion of former Shamrock Park and includes a gravel parking area. . . FISCAL IMPACT• ~i The property exchange will be between properties of approximate equal value. Funds for the legal, environmental and recordation costs associated with the transaction are available in the unappropriated fund balance. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors declare Tax Map Parcels 55.09-1-20.2 and a 2.16 acre portion of 55.13-1-2 to be surplus and to approve first and second readings of the attached ordinance authorizing the exchange of this property with property owned by Richfield Retirement Community. Respectfully submitted, Approved by, ~/' ~ , ~~~~ Timo by W. Gu ala, Director Elmer C. Hodge Economic Development Department County Administrator ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Eddy Received ( ) Harrison _ Referred ( ) Johnson To ( ) Minnix Nickens Attachment r T- I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 9, 1996 ORDINANCE DECLARING LOT 2B, SHAMROCK INDUSTRIAL PARK (TAX MAP NO. 55.09-1-20.2) AND A 2.16 ACRE PORTION OF SHAMROCK PARK (PART OF TAX MAP NO. 55.13-1-2) IN THE CATAWBA MAGISTERIAL DISTRICT TO BE SURPLUS AND ACCEPTING/REJECTING AN OFFER FOR THE EXCHANGE OF SAME WITH PROPERTY OWNED BY RICHFIELD RETIREMENT COMMUNITY (TAX MAP NOS. 55.03-1-18, 19, 20) 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 have been declared to be surplus and are being made available for other public uses; and 2. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading was held on July 9, 1996; and a second reading and public hearing was held on July 23, 1996, concerning the exchange of a 3.214-acre parcel of real estate known as Lot 2B (Tax Map 55.09-1-20.2), and an approximate 2.16-acre parcel of real estate (a portion of Tax Map 55.13-1-2) Shamrock Park, for approximately 3.00 acres owned by Richfield Retirement Community (Tax Map No. 55.03-1-18, 19, 20); and 3. That an offer having been received to exchange said properties, the offer of Richfield Retirement Community is hereby accepted/rejected; and 4. That a twenty (20') foot sanitary sewer and water line easement along the highway right-of-way of Virginia Secondary Route 643 as shown on a plat entitled "Easement Plat for County of Roanoke showing new sanitary sewer and water easements through properties west of Salem" prepared by T. P. Parker & Son, dated March 5, 1991, ~- i revised, July 27, 1995 and of record in Plat Book 18, page 107, in the Roanoke County Circuit Court Clerk's Office, is hereby specifi- cally reserved and retained by Roanoke County, together with the right to provide maintenance to any existing or future facilities located within the easement area, and together with the right of ingress and egress thereto from a public road; and 5. That the County Administrator is authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish the conveyance of said property, all of which shall be upon form approved by the County Attorney. agenda\ realesta\ shamrock ONS F ~' ~ • ' ~ X1600 ~~~ ~ ~ P~-~` ~, 1 ~~o - -o 1 ~. ~ ~ ~J~~Si ~ ~ ~Q --mac \ 99 ~ X1700 ~ '~ ._ ~ 9 ~\ ~1 \~~ ``~~ ~'~~- `~ QUAIL o~~~L~ ~ \869 3y 787 7 CRO o~~ IP ~ _ ~? ~EXq~~` ~ ~~ ~ g0 NER r`i6~ ; F°,~Fv ~~ U N T Y s-rv~ ~~' R~S~~ ~9~y~-• . ~ 640 8 ~~ H~ ~WE WARD IAKE S -~y~~ \ \ ~ 643 640 ~ ~ ',rp~y v 6 0 ~ i -rao~ ~ 1<~ ~ ~ ~ ~~ ~ ~~.. ~~'` sit m GRAS VI 6~r0 R°r~ a SAKE ~ N~ `~•o GAENS ;:::;. W A i G\~ \ SHELOR A D R. R• ~ ; E•(P ~ j A + y' H ~ . ~ ~ :, F s r ova R R a ~ ::'''.~. fs ' I ~E - Tar ~_~ =~ cam.. E a ROCK .~ LE I L E :~ ~' ~ ~ EAST ° ~ c~~~ c cA ~\~ ,~ Q~\J. ~ c -J~' S ~ ~v• FO p FO 'f VILfz EWI_.::,:., pRE58YrER ~~RZ''~ uNDA ~.:..,.... ~:~~ INC• ~ ~, GBH ~ 3 PD ~~c G VAR 4~ I ~~ ~~~~ELEM 2 4i ~`' `~r~ DR~Sp• / ~ Location of 5.374 acres owned by Roanoke County I PR.~ ~~ QRRIOR ~ <^ C4 ~~ ~~ ~ ~~ ,G~ENVAR S S~ilAOR~ RFT~F .. ~i~bRT ~~'.r.ti;:.::;;:;; LEW! pAS q~ ~ M,yRF r•'' AS Location of 3 acres owned Po~cE • ~ •• ! by Richfield • ~GCt.! ARC NORf v .~Z ti~,AFS` G OGE~i~ 50~~~ .y'J~ 7056 ~~~ ~ CoMPP ~o~ g" aa+ • ~ t ~ 1 ~ 1 .t _ ~R ,.c -~_ // ~ ATTACHMENT A TERRAC i ~O . ~~ ~/ x 1300 6~ \ ~ __ 714 U,~ ERG ~ S ~ Spi (RQ4.70'~~a 26 STdNc a ~ .,aQ~ ~• +"r;: ACTION NO. ITEM NO. _' - Z AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: ORDINANCE DECLARING A PARCEL OF REAL ESTATE TO BE SURPLUS AND ACCEPTING AN OFFER FOR THE SALE OF SAME; NAMELY THE CRESTWOOD PARK WELL LOT, TAX MAP NO. 76.16-2-13 ~'OUNTY ADMINISTRATOR'S COMMENTS: This is the first reading of an ordinance to sell a surplus well lot, in response to the receipt of offers for same. 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 were advertised in the Roanoke Times & World News on April 9, 1995. Notice of the sale of this well lot was also published on July 14, 1996. Notice has also been mailed to the adjoining property owners. The offer received for this well lot is within the guidelines established by the Board of Supervisors. The County Attorney has prepared 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 noon on 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) will be kept confidential until the second reading. At second reading the Board may accept the best offer received or reject all offers. ~'~ The County received an offer for the following surplus real estate: Crestwood Well Lot - Tax Map No. 76.16-2-13 The proceeds from the sale this real estate will be deposited into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. It is recommended that the Board favorably consider the adoption of the attached ordinance. Respectfully submitted, ~,~~~~~ Paul M. Mahoney County Attorney Approved ( ) Denied ( ) Received ( ) Referred to Motion by Action Vote No Ye realest.surplus.crestwood.rpt Eddy Harrison Johnson Minnix Nickens Abs 2 ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 ORDINANCE DECLARING A PARCEL OF REAL ESTATE TO BE SURPLUS AND AN ACCEPTING AN OFFER FOR THE SALE OF SAME; NAMELY THE CRESTWOOD PARR WELL LOT, TAX MAP NO. 76.16-2-13 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, having been made available for other public uses before permitting disposition by sale, is 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 and July 14, 1996. Notice has also been mailed to the adjoining proprty owners. 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 July 9, 1996, and the second reading and public hearing was held on July 23, 1996, concerning the disposition of the following parcel of real estate identified as follows: Crestwood Park Well Lot Tax Map No. 76.16-2-13 4. That offers for said property having been received, the offer of property for the sum of accepted/rejected. is hereby 5. That the purchase price for the property will be paid to purchase this 1 ~~ upon delivery of a deed therefor and all proceeds from the sale of this real estate will be deposited into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. 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 will be on form approved by the County Attorney. 7. That this ordinance will be effective on and from the date of its adoption. realest.surplus.crestwood.ord 2 N ~~ ~ ~_ 3/32 - Ua/e0 SIO a ~ Pos>o/ Serv~cs ., yr~ S at fs/ f ` + a'~ ~ -r ,~ i 6 7 3/3/ ~ ` ~- a a ., s - s~ ~ ,:• "' ~ R.CBS. ~~' ~ ~ 5 18 NP Woks nJy L/baoir o O Mo/n Brooch 2.60 Ac 4 19 3203 ~ 2.52 At `~ c 3207 =`~ b ~ D 2•J6j bhp v ~~ 6: 69~ ~` •VIRTYEti 5 ~ ~~~ I~DDPE55E5 ' , 20 / J `P4 •PE Cfi BEpR• ~`. 2 0 17 X32// " ~ 3 TeDS r ~ asp , .6' v~ 6 ~ 1 • T 3? l7 ° ~ 1 'D,r ~ ~ ~ 22 , ~ 2~ ~j2 3/3~ ~ u o * 3220 r_Pt ~D.TSr 24 32/3 ~~~t J?IS ~ ~~pd rt,~r ~ ji55 `~ o~ n~ r A 3??6 ~ ~ . •p'2 ^.e F~QS~ 34 oe P ~, o, a° ~ ~ ~oJ 3?JS a ~3?27 ti o 14 ` 3i58 9 \ \ 1 `` 'e S O 3234 ¢` _ \ . ~ • O• 9 ~ / v \ ~, ~ 32133 .35 o mJ ~ apt j ~ ~ z 30;~ 32/9 ~ 0 ° ~ 32 ~ z y33 4 O o J??6 ~ ,, 3 `t2 13 N ~ tib R. CB.S. '~. M ., ~ '~ \~a w b 236 `. J7az _'' ~ g 29 g, ~~ ''~ 3239 12 s m '.~ o ~ 3236 ri 5 ray •~ t~` e,~ 96 J ~ $ 62 ~~ ~ ~t.,t e, ~ s s,~~ 37 9 ~ 03250 `'o rj~9t.,oe. • i n v p 9 ~ ~ v I 3Z ~1~ .+ ~~ 11 ~ ~ '. 28 r ~ ~ ~ .- ` 3 0 e 6 s~ 3236 9 16j 2C~ .°o \ .~, 32s6 42 ~ 41 38 X '°. 9 .e, z 3 c9 ~ ~' a « 40 ;o ~ , ~ ~~a ~, ~ sn o 0 ~ 3260 N 39 $ '~~ 1 / 3308 10 s ~ ,. 9 9 N 4, ~ ` 9e :+ i~ 3266 327 37910 ~~0~5 ' J~ ~ 6? b \~ ~r ROSm0~1 j~ say} µ.3a ~ n~1g.~P', ~~ ` r ,a ~~ sT24 47 ~~ ~_ Road -_ ~,~~ - ~ `' ,~, s ,~~ .- -~ A • , 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 9, 1996 AGENDA ITEM: First Reading of Ordinance - Authorization to Acquire Necessary Easements to Construct the West Main Street Sanitary Sewer Submain Project COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The West Main Street Sanitary Sewer Submain Project is being constructed as part of a Petition for Public Works. The Board of Supervisors has previously approved the petition for public works for this project. This project will involve acquisition of several easements. Staff is including a list of properties from which easements will be required for this project. An Ordinance authorizing acquisition of the necessary easements is attached. This list of properties is as follows: TAX MAP NO. PROPERTY OWNER 55.13-01-04 Lewis Gale Building Corporation 55.03-03-45 Albert Salem 55.03-03-46 William E.& Ruth N. McNew 55.03-03-35 Ronald L. & Trina W. Moran 54.04-01-10 City of Salem 54.04-01-14 Lucy Martin Clark 54.04-01-15 Ruth Hill Phlegar 54.04-01-16 Ruth Hill Phlegar 54.04-01-18 Fort Lewis Baptist Church 54.04-03-01 Christian Life Fellowship ~_~ FISCAL IMPACT: The cost of easement acquisition is included as part of the overall project budget. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors adopt the Ordinance after the second reading authorizing acquisition of easements at a cost to cover document preparation and recordation as needed for the West Main Street Sanitary Sewer Submain Project. SUBMITTED BY: Gary Rob rtson, P.E. Utility Director APPROVED: ~~~ Elmer C. Hodge County Administrator Approved () Motion by: Denied ( ) Received ( ) Referred to ACTION VOTE No Yes Abs Eddy Harrison _ _ Johnson _ _ _ Minnix _ _ _ Nickens ~-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 ORDINANCE FOR AUTHORIZATION TO ACQUIRE NECESSARY WATER AND SEWER LINE EASEMENTS AND PROPERTY TO CONSTRUCT THE WEST MAIN STREET SEWER EXTENSION WHEREAS, location plans for the West Main Street Sewer Submain Project have been completed and the project will require acquisition of water and sewer line easements across certain properties; and WHEREAS, said easements are to be acquired to facilitate any future construction of the West Main Street Sewer Submain Project; and WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on July 9, 1996; and the second reading was held on July 23, 1996. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the necessary water and sewer line easements for the West Main Street Sewer Submain Project is hereby authorized across the following properties, referenced by tax map number, from the following property owners, their successors or assigns: 55.13-1-4 Lewis Gale Building Corporation 55.03-3-45 Albert Salem 55.03-3-46 William & Ruth McNew 55.03-3-35 Ronald L. & Trina W. Moran 54.04-1-10 City of Salem 54.04-1-14 Lucy Clark 54.04-1-15 and 16 Ruth Phlegar 54.04-1-18 Fort Lewis Baptist Church Trustees T-~ 2. That the consideration for each easement acquisition shall not exceed a value equal to 40~ of the current tax assessment for the property to be acquired plus the cost of actual damages, if any; and 3. That the consideration for each easement shall be paid from the Sewer Repair and Replacement Fund; and 4. That the County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish these acquisitions, all of which shall be on form approved by the County Attorney. agenda.realest_westmain ' 1~ ~ ~ ~ W !~ N IJ-~ M ~~ ~z ' 0 ~a rHd~w ~~ ~.~ rna "z~~ ~ s ~ ~ ,3'~~ 5~3 ~ w ~ y • ~ca~~-a F' ' g~ • 95 0.x.3 \ ;. W G: d ~ O B A~yGl1E S`t g50~~3' 2\ ' ~ O E" p ~ 5 03- 2 a % 22 Y 0 ~ `C ~ ~3. 23 - R, 3~ y. ` V J~ k ` _33.2 5-~' 5 a }.3.1 w +'3 6 ~ 3,2 j. N cq \ '~ ~ 27 v~ z ~ 3.3' do \~CJ. 5go 0.W ` ` 28 3 3. . aw ~ 55~ .. ~~ ~~ ~~ 1Cay 3.5~ \ X3.3• ~~ 03. ~~ Sg 3.3'3 a 6 ~ 0 \ s r+i N \ `~\ ~'~' _' S 3Z 5 ' a o \ eN~v 5 p3.3 r+ ~, ~^o. 9 \ o, s ~' t~ 5 ~~ ~~. ss a~ t5 33 on `~ '~ ~ :, ~ x. e o. 3'3 6503 ~~ ~ \ o. `~, ° ° 03. g• 5 ~+ ' s o. s ,n X36 3'~ 3.3 ~ a ~~ 03'3 \0 ~ a ~ ~ 55 0 A\'~' ' CF S 9b y W WV . . D ~\t~ ~ ~ _ / Z•\ z ~ SA 0A. <w UI CA 'v' ~ A ~ . ° , ~ ° ~ °.c r Qf ~ 5° ,y ,~ k~\~ , ~ 0k.2' ' Sk 0 9 _ 4~ 0 N , 'k gk k0k.2 ~y~ ~ ~ i ~~ ~ ~ a~ a a , ~y.2' ~mu ~ v°i r k.2' o k ~ a x ,, ,'t Off. ~ 5b Az °a~ h aw a \\ _ ~ SO' d ZIO' ohd SZ: bti G6 ZO t nt OSZ9-Z8S-SOZ: X31 ' 1d3Q J~lI~Ilfl ' 0~ ' ~IOd .~ •~ .~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER, ON TUESDAY, JULY 9, 1996 ORDINANCE 070996-4 AUTHORIZING THE ACQUISITION OF .270 ACRE OF LAND FROM WINDY GAP PROPERTIES FOR E911 TOWER SITE WHEREAS, by Ordinance #82587-8, the Board of Supervisors of Roanoke County authorized the acquisition and execution of leases for the enhanced emergency 911 communication system, including a site on Windy Gap Mountain, also referred to as the Crowell's Gap tower site; and, WHEREAS, by agreement dated March 12, 1990, the Board of Supervisors acquired from Windy Gap Properties a ten-year lease, for the sum of $6,144.57, of a parcel of land containing .30 acre (.270 acre by current survey), lying along the cul-de-sac at the end of Highrocks Road, together with a right-of-way fifty feet (50') in width from the public road (leading from Secondary State Road #116) over the existing access road to the property; and, WHEREAS, said agreement also granted to the Board an option to purchase the property at any time during the ten-year period, for the sum of $4,000.00, subject to the Landlord's (Windy Gap Properties') option to retain the right to construct and maintain a water tower upon the parcel between the County's improvements and the cul-de-sac and to retain the right of first refusal as to the premises in the conveyance to the County; and, WHEREAS, the County has erected the building and tower on the site, which is necessary for the E911 system, and the funds for the purchase are available in the E911 account; and, 1 WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; the first reading of this ordinance was held on June 25, 1996; the second reading was held on July 9, 1996. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to exercise the option to purchase and to acquire from Windy Gap Properties a .270-acre parcel of land, lying along the cul-de-sac at the end of Highrocks Road, together with a right-of-way fifty feet (50') in width from the public road (leading from Secondary State Road #116) over the existing access roads to the property, known as Windridge Parkway and Highrocks Road, all as shown upon the plat entitled "The Resubdivision of the Property of Windy Gap Properties, Rke. Co. (D.B. 1055, Pg. 776), Franklin Co. (D.B. 319, Pg. 540) Creating Hereon Tract "A" (0.270 Ac.) (Utility Lot) Situated At the Terminus of the Future Highrocks Road", dated 2 April 1996, prepared by Lumsden Associates, P.C. 2. That the County Administrator is authorized to accept the property subject to the conditions provided for in the Lease and Option to Purchase Agreement, namely: (i) Windy Gap Properties' option to retain the right to construct and maintain a water tower upon the parcel between the County's improvements and the cul-de- sac and to retain the right of first refusal as to the premises in the conveyance to the County. 2 .• -^ 3. That the purchase of the subject property shall be for the sum of $4,000.00, which shall be paid out of the funds available in the E911 account. 3. That the County Administrator or Assistant County Administrators are hereby authorized to execute such documents and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this property, all of which shall be approved as to form by the County Attorney. On motion of Supervisor Minnix to adopt the Ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File John Willey, Property Manager Paul M. Mahoney, County Attorney John W. Birckhead, Director, Real Estate Assessment Diane D. Hyatt, Director, Finance 3 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 9, 1996 AGENDA ITEM: Ordinance authorizing the acquisition of .270 acre of land at Crowell's Gap (Windy Gap Properties) for an E911 tower site COUNTY ADMINISTRATOR'S COMMENTS: ~,,Q BACRGROUND: In March 1990, the Roanoke County Board of Supervisors executed a ten year lease of an E911 tower site at Crowell's Gap in southeast Roanoke County located in the Vinton Magisterial District. The payment for the lease was $6,144.57. One provision of the lease was an option granted to the Board of Supervisors to purchase the site at any time during the lease period for $4,000. Sufficient funds are now available in the E911 account to exercise the option and to take full possession of the property. SUMMARY OF INFORMATION: The Crowell's Gap tower site is an essential element of the E911 system. At the present time, the site is fully equipped and functional. In order to secure this site as part of the emergency response ability of Roanoke County, staff recommends ownership of the property. This acquisition is cost effective, particularly when compared with the lease terms on other sites. A survey has been completed and a map is attached to this report for reference. The first reading of the ordinance is scheduled for June 25, 1996. Second reading and adoption is scheduled for July 9, 1996. FISCAL IMPACT: The cost to purchase the property is $4,000. No funds from the Unappropriated General Fund balance will be necessary. Funds are ' S available in the E911 Account for the purchase. 1. Adopt the attached ordinance upon second reading on July 9, 1996 authorizing purchase of the Crowell's Gap tower site for $4,000. 2. Do not purchase the property and continue with the present lease. STAFF RECOMMENDATION Staff recommends adoption of the attached ordinance authorizing acquisition of the Crowell's Gap E911 tower site upon second reading on July 9, 1996. Respectfully submitted, Approved by, ~/ hn Willey Elmer C. Hodge Property Manager County Administrator ---------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Received ( ) Referred ( ) To ( ) Eddy Harrison Johnson Minnix Nickens ~- i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 9, 1996 ORDINANCE AUTHORIZING THE ACQUISITION OF .270 ACRE OF LAND FROM WINDY GAP PROPERTIES FOR E911 TOWER SITE WHEREAS, by Ordinance #82587-8, the Board of Supervisors of Roanoke County authorized the acquisition and execution of leases for the enhanced emergency 911 communication system, including a site on Windy Gap Mountain, also referred to as the Crowell's Gap tower site; and, WHEREAS, by agreement dated March 12, 1990, the Board of Supervisors acquired from Windy Gap Properties a ten-year lease, for the sum of $6,144.57, of a parcel of land containing .30 acre (.270 acre by current survey), lying along the cul-de-sac at the end of Highrocks Road, together with a right-of-way fifty feet (50') in width from the public road (leading from Secondary State Road #116) over the existing access road to the property; and, WHEREAS, said agreement also granted to the Board an option to purchase the property at any time during the ten-year period, for the sum of $4,000.00, subject to the Landlord's (Windy Gap Properties') option to retain the right to construct and maintain a water tower upon the parcel between the County' s improvements and the cul-de-sac and to retain the right of first refusal as to the premises in the conveyance to the County; and, WHEREAS, the County has erected the building and tower on the site, which is necessary for the E911 system, and the funds for the purchase are available in the E911 account; and, WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition of real estate be accomplished by ordinance; ,. r ~ ~ I • ~ the first reading of this ordinance was held on June 25, 1996; the second reading was held on July 9, 1996. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to exercise the option to purchase and to acquire from Windy Gap Properties a .270-acre parcel of land, lying along the cul-de-sac at the end of Highrocks Road, together with a right-of-way fifty feet (50') in width from the public road (leading from Secondary State Road #116) over the existing access roads to the property, known as Windridge Parkway and Highrocks Road, all as shown upon the plat entitled "The Resubdivision of the Property of Windy Gap Properties, Rke. Co. (D.B. 1055, Pg. 776), Franklin Co. (D.B. 319, Pg. 540) Creating Hereon Tract "A" (0.270 Ac.) (Utility Lot) Situated At the Terminus of the Future Highrocks Road", dated 2 April 1996, prepared by Lumsden Associates, P.C. 2. That the County Administrator is authorized to accept the property subject to the conditions provided for in the Lease and Option to Purchase Agreement, namely: (i) Windy Gap Properties' option to retain the right to construct and maintain a water tower upon the parcel between the County's improvements and the cul-de- sac and to retain the right of first refusal as to the premises in the conveyance to the County. 3. That the purchase of the subject property shall be for the sum of $4,000.00, which shall be paid out of the funds available in the E911 account. 3. That the County Administrator or Assistant County Administrators are hereby authorized to execute such documents and take such actions on behalf of Roanoke County in this matter as are necessary to accomplish the acquisition of this property, all of which shall be approved as to form by the County Attorney. f- ~ ~ ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 9, 1996 ORDINANCE 070996-5 DECLARING A PARCEL OF REAL ESTATE IDENTIFIED AS TAX MAP NO. 76.01-1-3 LOCATED OFF GRANDIN ROAD EXTENSION IN THE WINDSOR HILLS DISTRICT TO BE SURPLUS AND ACCEPTING AN OFFER 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 property is hereby declared to be surplus and is being made available for other public uses; and 2. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading was held on June 25, 1996; and a second reading and public hearing was held on July 9, 1996, concerning the sale and disposition of a parcel of real estate identified as Tax Map No. 76.01-1-3; and 3. That an offer having been received for said property, the offer of Merle A. Jamison and Dwayne E. Jamison to purchase this property for Five Thousand Dollars ($5,000) is hereby accepted and 4. That all proceeds from the sale of this real estate are to be paid into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. 5. That the County Administrator is authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish the conveyance of said property, all of 1 1- which shall be upon form approved by the County Attorney. On motion of Supervisor Minnix to adopt the Ordinance accepting the offer of Merle Jamison and Dwayne Jamison for $5,000, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: ~. ~ . Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File John Willey, Property Manager Paul M. Mahoney, County Attorney John W. Birckhead, Director, Real Estate Assessment Diane D. Hyatt, Director, Finance 2 ` o 0 u 0 1: W N 336,000 • ' ' '~ See Map 76.05 I" 100 t ~• too r• ~ ~ \1 \~ ~l.f / p 66.04 .__t i• i• /• 3 R.C.S. 56BB- oa C v t~ tzo i ~ m45630° a, ~ > r a~ •s 2 ~ 5636 See Map 76.05 I" = 100' F,~. ss~s See Map ~' i" = IC ~s /~~ Y~'j 5.1 s~ jL~~ ~t..tT 4 °. ~ 2 . 20 (44.2 I Ac 373" 3740 ~ ~ t • ~s 19 ' ~` arJ J ~. G\~ • ?? { ( A iT ~ Pump ~ ~o.att L ~ . s~o/ioo [d 16 ~o .p 4d .~' ~ .rte 23" J706 b~ +t' tea ea.e. ~.c r1 • .off 44c =y~, v~cq+09 : ~4 `` . •' '°ia15 2Lo 5801 E ,,~6~~ to t • J66/ `~4 X414 ~ y1~ ~.~ ~ aAe ,. ~ a ~`~~, - ~, qZ~ ~ onq~~ s66 5 .,q ~ 13 ~ b ~ ~' T~2 3664 ~ 5 ~e 1 ,t o 7 3j N.tt e~i ~ s~ 6 ~ ti 12 ~~ ~qZ 8 ~ or ~ s6.~z •'- `,~ S73T ~ 1!° sr •~ •.n 6 J64C s t a '•S 36. / / I I t ,~ ~ 5~' 9 ~~ 1.06 Ac 1.13 Ac 1.08 Ac 3741 4 i~ s a ? 363? 3744 ajs /O 1.40 AC ~- 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 9, 1996 AGENDA ITEM: ORDINANCE DECLARING A PARCEL OF REAL ESTATE IDENTIFIED AS TAX MAP NO. 76.01-1-3 LOCATED OFF GRANDIN ROAD EXTENSION IN THE WINDSOR HILLS MAGISTERIAL DISTRICT TO BE SURPLUS AND ACCEPT- ING/REJECTING AN OFFER FOR THE SALE OF SAME COUNTY ADMINISTRATOR'S COMMENTS: G~~` Staff is requesting that the Board declare a parcel of real estate located off Grandin Road Extension in the Windsor Hills Magisterial District and identified as Tax Map No. 76.01-1-3 to be surplus property and to adopt at second reading an ordinance authorizing the sale of this property. Notice of the proposed sale the newspaper on June 30, 1996. property owned by offerors. of this parcel was published in This well lot is surrounded by The proceeds from the sale of this surplus property shall be paid into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. Staff recommends that the Board declare Tax Map No. 76.01-1-3 to be surplus property, and to adopt at second reading an ordinance authorizing the sale of this property. Respectfully submitted, ~• John D. Willey Property Manager Approved by, ~~ Elmer C. Hodge County Administrator 1 K Action Approved ( ) Denied Received Referred to agenda\realest\7601-1-3 Motion by Vote No Yes Abs Eddy Harrison Johnson Minnix Nickens 2 K-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 9, 1996 ORDINANCE DECLARING A PARCEL OF REAL ESTATE IDENTIFIED AS TAX MAP NO. 76.01-1-3 LOCATED OFF GRANDIN ROAD EXTENSION IN THE WINDSOR HILLS DIS- TRICT TO BE SURPLUS AND ACCEPTING/REJECTING AN OFFER 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 property is hereby declared to be surplus and is being made available for other public uses; and 2. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading was held on June 25, 1996; and a second reading and public hearing was held on July 9, 1996, concerning the sale and disposition of a parcel of real estate identified as Tax Map No. 76.01-1-3; and 3. That an offer having been received for said property, the offer of Merle A. Jamison and Dwayne E. Jamison to purchase this property for Five Thousand Dollars ($5,000) is hereby accepted/rejected; and 4. That all proceeds from the sale of this real estate are to be paid into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. 5. That the County Administrator is authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish the conveyance of said property, all of which shall be upon form approved by the County Attorney. agenda\ realest\ 7601-1-3.ord ^. .~ wosT Map 66.04 200 0 g e 0 W N 336,000 .= See Map 76.05 I" 100' 3 R. C. d S. 5699 ,ra, ~o°a c 0 i:o I oe r 5630 °s ° ~ M as ee 2 '~ 5636 . A'~~~ 1'~-' - 4 144.2 I Qc Pump SJOliop 3706 J`~- See Map T6.05 I " = 100' s5~s /" See Map 7 i" = IG a ACTION NUMBER 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 9, 1996 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS• SUMMARY OF INFO MATTON• ~ BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS The unexpired four year term of alternate Richard Evans, who has been appointed by the Board to serve as a regular member. The term will expire July 26, 1998. 2. HIGHWAY AND TRANSPORTATION SAFETY COMMISSION The four year terms of Carl E. Wright, Neighborhood Organization; expired June 30, 1996. Supervisor Minnix has advised the Board that Mr. Wright does not wish to serve another term. ~ SOCIAL SERVICES ADVISORY BOARD The four year terms of Robert H. Lewis, Vinton Magisterial District and Betty Jo Anthony, Windsor Hills Magisterial District will expire August 1, 1996. SUBMITTED BY: -G~'f..•c ~- Mary H. A len, CMC Clerk to the Board APPROVED BY: ~!'' Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: ACTION LI-3 VOTE No Yes Abs Eddy _ Harrison _ Johnson _ Minnix _ Nickens _ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 RESOLUTION 070996-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM M - 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 9, 1996, designated as Item M - Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5, inclusive, as follows: 1. Approval of Minutes - May 28, 1996. 2. Confirmation of committee appointment to the Highway and Transportation Safety Commission. 3. Approval of Resolution of Appreciation upon the retirement of Jean Clinevell, Library. 4. Acceptance of Sanitary Sewer Easements serving R. Jack Helms - Sewer Extension. 5. Designation of Voting Delegate to the National Association of Counties (NACO) Annual Conference. 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 Minnix to adopt the Consent Resolution, with the addition of Item 5, and carried by the following vote: 1 ,~ AYES: Supervisors Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Engineering & Inspections 2 it 4 ~~i Roanoke County Board of Supervisors Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 May 28, 1996 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this .being the fourth Tuesday, and the second regularly scheduled meeting of the month of May, 1996. IN RE: CALL TO ORDER Chairman Johnson called the meeting to order at 3:01 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Bob L. Johnson, Vice Chairman Harry C. Nickens, Supervisors Lee B. Eddy, Fenton F. "Spike" Harrison, H. Odell "Fuzzy" Minnix (Arrived 3:04 p.m.) MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk; John M. Chambliss, Assistant County Administrator; Don C. Myers, Assistant County Administrator; Anne Marie Green, Director, Community Relations IN RE: OPENING CEREMONIES The invocation was given by Dr. M. Douglas Newman, May 28, 1996 Z Z ,~ ~_...,~__~~.~,_,,._ . ~.._.U._~._.a,___~._..____.~.~.w.~~._~._._~W_.~_ .W_._a_m_._.._ .,._..._~ ,_,_~___... ___.~~_rte_r_.M.~µ~_.~: an assessment/sales ratio study, and described the coefficient of dispersion. A comparison of the 1995 sales with the 1996 assessed values of those parcels showed a median of 94.58 and a coefficient of dispersion of 5.86 which indicates a good level of assessment and a high degree of uniformity. Mr. Quinn concluded that the Roanoke County Assessor and his staff have performed their duties well. IN RE: NEW BUSINESS 1. Re,~uest for approval of the Fiscal Year 1996-97 School Board budget (Dr Deanna Gordon, School Superintendent). R-052896-1 Dr. Gordon reported that the school's operating budget is $79,912,607 with $42.8 million appropriated from the County which is a 5% increase in revenues. She advised that one-half of the new BPOL revenue would be set aside for 1997-98 debt. Supervisor Nickens moved to approve the budget and adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None Mr. Hodge was asked to bring back a study of the School Board Garage in October, 1996. Ms. Hyatt was asked to provide information to the Board members about the "Harper Settlement" May 28,1996 Z Z ~ _ ., .. _. -~ _, Cafeteria Fund 2,995,000 3,017,000 Grants Fund 1,652,032 1,498,253 Textbook Fund 777,283 814,526 Capital Fund 1,500,000 0 TOTAL $ 83,027,554 $ 85,242,386 2. That the preparation and approval of this budget is for informative and fiscal planning purposes only. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 2. Request for approval of proposed 1997 legislative program to be submitted to Virginia Association of Counties. (Paul Mahoney, County Attorney) R-052896-2 Mr. Mahoney reported that each year, the Virginia Association of Counties (VACo) requested its membership to submit recommendations for proposed legislation for inclusion in VACo's legislation program. Mr. Mahoney explained that these requests differ from Roanoke County's legislative requests which are more 28,1996 I. A. Education. Realizing that public education is the foundation of American democracy and the cornerstone of our future economic well being, the County urges the General Assembly to consider favorably the following actions. 1) The Constitution of the Commonwealth of Virginia should be amended to provide that elected school boards may be granted the authority and responsibility for taxation to support public education. 2) The General Assembly should enhance funding for public education, including increasing the funds available to the Literary Fund for local school capital construction or renovation projects. 3) Local school divisions should be authorized to establish opening dates for school. 4) Disparity funding should be based not only upon the number of students eligible for free or reduced fee lunches, but also upon the locality's local tax effort in support of education. Disparity funding should be based upon the composite index (which measures a locality's relative fiscal ability to provide its share of the cost of a local school system that meets the standards of quality) and the locality's local effort in support of that school system. B. Roanoke County supports legislation amending the heart/lung/cancer presumption statute for Workers' Compensation to restore balance to the rebuttal process. Compensability shall be determined by establishing whether work or non-work related risk factors (life-style choices such as smoking, poor nutritional habits, lack of exercise, or obesity, or non-work related stress and familial history) are more likely the primary. cause of the medical condition. In addition, Roanoke County opposes any further expansion of this statute. C. Roanoke County supports legislation relieving local governments of the responsibility of meeting recycling rates on all wastes collected by private haulers and diverted from waste disposal facilities identified to receive such wastes as set out in the local solid waste management plan. This legislation should also require that private haulers diverting such wastes be held accountable and responsible to meeting the same recycling rates and requirements as the local governments. Section 10.1-1411 imposes a 25% recycling mandate on local governments. The 1995 session of the General Assembly May 28, 1996 '~a~ 4 -,,,._ .... ........._ _ ,.~..„.. ._...... ~_,., ,. ._._.... .._., ..r... .. ,. .. .... _.... __. - ._.._.. _ _. . _.._,... ._...... -....- .. , ._... .._._.. ~ ........,.. ~...._ _._ J. Roanoke County supports authority to impose an additional one-half percent (2%) local option sales tax. K. Roanoke County supports expanding local authority to create transportation districts, to impose local option motor vehicle fuels taxes, and to expend these tax proceeds for local transportation improvements. II. That the Clerk to the Board of Supervisors is directed to send a certified copy of this resolution to the Virginia Association of Counties, members of the General Assembly representing the Roanoke Valley, and to the Town Council of the Town of Vinton, City Councils of the City of Salem and the City of Roanoke, and the Boards of Supervisors of the Counties of Bedford, Botetourt, Craig, Floyd, Franklin, and Montgomery counties. On substitute motion of Supervisor Nickens to adopt the resolution with Section. K amended, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens., Johnson NAYS: None 3. Consideration of Virginia Retirement System (VRS) funding options for cost of living allowances (Diane Hyatt, Finance DirectorL A-052896-3 Ms. Hyatt reported that House Bill 1406 requires the prefunding of a 3 percent cost of living adjustment (COLA) over a period of five years beginning in 1997/98. The Governor's budget did not fully fund the COLAs but instead included funding for state employees and the teacher's group over a five year period. The County and School Board must adopt a resolution. to elect to either immediately fund the COLAs in 1997-98 or begin to fund the school teacher and would benefit from this action, he had been advised by the County Attorney that he could vote on the issue. Supervisor Minnix moved to approve the provision. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 5. Approval of Performance Agreement with the Industrial Development Authority and ITT Night Vision (Timothy Gubala~ Economic Development Director) A-052896-5 Mr. Hodge advised that this Performance Agreement provides for the appropriation of $100,000 to encourage growth in ITT's new commercial division. ITT will increase its new equipment and machinery retooling investment, generate no less than $300,000 a year in County taxes and maintains existing employment levels. The County agrees not to pursue ITT for a utility related debt, provided the Company maintain specific employment levels, investment levels and generates a total of $300,000 a year in taxes to the County. Mr. Hodge requested that the Board authorize the execution of the Performance Agreement; allow staff to write off $168,961.96 in debt owed to the County May 28, 1996 345 to allow commercial uses.__located on the east site of Plantation Road across from Hershberger Road intersection, Hollins Magisterial District upon the petition of the Industrial Development Authority (Hinman Trust) 4. Ordinance to rezone 7.0 acres from I-1 to C-2 to allow commercial uses located on the west side of Hollins Road adjacent to Hanover Direct and Tinker Creeks Hollins Magisterial District, upon the petition of Industrial Development Authority. (Spangler) IN RE: SECOND REARING OF ORDINANCES 1. ordinance authorizing property rental agreement for a parcel of land adj acent to the Roanoke County Service Center in connection with VDOT I- 81 Project. (Paul Mahoney, County Attorney) 0-052896-6 Mr. Mahoney reported that there were no changes to the ordinance since first reading. Supervisor Eddy moved to adopt the ordinance. The motion carried by the following recorded-vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None ORDINANCE 052896-6 AUTHORIZING PROPERTY RENTAL AGREEMENT FOR PARCEL OF LAND ADJACENT TO THE ROANORE COUNTY SERVICE CENTER IN CONNECTION WITH VDOT I-81 PROJECT WHEREAS, the Board of Supervisors of Roanoke County is the owner of a certain strip or parcel of land, which is part of the Roanoke County Service Center property, fronting approximately 200 feet on the west side of Kessler Mill Road May 28,1996 state and condition, or the costs and expenses of restoration shall be paid for, by the Contractor prior to or upon vacating the property. c. The Contractor shall assume, and indemnify and hold Roanoke County harmless from, all liability and expenses, including attorneys' fees and court costs, for. any injury, loss or damage to persons or property arising in any way out of use or occupancy of the premises. d. The Contractor shall agree to cooperate with the County in connection with construction and .use of the Hanging Rock Battlefield Trail for joint use of the premises if necessary. e. The Contractor shall not assign the rental agreement or sub-let the premises -• or any portion thereof. 3. That the County Administrator is authorized. to execute the property rental agreement on behalf of the Board of~ Supervisors of the County of Roanoke and to execute such other documents and take such further actions as are necessary to accomplish these transactions, all of which shall be upon form and subject to the conditions approved by the County Attorney. 4. That this ardinance shall be, and hereby is, effective from the date of its adoption on May 28, 1996. On motion of Supervisor Eddy to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 2. 0-052896-7 Ordinance amendincx and addinct a new section to Chapter 17, Procurement Codes Roanoke County Code, to authorize the use of Value Engineering on certain projects. tElaine Carver, Procurement Director) f! May 28, 1996 2. That a new section, Section 17-22, be, and hereby is, adopted to read and provide as follows: 3. That the provisions of this ordinance shall take effect on and from the date of its adoption. ~ " On motion of Supervisor Eddy to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 3. Ordinance authorizing the conveyance of a sanitary sewer easement to Strauss Construction Corporation extending across Green Hill Park. (Pete Haislip~ Parks and Recreation Director) 0-052896-8 Mr. Mahoney advised that there were no changes since the first reading. Supervisor Harrison moved to adopt the ordinance. The may offer suggestions that would i~rove ~ro-iect quality and reduce total project cost by combining or eliminating inefficient or expensive parts or steps in the original proposal or by totally redesigning the .project using different technologies, materials or methods. Eec. 17-22. Use of Value Engineering. The purchasing May 28, 1996 real estate can be authorized only by ordinance. A first reading of this ordinance was held on May 14, 2996; and a second reading was held on May 28, 1996. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interest in real estate to be conveyed is hereby declared to be surplus, and is hereby made available for other future public uses by conveyance of an easement to Strauss Construction Corporation for the installation of sanitary sewer service and subsequent conveyance of the easement to the Board of Supervisors of Roanoke County. 3. That conveyance of an easement, twenty feet (20') in width, for sanitary sewer lines upon, over, under and across the property known as Green Hill Park, as shown upon that certain plat dated May 22, 1996, entitled "20' SANITARY SEWER EASEMENT BEING GRANTED TO STRAUSS CONSTRUCTION CORPORATION BY THE COUNTY OF ROANOKE", prepared by Lumsden Associates, P.C., a copy of which is attached hereto and incorporated herein, subject to the following conditions: (a) Strauss Construction Corporation agrees that the timing for installation of the sewer lines shall.be coordinated with the staff of the Roanoke County Department of Parks and Recreation to prevent any interference with planned activities at Green Hill Park, and to accommodate use of the park, to the extent possible, during any phase of construction, reconstruction or maintenance of the easement. (b) Strauss Construction Corporation agrees to install two (2) sewer laterals, at the locations shown on the attached plat, to serve the future facilities at Green Hill Park. © Strauss Construction Corporation agrees to restore and repair any damage to the County's property which may be caused by the construction, operation, or maintenance of said easement until such time as the sewer facilities are accepted by Roanoke County and the easement is conveyed back to the County. 4. That the purchase price for the easement shall be the sum of One Thousand Dollars ($1,000.00),~which 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 Youth Conservation Fund of the Parks and Recreation Department. 5. That the County Administrator is hereby authorized to execute such documents and take such further actions as may be '~ May 28,1996 FOR THE SOUTH COUNTY TRANSMISSION LINES PROJECT WHEREAS, the Roanoke County Utility Department is constructing a new water tank as part of the South County Transmission Lines Project on property owned by the Board of Supervisors of Roanoke County off Sugar Loaf Mountain Road, designated on the Roanoke County Land Records as Tax Map No. 76.01-1-27, in the Windsor Hills Magisterial District; and, WHEREAS, Appalachian Power Company (APCO) requires a right-flf-way for an overhead Line across the property to provide electric service for the water tank, as shown on APCO Drawing No. R-3175, dated February 22, 1996; and, WHEREAS, the proposed right-of-way will serve the interests of the public and is necessary for the public health, safety, and welfare of citizens of the County of Roanoke. NOW, THEREFORE, BE IT ORDAINED by the Board. of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of` realestate can be authorized only by ordinance. A first reading of this ordinance was held on May 14, 1996; and a second reading was held on May 28, 1996; and 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available for other public uses by conveyance to Appalachian Power Company for the provision of electrical service to Roanoke County's south Transmission Line water tank; and 3. That donation of a right-of-way for an overhead transmission line or lines, and related improvements, across County property,. to provide electric service for the water tank, as shown on APCO Drawing No. R-3175, dated February 22, 1996, to Appalachian Power Company is hereby authorized subject to the County reserving the right to use the easement area for access; and 4. 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 May 28, 1996 ~~~ WHEREAS, in order to provide service to new County residences on Merriman Road, Appalachian Power Company (APCO) requires an easement for overhead facilities on County property; and, WHEREAS, the proposed overhead 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 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on May 14, 1996; and a second reading was held on May 28, 1996; and 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby made available far other public uses by conveyance to Appalachian Power Company for the provision of electrical service to Roanoke County residences; and 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 overhead electric line easement, fifteen feet (15') in width, as shown on APCO Drawing No. R-3180, dated February 22, 1996, across the County's property (Tax Map No. 87.17-5-6) 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; and 6. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None May 28, 1996 reading of this ordinance was held on May 14, 1996; and a second reading was held on May 28, 1996; and 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed are hereby declared to be surplus, and are hereby. made available for other public uses by conveyance to Appalachian Power Company for the provision of electrical service to upgrade facilities and to provide service to the Merriman Park soccer fields; and 3. That donation of a right-of-way for an overhead transmission line or lines, and related improvements, along County property, to upgrade facilities and to provide: electric service for the soccer fields, as shown on APCO Drawing No. R- 3176, dated February 26, 1996, to Appalachian Power Company is hereby authorized subject to the Roanoke County Parks and Recreations Department's prior written approval of any additions to or relocations of the facilities; and 4. 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 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; and 6. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 7. Ordinance declarinn a parcel of real estate identified as the Pine Mountain Well"Lot. Tax Map No. 87.19-2-9 to be surplus and accepting an offer for the sale of same. !Paul Mahone) 0-052896-12 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 will be on form approved by the County Attorney. 7. That this ordinance will be effective on and from the date of its adoption. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAY5: None IN RE: APPOINTMENTS 1. Building Code Board of Adjustments and Appeals Supervisor Harrison nominated Larry K. Lester to serve another four year term which will expire April 27, 2000. 2. Highway and Transportation Safety Commission Supervisor Minnix advised that he has contacted the individuals whose terms have expired and they are not willing to serve another term. 3. Parks and Recreation Advisory Commission Supervisor Minnix nominated Lee Blair to serve another three year term which will expire June 30, 1999. 4. Metropolitan Planning organization Alternate Supervisor Eddy advised that the Metropolitan Planning Organization has requested appointment of an alternate. It was May 28,1996 item separately set forth in said section designated Items 1 through 6, inclusive, as follows: 1. Approval of Minutes - April 23, 1996 2. Confirmation of Committee Appointments to the° Board of Zoning Appeals, the Fifth Planning District Commission, the Highway and Transportation Safety Commission and the Parks and Recreation Advisory Commission. 3. Request from the Department of Social Services for appropriation of Funds for Public Assistance. 4. Write-off of Utility Bad Debts 5. Preliminary approval of citizens' requests to file a complaint with F.C.C. to review increase in cable programming services rates of Cox Cable Roanoke. 6. Resolution authorizing the organization of volunteer rescue squad organization, recognizing same for purposes of the "Line of Duty Act" and for certain immunities. 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 Minnix to adopt the resolution after amending item 2 and discussing item 5, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Johnson NAYS: Supervisor Nickens RESOLUTION 052896-13.e AUTHORIZING THE ORGANIZATION OF VOLUNTEER RESCUE SQUAD ORGANIZATIONS, RECOGNIZING SAME FOR PURPOSES OF THE "LINE OF DUTY ACT" AND FOR CERTAIN IMMUNITIES WHEREAS, by Resolution 042396-2 the Board of Supervisors recognized the existence of the eleven volunteer fire fighting organizations, namely Back Creek Fire Company, Read Mountain Fire Company, Vinton Fire Company, Cave Spring Fire company, Catawba Fire Company, Hollins Fire Company, Mt. Pleasant Fire Company, Clearbrook Fire Company, Bent Mountain Fire May 28, 1996 E __ __ __ 3.~~. IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Nickens• (1) He requested a report on the status of the sewage treatment plant. Mr. Hodge responded that he would. ask Gary Robertson to provide a report for the June 11, 1996 meeting. Supervisor Nickens asked that the history of the project be included. (2) He advised that at the May 14 meeting, it was announced that Center in the Square would be sending an individual to a meeting in Turkey. Dr. Sears sent a letter to the Board members advising that no taxpayer dollars will be used to fund the trip. (3) He announced that the Bedford County Board of Supervisors, Delegate Cranwell, and VDOT are looking at road improvements for the Bedford portion of Hardy Road, which could result in a bottleneck. He assured the residents that the County does not support this. (4) He encouraged action on requesting more VDOT funds for local governments. Mr. Hodge suggested that a work session be held with VDOT to discuss primary roads. Supervisor Eddy• (1) He announced that he was pleased to see a memorandum from Mr. Hodge about the employment of a new Director of Human Resources. (2) He advised that there was a VDOT public hearing scheduled for June 6 and suggested that the County staff make a presentation. (2) He announced that the Fifth Planning District Commission will hold a strategy planning session for the entire district on June 13 at the Hollins advised that there are no regulations on where it can be placed. Supervisor Johnson also asked how long staff waited before picking up bulk and brush if no one called in for pickup. Mr. Rand responded that he will look into the problem. IN RE: REPORTS Supervisor Minnix moved to receive and file the following reports after discussion of Item 1. The motion carried by a unanimous voice vote. 1. General Fund Unap propriated Balance 2. 3. Capital Fund Board Contin Unap gency propriated Balance Fund 4. Statement of Revenues and Expenditures as of April 30, 1996. IN RE: EXECUTIVE SESSION At 5:32 p.m., Supervisor Johnson moved to go into Executive Session pursuant to Section 2.1-344 A (7) to discuss a legal matter; potential litigation involving citizen petition annexation to City of Salem; and a legal matter; Hunting Hills well lot; and (3) acquisition of real estate for public purposes. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson May 28, 1996 ~ ~~ IN RE: CERTIFICATION OF EXECUTIVE SESSION R-052896-14 At 7:03 p.m., Supervisor Johnson moved to return to open session and adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 052896-14 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 Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None a May 28, 1996 _._ _ . _._ ~.., ... r . _ __. _. __. NAYS: None RESOLUTION 052896-15 AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN THE CITY OF SALEM AND THE COUNTY OF ROANOKE RELOCATING THE BOUNDARY LINE BETWEEN SAID GOVERNMENTAL ENTITIES (MOWLES SPRING PARK), AND AUTHORIZING THAT CERTAIN OTHER ACTIONS RELATING TO SUCH BOUNDARY LINE BE TAKEN AS PROVIDED BY LAW WHEREAS, pursuant to the provisions of Article 2, Chapter 24, Title 15.1, 1950 Code of Virginia, as amended, the governing bodies of the County of Roanoke and the City of Salem wish to petition the Court for approval to relocate portions of the boundary line between these two jurisdictions; and WHEREAS, the relocation of the boundary line of such governmental entities in the area proposed will permit more effective and efficient delivery of municipal services -and promote the public health, safety, and welfare; and WHEREAS, the governing body of the City of Salem has adopted a measure reflecting its desire to relocate and change a portion of the boundary line between the City and County; and WHEREAS, the City of Salem and the County of Roanoke have agreed to the boundary relocation by action of their respective governing bodies. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that: 1. The Chairman of the Board of Supervisors is hereby authorized to execute an agreement between the City of Salem and the County of Roanoke, on a form approved by the County Attorney, establishing a new boundary line at certain points between said jurisdictions, as more particularly shown on a plat prepared by John. D. Abbott, PE, CLS, dated April 22, 1996, which is incorporated by reference herein (Exhibit 1). 2. The boundary line set forth in said agreement will be described by metes and bounds (Exhibit 2). 3. Notice of the proposed boundary line adjustment has been duly published as required by §15.1-1031.2 of the State Code. May 28,1996 ~71 .E _ ' 2. ordinance authorizing a S..pecial Use Permit to expand the existing church and school facilities, located on Williamson Road across from Brookside Shopping Center, Hollins Magisterial District, upon the petition of Shenandoah Baptist Church. (Terry Harrington, Director of Planning & Zoning) (CONTINUED FROM APRIL 23, 19961_ 0-052896-16 Mr. Harrington reported that after this item was continued, the Board members, planning staff, church representatives and neighbors had visited the site to look at the entrances onto Plymouth Drive. As a result of these meeting, the church has .requested that the Special Use Permit be modified by , eliminating the proposed new entrance to Plymouth Drive. All other aspects of the request would remain the same. The church would continue to use the existing entrance on Plymouth under the terms and conditions discussed with the neighborhood in 1993. The following residents spoke: 1. Jack Crowder, 251 P1}Mouth Drive spoke in opposition to the Special Use Permit advising that there are over 600 cars per day going into Plymouth Drive. 2 Richard Whittaker, 125 Plymouth Drive, advised he supported the changes made by Reverend Alderman and questioned when the gate would be allowed opened. Supervisor Johnson May 28, 1996 ~7~ WHEREAS, the Planning Commission held a public hearing on this matter on March 5, 1996 and April 2, 1996 and continued to May 28, 1996; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on February 27, 1996; the second reading and public hearing on this matter was held on April 23, 1996. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board finds that the granting of a special use permit to Shenandoah Baptist Church located on Williamson Road across from Brookside Shopping Center (Tax Map No.' 27.18-1-3, 11, 12; 27.18-2-1, 10, 11, 17, 18, 19) in the Hollins Magisterial District to expand the existing church and school facilities is substantially in accord with the adopted 1985 Comprehensive Plan pursuant to the provisions of § 15.1-456 (b) of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the following conditions: (1) The site will be developed in substantial conformity with the master plan prepared by Balzer and Associates and dated October 1995; with. the exception that no new parking lot entrances shall be constructed along Plymouth Drive. The existing Plymouth Drive entrance may continue to be used and incorporated as part of the master plan. (2) a. That the gate located on Plymouth Drive will remain closed at all times and may not be used for entrance or egress except for the following hours: Sunday: open from 8:00 a.m. to 9:00 p.m. Monday: open from 6:45 a.m. to 3:30 p.m. Tuesday: open from 6:45 a.m. to 3:30 p.m. Wednesday: open from 6: 45 a.m. to 9:00 p.m. Thursday: open from 6:45 a.m. to 3:30 p.m. Friday: open from 6:45 a.m. to 3:30 p.m. Saturday: Closed b. The gates shall remain closed when school is not in session except for Sunday from 8:00 a.m. to 9:00 p.m. and Wednesday from 6:45 a.m. to~9:00 p.m. On motion of Supervisor Johnson to adopt the ordinance with conditions regarding the site plan and hours that the May 28, 1996 0-052896-17 Mr. Harrington advised that this request would rezone 88.53 acres from AG-3 to PCD, planned commercial development, to . allow commercial and recreational uses. The petitioner is proposing to develop a conference/meeting facility to be marketed for corporate retreats and training sessions. Part of the concept is outdoor recreation, including canoeing, fishing, riding, shooting and hiking. The proposal would protect the agricultural and forestry land and is not visible from the Blue Ridge Parkway. Mr. Harrington reported that the site plan and the complete notebook."Virginia's Mountain Country" (filed with the Board packet) would be considered proffered conditions for the project. In response to questions from the Board members, Mr. Harrington advised that the entrance road must be at least 15 feet wide and should be 18 feet for two-way traffic, that there are no plans for water and sewer and that there would be no signage except for directional signs. There were no citizens present to speak on this issue. Supervisor Nickens moved to adopt the ordinance with the conditions as outlined in the book, "Virginia's Mountain County" filed with the Board packet. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None May 28, 1996 conditions the Board of Supervisors of Roanoke County, Virginia, hereby accepts. 4. That said real estate is more fully described as follows: BEGINNING at McDonald's corner large old white oak, thence with his line S. 83 deg. E. 1219 feet to a corner post, N. 29 deg. E. 126 feet to a corner post, N. 79 deg. 45' E. 825 feet to a large corner locust fence post in a branch, thence with Lot No. 1 crossing said branch several times S. 53 deg. E. 184 feet to a persimmon on the north bank of the branch, S. 9 deg. E. 362 feet to an iron rod, S. 86 deg. W. 1124 feet to an iron rod, S. 28 deg. 30 W. 538 feet to the west bar post, thence along a fence S. 78 deg. 30' E. 945 feet to a point 3 feet south of a large white oak, thence along a road N. 50 deg. E. 40 feet, N. 20 deg. 30' E. 400 feet, N. 57 deg. 30' E. 117 feet, N. 75 deg. 30' E. 67 feet to "B," thence off from road S. 72 deg. 30' E. 29 feet to a.locust, S. 3 deg. 45' W. 226 feet to a rum about 12 feet east of a spring, S. 28 deg. W. 114 feet to a poplar, S. 7 deg. 45' W. At 385 feet passing a poplar, in all 398.5 feet to a stone in Tinsley's line, . thence with the line N. 48 deg. 30' W. 316 feet to .a ~ - stone, S. 4 deg. E. 1741 feet to the center of the Virginia Railroad, thence along the center of the railroad (distant 50 feet southwardly from the boundary line of the James land), N. 86 deg. 24' W. 194 feet, N. 78 deg. 30' W. 200 feet, N. 70 deg. 3D' W. 200 feet, N. 64 deg. 16' W. 200 feet, N. 63 deg. W. 1700 feet, N. 68 deg. W. 200 feet, N. 75 deg. 31' W. 130 feet, N. 83 deg. 29' W. 156 feet, thence off and up Rough Branch as it meanders N. 27 deg. E. 156 feet, N. 6 deg. W. 96 feet, N. 39 deg. E. 148 feet, N. 27 deg. 15' E. 137 feet, N. 41 deg.30' E. 60 feet, N. 1 deg. 15' W. 127 feet, N. 47 deg. 30' E. 94 feet, N.62 deg. 30' E. 89 feet, N. 1 deg. W. 50 feet, N. 34 deg. 30' W. 144 feet, N. 4 deg. W. 117 feet, N. 42 deg. 30' E. 210 feet, N. 5 deg. 30' E. 105 feet, N. 57 deg. E. 75 feet, N. 11 deg. 45' E. 145 feet, N. 29 deg. 30' E. 143 feet, thence off N. 8o deg. E.~148 feet to the Beginning containing 109.03 acres. The metes and bounds here given include a portion of the Virginia Railroad right-of-way, which is not included in the area given of 109.03 acres, which is net area exclusive of the railroad. LESS, however, a tract containing 20.5 acres, more or less, described as follows: May 28, 1996 5. Ordinance authorizing a Special IIse Permit to operate a convenience store and gasoline outlet located at the corner of Plantation and • Hershberger Roads, Hollins Magisterial District, • upon the petition of Aorkman oil. (TerrX Harrington. Director of Planning and Zoning) 0-052896-18 Mr. Harrington reported that this request had been tabled since August 1995 to allow the applicant to meet with the Virginia Department of Transportation to discuss improvements to Plantation road. The new conceptual plan dated May 23, 1996 proposes to widen and re-stripe Plantation Road for 498 feet, and the northbound lane would be widened to allow northbound vehicles to proceed unencumbered by vehicles turning left into the store. The conceptual plan also proposes to restrict the Plantation Road curb cut closest to Hershberger to an exit-only design. Mr. Harrington reported this was a significant improvement and the staff further recommended that the site. be developed in substantial conformity with the May 23 site plan with the exception of the curb cuts. Supervisor Johnson moved to adopt the ordinance with conditions and the concept plan proffered. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None May 28, 1996 . -._~_ ,. _ _ ~ w ... _~~.... . ~-._ _ ._.. w-m Maddox Oil Company dated May 23, 1996 with the exception that no curb cuts or vehicle access shall be allowed from•Plantation Road unless the Virginia Department of Transportation shall formally approve the improvements to Plantation Road as shown on the conceptual plan. On motion of Supervisor Johnson to adopt the ordinance, and. carried by the following recorded vote: - AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 6. Ordinance yacatinrt a 50 foot unimproved right-of- way referred to as Britaney Road wh~.ch is located between the intersection of Britaney Road and Setter Road for approximately 130 feet in length. Hollins Magisterial District. (Arnold Covey, Director, Engineering & Inspections) - 0-052896-19 Mr. Harrington advised that there were no changes to the ordinance from the first reading. supervisor Johnson moved to adopt the ordinance with conditions. The motion carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None ORDINANCE 052896-19 VACATING AND CLOSING A SECTION OF 50 FOOT UNIMPROVED RIGHT-OF-WAY REFERRED TO AS BRITANEY ROAD LOCATED SOUTHEASTERLY OF THE INTERSECTION OF BRITANEY ROAD (ROUTE 1224) AND SETTER ROAD (ROUTE 1221) FOR APPROXIMATELY 130 FEET IN LENGTH, AS RECORDED IN May 28, 1996 recordation of documents, shall be the responsibility of the petitioner; and, b. That the entire area of the 50-foot right-of- way, extending southeasterly approximately 130 feet in length from the intersection of Britaney Road and Setter Road, is hereby reserved and retained as a public utility easement and as a water and sewer easement for Roanoke County, together with the right to provide maintenance to any existing or future facilities located within the vacated area, and together with the right of ingress and egress thereto from a public road; and, c. That the vacated area of land shall be added and combined, by deed or by plat, to the adjoining properties as provided by law and petitioner shall comply with the Roanoke County Subdivision Ordinance, the Roanoke County Zoning Ordinance, and other applicable laws, regulations and requirements, including recordation of the necessary documents, in connection with this vacation or any subsequent subdivision of the property. 2. That the Department of Engineering and Inspections shall record a certified copy of this ordinance with the Clerk of the Circuit Court of Roanoke County, Virginia, and the recordation costs shall be payable by the petitioners. 3. That this ordinance shall be effective on and from the date of its adoption. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. On motion of Supervisor Johnson to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None 7. Ordinance vacating a 20 foot sanitary sewer easement and a 20 foot drainage easement located parallel to the west property line of Lot 10A,~ Belle Grove Subdivision, Phase 1, Hollins May 28,1996 WHEREAS, the petitioner, Belle Grove Development Corporation, is the current owner of Lot l0A (Tax Map No. 28.09- 3-10) and the remaining 14.84 acre tract (Tax Map No. 28.09-2-53) of Belle Grove, Phase I; and, WHEREAS, the petitioner has requested that the 20-foot sanitary sewer easement and the 20-foot drainage easement be vacated by the Board of Supervisors of Roanoke County, Virginia, pursuant to Section 15.1-482 (b) of the Code of Virginia (1950, as amended), which requires that such action be accomplished by the adoption of an ordinance by the governing body; and, WHEREAS, notice has been given as required by Section 15.1-431 of the 1950 Code of Virginia, as amended, and a first reading of this ordinance was held on May 14, 1996; and the public hearing and second reading of this ordinance was held on May 28, 1996. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the "EXIST. 20' SANITARY SEWER EASEMENT P.B.18 PG.8", being twenty feet (20') in width and extending approximately 148 feet in length, and the "EXISTING 20' DRAINAGE EASEM'T. P.B.18 PG.8", being twenty feet (20') in width and extending approximately 148 feet in length, located on Lot 10A and the remaining acreage of Belle Grove, Phase I, in the Hollins Magisterial District of the County of Roanoke, Virginia, as shown on the resubdivision plat entitled "Plat of Survey Showing the Resubdivision of BELLE GROVE, Phase I", dated October 24, 1995, and recorded in the aforesaid Clerk's Office in Plat Book 18, page 56, and as further shown on the Exhibit attached hereto, be, and hereby is, vacated pursuant to Section 15.1-482(b) of the 1950 Code of Virginia, as amended; and, 2. That, as a condition to the adoption of this ordinance, the new "20' DRAINAGE EASEMENT" and the new "20' SANITARY SEWER EASEMENT" created and shown upon the resubdivision plat of record in Plat Book 18, page 56, are hereby specifically reserved and retained, particularly including any areas which may overlap and coincide with the easements vacated herein; and, 3. That, as a further condition to the adoption of this ordinance, all costs and expenses associated herewith, including but not limited to publication costs, survey costs and recordation of documents, shall be the responsibility of the petitioners, Belle Grove Development Corporation, or their successors or assigns; and, %I • area. 1 Bile Meyer, 4926 Crossbow Circle 2. Tyler M. Moore, 4919 Fawndell Road 3. Joseph T. Moskal, 4940 Fawndell Road 4. Robert L. Vermillion, 4946 Fawndell Road Thomas Lee Newcomb, purchaser of the surplus well lot, explained that he took all the proper steps and abided by all the rules to purchase the well lot. Emmett budding, his real estate agent, also spoke, and advised there was other property and structures nearby similar in size to the well lot. On the subject property they could build a 2000 square foot range with a basement. Supervisor Minnix moved to deny the ordinance and to return the lot to a well lot status. There was no vote. In response to a question from Supervisor Minnix, Mr. Mahoney advised that in order to leave the property as a well lot, the Board would have to: (1) deny the ordinance under consideration now, and (2) rescind the previous action in 1995 that authorized the sale of the well lot. Supervisor Eddy amended the motion to postpone action until June 25, 1996 to allow neighbors to meet and discuss their concerns with the purchaser of the well lot. The motion carried by the following recorded vote: A May 28, 1996 ~ Q U _. i Chairman Johnson asked Ms. Allen to draft a letter to the Roanoke Valley Resource Authority requesting a status report on regional commingled recycling by RVRA. . Supervisor Eddy received Board consensus to offer suggestions for funding some additional items using the capital or general fund unappropriated balance. Mr. Mahoney advised that the following items will be heard on June 11, 1996, and June 25, 1996: (1) Business, Professional and Operators License Tax; (2) an ordinance setting the Board salaries; and (3) the budget appropriation ordinance. Mr. Hodge was: directed to fund all salary increases within the five percent included in the budget. IN RE: ADJOURNMENT At 10:20 p.m., Chairman Johnson declared the meeting adjourned. Submitted by, Mary H. Allen, CMC Clerk to the Board Approved by, Bob L. Johnson Chairman A-070996-6.a 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 9, 1996 AGENDA ITEM: Confirmation of Committee Appointment to the Highway and Transportation Safety Commission COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORNLATION: The following nomination was made at the June 25 Board meeting and should be confirmed: 1. I~IGHWAY AND TRANSPORTATION SAFETY COMMISSION Supervisor Eddy nominated Thomas Abbott to serve a four year term as Citizen at Large at the June 25 meeting. His term will expire June 30, 2000. RECOMMENDATION• It is recommended that the above appointment be confirmed by the Board of Supervisors. Respectfully submitted, 7 Mary H. Allen, CMC Clerk to the Board Approved by, x.,17 Elmer C. Hodge County Administrator ---------------------------------------------------------------- ACTION VOTE Approved (x) Motion by: H. Odell Minnix to No Yes Absent Denied ( ) abprove Eddy ,~ Received ( ) Harrison x Referred ( ) Johnson _~ To ( ) Minnix ~- Nickens ,~ cc: File Highway and Transportation Safety Commission File .f .~ .. /~ ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 RESOLUTION 070996-6.b EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY TO JEAN CLINEVELL FOR FIFTEEN YEARS OF SERVICES TO ROANORE COUNTY WHEREAS, Jean Clinevell was first employed on April 6, 1981 in the Roanoke County Library as a technical services assistant; and has also served as a library assistant; and WHEREAS, Jean Clinevell played a significant role in planning and implementing advances in library service, including the conversion to an automated library system; the introduction of new types of materials into the collection; and the successful cooperative cataloging venture with Salem Public Library; and WHEREAS, Jean Clinevell was consistently positive and cooperative in all her endeavors, demonstrating unfailing courtesy to others; and WHEREAS, Jean Clinevell through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JEAN CLINEVELL for fifteen years of capable, loyal and 1 dedicated service to Roanoke County. FORTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Minnix to adopt the Resolution, and carried by the following vote: AYES: Supervisors Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: `~-Q~-~~ Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File Resolutions of Appreciation File Spencer Watts, Director, Library 2 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 9, 1996 AGENDA ITEM: Resolution of Appreciation upon the retirement of Jean Clinevell, Library COUNTY ADMINISTRATOR'S COMMENTS: Ms. Jean Clinevell retired as a library assistant on May 1, 1996 after fifteen years of service to Roanoke County, It has not been convenient for Ms. Clinevell to attend a Board Meeting to be personally thanked and presented with a resolution. It is requested that the Board adopt the attached resolution on the Consent Agenda and mail to Ms. Clinevell with a letter expressing the Board's sincere thanks for her dedicated service to the County. Respectfully submitted, Appr ved by, ~D~~~a~ ~~,~ /~~~ / ~i~ Brenda J. Holton Elmer C. Hodg~2 Deputy Clerk to the Board County Administrator ---------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Eddy Received ( ) Harrison Referred ( ) Johnson To ( ) Minnix Nickens M-3 v AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY TO JEAN CLINEVELL FOR FIFTEEN YEARS OF SERVICES TO ROANOKE COUNTY WHEREAS, Jean Clinevell was first employed on April 6, 1981 in the Roanoke County Library as a technical services assistant; and has also served as a library assistant; and WHEREAS, Jean Clinevell played a significant role in planning and implementing advances in library service, including the conversion to an automated library system; the introduction of new types of materials into the collection; and the successful cooperative cataloging venture with Salem Public Library; and WHEREAS, Jean Clinevell was consistently positive and cooperative in all her endeavors, demonstrating unfailing courtesy to others; and WHEREAS, Jean Clinevell through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JEAN CLINEVELL for fifteen years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 1 A-070996-6.c 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 9, 1996 SUBJECT: Acceptance of Sanitary Sewer Facilities Serving R. Jack Helms -Sewer Extension COUNTY ADMINISTRATOR'S COMMENTS: ~ ~~"°"~' ` a,~~ SUMMARY OF INFORMATION: The Developer of R. J. Helms -Sewer Extension, Mr. R. Jack Helms, has requested that Roanoke County accept the Deed conveying the sanitary sewer facilities serving the subdivision along with all necessary easements. . The water and sewer facilities are installed, as shown on plans prepared by Raymond Robertson entitled R. Jack Helms -Sewer Extension, which are on file in the County Engineering Department. The sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the sanitary sewer construction is $17,754.00. RECOMMENDATION: Staff recommends that the Board of Supervisors accept the sanitary sewer facilities serving the R. Jack Helms -Sewer Extension along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. r. n n SUB ITTED BY: Gary Robe on, P.E. Utility Direct r AP ROVED: Elmer C. Hodge County Administrator ---------------------------------------------------------------- ACTION VOTE Approved (x) Motion by: H Odell Minnix to No Yes Absent Denied ( ) ~pnrovp Eddy ~,_ Received ( ) Harrison _X_. Referred ( ) Johnson ~_ To ( ) Minnix ~_ Nickens ~. cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Engineering & Inspections DEED OF EASEMENT AND ASSIGNMENT CnOp~'l M-`~ THIS DEED, DEED OF EASEMENT AND ASSIGNMENT, made this 24th day of April, 1996 by and between: Mr. R. Jack Helms hereinafter referred to as the "Developer," party of the first part; the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, hereinafter referred to as the "Board," party of the second part; and ELMER C. HODGE, County Administrator of Roanoke County, VIRGINIA, party of the third part. :WITNESSETH: THAT FOR AND IN CONSIDERATION of the mutual benefits to accrue, the Developer does hereby GRANT, CONVEY, ASSIGN AND TRANSFER, with the covenants of GENERAL WARRANTY OF TITLE, in fee simple unto the Board all water and/or sewer lines, valves, fittings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto, in and to the water and/or sewer systems in the streets, avenues and public utility, water and/or sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is more particularly shown and described and designated as follows, to wit: As shown on the plan entitled R. Jack Helms -Sewer Extension, made by Raymond Robertson and on file in the Roanoke County Engineering Department. / v, ~ 7 The Developer does hereby covenant and warrant that it will be responsible for the proper installation and construction of the said water and/or sewer systems including repair of surface areas affected by settlement of utility trenches for a period of one (1) year after date of acceptance by the Board and will perform any necessary repairs at its cost. Elmer C. Hodge, County Administrator of Roanoke County, Virginia, party of the third part, hereby joins in the execution of this instrument to signify the acceptance of this conveyance pursuant to Resolution No. County, Virginia. adopted by the Board of Supervisors of Roanoke WITNESS THE FOLL WING signatures and seals: ,~- ' /l -'1 / i Developer: By: As: State of: - l~ ~ ' County/C~-e€= ~ , to wit: The foregoing deed was acknowledged before me this: Zoe' day of 19 ~, By: as Duly authorized officer Title on behalf of Notary Public NIy Commission expires: G%,a.:,~,1~ ~ 0 2 D O Q ~~~ Approved as to form: County Attorney State of: County/City of: County Administrator of Roanoke County, Virginia By Elmer C. Hodge to wit: The foregoing deed was acknowledged before me this: day of 19 , by Elmer C. Hodge, County Administrator, on behalf of the Board of Supervisors of Roanoke County, Virginia. Notary Public My Commission expires: Q A7" 5o z - O~ Z 3. T U7/~/Ty~'_'L'~F:r,.ri/E.c.'T sNALL ,'~?fJ<< AID vs wAr"e ,~ vi• sE N/E:.~ sy'srEtii ~,. c:i+; ,~ '~•%t/I~' //7/L/Ty UG=/~s;i'i M.',v7 7J//J,:.:' ~W',l:E/,t/i ~, a r, r:~ 4TFL:iCTUP,c~ .Si~lLt H/~vL Ti/L ~-1` VNT~ Q TIGHT fLf•'ivlL/l~v.~i ~~/fl~S. S~/ `~~' /I/.' S• - 2 ~~5r 'L r ~• ,~ ~`~ y9 , i a ,, . ~~`~ Gb ,,c• ~ v ~ 3~ ~^ ~~~~ / ~~ ~ ~~' ~~1AYN JF~f • \ c.~. ,.~ v \~`2A~ ii4~9' ~b ep , -9~ -~~ ~~~~ ROANOKE COUNTY UTILITY DEPARTMENT A-070996-6.d 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 9, 1996 AGENDA ITEM: Designation of voting delegate to the National Association of Counties Conference, July 12 - 16, 1996 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The National Association of Counties Annual Conference will be held July 12 - 16, 1996 in Houston, Texas. Treasurer Alfred C. Anderson has advised that he plans to attend this conference and is willing to serve as the voting delegate for Roanoke County at the business meeting. STAFF RECOMMENDATION: It is recommended that the Board of Supervisors designate Mr. Anderson to serve as Roanoke County's voting delegate and that the credentials form be forwarded to NACO. Submitted by, 1 Elmer C. Hodge County Administrator ---------------------------------------------------------------- ACTION VOTE Approved (x) Motion by: H. Odell Minnix to No Yes Absent Denied ( ) approve Eddy ~ Received ( ) Referred ( ) To ( ) Harrison ~_ Johnson ~_ Minnix ~- Nickens ~_ cc: File Alfred C. Anderson, Treasurer Credentials Committee, NACO ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ AGENDA ITEM NO. APPE CE REQUEST ' ~UBLIC HEARING ORDINANCE CITIZENS COMMENTS ,. SUBJECT: ~--1 i~--~_ ~~-~ Q~ ~ t , ~ ~~ ~ 1~ l ~ U ~7 ~ ~ ~- e ._ . c c 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 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 c decide the time limit based on the number of citizens speakin on an issue, and will enforce the rule unless instructed by the majority ofgthe 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. =_ ^ 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. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK ,~. ~_ - - - _ . _ _ - ~ • __ NAME ~ ~~'~ l ~ ~~ - ~ U ~ ~r ~ r~ - C~ r ~ ~ -}-- : _ = ADDRESS S5~-~ ~~C~G y, C~ ~~ ti ~ ~~-~~ ~ ~~ ~'~~~ -, = PHONE . _. , miiiiiiiii~~ti~iiiir~i~nfifiiiiiiiiiiiiii~iii~~~niiiiiiii~~iiiiiiiiiiiiiiiiiiii~~il~~i~nn~i~n~i~~~ii~itiiiiiiiiiiiiiiiri~ ~ ' •"' '••'•'••'••••••••••^^^•^^^^^^^^•^~~~~~~~~~~~~u~~~~~~~~~~~~~~~11111111111111111111111111/11111111111111111111111~~~~~~~~ - - - - _ - - - - AGENDA ITEM NO. ~ - _ c - -_ _ APPE CE RE T __ _ PUBLIC HEARING ORDINANCE CITIZENS COMI~~NTS - - SUB CT ~~ ~ ~ ~~~ !~ '~" t : , i 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 __ 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 o~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. ^ 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. . c ^ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP c SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. .. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK ~*- ~- - - -- - ~ - - , - - - NAME ~ , , ~, - .~ - ADDRESS ~- f . I ~~; ,' ~/~ I V I ~ ~ ~ ,~,~~'"wL ~~~ ~~~~ - - , - r ~~ - - ~ ~ ~ J ~j , . PHONE - - - - . . - miiiiiiiiiiiiri~iiiifr~~nrifie~iitiriiiniii~tiiminiiii~~riiiiiiiiiiiiiiiiii~ie~«~iinnfr~niiiiiiiitittiriii~iiiliiiti~ ~ - ~ _ ~ - ~ ~ ~ _-_._._ ~ AGENDA ITEM NO. ~ - . ~ __ APPE CE REQUEST = PUBLIC HEARING ORDINANCE ~/ CITIZENS COMMENTS SUBJECT: ,~+ ~~ w ~ E ~~ w,4 ~. ~-,~., 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, c and will enforce the rule unless instructed by the majority ofgthe Board to __ do otherwise. _ ; ^ Speaker will be limited to a presentation of their point of view only. c Questions of clarification may be entertained by the Chairman. ^ All comments must be directed to the Board. Debate between a recognized c speaker and audience members is not allowed. _ : =_ ^ Both speakers and the audience will exercise courtesy at all times. c ^ 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 A UTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. c _. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK . ~~ -- - NAME f = 0.r~QQrw Y't'a ~i.~C ~I~y • • ~_ ~ ADDRESS J ~ `7 9 !~ ~ I ! ~~: d a ~ ~ , S ~ ~ ~ ~, Ua, ~ti~ s 3 ~ : c ~ PHONE 3 $ 9 - 9~ y~ - -. . mlllllllllllltlliilllttltilltlllllllliitllltlllllittl11111111111itllllllllilllllllllliltl~tttN111lt1111ilililti1111111111111111~ ~i GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenues Beginning Balance at July 1, 1996 (unaudited) $7,176,332 7.92% Balance at July 9, 1996 $7,176,332 7.92% Changes below this line are for information and planning purposes only. Balance from above $7,176,332 Reserve for R.R. Donnelly -Phase II (570,000) Potential Liability (1,200,000) $5,406,332 5.97% 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 1996-97 General Fund Revenues $90,565,107 6.25% of General Fund Revenues $5,660,319 Respectfully Submitted, Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Gen96. WK4 a CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Beginning Balance at July 1, 1996 (unaudited) $648,413.00 (Includes final payment from City of Salem which was received in June 1996) Balance at July 9, 1996 Respectfully Submitted, Diane D. Hyatt Director of Finance $648,413.00 I M:\Finance\Common\Board\Cap96. WK4 ~3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 1996-97 Original Budget $305,313.00 Balance at July 9, 1996 $305,313.00 Respectfully Submitted, Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Board96. 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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 9, 1996 AGENDA ITEM: Progress Report on the Comprehensive Plan COUNTY ADMINISTRATnR~S COMMENTS: Progress: The following items were completed since the last progress report was submitted to you on June 11th: • The composition of the Citizen Advisory Committee is near completion. • The summary pamphlet for Vision 2010 has been printed and distributed to participants of the vision process and made available at the County libraries and other public buildings. • The demographic profile has been reviewed by the Planning Commission and revised to reflect their comments. • The Planning staff has researched and prepared a housing affordability ratio using income data and standard rules of home ownership and rental costs. • The first issue of the Comprehensive Plan newsletter was completed and mailed to all citizens who participated in the vision process, all adjoining jurisdictions, and other interested parties. • The Planning staff has scheduled meetings with the remaining key County departments to review the comprehensive plan project, and determine the departmental resources and needs in context to the plan. The following commitments have been made for presentations related to the Comprehensive Plan: • July 10 - Update on Comprehensive Plan to Civic League Presidents. • July 18 - Status report to the Roanoke Regional Home Builders Association. • July 23 - Work session with the Board of Supervisors. P-5 2 It is anticipated that the following tasks will be completed within the next 30 days: • The first meeting of the CAC will be scheduled and the initial handbooks prepared for each member. • The demographic analysis will be finalized and presented to the Board of Supervisors. • The housing affordability analysis will be submitted to the Planning Commission for review and comment. • All initial meetings with County departments will be completed. • Detailed research in the natural resource management issues will be initiated by staff. If you would like additional information on any of the above activities, please contact Jon Hartley or Gary Mitchell at the Department of Planning and Zoning at (540) 772-2068. Respectfully S it ed, ~~ ~, J Hartley, AICP sist. Dir. of Planning & Zoning Action Approved ( ) Denied ( ) Received ( ) Referred to Motion by Approved, ~~ Elmer C. Hodge County Administrator Eddy Harriso Johnson Minnix Nickens Vote No Yes Abs ITEM NUMBER ~ I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: Work Session, up-date on Hollins Road (Rt.-601) project . COUNTY ADMINISTRATOR ~ 8 COMMENTS '7 f! ~ i~~ ~~`~• ~"~' . VDOT has completed preliminary plans for the Hollins Road project and are requesting a work session to review the proposed alignments and associated costs. 'SUB ITTED B APPROVED BY: Gs%~~ n ld Covey, irect r Elmer C. Hodge of Engineering & In ections County Administrator --------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Received ( ) Referred To Eddy Harrison Johnson Minnix Nickens 1 1 ' ~ ._... July 9, 1996 Route 601, Hollins Roarl Roanoke County 0601-080-233,C501 Proposed alignment Comparisons of Hollins Road, from Plantation Road to the south of the Hanover Direct entrance. Existing Alignment (Alignment B) • Bridge costs estimated to be an additional $125,000 to $150,000 • Traffic control is estimated to be twice the cost, at about an additional $25,000 and construction is anticipated to take 3 - 4 months longer. • Utilities are estimated to be an additional $90,000. • Additional engineering work to complete the design plans is estimated to cost an additional $60,000 and take 3 months to do. • Impacts to the greenhouse, a vacant out-parcel, and the bank property in front of the Food Lion shopping center. • Excavation of the rock slope along the Hanover Direct property (33% or more additional cost than regular excavation). • A road alignment that meets standards and has several curves with a bridge on a curve. New Alignment (Alignment A) • Right-of--way costs estimated to be an additional $90,000. • New alignment allows for construction of the bridge and first section of road to be done with a minimal impact to traffic. • Impact to the golf driving range. • Potential for residue parcels and frontage roads to serve property on the existing alignment. • Road alignment that meets standards that is fairly straight and a bridge that is on a tangent. Route 601 Hollins Road 0601-080-233,C501 Difference Between the Two Proposed Ali ng ments • Existing alignment estimated to cost an additional $250,000 to $300,000. • Existing alignment plan development will take 3 months longer. • Existing alignment construction time estimated to take 3 - 4 months longer. • Existing alignment will have a greater impact to the traveling public during construction. Page 2 Total Proposed Project of Hollins Road, from Plantation Road to AMP, Incorporated. The total project length is 1.6 miles. • Total estimated construction cost $5.1 million to $5.6 million. • RCI Corporation taken and impact to the Larry Scott Property r ACTION NO. ITEM NUMBER "f r' a~. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 9, 1996 AGENDA ITEM: Work session to review Roanoke County Parks and Recreation's Community Use Manual COUNTY ADMINISTRATOR'S COMMENTS: This is a work session and we have invited members of the Parks & Recreation Advisory Commission to participate. I am really pleased with the thoroughness of the Community Use Manual. If this is acceptable to the Board, we will bring it back at another meeting for adoption. This will not require additional staff or funding. It does standardize uses of County properly and provides a basis for construction of new facilities in the future. A natural follow up would be to update the latest needs assessment because we are receiving requests for additional soccer field and ballfields. BACKGROUND: During the past year there have been many requests from the community for additional athletic facilities. How many facilities are really needed? In addition, we have seen the need to develop a policy manual that governs the use of all public recreation facilities, with an emphasis on sports facilities, in an organized and consistent manner. Consequently, staff decided to combine the efforts and produce (see attached) a Community Use Manual for Sports Organizations and Community Users. Included in the manual is the establishment of use standards that will help to determine the need for new facilities. SUMMARY OF INFORMATION: A large part of this manual focuses on the process of athletic program development and sanctioning, operational responsibilities, priorities of use, and seasons of play. These factors are important as they directly impact the number of facilities needed. However, in order to accurately determine whether adequate facilities are available and to plan for future needs, the County must establish a basic level of service policy. For example, in youth athletics it means establishing how many practices (including duration) and games each program should have; how many children should be on each team; I.. Q-a and what level of support, both maintenance and operational, the County can afford to provide. Staff has established, as part of the Community Use Manual, general participation and service standards. They begin on page 1 ~, Section IX of the attached manual. These documents and standards have been p sented to the Recreation club presidents for their input. Overall, they were received very p sitively with little or no significant changes. Hopefully this document addresses the issue need for more, public recreation facilities. I Respectfully submitted, ~~. ~ Pete Haislip Director Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: and questions regarding the use of, and the Kok forward to your comments and input. Approved by, ~/ Elmer C. Hodge County Administrator VOTE No Yes Abs Eddy Harrison Johnson Minnix Nickens d-a O~p~~ 4RA~T ROANOKE COUNTY PARKS AND RECREATION DEPARTMENT COl~LVIUNITY USE MANUAL FOR SPORTS ORGANIZATIONS AND COl~LVIUNITY USERS July, 1996 -~ TABLE OF CONTENTS Foreword .................................................................................................1 Purpose ...................................................................................................2 y....... I. Po ic ................................................................................ 3 II. Authority .................................................................................. 3 III. Permissible Activities ............................................................... 4 IV. Athletic Program Sanctioning ................................................... 4 V. Requirements For Sanctioned Organizations ............................. 5 VI. Priority Usage .......................................................................... 6 VII. Program Expansion by Sanctioned Clubs .................................. 8 VIII Fees/Charges ............................................................................ 9 IX. Sports Facility Scheduling Policies and Standards for Usage ....11 X. Basic Level of Service ..............................................................14 XI. Cancellations/Use Restrictions .................................................17 XII. Limitations ...............................................................................19 XIII. Liability Responsibility .............................................................19 XIV. Hours of Usage ........................................................................20 XV. General Guidelines ................................................................... 20 XVI. Fund Raising Activities ............................................................ 23 (~ - ~ FOREWORD The development of this manual was initiated by Roanoke County Parks and Recreation Department staff in November, 1995 to provide a policy and procedural guide for the community use of Roanoke County Parks and Recreation facilities, athletic fields, and parks. All staff whose operations are impacted by this policy have had numerous opportunities to review and be involved in the formulation of its' content. The intent is to provide procedures which will enable staff to provide uniform administration of the process and equitable treatment of our customers in the operation of instructional programs, special events, sports leagues, sports tournaments, and rentals. It identifies the basic level of services to be provided and establishes scheduling policies to make optimum use of our facilities. These program standards will provide staff with the participation guidelines to develop operating budgets and capital improvement plans to meet the current and future leisure needs of citizens and patrons of our services. Because this manual deals with services and programs that our citizens enjoy and use heavily, staff have involved citizens and community leaders in the development process. In July of 1995, a Community Use Manual Review subcommittee was formed from members of the Roanoke County Parks and Recreation Advisory Commission. This subcommittee met three times to review the policy, make suggestions, and to represent the community's interests. They went through the manual from cover to cover and presented it to the entire Advisory Commission. The Commission approved the manual for distribution to the community recreation club presidents which represent our largest user group of Youth Athletics. The youth athletic club presidents met twice in early 1996 to discuss each section and provide input. They were most interested in sanctioning requirements, program standards, participation guidelines, and player eligibility sections. They completed their review, reached consensus on several issues and seem to be pleased with the end result. It was respectfully submitted to the Roanoke County Board of Supervisors on July 9, 1996. Thanks are extended to the following organizations for their help, support, and time in developing this manual: North Roanoke Recreation Club Mt. Pleasant Recreation Club Mason Cove Recreation Club Vinton Sandlot Booster Club Southwest County Soccer Club Glenvar Youth Boosters Cave Spring Softball League, Inc. Cave Spring National Little League, Inc. Cave Spring Recreation Foundation Cave Spring American Little League, Inc. Roanoke County Parks and Recreation Advisory Commission Q-~ Roanoke County Parks and Recreation Department Community Use Manual for Sports Organizations and Community Users Purpose The Roanoke County Parks and Recreation Department encourages community use of facilities for the recreational pursuits of its residents, businesses, and organizations. The purpose of this manual is to provide the community and staff with uniform administration of the process and equitable treatment of our customers. The Department is committed to providing assistance and reasonable accommodations for qualified individuals with disabilities to access all services and programs offered by the department. In accordance with the Americans with Disabilities Act, Roanoke County Department of Parks and Recreation shall ensure that all services, programs, benefits and activities of the agency are accessible to qualified individuals with disabilities and that no individual, regardless of their disabilities, shall be discriminated against in the pursuit and enjoyment of services offered. Also, in accordance with the Americans with Disabilities Act, Roanoke County Department of Parks and Recreation shall not allow community use of it's facilities by individuals, businesses, or organizations who discriminate against individuals with disabilities. Therefore, every reasonable effort shall be made by individuals using Roanoke County Parks and Recreation Department property to provide adaptations and accommodations for qualified individuals with disabilities. 2 (~- ~ I. Policy The use of athletic facilities, park pavilions, open space, and recreation centers will be encouraged for activities contributing to the development of individuals through skill development, social interaction and wholesome fun. These facilities will generally be made available to the community and athletic organizations outside regularly scheduled activities or commitments of the Parks and Recreation Department. The use of facilities by commercial organizations must be specifically approved by the person(s) designated under Section II Authority. Use of facilities by commercial organizations or by private individuals for the sole purpose of advertising or exhibiting of commercial products or services is prohibited except as specifically authorized in other provisions of this manual. Use of facilities by any organization will comply with Federal, State and County laws and regulations including licensing requirements. II. Authority In accordance with the April 25, 1989, Public Park Use Ordinance of the County of Roanoke, Ordinance # 42589-8, Chapter 15, the Roanoke County Parks and Recreation Department has the authority to regulate the uses, procedures, and associated fees for the public use of all lands and facilities under its control. A. The Assistant Director of Parks or his designee is authorized to grant approval and to schedule the use of athletic fields, picnic pavilions, open space, the Equestrian Center and other park amenities in accordance with the policies found within this manual. Such use will be approved through the provision of Special Use permits, picnic pavilion reservations, and annual Equestrian Center passes. B. The Supervisors of Youth and Adult Athletics are authorized to grant approval for the use of parks and school sports facilities, after coordination with the Parks Division and the Roanoke County Schools Administration, for Parks and Recreation Department sanctioned and sponsored sport league practice, games, and tournaments. Facility use will be administered through an approved Athletic Field or Facility Permit. C. Use by AAU Youth Sport Leagues, coordinated by the Roanoke County Youth Athletic Section and the Roanoke County School Administration, will be administered through an approved Partnership Endorsement Agreement. This agreement will be signed by the AAU representative, the school athletic director, and the Supervisor of Youth Athletics. This is not a sanctioned program of the 3 c~-a Parks and Recreation Department; it is a cooperative program with the Roanoke County School System to facilitate the use of gymnasiums by the AAU community clubs. AAU Clubs will be bumped from school gymnasium use if the space is required for Roanoke County or School events, leagues, programs, or activities. D. The Supervisor of Special Events is authorized to negotiate with individuals, businesses, and organizations on the development and implementation of major special events in County parks, centers, and school facilities. Facility use will be through the approved Special Use Permit, Memorandum of Understanding, or Sponsorship. Events will be categorized and prioritized as follows: 1. County Sponsored 2. County Co-sponsored and Sanctioned Groups or Organizations 3. Rentals 4. Community Non Profit Organizations and Agencies 5. Commercial For Prot E. The Center Managers at the Brambleton, Craig, and Teen Centers are authorized to grant approval for the use and scheduling of those facilities. Facility use will be through the approved Facility Use Permit. F. The Department will coordinate and organize various sporting groups, events, instructional programs, and activities when sufficient interest has been expressed and resources are available to provide quality experiences for participants. Staff will solicit community feedback on issues relative to the service needed to carry out these programs and services. III. Permissible Activities Approved community activities may include, but are not limited to, recreational games, instructional programs, tournaments, festivals, clinics or concerts. Activities which do not fall into the above mentioned categories and appear to be of questionable motive will be referred to the Director of Parks and Recreation for review and decision. IV. Athletic Program Sanctioning To obtain sanctioned status, clubs or organizations shall apply in writing to the Director of the Parks and Recreation Department at least twelve weeks prior to the program's proposed starting date. The request shall include a complete description of the proposed program, number of participants anticipated, the number and type of facilities requested, the budget impact, and how the program will be funded. 4 q-a The Department of Parks and Recreation shall not sanction the use of County resources or facilities by clubs or organizations which will duplicate existing services already being provided by the Department, area recreation clubs or the community. The request shall also include a copy of the organization's bylaws, current officers, incorporation charter as a charitable organization, and a certificate for $1,000,000 of general liability insurance listing the County of Roanoke as additionally insured and a certificate indicating that they have Boards and Directors Insurance to cover the actions of their board of directors, coaches, volunteers, and officers. Clubs will be notified in writing if the request has been approved. V. Requirements For Sanctioned Organizations A. All leagues or teams requesting use of Roanoke County athletic facilities shall be organized or coordinated by the Parks and Recreation Department or by a department approved and sanctioned organization. All other use shall be by special use permit. B. Players on youth athletic teams sanctioned by Roanoke County shall be Roanoke County residents or attending a Roanoke County Public School. The Director of Parks and Recreation may negotiate with private schools located in Roanoke County to develop partnerships to promote youth athletic participation in Roanoke County leagues. Rosters including names and addresses of participants and the school they attend shall be submitted to the department to verify eligibility of participants. The official address of the child is the home where the child resides or the home of the legal guardian of the child. Any change in residency boundaries and player eligibility rules must be requested in writing to the Director of Parks and Recreation six months prior to registration. Written notification will be provided to the club indicating whether the request has been approved. The eligibility age for participation in youth sports shall be a minimum of 6 years of age and a maximum of 17. The cut-off date to establish the age of the child is October 1 of the current year. Roanoke County will honor an alternate cut-off date established by Little League and Dixie League if that date does not expand the age brackets or increase the age eligibility established by Roanoke County Parks and Recreation. 5 C~ - ~ League rosters shall be submitted annually at least one week prior to the teams first practice session. The roster shall include the full name, home address, and telephone number of the coach and players. In addition, the club shall provide the date of birth of each player and the school the player attends. Clubs and organizations are responsible for verifying residency of participants on the rosters before submitting the rosters to the Parks and Recreation Department. A league representative shall attend a monthly Presidents Club Meeting, Geographic Area Meetings (VARC, Cave Spring, etc.), Sport Coordinators Meetings, and pre and post season field maintenance planning meetings where applicable. Leagues must abide by Roanoke County Parks and Recreation Department all snort rules and regulations. C. Sanctioned clubs and organizations shall present documentation annually verifying that their status or purpose has not changed from that given originally to obtain sanctioning and provide a copy of their current bylaws, constitution and a current list of officers.. D. Comply with Community Use Manual. E. No organization may sponsor or sub-lease any other organizations for the purpose of altering the classification or fee schedule of such other organizations. F. Clubs shall request permission from the Parks and Recreation Department in writing at least 12 weeks in advance of the season to change service levels of the leagues, the club's organizational status, or increase services which have an impact on the Parks and Recreation Department's facilities and budget. G. Adult athletic teams must submit a completed roster, which includes name, address and phone number of all players. Upon submission of the roster a game schedule will be provided. The roster shall include the name, address, and phone number of the coach or team captain and the sponsor of the team if they have one. Teams may change the roster up to the fourth game. VI. Priority of Use A. Public Park and Recreation Facilities: (listed in priority order): 6 c~-a 1. Roanoke County Parks and Recreation Department scheduled activities, programs, and services. Sanctioned recreation clubs will have priority within their approved season for athletic facilities for league play and practices only. 2. Roanoke County General Government scheduled meetings, functions, services, and programs. 3. Roanoke County Schools. 4. Public and community rental, reservation, special use basis. B. School Facilities: Authorization for public parks and recreational use of school facilities is governed by the Roanoke County School Board cooperative agreement which is outlined in the Roanoke County Facility Use Manual, Section 8.1.2, pages 1-4, Guidelines Governing the Use of Roanoke County School Buildings and Grounds by the Roanoke County Department of Parks and Recreation (listed in priority order): 1. Roanoke County Schools which includes PTA meetings and functions. 2. Roanoke County Parks and Recreation Department programs, services, activities, and athletics. 3. Roanoke County School Partnerships. 4. Roanoke County Parks and Recreation Department Partnerships. 5. Public and community rental of facilities. C. Athletic Facilities: (listed in priority order): 1. First priority in outdoor facility allocation will be given to youth basebalUsoftball in the spring; youth footbalUsoccer in the fall. First priority in indoor gymnasium space in the schools will be given to youth basketball in the winter. School use of park athletic ftelds will be allowed up until 5:30 p.m. during weekdays. School use after- 5:30 pm must be approved by Special Use Permit and coordinated through the Parks and Recreation Department at least 2 months prior to scheduled use of the facility. 7 c~ - a 2. Second priority in outdoor facility allocation will be given to adult slow-pitch softball in the spring, summer and fall at Burton Fields, Whispering Pines # 1 field, and Mt. Pleasant #3 field; adult football in the fall on the Veteran's Administration and Hospital field (to be negotiated annually with the V.A.). Second priority in indoor gymnasium space in the schools will be given to adult basketball in the fall at RCCC School. Any suitably-sized athletic facilities not scheduled for sanctioned youth leagues shall be made available to sanctioned adult leagues for games and practices. 3. AAU Youth Basketball Partnership Agreement for use of school gymnasiums. 4. Organizations requesting use park athletic facilities for adult athletic team. tournaments must submit a written request to the Supervisor of Adult Athletics by February 28 of each year. Upon review and approval of the schedule, an Athletic Facility Contract Agreement shall be executed between the department and the organization for the facilities. A per team fee will be assessed for each tournament which shall be submitted within five days after the completion of the tournament. 5. Out of season rental of athletic fields by the public will be permitted from August 1 through October 31 for one day events on a space availability basis. All reservations are on a first-come first-serve basis. 6. All other requests will be considered on an individual basis through the special use request process. Approval is contingent on resources, ground conditions, and scope of request. Approved requests will be assessed a fee. VII. Program Expansion by Sanctioned Clubs Sanctioned clubs shall submit the following to introduce a new league, a new sport, or activity, that would require additional resources such as facilities, operational cost, and maintenance support: A. Each new group must submit a completed pre-season application or agreement form which is furnished by the Parks and Recreation Department for each season. This should be done no less than 60 working days for seasonal term scheduling and no less than 10 working days for occasional use, prior to the 8 c~-a date of use. An application requiring the Directors approval or an exception to policy should be submitted at least 90 working days in advance to allow time for processing and action. Standard requests will be reviewed and approved by the Supervisors of Youth or Adult Athletics and the Assistant Director of Parks. B. Upon approval of the application, the applicant club will be issued a use permit for the specific facilities scheduled for their leagues and teams. If a fee has been established the permit will be issued upon receipt of payment or upon agreement on terms of payment. C. No facility may be considered as reserved until the application has been processed and a use permit has been granted. D. All permit holders agree to abide by the rules established for the use of facilities. Failure to do so can result in denial of future permits. VIII. Fees/Charges A. Sanctioned youth athletic teams will not be charged a participation fee by the Roanoke County Parks and Recreation Department for participation in league play or end-of-season tournaments. However, area recreation clubs shall charge a participant registration fee to recover their costs for the program. Roanoke County will charge the area recreation club the direct cost for any special request above routine or standard maintenance provided by the Department. Clubs that receive trophies from the Parks and Recreation Department will be charged a per team trophy fee to cover the cost of the trophies. This fee will be updated annually based on the actual cost to the Department. B. Sanctioned adult athletic teams will pay a participation fee, established by the Parks and Recreation Department. All fees are to be submitted with a team roster, listing each player's name, address, phone number, the coach's name, and the sponsor of the team. Each team will be provided with a schedule for their practices and games. This schedule serves as the permit authorizing them to use the facility. C. Non-sanctioned Youth and Adult athletic tournaments sponsored by individuals or organizations on County facilities shall be allowed on a space available basis through completion of a tournament rental application submitted to the Supervisor of the Youth or Adult Athletics Section for review and coordination with the Assistant Director of Parks. Approved tournaments will be 9 Q- ~ assessed, at a minimum, a $5.00 per team fee and direct cost of the function or $75.00 and the direct cost per field, whichever is greater. D. Picnic pavilions may be reserved in County Parks. A general shelter permit and reservation fee are issued for groups under 100 participants. Groups over 100 are required to complete a Special Use Application, pay any direct cost to the Department for additional services required, plus the rental fee. Reservations will be accepted on a first come, first serve basis beginning the first working day in February for the season which runs from April 1 through October 31 of each year. Reservations may be made by calling the administrative office at 387- 6078. Payment must be received at the Department Administrative Office no later than ten working days after the reservation is made. Upon receipt of payment, a Pavilion Reservation Permit will be issued. If the fee is not received within this time, the reservation will be canceled. No refunds are allowed. Pavilions may be reserved as follows: 10 a.m. - 3 p.m .......................half day 4 p.m. - 9 p.m .......................half day 10 a.m. - 9 p.m ......................full day E. Community center rooms may be rented for meetings, events, parties, reunions, etc. Various size and types of rooms are available to organizations, businesses, and individuals. An application for Rental Use may be obtained at the facility and must be submitted at least 10 working days prior to the date of use. It is recommended that the request be received 30 days prior. Rooms in the following facilities maybe rented: Brambleton Center Craig Recreation Center Teen Center F. Equestrian enthusiasts may purchase an annual membership to use the Equestrian Center at Green Hill Park. An application for membership may be obtained at the Parks and Recreation Department Achninistrative Office. The annual membership fee must be submitted with the completed application. Upon receipt the Department will issue a permit and a combination to the gate lock. The lock is changed annually. G. All other uses of County facilities may be requested on a Special Use Application obtained through the Administrative Office. This application is 10 Q- ~. submitted to the Assistant Director of Parks for processing. Rental fees and direct cost of the Department are assessed to the user. Upon approval and payment of fees a Special Use Permit is issued to the user. IX. Sports Facility Scheduling Policies and Standards for Usage These following guidelines are not meant to limit participation but simply establishes the basic level of service the County will strive to provide. A. Snort Seasons -Roanoke County sanctions the following sports in the following seasons only: (Schedules are subject to change due to inclement weather.) Snort Season Dates Youth BasebalUSoftball Spring/Summer 1st week in April through July Adult Softball Spring/Summer 1st week in April through July Youth Soccer Youth Football Adult Fall Softball Adult Basketball Youth Cheerleading Adult Flag Football Fall 1st week in August through 3rd week in November Fall 1st week in August through 3rd week in November Fall 1st week in August through 4th week in October Fall 1st week in October Fall Coincides with youth football and soccer Fall 4th week of August fora 10 week season tournament, and rain-outs through mid-November. Youth Basketball Winter Mid-November through 3rd week in March B. Participant Ratios -Team rosters shall be within the following ranges or established numbers: basketball ............................................ 9-12 per team baseball ...............................................12-15 per team 11 ~~~ cheerleading ........................................6 per team minimum flag football (adult) ..............................12 per team football (youth) ...................................16-32 per team soccer (9 yrs & up) .............................12-22 per team soccer (8 & under instructional) ..........12-17 per team softball ................................................12-15 per team C. Children may participate in only one Parks and Recreation Department sanctioned youth sports team program per season. D. Practice and game slot allocations - In many cases the recreation clubs are responsible for the development of practice and game schedules. In order to provide the maximum flexibility and to ensure the most efficient use of facilities the clubs are authorized to assign facilities in a manner that best meets the needs of their program. However, each club must ensure that facilities are assigned in a fair and equitable manner and that schedules are developed that protect the welfare and health of the children. Games and practices should end by 10:00 p.m. on school nights and no more than three practices/games per team per week may be scheduled while school is in session. The week shall run from Sunday to Saturday. When disputes arise the Parks and Recreation Department has the ultimate authority to assign fields and settle any and all disputes. E. Participation Guidelines: For facility planning purposes and as part of the basic level of service to be provided the community for their general tax dollars, Roanoke County has established minimum participation guidelines for youth sports. The following are the recommended minimum participation guidelines: 1. School Gymnasium Use for Youth Basketball YOUTH, AGES 7 & 8: during practice season -one 1.5 hour practice slot weekly during dame season -one 1.5 hour practice slot per week per team and one (1 hr.) game per week # of teams per facility for practices -elementary school gyms will handle one team during practice; middle, junior and high school gyms will handle two teams during practice YOUTH AGES, 9 TO 17: 12 3 ~-~ 1.5 hour practice slots during_~ractice season -one practice slot per week per team during_~ame season -one practice slot per week per team and one (1 hr.) game per week # of teams per facili for practices -elementary school gyms will handle one team during practice; middle, junior and high school gyms will handle two teams during practice 2. Outdoor Leagues YOUTH SOCCER, AGES 6-8 & 9-17: 1.5 hour practice slots during practice season -two practice slots per week per team durin,g,~ame season -one (1 hr.) game slot per week and one (1 hr.) practice slot per week YOUTH FOOTBALL, AGES 6-8 & 9-17: during practice season or after school starts -three 2 hour practice slots per week per team during ,game season or after school starts - No team shall practice & play more than 3 times per week YOUTH BASEBALL/SOFTBALL, AGES 6-8 & 9-17: 1.5 hour practice slots for ages 8 & under and two hours for all older age groups during practice season -two slots per team per week during game season -one practice slot and two (2 hr.) game slots per team per week F. Number of scheduled games per team -The number of games per team will fall within the following ranges depending on the number of teams and facilities available. If a club needs to exceed the number of games listed below, a written request shall be submitted to the Parks and Recreation Department no later than ~ days after player sign-ups. BasebalUsoftball ...............15-18 Basketball ........................10-12 Football ............................. 8-10 Soccer ..............................10-12 13 Q-a G. Scheduling Allowances -When participation demand exceeds supply and resources, the Parks and Recreation Department will establish a limit on participation by implementing one or more of the following alternatives: 1. Priority will be give to Roanoke County teams. 2. Team sizes shall be increased to necessary levels. 3. Practices and/or games shall be scheduled on Fridays and Sundays as needed. 4. Two teams shall share one facility during practices. 5. The sport season shall be lengthened. 6. The number of games per team shall be reduced. 7. The length and/or the number of practices per team shall be reduced. 8. Reduce the amount of individual time each child will play under the all-play rule. 9. Build more facilities. 10. Limit the number of teams per league or division. 11. Limit the number of participants per club. X. Basic Level of Service The Department will provide the following basic levels of service for facilities: A. Recreation Division Services (subject to yearly budget allocations): Services requested above this level can be purchased and will include material and staff costs. 1. Schedule the use of County Park and School fields, gymnasiums, classrooms, and lease properties with the cooperation of representatives of the league or user group. 2. Act as liaison between school administrators and the community for use of school facilities. All requests for school facilities shall be obtained by the Supervisors of Youth and Adult Athletics, Special Events, or other designated Parks and Recreation Department staff. No citizen or club is authorized to obtain a permit in the name of or on behalf of Roanoke County Parks and Recreation Department sponsored activities or leagues. 3. Provide maintenance schedules of County Park and School facilities. 14 Q-~ 4. Issue a permit no later than one week prior to season start-up. 5. Department staff will check facilities periodically to insure groups are participating at the correct location, identifying those areas which are not being utilized and assisting the groups scheduled with their day-to-day problems such as field conflicts, parking, etc. 6. Provide each league a copy of the Community Use Manual. 7. Together with the league volunteers, develop seasonal sports league information, rules, programs, and long range planning. Review distribution of facilities and resources at the beginning of each fiscal year to establish service levels for the year. 8. Hire, provide orientation, schedule, and pay the salaries of sports officials for basketball, soccer and football. Hire, provide orientation, and pay the salaries of sports umpires for basebalUsoftball. Hire, provide orientation, train, schedule, and pay the salaries of facility supervisors, scorekeepers, and custodians as needed for all sports where applicable. The number of officials provided for each game and pay rates will be established by the Department of Parks and Recreation. 9. Purchase and provide scorebooks for the official scorekeepers for basketball and blood borne pathogens clean up kits for gymnasiums. 10. For school facilities used during the regular season of sanctioned play the Recreation Division will handle the following: schedule the facility schedule and pay for building supervision schedule and pay for custodial cleanup 11. Youth Athletic Section staff will develop game schedules for basketball, soccer, and football. Practice schedules for basketball, soccer, and football will be developed by the Recreation Club and submitted to the Parks and Recreation Department for review, approval, and a permit to schedule use of the facilities. 12. Practice and game schedules for baseball and softball will be developed by the Recreation Club and submitted to the Parks and 15 t~-a Recreation Department for review, approval, and a permit to schedule use of the facilities. B. Parks Division Services (i~b~ect to annual allocation 1 The Parks Division will provide the following basic level of maintenance and support service. Services requested above this level can be purchased and will include material and staff costs. Normal grounds maintenance services at outdoor park include: 1. BasebalUsoftball fields for regalar season ~~practice~ Appropriate seasonal ballfield preparation. Mowing of grass at least once per week as needed. Infield prep and dragging once weekly in April; twice a week in May and June. Trash canister pickup. Installation of bases and up to two pitcher's plates per field. Maintenance and repair of fencing and backstops for normal wear and tear. Field marking at least once per week from April through June. Infield lines put down each game day. Maintenance, repair, and utility costs of field lighting during the standard season. 2. ~9ccer_/_f_o~lzal~elds for ~e~ular season nlav and practice: Appropriate seasonal field preparation. Mowing of grass at least once per week as needed. Trash canister pickup. Field marking once per week. Maintenance, repair, and utility costs of field lighting during the standard season. Standard goals at park sites. 3. Picnic Pavilions: Mowing of grass at least once per week as needed. Trash canister pickup. Sweep shelter as needed. Maintenance and repair of pavilions, tables, grills, and trash receptacles. Restrooms cleaned and serviced daily. 16 ~+~ 4. Equestrian Center: New gate lock and combination for members each year. Payphone. 5. For School Facilities: to be negotiated annually with the Roanoke County School Administration. XI. Cancellations/Use Restrictions A. In the best interest of public safety and facility damage, scheduled activities (which include games) maybe canceled by the Department or clubs under the following conditions: 1. Fields are too wet or muddy for maintenance and/or safe play. 2. Critical weather conditions. 3. Electrical or mechanical systems not working properly. 4. Emergency or extensive repairs and maintenance problems for new or renovated facilities. ~. Unmanageable groups or adverse team behavior. 6. Areas in parks and schools without installed lighting will be closed to users at sunset. 7. All games or practices must be stopped immediately if there is any lightning in the area. 8. In the event of inclement weather which occurs 45 minutes prior to the start of, or during a game the Recreation Division staff (whenever possible) will decide field or gym cancellations. If staff are not able to make an advance decision, the official or league representative at the site will make the decision. Decisions will be respected by all participants. 9. If a league fails to cancel field use during inclement weather and such use causes extensive field damage, the league will be responsible for any repair costs. 17 Q-a B. Cancellation Announcements Cancellation announcements for school and park sites will be given between 4:00 and 5:00 p.m. weekdays and between 7:00 and 7:30 a.m. on weekends by the Recreation Division Athletic Section Staff. Whenever possible, the recorded message will be updated on weekends with greater frequency. A tape recorded message will be provided on the Roanoke Times and World News Info Line by dialing 981-0100 and entering the access code 7527. The announcement refers to all sites and locations. Baseball and softball are called at the field by the club representative or official. C. Inclement Weather & Lightning While Participating In the event adverse weather conditions develop while an activity is in progress and no representative from the Parks and Recreation Department is present, it is the responsibility of the league representative, coach, or the scheduled official to determine whether or not conditions that exist will endanger the safety of the participants and whether or not the activity will have a serious adverse effect on field conditions. If thunder is heard, beware and keep a look out for lightning. If thunder is heard and lightning is seen, all players and spectators shall be moved to a sheltered area or to their cars. Wait at least 20 minutes from the last streak of lightning to resume play or practice. D. School Use Cancellations Inclement weather closings for indoor use will be determined by the following and announcements made by recorded message on the Roanoke Times Info Line by dialing 981-0100 and entering the access code 7527. 1. Monday through Friday - if schools close all Recreation Department activities are canceled. 2. Two-hour late opening - if conditions do not worsen through out the day, activities proceed. 18 a-a 3. Early school closing -all Recreation Department activities are canceled. 4. Saturday & Sunday -Recreation Department evaluates conditions and makes decision by 7:30 a.m. XII. Limitations A. Alcoholic Beverages or other illegal substances are not permitted in County Parks, schools, or community centers at any time unless approved by the Roanoke County Board of Supervisors. B. Activities must be orderly and lawful, not of a nature to incite others to disorder, nor of an unbecoming or immoral disposition. C. Activities must not be restricted by reason of race, religion, sex, creed, or national origin. D. Use is restricted to areas and times assigned on the approved permit. E. Parking of vehicles is confined to approved parking areas. F. No seasonal and /or permanent signs, banners, pennants or the like may be placed in or on public facilities without Department approval. G. Use of tobacco products and smoking is not permitted in schools, public facilities, or community centers. H. Heating and air conditioning settings may not be changed. I. Failure to abide by limitations of use or sanctioning policies will result in forfeiture of the group's opportunity to use facilities. J. No permanent or temporary structures may be erected or mod~ed on Roanoke County Parks and Recreation Department or Roanoke County School property without prior approval from the Parks and Recreation Department andlor the Roanoke County Schools Administration and obtaining the necessary building permits. XIII. Liability Responsibility 19 Q-a With the exception of Roanoke County Parks and Recreation Department sponsored programs and events each special use applicant of a facility must agree to assume full responsibility and hold the County of Roanoke and employees harmless from legal liability for injury and damage to the person or property of others in connection with the use of park or school property. At the discretion of the Director of the Department of Parks and Recreation, applicants may be required to produce proof of insurance certifying Public Liability Insurance of $1,000,000 or more per person and Property Damage Insurance of $1,000,000 or more per occurrence as applicable. XIV. Hours of Usage A. Parks and Recreation Department Outdoor Facilities -The hours of park use will normally be restricted to the period from 8:00 a.m. until sunset or posted park closing time, with the exception of lighted ballfields or park amenities which can remain open until 11:00 p.m. B. Parks and Recreation Department Indoor Facilities -The hours of operation are from 8:00 a.m. until 11:00 p.m. with the exception of the Brambleton, Teen and Craig Centers which may open until 11:30 p.m. on Friday and Saturday. C. School Facilities -For indoor facilities the hours of use will be from the dismissal of school or after the school athletic programs are completed until 10:00 p.m.. For outdoor facilities the hours of use will be until sunset for unlighted areas and until 11:00 p.m. for lighted areas. XV. General Guidelines A. Penalty for Violation of community use standards and policy First Offense: Written warning to the representative, league president and coordinator. Second Offense: Suspension for the remainder of the scheduled use by a community group and restitution for damages and costs if applicable. In the case of a league or team, suspension for three days and restitution for damages and costs if applicable. Third Offense: Denial of future use of facilities. 20 ~-a B. Procedures for Appealing Denial of Use When use is denied to a league or team which is scheduled by the Department a special meeting will be called to resolve the matter. The case will be brought before the seasonal league representatives. This group will appoint a chairperson for the case. The testimony of both sides will be heard before the group. At the end of all testimony, the chairperson will poll the attendees (one vote per league) for a decision by majority vote of attending leagues. The chairperson will then present the recommendation to the Director of the Parks and Recreation Department for review and fmal disposition of the case. C. Grandfather Rights 1. Generally, groups requesting facilities which they have used in prior years will be given priority consideration in scheduling. However, no one group has sole ownership of a facility. When it is in the best interest of the public, the facility will be scheduled for another group. This does not apply to facilities which have been leased to organizations in the community. 2. Where possible, community groups will be assigned facilities within the community's accepted boundaries. However, when a facility deficit exists in one area and surplus in others, those facilities will be reassigned to other areas. D. Lights The use of lights is allowed by clubs for scheduled team practices and games only. Unscheduled use of lights by individuals, coaches, volunteers, or officials is not authorized. For the first offense the individuaUs will be charged for each hour the lights were on. If it happens again, access to the light controls will be removed from the individuaUs. For the third offense, the club or organization will be billed for each hour the lights were on and for the cost of securing the light controls and re-keying the locks. For athletic fields equipped with lights, the club representative scheduled to use the facility for team practice is responsible for the turning on and off of the lights. For scheduled game use of fields the home team coach is responsible. The lead official will also confirm that the lights are turned off within 15 minutes of game closing. Lights must be turned off no later than 11:00 p.m. and turned on no 21 -~ R * ~-~ earlier than 30 minutes prior to sunset. The utility cost of lights left on after 11:00 p.m.. will be charged to the clubs scheduled to use the facility on that occasion on a per hour basis from 11:00 p.m. until turned off. Lights should not be turned on until 1/2 hour before sunset. Clubs turning lights on early will be charged for each hour the lights were on before 1/2 before sunset. E. Field Retirement In order to provide a preventive maintenance program for playing fields, the Department will make every reasonable effort to rotate fields or rest fields each spring and fall. The Assistant Director of Parks and the Supervisors of Youth and Adult Athletics will determine which fields are to be retired and when. F. Open Space The Department will make every effort to provide space for spontaneous play in County Parks. These open space areas can be used on a first come, first serve basis. G. Concession Operations 1. Athletic Facility Concession -operations are awarded to County sanctioned leagues with non-profit status at sites within the community's accepted boundaries with the express purpose of allowing the clubs to generate income to operate the leagues and make facility improvements. The approved operators are responsible for operating within the accepted Health Department and Building Code restrictions, obtaining all necessary permits and liability insurance, and equipping the concession. The County covers the utility cost and general maintenance of the building for sanctioned youth athletic clubs but does not manage or control the concession operations in any way. Adult sanctioned clubs will be responsible for utility costs of the concession in addition to the above requirements. Generally, groups requesting concession rights which they have held in prior years will be given priority consideration in award of the concession operation at that facility. When multiple clubs share the concession operation, they must split the expenses and profits equitably. 2. Special Event Concessionaires, vendors, or crafters - No one is allowed to use public property for personal gain without obtaining a 22 Q-a special use permit and by paying the fair market rental fee established by the Parks and Recreation Department. All approved vendors shall obtain all required permits, licenses, and inspections required to operate a business in Roanoke County and shall pay all associated fees and taxes. XVI. Fund Raising Activities A. Formal detailed request must be submitted for review on a Special Use Request form to the Assistant Director of Parks for outdoor facilities or the Assistant Director of Recreation for indoor facilities at least 30 working days prior to the requested date of the program. Upon approval the group will receive a permit for use. B. Approved groups may not restrict public access to a County park or facility in return for an entry fee without prior approval of the Department. C. Approved groups will be responsible for all estimated direct expenses, to be paid in full at least ten days after the program date. D. Compensation for property damage will be the responsibility of the scheduled user. E. The Parks and Recreation Department reserves the right to restrict facility use for fund raising activities. F. Non-profit community organizations and agencies may request the waiver of rental fees for one fund raiser per year. They will however be responsible for the direct costs associated with the event and any damage expenses incurred by the Parks and Recreation Department. Additional fund raiser requests will be assessed the regular rental rate for the use of the facility. G. Approved groups shall be responsible for site security, police protection as required, first aid for participants, trash pickup and removal, parking lot control, traffic control, port-a johns, clean up of the park, parking lots, and facilities after the event. Additional requirements maybe required by the Parks and Recreation Department depending on the type and duration of the event being held. 6/28/96 23 s AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COIINTY ADMINISTRATION CENTER ON JULY 9, 1996 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. C~ - .Z d7 7 c as Q D C O ++ ca a~ m c N ~ ~ ~ L a ~ a~ ~ J C U O O N Ut a~ ~'' Y Q O ,~ C +r ~ } w ~} ~ O O to L °~ r- n O rn c~ d' M rn d' ~ ~ M N r-- 00 a ~ L~ 00 ~ N ~ , 00 ~ N E n ~ 00 M ~ m N ~ ~ co ~ ~ ~, o o ~ o f ~ ~ ~ ~ ° ~ rn ~ ~ M N ~ 00 a I E N - ~ ~ , ~ co ~ d I-- N M O ~ O~ 00 L N to ~ M' tt') ~ ~ If) M 001 N I ~ M N r-I 00 a M ~ N ~ N ~ MI ~ N ~ 00i M M ~ E N ~ ~ ! CO r ~ O H i y c~ O O O ~ c0 I~ O M O ~ ~i N ~ O M N r-i ~ a rn E N ~- ~ to r ~ H H ~ O ~ O co ~ ~ ~ M N ~ ~ I.p ~ M ~ M N r- I~ a ~ ao ~ ao ~ E N r- ~ ,r, as H O y ~+ ~ ~ ~ ~ ~ ,~ ~ V) m LL fn m H AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANORE COUNTY, VIRGINIA, HELD AT THE ROANORE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 9, 1996 RESOLUTION 070996-7 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 Eddy, Minnix, Nickens, Johnson NAYS: None ABSENT: Supervisor Harrison A COPY TESTE: ~• Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File Executive Session O~ ROANp~~ L ti ~: ~ z ;~ z o~ a rasa COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 C~~~txt#g of ~.a~~~~E BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT LEE B. EDDY WINDSOR HILLS MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 July 15, 199b Mr. Jean Clinevell 5909 Blackhorse Lane Roanoke, VA 24018 Dear Ms. Clinevell: (540) 772-2005 Enclosed is a resolution of appreciation upon your retirement which was unanimously approved at the July 9, 1996 Board Meeting. Also enclosed is notification that Roanoke County has purchased a $100 Savings bond in recognition of your years of employment with the County. This bond will be forwarded to you at a later date from the Federal Reserve Bank. I am sorry that you were unable to attend one of our Board Meeting so that we could personally present you with this resolution and thank you for all of the valuable contributions you made while at Roanoke County. On behalf of each member of the Board and the citizens of Roanoke County, we wish you continued success in the future, and hope that you are enjoying your retirement. Sincerely, Bob L. Johnson, C~iuman Roanoke County Board of Supervisors BLJ/bjh Enclosures cc: Joseph Sgroi, Director, Human Resources Spencer Watts, Director, Library ® Recycled Paper OF EiOANp,`.~ ~ •~ p z ~ ~ 2 o. - ~~ ~~~~ 1838 COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 July 11, 1996 BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT LEE B. EDDY WINDSOR HILLS MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT (540) 772-2005 Mr. Thomas A. Abbott 3016 Winterberry Drive, SW Roanoke, VA 24018 Dear Mr. Abbott: I am pleased to inform you that, at their meeting held on Tuesday, July 9, 1996, the Board of Supervisors voted unanimously to appoint you as a citizen at large representative to the Highway and Transportation Safety Commission for a four-year term. This term began on June 30, 1996, and will expire on June 30, 2000. 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 Bob L. J Roanoke BLJ/bjh Enclosures cc: Carol Broadhurst, Secretary, RCTSC Office of the Public Defender 209 First Street, SW Roanoke, VA 24011 C~a~xt#~ of ~.a~xx~o~~e on, Chairman ty Board of Supervisors ® Recycled Paper ADVERTISEMENT FOR BIDS SALE OF SURPLUS REAL ESTATE BY ROANOKE COUNTY Roanoke County is making available for puchase the following surplus real estate. ASSESSED DESCRIPTION MAP NUMBER SIZE ZONING VALUE Cravens Creek 76.01-1-3 .32 AC R1 $ 5,000 The Board of Supervisors may approve the sale of this property at its meeting on July 9,1996. Inquiries should be directed to John Willey, Roanoke County Property Manager, at (703) 387-6073. Bids may be addressed to John Willey, Property Manager, P. O. Box 29800, Roanoke, VA 24018 and should be received no later than July 3,1996 at noon. John D. Willey Roanoke County Property Manager Please run this ad: Sunday, June 30,1996 Please send bill to: Ms. Mary H. Allen, Clerk, e s Roanoke County Board of Supervisors ~ _~ ~~ P. O. Box 29800 Roanoke, VA 24018 q-b3 der O~ ROANp~,~ G ~ ~ ov ~ a~ 838 COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 ~4 11~~ e.D a-o ,a,.~(y . .Q2.-~ C~.o~ixxtt~ ~f ~..~~x~~.~Q~ ~°~~`,`~~ P,O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 MEMORANDUM TO: FROM: DATE: SUBJECT: Elmer Hodge ~Q~(.~, Spike Harrison July 3, 1996 BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT - LEE B. EDDY WINDSOR HILLS MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT H. ODELL "FUZZY' MINNIX CAVE SPRING MAGISTERIAL DISTRICT AGENDA ITEMS FOR JULY 9TH MEETING (540) 772-2005 As suggested at the meeting on July 2nd at Kessler Mill, would it be possible to forward a copy of all pages of Item E-3 "Petition for Public Works Projects" to those civic league presidents who were present. Melinda Cox has the list and addresses - perhaps she should carry this through. FFH/bjh ® ReCyded paper O~ EtOANp~.~ • : •: Z .' ,c> °v az 1838 COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 TO: C~~a~~#~ ~~ ~~~x~~.C~e P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 MEMORANDUM Members, Board of Supervisors BOARD OF SUPERVISORS B06 L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT LEE B. EDDY WINDSOR HILLS MAGISTERIAL DISTRICT FENTON F. 'SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT FROM: Spike Harrison ~~M~r DATE: July 3, 1996 SUBJECT: AGENDA ITEMS FOR JULY 9TH MEETING (540) 772-2005 1. I am very supportive of Phase II of the Donnelley project. I do not think that they will back out of their part. I would vote for Alternative #l. 2. I am also very interested in Item E-3. This is an area of importance to my district as comments at a community meeting indicated July 2nd. FFH/bjh cc: Elmer Hodge ® Recycled Paper To: Elmer: Cc: Brenda Since I will be on vacation next week, I want to keep you informed of what we are going to do for both the July 9 meetings .Ioznt meeting with Roanoke City Council. 1. A draft agenda is attached. Brenda can make any changes you want. I told Mary Parker we would fax her a copy Tuesday. 2. I have met with Marsha Daughtry at the Brambleton Center and she knows what we need. 3. I met with Randy Boush who manages the Teen Center. I thought we could have a little tour of the Center and he could explain what the kids do, and how many come, etc. 4. I met with Drew Glenn and he will have three people from General Services available to help us with setup on the morning of July 9. 5. Lib Wilhelm will cater lunch. She does a "Classy" job. Brenda has the menu. We are renting tablecloths and will have a centerpiece. 6. We will need to know how many people are attending the meeting to make sure we have enough chairs, table space, etc. Please let Brenda know who needs to attend besides the "regulars". Regular MeetirrQ Draft agenda is attached. 2. Melinda will be helping Brenda proofread, run agenda, etc. on Wednesday. 3. I've E-mailed the Gang of 40, reminding them that next week is a 3-day week and we need Board reports EARLY, Mary Allen 6/28/96 A Item No. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VIRGINIA, ON TUESDAY, MEETING DATE: July 9, 1996 AGENDA ITEM: Request for funding to complete Stage II grading for R. R. Donnelley at Valley TechPark r CO ~- ADMINISTRATOR' S COMMENTS : ,r' ~ J ~,i This item is being brought to you at this time bec se we have an opportunity to save money and complete the County`s re onsibility for incentives to R. R. Donnelley. ' ~ e Phas of R. R. Donnelley..is valued at $63 Million and 1' employees. Donnelley anticipates further expansion in 19~ or ~~ to use the entire site for a total buildout of X100 M_ illion armed-"Y" employee ur o 1 plans were to allocate funds 2 hase II ' ~~~t is less ex ensive to do all of ~ ( rye grading of P P it atone time and we are asking permission to do so. The completed site will ~---be a ana dded incentive for Donnelley to expand. If we proceed now, the total j cost to Roanoke County will be X3,059,629 rather than $ Million. This improves an already acceptable payb ca k. Request approval. _~ ' . c.r , _. / l ~i~ul. ' BACRGROUND: The Department of Economic Development and Industrial Development Authority of Roanoke County (IDA) have been overseeing Stage I site grading activities at Valley TechPark for the R. R. Donnelley project. These activities were specified in the Performance Agreement with R. R. Donnelley executed on February 21, 1996, and $2,500,000 was appropriated for the project. Thomas Brothers, Inc., received a contract to perform the grading and has met the initial May 1, 1996, deadline to complete the building pad for the Phase 1 manufacturing facility. Currently, Thomas Brothers is working to complete the remaining Stage I grading items by August 31, 1996. SL~MARy OF INFORMATION: R. R. Donnelley has started construction of their manufacturing facility. The Performance Agreement authorized Roanoke County to evaluate the costs and timing of completing site grading for R. R. Donnelley's future Stage II project in advance of their notice to proceed. Our preliminary estimate was $2.1 million for Stage II grading. County staff and Thomas Brothers have completed an analysis of Stage I which indicates that the projected costs of the project will be less than originally estimated: Stage I Estimated costs Projected costs Grading Other items Total $ 1,116,254 817,719 $ 1,933,973 $ 788,610 755,419 $1,544,029 This will result in a cost savings for Stage I: Appropriation for R. R. Donnelley $2,500,000 Projected Stage I costs 1.544,029 Cost savings $ 955,971 County staff and Thomas Brothers have estimated that Stage II grading could be accomplished in 1996 at an estimated cost of $1,515,600 versus an estimated cost of $1,864,850 in 1999 when Stage II is projected by R. R. Donnelley. Stage II grading would involve clearing and grubbing, excavation and filling to remove material from the R. R. Donnelley site and placing it elsewhere in Valley TechPark. Staff recommends that the cost savings from Stage I be applied to the Stage II grading project and that the Board of Supervisors allocate and appropriate $559,629 from the General Fund unappropriated balance to the R. R. Donnelley project to complete the grading activities at Valley TechPark in 1996. 1. Appropriate $559,629 from the General Fund unappropriated balance and reallocate and appropriate $955,971 of cost savings from Stage I for the Industrial Development Authority of Roanoke County to complete Stage II grading at Valley TechPark. This alternative completes the County's responsibility for the project. 2. Complete additional grading using only the $955,971 of cost savings from Stage I that would benefit R. R. Donnelley's Stage II project. This alternative will leave a remaining County responsibility for the Phase II grading when Donnelley expands. 3. Do not fund additional Stage II grading at this time. Reallocate the $955,971 of cost savings to another project upon final completion of Stage I activities. Wait until R. R. Donnelley submits a formal request for Stage II before funding additional grading costs. Staff recommends that the Board of Supervisors select Alternative 1 as being the most cost effective and timely alternative to complete the grading at Valley TechPark for R. R. Donnelley. This is a further inducement for the company to expand on site. Respectfully submitted: Approved: Timothy W. Gubala, Director Elmer C. Hodge Department of Economic Development County Administrator ---------------------------------------------------------------- ACTION No Yes Abs Approved ( ) Motion by: Denied ( ) Received ( ) Referred to Eddy Johnson Harrison Minnix Nickens ~ 7,9 `a.,/7 ~~ r ~ 6 DRAFT 2 Item No. ~. ;` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VIRGINIA, ON TUESDAY, MEETING DATE: June 25, 1996 AGENDA ITEM: Request for funding to complete Stage II grading for R. R. Donnelley at Valley TechPark COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND• ~ ia-n c WD u. /c.~ ~ r~ /~9 ~.5 The Department of Economic Developmer Authority of Roanoke County (IDA) have grading activities at Valley TechP project. These activities were s~ Agreement with R. R. Donnelley execut $2,500,000 was appropriated for the p. received a contract to perform the gr~ May 1, 1996, deadline to complete the manufacturing facility. Currently T] complete the remaining Stage I, grading SUMMARY OF INFORMATION: ,~ ya~tt ~ ~1.~, u^ ~ i s `l-o o~ ~-9 items by August 31, 1996. R. R. Donnelley will start construction of their manufacturing facility by July 1, 1996. The Performance Agreement authorized Roanoke County to evaluate the costs and timing of completing site grading for R. R. Donnelley's future Stage II project in advance of their notice to proceed. County staff and Thomas Brothers have completed an analysis of Stage I which indicates that the projected costs of the project will be less than originally estimated: Stage I Grading Other items Total Estimated costs $ 1,116,254 817,719 $ 1,933,973 Projected costs $ 788,610 755,419 $1,544,029 Y This will result in a cost savings for Stage I: Appropriation for R. R. Donnelley $ 2,500,000 Projected Stage I costs 1,544,029 Cost savings 955,971 County staff and Thomas Brothers have estimated that Stage II grading could be accomplished in 1996 at an estimated cost of $1,515,600 versus an estimated cost of $1,864,850 in 1999 when Stage II is projected by R. R. Donnelley. Stage II grading would involve clearing and grubbing, excavation and ~ ~gqling to remove material from the R. R. Donnelley site and plac -i't elsewhere in Valley TechPark. Staff recommends that the cost savings from Stage I be applied to the Stage II grading project and that the Board of Supervisors allocate and appropriate $559,629 from the Capital Reserve Fund to the R. R. Donnelley project to complete the grading activities at Valley TechPark in 1996. ALTERNATIVES AND FISCAL IMPACT: 1. Allocate and appropriate $559,629 from the Capital Reserve Fund and $~ 55, 971 of cost savings from Stage I to complete Stage II grading at Valley TechPark. 2. Complete additional grading using only the $955,971 of cost savings from Stage I that would benefit R. R. Donnelley's Stage II project. 3. Do not fund additional Stage II grading at this time. Reallocate the $955,971 of cost savings to another project. Wait until R. R. Donnelley submits a formal request for Stage II before funding additional grading costs. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors select Alternative 1 as being the most cost effective and timely alternative to complete the grading at Valley TechPark for R. R. Donnelley. This is a further inducement for the company to expand on site. I- r Respectfully submitted: Approved: Timothy W. Gubala, Director Elmer C. Hodge Department of Economic Development County Administrator ---------------------------------------------------------------- ACTION No Yes Abs Approved ( ) Motion by: Eddy Denied ( ) Johnson Received ( ) Harrison Referred Minnix to Nickens ~• ~ ~~~ ~ ~ ~ ~ ~~~ Ite AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VIRGINIA, ON TUESDAY, MEETING DATE: June 25, 1996 AGENDA ITEM: Request for funding to complete Stage II grading for R.R. Donnelley at Valley TechPark ~ 2. 5 COUNTY ADMINISTRATOR ~ S COMMENTS : nr t9 co^~ ~''a~ GDS „ ~~~~,~`~ _ ~ -~ra~'• h ~ s~°r.~ BACKGROUND• The Department of Economic Development and Industrial Development Authority of Roanoke County (IDA) have been overseeing Stage I site grading activities at Valley TechPark for the R.R. Donnelley project. These activities were specified in the Performance Agreement with R. R. Donnelley executed on February 21, 1996 and $2,102,500 was appropriated to the IDA to prepare the site. Thomas Brothers Inc received a contract to perform the grading and has met the initial May 1, 1996 deadline to complete the building pad for the Phase 1 manufacturing facility. Currently Thomas Brothers is working to complete the remaining Stage I, Phase 1 grading items by August 31, 1996. SUMMARY OF INFORMATION: R. R. Donnelley will start construction of the Phase 1 manufacturing facility by July 1, 1996. The Performance Agreement authorized Roanoke County to evaluate the costs and timing of completing site grading for R. R. Donnelley's projected Stage II project in advance of their notice to proceed. County staff and Thomas Brothers have estimated that Stage II grading could be accomplished in 1996 at an estimated cost of $1,515,600 versus an estimated cost of $1,864,850 in 1999. Stage II grading would involve clearing and grubbing, excavation and filling activities on the tracts indicated on the map (attached). 7 •- Staff estimates that the Stage I cost savings for the R. R. Donnelley project will be $955,971. Staff recommends that these cost savings be applied to the Stage II grading project and that the Board of Supervisors allocate and appropriate $559,629 from the Capital Reserve Fund to the R. R. Donnelley project to complete the grading activities at Valley TechPark in 1996. ALTERNATIVES AND FISCAL IMPACT: 1. Allocate and appropriate $559,629 from the Capital Reserve Fund to complete Stage II grading at Valley TechPark. 2. Complete additional grading with the $955,971 of cost savings from Stage I that would benefit R. R. Donnelley's Stage II project. 3. Do not fund additional Stage II grading at this time. Reallocate the $955,971 of cost savings to another project. Wait until R. R. Donnelley submits a formal request for Stage II before funding additional grading costs. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors select Alternative 1 as being the most cost effective and timely alternative to complete the grading at Valley TechPark for R. R. Donnelley. Respectfully submitted: Approved: Timothy W. Gubala, Director Elmer C. Hodge Department of Economic Development County Administrator ACTION Approved Denied Received Referred to Motion by: No Yes Abs Eddy Johnson Harrison Minnix Nickens Attachment ~! I~~~ • 1 ,' 4 ~ ~"1,,. ` ~, r ~~~1~G ~ A ssl°~' ~o Xev,e e ~ oxks AG~~ ~tiy use I~ TpR~ s C A _ ~!~~ Cp~~~~ gyp./ AC`fI ~ ~~g p p,~pl~ I~~ ~ OgS p~ S gA~Ip~ s~p~gv~ A~~i~ Bp P~ p~ Cp~~~ G p~ ~~~ gp Abp ~~`f1 A`f ~ ~ s G~ti~ ~ ~~ti~ d gec~eatilon A~ A~, v1gGI ~ Yarks an Cpl ~~g my 9 ,1996 anoke Coin' y e .,, ftom ~est~~s ~d e been Ynan`J °-°"~. fac~.l~:le ~~a1 v ere ba • lfles • °•N ~~ olicy ~ o~,s t year th eti~c fact ,~ ~elo4 a 4sls on s4~~ne ur>ng ~e 4d~1~°nal a~ ~e need 1~ ~ e~4C aed to c° atil°ns a p~~~•. ~ for we have sefa ~~~es, e t1y ~ s~~ pods p~gd ds ~ia~ B PC~{GR . ~y~re ~ec~eatio~' Co~se~`' dual f ° t o f use stagy' coYnYn`'"' adal~on, 1 4`~blic trn~'~'ex • Cy use blis~en 'needed tre use• ° d and c°ns ed~ a Cod' ~'~ the efa ~lt~es ~°cess really o~erns org~e e at~cb the rnan ~ new die 4• s mat g• es ~ ~ an tod`~ce <slncluded e ~e need f ° al focuses~l~ es, prl°~~tle fare ~°~ts ~4 ~s ls'to deter of ~s ~~ tes~onSlb ~d C°~ w'11 be p A loge pa g, opetat'~ ' A~10N • d Sanction pF I~FpRM,~men~ an Ag`~ dev S~ ~etlc 4~ogra~' of a of use, and seasons of play. These factors are important as they directly impact the number of facilities needed. However, in order to accurately determine whether adequate facilities are available and to plan for future needs, the County must establish a basic level of service policy. For example, in youth athletics it means establishing how many practices (including duration) and games eac~i program should have; how many children should be on each team; and what level of. upport, both maintenance and operational, the County can afford to provide. Staff~av~ established, as part of the Community Use Manual, general participation and service standards. They begin on page 11, Section IX e of the attached manual. ~ ~~~.~~d,. ~staf~~ lave-.also..presented. the documen~and standards~,to Recreation club presidents for their input. Overall, they were received very positively with little or no significant changes. Hopefully this document addresses the issues and questions regarding the use of, and the need for more, public recreation facilities. I look forward to your comments and input. Respectfully submitted, Pete Haislip Director Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Approved by, Elmer C. Hodge County Administrator ---------------------------- ACTION VOTE No Yes Abs Eddy _ Harrison _ Johnson _ Minnix _ Nickens ., a;! i ;;, ~, ._ , ~ . ___...___._....M__ .~.._._..Q~aC.. Ms~~llen, ~c •. ~ G- June 27, 1996 ^r ~ ~~~ m~ I am excited about the opportunity for the Northside golf team to be recognized by the Board of Supervisors. I am in the process of contacting the team members and I hope many of them will be at the meeting. As you requested, I have put together some statistics about the team and a team roster. TEAM ACCOMPLISHMENTS Undefeated i.. 18-hie matches Roanoke Co. Quad Champions Big Orange Champions Metro Champions Blue Ridge District Regular Season Champions Blue Ridge District Tournament Champions Region III Champions AA State Champions ROSTER and INDIVIDUAL ACCOMPLISHMENTS 1. Mark Futrell ,senior 2. Scott Henson, sophomore 3. Jacob Jarrett, junior 6th AA state tournament, 2nd Region III tournament 1 ~ team Roanoke Valley Golf Hall of Fame all Metro team 1 ~ team all Timesland 4. Josh Mattox, junior 5. John Milko, senior 6. Doug Norris, senior 7. Jason Orlando, junior 10th AA state tournament, 5th Region III tournament 2nd team Roanoke Valley Golf Hall of Fame all Metro team 8. Anthony Romano, senior 2nd Blue Ridge District Tournament 9. Johnny Sink, sophomore 10. Jayme Swattord, sophomore 11. Justin Young, senior Blue Ridge District Regular Season Champion 2nd AA State Tournament 1 ~ team Roanoke Valley Golf Hall of Fame all Metro team Roanoke Valley Golf Hall of Fame Player of the Year 1 ~ team all Timesland Timesland Player of the Year As coach of this team I have received the Roanoke Valley Golf Hail of Fame ~ ` .. `: Coach of the Year award and the all Timesland Coach of the Year award for golf. It has been an exciting year for us and this recognition will just top it off. If you have any questions or need some more information please call me at 563-4148. Thank you. Sincerely, /. Jim Wolfe Coach Northside Golf .. Brenda: Left messages for Northside Golf Team coach Jim Wolf and Glenvar principal Al McClearn. If they call: Want to recognize the team on June 25 at 3 p.m. Need to know: info for reso -how many games they won, who they played in state championship and score, when and where was state championship, and names of players, coaches, etc. Ask if they will be present to accept reso, and if they can bring their players. ~-~ real - ~ ~ ~ ~ - /~ ~' 3d - ,!-,~.,ess Mary << ae~c 9:50-6/18 ~/tq _~~N - '~ ~ ~~nnis ~~~ Y~-~" COQ c../~ ~4 r~- Lc~~r~c 7 7 `~- 3 9' !~ d ~_i9, ~ s ~v i -~c. Gam- //~,d _ J"~rr~ 1/1/'0 / -~ `~' ~ r -7 to-.?/ ~~~;~o ~) 3 : ov ,d n~ . ~~-c-~ ih~d .. , JUNE 18, 1996 9:17 A.M. MA Ruth Wade called to say that Northside Golf Team and Glenvar Tennis Teams are only teams that they know who won state championships. S~ m As for contact, she suggested calling the schools and asking for athletic directors, ~,e'o I ~ NS principal Alan Journa11561-8155 ~*to 1'~ ~~ , Glenvar principal Al McClearn 387-6536 - TQ ~- t, f t t~g' Brenda Art L~ w re,,-,~ C ~~m _ 'Syr I~o w s ~ '~7`~'- ~ 9~0 ITEMS TO BE CONSIDERED FOR NEXT MEETING -JULY 9, 1996 4. Request to name County facilities. (Pete Haislip, Director of Recreation) a. Vinyard Park II Fields b. Soccer Complex I1~1 /~ Roanoke Valley Youth Soccer Club, Inc. P.O. Box 21848 • Roanoke, VA 24018 • Phone: (540) 772-3871 • Fax: (540) 776-5116 June 18, 1996 Mr. Elmer Hodge Administrator County of Roanoke 5204 Bernard Drive, SW Roanoke, VA 24018 VIA FAX: 772-2193 Dear Mr. Hodge: I am writing you regarding my conversations with Mr. Pete Haislip that Mr. Darnell Vinyard would like a Vinyard Park sign placed on the east side of Berkley Road at the Berglund Soccer Complex. We believe this is an excellent idea, as it would further add to our $350,000 investment in Vinyard Park by denoting the original benefactor, Mr. Vinyard. We propose placing a sign at the complex entrance identical to the sign at the western entrance. This proposed sign would be located to the right of, and between the current Berglund Complex sign and Berkley Road. We would move the Berglund sign back away from Berkley Road. This would keep the name of the park in a place of prominence and allow for the recognition of Berglund as a significant contributor to the retirement of debt incurred during the installation of the complex. Mr. Haislip informed me that if we wanted to name the soccer fields we would need to petition the Board of Supervisors. At this time, we are requesting permission to name our soccer fields located at Vinyard Park the Berglund Soccer Complex, just as the Gator Swim Center is located at Fishburn Park in the City of Roanoke. We request that the County provide another Vinyard Park sign to be erected as outlined above. We further suggest that the County and City administrations investigate the possibility of naming the road into the Berglund Soccer Complex, Darnell Vinyard Lane, to further attest to this gracious man's generosity. Valley. Thank you for your continued support of our efforts to enhance soccer in the Sincerely yours, ~~ Danny L. Beamer, Executive Director DLB/rbl c: Mr. Pete Haislip June 25, 1996 MA At staff meeting yesterday, work sessions: 1. Pete Haislip mentioned that he would like a work session early Fall, about Community Policy for Use of Public Facilities. Parks & Rec with community help have written up a manual and he is going to send ECH a copy for his review. i0-z.~ 2. Terry Harrington asked for request on 7/9 for work session on 7/23 on Status of Comprehensive Plan. Brenda