The URL can be used to link to this page

Home My WebLink About10/28/1997 - RegularF ~ ~ O~ POANO~~G a ~,, 9 2 + ";-~~' ''- ~ ~ Z °° -~ s ROANOKE COUNTY BOARD OF SUPERVISORS f83a ROANOKE CITY COUNCIL JOINT MEETING Roanoke County Administration Center 4th Floor Conference Room 5204 Bernard Drive Tuesday, October 28, 1997 -12:00 P.M. AGENDA A. WELCOME Bob L Johnson, Chairman Roanoke County Board of Supervisors B. INVOCATION AND LUNCH C. ROLL CALL 1. Roanoke County Board of Supervisors 2. Roanoke City Council D. OPENING REMARKS 1. Chairman Johnson 2. Vice Mayor Wyatt E. REQUESTS TO ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS: F. ITEMS FOR ACTION 1. Approval of Joint Dental Insurance Plan (Diane Hyatt, Roanoke 1 K County Finance Director and Kenneth Cronin, Roanoke City Manager of Personnel Management) G. ITEMS FOR DISCUSSION (ITEMS 2, 3, 4 and 5 CONTINUED FROM JULY 7 MEETING) 1. Update on air service at the Roanoke Regional Airport. (Jacqueline Shuck, Executive Director) 2. Update on Storm water Management Project on Peters Creek Road. (George Simpson, Roanoke County and Greg Reed, Roanoke City ) 3. Consideration of a Regional Teen Center similar to the Brambleton Teen Center. (Elmer Hodge, Roanoke County Administrator) 4. Update on Joint Water and Sewer Lines. (Kit Kiser, Roanoke City Director of Utilities and Operations) 5. Report on Low Band Tourist Radio System. (Elmer Hodge, Roanoke County Administrator) 6. Report from Fifth Planning District Commission on the Virginia Regional Industrial Facilities Act of 1997. (Lee B. Eddy, representing the Fifth Planning District Commission) H. COMMENTS 1. Members of Roanoke City Council 2. Members of the Roanoke County Board of Supervisors I. ADJOURNMENT 1. Board of Supervisors 2. City Council 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 28, 1997 RESOLUTION 0 897- AUTHORIZING THE EXECUTION OF A THREE YEAR CONTRACT FOR DENTAL INSURANCE FOR ROANOKE COUNTY EMPLOYEES AS PART OF THE ROANOKE VALLEY CONSORTIUM WHEREAS, the County of Roanoke has participated with the other local governments in the Roanoke Valley in exploring the possibilities of purchasing joint health and dental insurance for local government employees; and, WHEREAS, after compliance with the provisions of the Virginia Public Procurement Act, Delta Dental Plan of Virginia has been selected as vendor to provide regional dental insurance benefits for the employees of the participating local governments; and, WHEREAS, initial plan participants shall include the County of Roanoke, County of Roanoke Schools, City of Roanoke, Roanoke Regional Airport and the Roanoke Valley Resource Authority (the Roanoke Valley Consortium). BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to execute, on behalf of the County of Roanoke, a contract for dental insurance with Delta Dental Plan of Virginia for a three year period beginning January 1, 1998 and ending December 31, 2000, all upon from approved by the County Attorney. Roanoke County will participate in this contract as a member of the Roanoke Valley Consortium of local governments. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Eddy, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: .~• Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Diane D. Hyatt, Director, Finance Joseph Sgroi, Director, Human Resources Dr. Deanna Gordon, School Superintendent W. Robert Herbert, Roanoke City Manager Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport John R. Hubbard, CEO, Roanoke Valley Resource Authority 2 O~ ROANOk~4 ti>!" ,~ ~ z Ov- ' a ROANOKE COUNTY BOARD OF SUPERVISORS 1838 ROANOKE CITY COUNCIL JOINT MEETING Roanoke County Administration Center 4th Floor Conference Room 5204 Bernard Drive Tuesday, October 28, 1997 -12:00 P.M. ACTION AGENDA A. WELCOME: Bob L Johnson, Chairman Roanoke County Board of Supervisors B. INVOCATION AND LUNCH INVOCATION BY JOHN CHAMBLISS C. ROLL CALL: 1. Roanoke County Board of Supervisors ALL PRESENT AT 12:25 P.M. 2. Roanoke City Council MAYOR BOWERS AND COUNCILMAN SWAIN ABSENT D. OPENING REMARKS 1. Chairman Johnson INTRODUCED SUPERVISOR-ELECT JOE MCNAMARA. EXPRESSED CONCERN AT POSSIBILITY OF ELIMINATION OF PERSONAL PROPERTY TAX AND ADVISED COUNTY WOULD LOSE S12 MILLION. 1 2. Vice Mayor Wyatt THANKED BOS FOR THEIR HOSPITALITY AND ADVISED ROANOKE CITY WOULD LOSE X20 MILLION OF PERSONAL PROPERTY TAX ELIMINATED. E. REQUESTS TO ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS: N NE F. ITEMS FOR ACTION 1. Approval of Joint Dental Insurance Plan (Diane Hyatt, Roanoke County Finance Director and Kenneth Cronin, Roanoke City Manager of Personnel Management) R-1028927-1 FM MOTION TO APPROVE JOINT DENTAL INSURANCE PLAN URC COUNCILM AN HAR RIS M OTION TO APPROVE ~ROANOKE CITYI SECONDED BY CO UNCILM AN WHITE URC WITH BOWER S AND SWAIN ABSENT G. ITEMS FOR DISCUSSION (ITEMS 2, 3, 4 and 5 CONTINUED FROM JULY 7 MEETING) 1. Update on air service at the Roanoke Regional Airport. (Jacqueline Shuck, Executive Director) MS. SHUCK REPORTED ON THEIR COMPETITIVE AIR SERVICE DEVELOPMENT PROGRAM. SHE PRESENTED AN COMPETITIVE FARE ANALYSIS WITH GREENSBORO, RICHMOND, AND TRI-CITY AREA. 2. Update on Storm water Management Project on Peters Creek 2 Road. (George Simpson, Roanoke County and Greg Reed, Roanoke City ) UPDATE BY GEORGE SIMPSON AND GREG REED. TOTAL PROJECT ESTIMATED AT S61 MILLION. COUNCILMAN PARROTT SUGGESTED USING DRY BASINS AS SKATEBOARD AREAS WHEN NOT USED AS DETENTION PONDS. 3. Consideration of a Regional Teen Center similar to the Brambleton Teen Center. (Elmer Hodge, Roanoke County Administrator) CONSENSUS FROM BOTH BODIES THAT CITY AND COUNTY PARKS AND RECREATION TO DO NEEDS ASSESSMENT AND REPORT BACK AT THE NEXT JOINT MEETING. 4. Update on Joint Water and Sewer Lines. (Kit Kiser, Roanoke City Director of Utilities and Operations) UPDATED BY KIT KISER. 5. Report on Low Band Tourist Radio System. (Elmer Hodge, Roanoke County Administrator) CONSENSUS OF BOTH BODIES THAT REPORT BE BROUGHT BACK WITH SPECIFIC COSTS OF SYSTEM ON BLUE RIDGE PARKWAY AND EXACTLY WHAT COULD BE ADVERTISED ON THE SYSTEM. 6. Report from Fifth Planning District Commission on the Virginia Regional Industrial Facilities Act of 1997. (Lee B. Eddy, representing the Fifth Planning District Commission) ACT WOULD ALLOW LOCALITIES TO ENTER INTO AGREEMENT FOR REVENUE SHARING OF ECONOMIC DEVELOPMENT PROJECTS. ASKED FOR SUPPORT FOR A SPECIAL INFORMATIONAL HEARING. 3 CONSENSUS FOR 5TH PDC TO SCHEDULE MEETING. H. COMMENTS 1. Members of Roanoke City Council VICE MAYOR WATT: ADVISED SHE FELT THESE MEETING WERE BENEFICIAL AND SHOWED THE COOPERATIVE SPIRIT IN THE ROANOKE VALLEY. 2. Members of the Roanoke County Board of Supervisors CHAIRMAN JOHNSON• ADVISED THAT IF THE LOWE'S RT. 221 REZONING IS SUCCESSFUL, THE COUNTY WILL DONATE $1 MILLION FROM THE SALE OF PINKARD COURT SCHOOL TO TAP FOR AFFORDABLE HOSING WHICH WILL CREATE A POOL OF ~3 MILLION. LBE THANKED ROANOKE CITY COUNCIL FOR APPROVING THE I-581 BIKEWAY PLAN. I. ADJOURNMENT 1. Board of Supervisors BLJ DECLARED A RECESS UNTIL 3.00 P M AT 1.25 P M 2. City Council VICE MAYOR WYATT ADJOURNED AT 1:26 P M 4 .. ACTION NO. ITEM NUMBER /c°~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Approval of Dental Insurance Contract with the Roanoke Valley Consortium COUNTY ADMINISTRATOR'S COMMENTS ~° ~,,ir ca- ^ '~~~ SUMMARY OF INFORMATION For the past eighteen months the County of Roanoke has been working with a regional team to explore the possibility of purchasing joint health and dental insurance for our employees. This team was composed of the County of Roanoke, County of Roanoke Schools, City of Roanoke, City of Roanoke Schools, City of Salem, Roanoke Regional Airport Commission and the Roanoke Housing Authority. While cost savings for health care could not justify consortium purchasing at this time, dental benefits clearly offer an opportunity to initiate regional cooperation. Delta Dental Plan of Virginia has been selected as the vendor to provide regional dental benefits. The initial plan participants will include the County of Roanoke, County of Roanoke Schools, City of Roanoke, Roanoke Regional Airport and the Roanoke Valley Resource Authority. Roanoke City Schools are unable to participate in this program at this time due to the timing of their dental contract renewal. As is the case with health insurance we expect both Roanoke City Schools and possibly the City of Salem to consider the benefits of joint dental insurance when the consortium seeks proposals at the end of this contract. The new joint dental insurance plan with Delta Dental will offer the County of Roanoke and County of Roanoke Schools minimal cost savings. The premium cost for the current employees and the retirees will remain the same however, there are several additional advantages to pursuing the joint dental insurance program. 1. The annual maximum payout for individuals is increased from $1,000 to $1,500. 2. The group effort with Roanoke City will help to encourage dentist participation in the program. 3. This new rate will be good through December 31, 1998 (which is an additional six months extension of our current contract). 4. The maximum annual rate increase for 1999 and 2000 is 7%. 5. The periodontal cap has been removed from the program. M:\FINANCE\COMMON\BOARD\10-28-97.A October 21, 1997 ~~ The staff of the County of Roanoke, County of Roanoke Schools, City of Roanoke and Roanoke Regional Airport are excited to have this opportunity to begin working together on the Roanoke Valley Consortium. The City will be adopting their own resolution at the joint meeting. They will be increasing the coverage for their employees from the basic coverage to the level that the County employees already enjoy, which includes coverage for caps and crowns. STAFF F O NDATION• Staff recommends for the County of Roanoke and the County of Roanoke Schools to participate as part of the Roanoke Valley Consortium in a contract for dental insurance with Delta Dental Plan of Virginia for the three year period beginning January 1, 1998 and ending December 31, 2000. SUBMITTED BY: x.J GGx.~72P.J ~~ Z~ Diane D. Hyatt Director of Finance APPROVED: .C~ C rn~~. Elmer C. Hodge County Administrator Approved O ~intinn by No Yes Abs Denied O Eddy Received () Harrison Referred () Johnson To () Minnix Nickens M:\FINANCE\COMMON\BOARD\10-28-97.A October 21, 1997 -/ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 28, 1997 RESOLUTION AUTHORIZING THE EXECUTION OF A THREE YEAR CONTRACT FOR DENTAL INSURANCE FOR ROANOKE COUNTY EMPLOYEES AS PART OF THE ROANOKE VALLEY CONSORTIUM WHEREAS, the County of Roanoke has participated with the other local governments in the Roanoke Valley in exploring the possibilities of purchasing joint health and dental insurance for local government employees; and, WHEREAS, after compliance with the provisions of the Virginia Public Procurement Act, Delta Dental Plan of Virginia has been selected as vendor to provide regional dental insurance benefits for the employees of the participating local governments; and, WHEREAS, initial plan participants shall include the County of Roanoke, County of Roanoke Schools, City of Roanoke, Roanoke Regional Airport and the Roanoke Valley Resource Authority (the Roanoke Valley Consortium). BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to execute, on behalf of the County of Roanoke, a contract for dental insurance with Delta Dental Plan of Virginia for a three year period beginning January 1, 1998 and ending December 31, 2000, all upon from approved by the County Attorney. Roanoke County will participate in this contract as a member of the Roanoke Valley Consortium of local governments. G:\ATTORNEY\PMM\DELTADEN.RES 1 OCT-24-199 14 18 CITY CLERK'S OFFICE 54~ 831145 P.02 ~` Honorable David A. Bowers, Mayor and Members of City Council Roanoke, Virginia Dear Mayor and Members of Council: October 28, 1997 97-42 SUBJECT: DENTAL INSURANCE CONTRACT WITH THE ROANOKE VALLEY CONSORTIUM I, BACKGROUND ON THE SUBJECT IN CHRONOLOGICAL ORDER IS AS FOLLOWS: A. The aresent one year dental insurance contract with Delta Dental Plan of yjLginia expire on December 31, 1997. B. C~ currently contributes $9.4B per month towards the "employee only" rate far dental insurance. C. The City of Roanoke has joined with other government entities in the Roanoke Valley to consider joint purchasing of dental insurance. Competitive sealed bidding was not practicable because of the large number of different options and plans available. D. a ificato~ were developed in consultation with the consultingg firm of Slabaugh Morgan White to obtain competitive proposals for the Raanake Valley Consortium group den#al insurance plan. Proposals were issued on March 24, 1997. E. 1~compan~ were mailed request for proposals. A listing of those companies is provided. (Attachment A) F. Fiver for dental insurance were received. II. CURRENT SITUATION IS AS FOLLOWS: A. ~gional roc o ep ration in the form of joint purchasing of dental insurance provides the City of Roanoke with an opportunity to improve the level of dental coverage for employees at a reasonable rate and receive a multi year contract. Roanoke County Govemment, Roanoke County Schools and the Roanoke Valley Resource Authority currently have the coverage recommended in Alternative A, below. 8. The Employed Benefits Awareness Committee was briefed by the Consultant twice to discuss regional dental and health care benefits. C. Slabaugh Morgan Whi~,~ ranked Delta pental Plan of Virginia as the company most responsive to the Consortium's request for proposal. Members representing each government entity agreed with this ranking. OCT-24-1997 14 11 CIT`f CLERK'S OFFICE 540 8531149 P,~3 / '~ ` Honorable Mayor and City Council Page 2 III. ISSUE$1N ORDER OF IMPORTANCE ARE AS FOLLOWS: A. o era B. Qualift tions of company. C. St• D. F~~. IV. ALTERNATIVES 1N ORDER OF FEASIBILITY ARE AS FOLLOWS: A. Council aR~Qy~ the contract far dental care insurance with Delta Dental Plan of Virginia for a period of three years beginning on January 1, 1998 and ending December 31, 2000. 1. Coveracte provides for an improved level of benefits which includes additional services for bridges, partial dentures, complete dentures and crowns. The payment level is 50%. The coverage also raises the per patient per year maximum allowance from $1,000 to $1,5Q0. (Attachment B) ~ 2. Qualifications of Delta Dental Plan of Virginia: I a. Local marketing representatives will service the account. ~~, b. Par#icipating_ns~eto~k of dentists has 71 % participation in the Roanoke VaNey. c. hoi of type of coverage is optional and separate from health insurance. d. Working relationships with the City and other members of the Consortium are established. 3. Cow is: a. Current rates are as follows: Total lVlontfily Rate Employee 11.04 Employee/Dependent 18.90 Family 3.24 City Pays 9.46 9.46 9.46 OCT-24-1997 14 12 CITY CLERK'S OFFICE 540 8531145 P.~4 / ~ ` Honorable Mayor and City Council Page 3 b. MonthlX ra#es with the increased coverage would be: Total City Pays Monthly Rate Employee 16.02 14.42 Employee/Dependent 26.10 14.42 Family 45.1 fi 14.42 c. Employee cost after City contribution would be as follows: Additional Current Proposed Monthly Monthly Monthly Cost Employee 1.58 1.60 .02 Employee/Dep 9.44 11.68 2.24 Family 22.78 30.74 7.96 d. increases $57,383 for the remainder of FY98 and inc~raising the City contribution from 86% to 90% of the employee rate. e. xi in r se far the City and the employee would not exceed 7°1o annually for 1999 and 2000. 4. Fu~ for the recommended rates above is available in the 1997- 98 operating budget from Risk Management Fund reserve funds for the term of the contract. B. Counci r v a contract for dental care insurance with Delta Dental Plana Virginia for a period of three years beginning on January 1, 1998 and ending December 31, 2000. 1. Coverage provides for the same benefits available under the current contract with Delta Dental Plan of Virginia. (Attachment C) 2. Qualifications of Delta Dental Plan of Virginia: a. dal marketing representatives will service the account. b. P n rk of dentists has 71 % participation in the Roanoke Valley. c. Choice of type of coverage is optional and separate from health insurance. d. Working relationships with the City and other members of the Consortium are established. OCT-24-1997 14~1~ CITY CLEP,K'S OFFICE 540 E531145 P.05 Honorable Mayor and City Council Page 4 3. Cost is: a. ~y~rr~n~r~#~~ with Delta Dental Plan of Virginia are: Total City Pays Monthly Rate Employee 11.04 9.46 Employee/Dependent 18.90 9.46 Family 32.24 9.46 b. Monthly rates with the same level of b enefits available under the current contract would be: Total City Monthly Pays Rate Employee 10.76 9.fi9 Employee/Dependent 17.52 9.69 Family 30.27 9.68 c. Empjgyee cost after Ci#y contribution would be as follows: Additional Current Proposed Monthly Monthry Monthly cost Employee ~ 1.58 1.07 -.51 Employee/Dep 9.94 7.83 -2.11 Family 22.78 2D.58 -2,20 d. C~ cost increases $2,661 for the remainder of FY98 and includes raising the city contribution from 86% to 90% of the employee rate. 4. in for the recommended rates above is available in the 1997- 98 opewating budget from Risk Management Fund reserve funds far the term of the contract- V. RECOMMENDATION: A. C!~Y Council concur in Alternative "A" and aon~, rove the award of the contract for dental insurance to Delta Dental Plan of Virginia for the period of three years beginning January 1, 1998 and ending December 31, 2000. This is for the coverage and rates described under Altemative A of this report, and under the terms and conditions contained in the City's present OCT-24-1597 14 13 CITY CLERK'S OFFICE 54~ 8531145 P.~6 ~"' / Honorable Mayor and City Council Page 5 contract with such firm, except as otherwise noted in said report, and authorize the City Manager to execute the same in form as approved by the City Attorney and with the understanding that Delta Dental Plan of Virginia provide the City Manager with said contract, for execution no later than December 15, 1997. Respectfully submitted, l~ W. Robert Herbert City Manager WRH:jI OCT-24-1997 14 13 CITY CLERK'S OFFICE 540 8531145 P.07 ATTACHMENT A DENTAL CARRIERS ~~ Aetna Health Plans Ameritas Life insurance Co. Carillon Health Plans CIGNA Health Care Delta Dental Plan of VA Guarantee Mutual Hartman Group (Agency) John Deere Health Care Life of Virginia MDIPA MetLife Partners National Health QualChoice of Virginia Health Shenandoah Life Insurance Southern Health The Guardian The Prudential Trigon i3lueCrass BlueShield United Healthcare OCT-24-19J7 1414 CIT'r CLERIC°S OFFICE DIACyNOSTiC 8~ PREVENTIVE SERVICES (900% UCR) 540 8531145 P. 08 ATTACHME T B ~- - Oral examination and prophylaxis (cleaning) twice in a 12 consecutive month period. Topical fluoride applications far those under 19 years of age, but not mare than once in any 12 month period. - Bitewing x-rays once every 1 Z month period; full-mouth or paneiipse x-rays once every three y - Space maintainers. BASIC SERVICES (80% UCR) - Routine Restorative Services -Amalgam (silver) fillings; composite {white) fillings (limited to the upper and lower front teeth); stainless steel crowns (for baby teeth only). Oral surgery -Extractions of teeth and other oral surgery. - Endadontics - Raot canal therapy. - Periodontics (the disease of bone and tissue supporting the tee#h) -Surgical and non-surgical periodontal treatment. - Denture Repair ~ Recementatian -Provides for repair of existing dentures; recementatian of crowns, inlays and bridges. - Sealants -Provided for non-carious, non-restored permanent molar teeth far children under th~ of 14. Coverage limited to one application per tooth in a 3-year period. Third molars are excl~ MAJOR SERVICES (50% UCR) - Prosthetic Coverage (removable and fixed) -Provides bridges, partial dentures and complete dentures. Allowable once each five-year period. - Gold/Crown Coverage -Provides for gold restorations (inlays, onlays and crowns) when teeth cannot be restored with another filling material. Allowable once each five-year period. DEDUCTIBLE (Applies to Basic and Major Services Only) - $25 per patient per calendar year, $75 maximum per family unit. MAXIMUM - $150 per patient per calendar year. OCT-24-1997 14 14 CITY CLERK'S OFFICE 540 3531145 P.09 ATTACHMENT C DELTA DENTAL PLAN OF VIRGINIA GROUP DENTAL PROGRAM DIAGNOSTIC ANa PREVENTIVE CARE (1 QO°~6 UCR) - Oral examination and prophylaxis (cleaning} once every ~ months. - Bitewing xWrays ante every 12 monti~ period; full-mouth or panelipse x- rays once every three ars. - Topical fluoride applications for those under 19 years of age, but not mare than once in any 1; month period. - Space maintainers. BASIC CARE (80120% UCRj - Sealants -provided for non-carious, non-restored permanent molar teeth for children under Coverage limited to one application per tooth in a 3 year period. - Routine restorative services -amalgam {silver} fillings; composite (white) fillings; stainless crowns {for baby teeth only), 14. - Oral surgery -extractions of teeth and other oral surgery. (Surgical removal of impacted wisd~m teeth must be filed with medical carrier first; Delta Dental Plan of Virginia as secondary) - Endodontics -root cans! therapy. Periodontics {the disease of bane and tissue suppor#ing the teeth), surgical and non-surg periodontal treatment. - Emergency treatment for relief of pain. DENTURE REPAIR AND RECEMENTATION OF CROWNS AND BRIDGES {80120°~ UCR) -Provides for repair of existing dentures; recementation of crowns, inlays, and bridges. MAXIMUM BENEFIT: $1000 per patient per contract year. DEDUCTIBLE: $25 deductible per patient per contract year; $75 per family. unit. (Does not Diagnostic and Preventive Services) NON-COVERED SERVICES: Crowns, Bridges, Full and Partial Dentures, Orthodontics. to TOTAL P.09 ITEM NUMBER `~°_-~ AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Consideration of a Regional Teen Center in Downtown Roanoke BACKGROUND: At the July 7 meeting, this issue was continued to the next joint meeting. At that time, Supervisor Harry Nickens advised that many young people he had talked with had suggested locating a Teen Center in the market similar to Roanoke County's Teen Center on Brambleton Avenue. SUMMARY OF INFORMATION: Roanoke County's Teen Center opened in September 1994. Approximately $15,000 was spent for equipment and minor renovations. The current membership is 300 members. In 1995-96, 5,069 attended events, and in 1996-97, 4,311 attended events. These figures do not include attendance at periodic special events such as the Battle of the Bands. The current annual budget for the facility is $87,000 which covers staff of four people and minor expenses. This cost is offset somewhat by annual membership dues of $12.00, $4,000 received from special events, 50% of the gross revenues from arcade games and 16% of the vending machine sales. It is estimated that if a Teen Center were located in the market area of Downtown Roanoke, costs would be similar for renovations and other operational expenses. However, rent and utilities would be an additional factor to consider. Another factor would be additional staff, depending on the hours of operation. The Brambleton Teen Center caters primarily to middle school teens, while a Teen Center in downtown Roanoke might appeal to older teens. STAFF RECOMMENDATION If the Board of Supervisors and City Council are interested in a regional project of this nature funded by both localities, it is recommended that a needs assessment be conducted by the Roanoke City and Roanoke County Parks and Recreation Departments. The needs assessment would ascertain whether there is sufficient interest from young people in the Roanoke area to move forward, and if there is, where the best location would be to locate another Teen Center. G' - 3 Respectfully Submitted by: ,.~~ L. y~~ Elmer C. H dge County Administrator ACTION NO. ITEM NUMBER ~ " --S AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Report on Low Band Tourist Radio System BACKGROUND At the July 7 joint meeting, the Board of Supervisors and City Council requested that a written report be brought back to the next joint meeting on the installation of a low band tourist radio system. Previous discussions on this issue centered around installation on Interstate 81, but at the July 23 meeting, the possibility of installation on the Blue Ridge Parkway was discussed. SUMMARY OF INFORMATION: There is no federal funding available for installation of a low band radio system, but the state would participate if the radio system were installed on Interstate 81. If the system were installed on the Blue Ridge Parkway, the participating local governments would have to fund the entire project. VDOT estimated the cost of installation at between $50,000 and $90,000, and annual maintenance costs are estimated to be approximately $10,000. The Blue Ridge Parkway philosophically supports the installation of a radio system on the Blue Ridge Parkway. However, the National Park Service has regulations which limit the use of the system to public information and no commercial advertising. If there is general consensus from both the Board of Supervisors and City Council that this is a worthwhile project, the staffs can proceed with a proposal. Officials at the Blue Ridge Parkway has recommended that the proposal include the following: 1. From where to where on the Blue Ridge Parkway the low band radio would cover. 2. How many antennae sites are expected and where they would be located. 3. Where signs would be needed and how many. ~ -S 4. What agency or government would administer the system. 5. What types of information would be broadcast on the system. STAFF RECOMMENDATION If Roanoke City Council and the Roanoke County Board of Supervisors are in agreement that this project should be pursued, the staffs will develop a proposal to be brought back for approval to the next joint meeting. Respectfully Submitted by: C -~~ ~ -T Elmer C. Hodge County Administrator ~ 'S 4. What agency or government would administer the system. 5. What types of information would be broadcast on the system. STAFF RECOMMENDATION If Roanoke City Council and the Roanoke County Board of Supervisors are in agreement that this project should be pursued, the staffs will develop a proposal to be brought back for approval to the next joint meeting. Respectfully Submitted by: ~~' r ,~"~ Elmer C. Hodge County Administrator O~ ROANp,~~ ti~ ~ z c~ o a? rasa MARY H. ALLEN, CMC CLERK TO THE BOARD P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 Dr. Deanna Gordon School Superintendent Roanoke County 5937 Cove Road, NW Roanoke, VA 24019 W. Robert Herbert Roanoke City Manager 215 Church Avenue, SW Roanoke, VA 24011 (703) 772-2005 FAX (703) 772-2193 October 30, 1997 Jacqueline L. Shuck Executive Director Roanoke Regional Airport 5202 Aviation Drive, NW Roanoke, VA 24012-1148 BRENDA J. HOLTON DEPUTY CLERK John R. Hubbard, CEO Roanoke Valley Resource Authority 1020 Hollins Road, NE Roanoke, VA 24012 Dear Members of the Roanoke Valley Consortium: Attached is a copy of Resolution 102897-1 authorizing the execution of a three year contract for dental insurance for Roanoke County employees as part of the Roanoke Valley Consortium. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, October 28, 1997. Sincerely, MHA/bjh Attachment Mary H. Allen, CMC Clerk to the Board of Supervisors cc: Diane D. Hyatt, Director, Finance Joseph Sgroi, Director, Human Resources ® Recyded Paper tea.. k ~-o ~~ bbi~ ~~`~ ~5 c ~,~ ~ . `~ h a..~ ITEM NUMBER AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Consideration of a Regional Teen Center in Downtown Roanoke BACKGROUND: At the July 7 meeting, this issue was continued to the next joint meeting. At that time, Supervisor Harry Nickens advised that many young people he had talked with had suggested locating a Teen Center in the market similar to Roanoke County's Teen Center on Brambleton Avenue. SUMMARY OF INFORMATI " minor '~ >Spa2~ Roanoke County's Teen enter opened in September 1994. Approximately $ was spent for equipment and renovations. The current membership is 300 members. In 1995- Q ~ x£,069 attended events, and in 1996-97, 4,311 attended events. These figures do not include attendance at periodic special events such as the Battle of the Bands. Th current annual budget for the facility is $87,000 which covers staff, rn t h-o ~. expenses. This cost is offset somewhat by annual membership dues of $12.00, $4,000 received from special events and 50% of the gross revenues from vending r~r ~c~i ne"zs and ~. games. L qr~~ S It is estimated t t if a Teen Center were located in the market area of Downtown Roanoke, costs ould be similar for renovations, utilities, and other operational expenses. However, rent would be an additional factor to consider. Another factor would be additional staff, depending on the hours of operation. The Brambleton Teen Center caters primarily to middle school teens, while a Teen Center in downtown Roanoke might appeal to older teens. STAFF RECOMMENDATION If the Board of Supervisors and City Council are interested in a regional project of this nature funded by both localities, it is recommended that a Task Force be established made up of employees of the Roanoke City and Roanoke County Parks and Recreation Departments. The Task Force would develop a proposal to be brought back to both governing bodies at the next joint meeting. 'T- .~ .. • L C~ ~ G~ • ~) ;' ~ , ~ ` /-~ n ,c--C. c_ "~-r-~ /1.a....,. ITEM NUMBER AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Consideration of a Regional Teen Center in Downtown Roanoke BACKGROUND: At the July 7 meeting, this issue was continued to the next joint meeting. At that time, Supervisor Harry Nickens advised that many young people he had talked with had suggested locating a Teen Center in the market similar to Roanoke County's Teen Center on Brambleton Avenue. SUMMARY OF INFORMATION: Roanoke County's Teen Center opened in September 1994. Approxim tely $10, 00 was s quipment and renovations. The current membership is 300 embers. In 1995- 5, attended events, and in 1996-97, 4,311 attended events. T ese figures do not inc de attendance at periodic special events such as the Battle o the Bands. The current annual budget for the facility is $87,000 which covers sta ,utilities and other expenses. This cost is offset somewhat by annual membership dues of $12.00, $4,000 received from special events and 50% of the gross revenues from vending machines and games. It is estimated that if a Teen Center were located in the market area of Downtown Roanoke, costs would be similar for renovations, utilities, and other operational expenses. However, rent would be an additional factor to consider. Another factor would be additional staff, depending on the hours of operation. The Brambleton Teen Center caters primarily to middle school teens, while a Teen Center in downtown Roanoke might appeal to older teens. STAFF RECOMMENDATION If the Board of Supervisors and City Council are interested in a regional project of this nature funded by both localities, it is recommended that a Task Force be established made up of employees of the Roanoke City and Roanoke County Parks and Recreation Departments. The Task Force would develop a proposal to be brought back to both governing bodies at the next joint meeting. Respectfully Submitted by: Elmer C. Hodge County Administrator ACTION NO. ITEM NUMBER AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 19~ AGENDA ITEM: Report on Low~and Tourist Radio System BACKGROUND At the July 7 joint meeting, the Board of Supervisors and City Council requested that a written report be brought back to the next joint meeting on the installation of a low band tourist radio system. Previous discussions on this issue centered around installation on Interstate 81, but at the July 23 meeting, the possibility of installation on the Blue Ridge Parkway was discussed. SUMMARY OF INFORMATION: There is no federal funding available for installation of a low band radio system, but the state would participate if the radio system were installed on Interstate 81. If the system were installed on the Blue Ridge Parkway, the participating local governments would have to fund the entire project. The Blue Ridge Parkway philosophically supports the installation of a radio system on the Blue Ridge Parkway. However, the National Park Service has regulations which limit the use of the system to public information and no commercial advertising. If there is general consensus from both the Board of Supervisors and City Council that this is a worthwhile project, the staffs can proceed with a proposal. Officials at the Blue Ridge Parkway has recommended that the proposal include the following: From where to where on the Blue Ridge Parkway the low band radio would cover. 2. How many antennae sites are expected and where they would be located. 3. Where signs would be needed and how many. 4. What agency or government would administer the system. ~; O 5. What types of information would be broadcast on the system. STAFF RECOMMENDATION If Roanoke City Council and the Roanoke County Board of Supervisors are in agreement that this project should be pursued, the staffs will develop a proposal to be brought back for approval to the next joint meeting. Respectfully Submitted by: Elmer C. Hodge County Administrator Yo: Elmer Hodge ~~ ~-.~ From: Joyce W. Waugh MEMORANDUM Subject: Low Band Radio Use n the Parkway Date: October 2 l , ! 997 I had two conversations with Gary Johnson this morning regarding Low Band Radio use on the Blue FZidge Parkway. Here's a summary of what he said and suggested. The Blue Ridge Parkway philosophically supports the idea because it is another way to meet visitor needs. However, the National Park Service (national, not at the parkway level) has certain regulations related to promotional materials, signs, and/or commercial advertising by which the Blue Ridge must abide. Gary says that they would need to see a proposal, have an opportunity to discuss it and run by the Washington, D.C. office for final approval. He said that a waiver may be needed, but to be clear on it, he asks that we put together a proposal (a one page document) that would address several prospective questions they would have. He suggested that the Proposal include: 1) From where to where on the Blue Ridge Parkway would the low band radio cover, i.e. -- 20 miles through the Roanoke Valley starting just above Adney Gap at MP ( ) to just north of 460 East at MP ( ). 2) How many antennae sites are expected and where would they be located. 3) Where might signs be needed and how many. 4) Who might administer it -- County, RVCVB, other. 5) What types of information would be envisioned on the low band radio -- what museums are in the area, that there is food/lodging in the area, or specific names of restaurants. Send the Proposal to Gary Everhardt with a cover letter. This would get it into the process to get resolution. Gary Johnson offered that Rick Wyatt, concessions coordinator, might be able to have given clearer picture, but Rick is out this week and today is Gary Johnson's last day in the office this week. Sounds like it is doable as long as it conforms to NPS regulations and is more information oriented than advertising oriented. Gary Johnson didn't say this, but I'd guess they'd want an MOA with whomever is the designated entity responsible for the low band radio system. ^ H. Consideration of a Regional Teen Center similar to the Brambleton Teen Center. (Requested by Roanoke County - 5 minutes) FCH REPORTED ON SUCCESS OF BRAMBLETON TEEN CENTER. HCN ADVISED THAT TEENAGERS HAD TOLD HIM THEY WOULD LIKE A CENTER IN THE MARKET AREA. ECH AND BOB HERBERT TO BRING BACK WRITTEN REPORT TO OCTOBER MEETING. 7. REMARKS BY MEMBERS OF CITY COUNCIL AND THE BOARD OF SUPERVISORS. 8. ROANOKE CITY: Recess until 2:00 p.m. in the City Council Chamber, Municipal Building, 215 Church Avenue, S.W., Roanoke, Virginia. ROANOKE COUNTY Adjourn to July 8, 1997, at 3:00 p.m., in the Board Meeting room, Roanoke County Administration Center, 5204 Bernard Drive, S.W., Roanoke, Virginia. BLJ ADJOURNED MEETING AT 1:40 P.M. 4 To: "Diane Hyatt" < ADMO1/DDH > Copies to: adm01/ech Subject: Re: Item for Joint City County meeting Date sent: Mon, 6 Oct 1997 07:36:30 I've added it to the October 28 agenda. Do you think it should be the first thing since it will seta "togetherness" tone? > From: "Diane Hyatt" < ADMO 1 /DDH > > To: adm01/mha > Date: Fri, 3 Oct 1997 16:53:21 +0000 > Subject: Item for Joint City County meeting > Ken Cronin and I want to do the Joint Dental Insurance approval at > the Joint meeting on Oct 28. Please put this on the agenda. I think > we will have 2 separate action items or resolutions (one for each > Board) but present it together and let them vote together and make a > big deal out of it. Mary alien -- 1 -- Mon, 6 Oct 1997 07:36:32 EDUCATION CENTER HE ADVISED THAT HE WILL DISCUSS A FINANCIAL PROPOSAL FOR FUNDING AT THE CITY COUNCIL MEETING AND PLANS TO ASK FOR PARTICIPATION FROM THE OTHER VALLEY GOVERNMENTS. D. Update on Low Band Tourist Radio System. (Requested by Roanoke City and Roanoke County - 5 minutes) LBE ADVISED THAT THE BOARD OF S INTERESTED IN A RADIO SYSTEM ON ONE ON THE BLUE RIDGE PARKWAY. CONVENTION AND VISITORS BUREAI CUSTOMER SERVICE TOOL AND NOT AND BOB HERBERT TO BRING BACK OCTOBER MEETING. UPERVISORS WAS NOT I-81 BUT WAS WILLING TO PUT DAVID KJOLHEDE , ADVISED IT WAS A A MARKETING TOOL. ECH FORMAL REPORT TO E. Update on Regional Sewage Treatment Plant. (Requested by Roanoke County - 5 minutes.) KIT KAISER PRESENTED A WRITTEN STATUS REPORT AND ADVISED THAT THE COST HAD INCREASED FROM $41,500.000 IN 1993 TO $65889,584 IN 1997. F. Update on Joint Water and Sewer Lines. (Requested by Roanoke County - 5 minutes) ECH AND BOB HERBERT TO BRING BACK WRITTEN REPORT TO OCTOBER MEETING. G. Update on Storm water Management Project on Peters Creek Road. (Requested by Roanoke County - 5 minutes) ECH AND BOB HERBERT TO BRING BACK WRITTEN REPORT TO OCTOBER MEETING. 3 From: "Diane Hyatt" < ADMO1/DDH > To: "Mary alien" < ADMO1/NHiA > Date sent: Mon, 6 Oct 1997 11:37:19 + 0000 Subject: Re: Item for Joint City County meeting I think that would be a good idea - as long as the media is there. I am sure they will want it covered by the media. > From: "Mary alien" < ADMO 1 /MHA > > To : "Diane Hyatt" < ADMO 1 /DDH > > Date: Mon, 6 Oct 1997 07:38:07 +0000 > Subject: Re: Item for Joint City County meeting > Cc: adm01/ech > I've added it to the October 28 agenda. Do you think it should be > the first thing since it will seta "togetherness" tone? > > From: "Diane Hyatt" < ADMO 1 /DDH > > > To: adm01/mha > > Date: Fri, 3 Oct 1997 16:53:21 +0000 > > Subject: Item for Joint City County meeting > > Ken Cronin and I want to do the T~:r* r ~ prance approval at > > the Jninr ,r°~~~.- q _ ~ ~ - 4' _7 e agenda. I think ~ ~ c ~~.(c_ ; (one for each .t ~ , ,;, ~~,.~, ~ --- ;ether and make a ,. ~ I 7~~s-tTi.~- ~n- rti.c t f.~_ ±,, ~ ._._ /~~J~-F~ Mary alien -- 1 -- Mon, 6 Oct 1997 13:22:07 October 22, 1997 (10:39am) NOTE TO: Elmer Hodge FROM: Brenda J. Holton SUBJECT: TELEPHONE MESSAGE FROM LBE Mr. Eddy said that he talked with you earlier about agenda item for joint meeting with Roanoke City, dealing with new regional industrial authority act. He told you that Wayne Strickland might do the presentation. Mr. Strickland is going to be out of town. LBE has agreed to do the presentation so put his name on the agenda item. cc: Mary Allen that Terry Harrington is nreparina a report and he will check with him and report back to LBE. (7) Advised he wrote ECH regarding mission statements and ECH responded that this will be discussed in a January 1998 planning session He suggested that department missions also be discussed at that time (8) Asked whether there would be a report on the low band system at the Roanoke Citv ioint meeting on 10/28. ECH responded they have contacted other localities, VDOT and Blue Ridge Parkwav for potential sources of funds. He and Bob Herbert will prepare a report for the joint meeting Supervisor Harrison: Announced that there will be a Battle of the Bands at the Brambleton Center on Saturdax, October 18 Supervisor Johnson: Advised that letter by Ms Nyna Murrav in Roanoke Times stating that he did not return her phone calls was incorrect and he had contacted Ms Murray However this issue is now in the hands of her attorney and the Count~Attorney and he did not feel he should interfere. N. REPORTS FM MOTION TO RECEIVE AND FILE AFTER DISCUSSION OF ITEM 6 _UW 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Statement of Revenues and Expenditures for period ended August 31, 1997 5. Report on expenditures and commitments for public private partnerships from the Economic Development Capital Fund. 6. Update on CORTRAN Program. HCN REQUESTED AVERAGE COST PER TRIP TO BE INCLUDED IN I N T E R MEMO CLERK TO THE BOARD O F F I C E To: Board of Supervisors, Elmer Hodge, Paul Mahoney From: Mary H. Allen ''nh "~ Subj: Joint Meeting with Roanoke City Council Date: October 9, 1997 The quarterly joint meeting with Roanoke City Council is scheduled for: Tuesday, October 28, 1997 12:00 Noon 4th Floor Conference Room Roanoke County Administration Center There are several items that were continued from the last joint meeting. They are: 1. Update on Low Band Tourist Radio System 2. Update on Regional Sewage Treatment Plant 3. Update on Stormwater Management Project on Peters Creek Road 4. Consideration of a Regional Teen Center similar to the Brambleton Teen Center Additionally, approval of the joint dental insurance plan is scheduled for the October 28 agenda. If you would like to add any items to the agenda, please let me know. ~G~L-G~~.c.- os-z/ ~~~ --. 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: February 25, 1997 AGENDA ITEM: Update on Low Band Radio System for the Roanoke Valley ~ I~~i ~ Y 1 1_t ~ 1 ~ Y~Y ~! For several years, there has been discussion among the local valley governments, the Roanoke Valley Convention & Visitors Bureau and the Virginia Department of Transportation about the possibility of installing a low band radio system for tourist information and highway advisory bulletins. While all parties agree that this may be helpful to travelers driving through the Roanoke Valley and could potentially increase tourism, no decision has been made on whether to go forward with the project. $IIMMARY OF INFORMATION: On January 30,1997, the Virginia Department of Transportation held a meeting of local governments and business representatives to discuss the possibility of establishing a low band Travelers Information/Highway Advisory Radio System. The system would serve two purposes: (1) encourage travelers on Interstates 81 and 581, the Blue Ridge Parkway and Route 220 to participate in activities in the Roanoke Valley; and (2j provide information concerning unusual traffic conditions to motorists using the highways. The equipment would consist of low wattage AM broadcast units with a range of about 2.5 miles. Signs would be placed along the major highways to advise motorists of the broadcast. The Virginia Department of Transportation has indicated a willingness to provide its share of initial and maintenance costs to install the system in exchange for use of the system to broadcast unusual traffic situations. They also suggested installation on the Blue Ridge Parkway at a later date. The Roanoke Valley Convention and Visitors Bureau has agreed to be responsible for maintaining the tourism-related messages. One of the local governments would have to be responsible for obtaining the FCC license. VDOT estimates the cost of installation at between $50,000 and $90,000. Annual maintenance costs are estimated to be approximately $10,000 which could also be shared between the local governments. Issues that have not yet been addressed include: 1. VDOT recommends sharing these costs between all participating local governments and VDOT, but do not propose a formula for allocation of the costs. 2 Until it is determined which governments are interested in participation, the actual cost is unknown. Only the Cities of Roanoke and Salem have expressed a willingness to consider this project. 3. Does the $50,000 to $90,000 total cost include placing units on the Blue Ridge Parkway? 4. VDOT suggests placing the units on existing facilities owned by the local governments. The only facility in the County located within the 2.5 mile radius of the interstate is the Public Service Center. Therefore, this would rule out use in the County unless additional land were purchased. 5. If the Blue Ridge Parkway is not included until later as VDOT has suggested, the radio system would provide little benefit to Roanoke County. Our primary tourism activities are the Blue Ridge Parkway and Explore Park, accessed from the Blue Ridge Parkway. If the Board of Supervisors supports participation in the low band radio system, funding should be considered during the budget process, contingent upon the participation of the other localities in the Roanoke Valley. However, this project has not been a high priority with any of the local governments in the past. Respectfully Submitted by: Elmer C. Hodge County Administrator ---------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Eddy Received ( ) Harrison Referred ( ) Johnson To ( ) Minnix Nickens MEMO - 2/10/97 To: Supervisors From: Lee B . Eddy ~~I~~,,,_ Subject: Tourist/VDOT Low Band Radio Services I regret I was unable to attend the meeting with VDOT on this subject on 1/30/97. I had to be out of town on business. Wayne Strickland, Executive Director of the Fifth Planning District Commission, has provided me a summary of the meeting with some associated data, which is attached for your information. I am encouraged by VDOT's apparent interest, and think we can benefit from the experience of the installation in Augusta County. I strongly recommend that our Valley administrators get together with VDOT and the Convention & Visitors Bureau to address the administrative questions involved, and then place the necessary funding request on each locality's budget considerations for FY97/98. If we consider locating a transmitter near the Blue Ridge Parkway, there should also be communication with those officials to see if we can get appropriate signage installed on Parkway property. Please review this information. Then I hope you will agree to ask our staff to meet with the other administrators in the Valley to get the ball rolling. By copy of this memo to Wayne Strickland, I thank him for the information. copy: Wayne Strickland, SPDC Elmer Hodge Tim Gubala Brent Robertson, Budget Manager * - each with copy of Mr. Strickland's letter/info FIFTH PLAI~NIN~ DISTRICT COMMISSION 313 Luck Avenue, SW Post Office Box 2569 Roanoke, Virginia 24010 (540) 343-4417 • fax (540) 343-4416 February 7, 1997 Mr. Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Dear Mr. Eddy: On January 30, the Virginia Department of Transportation (VDOT) convened a meeting of local governments and business representatives to discuss the possibility of establishing a Roanoke Valley Travelers Information/Highway Advisory Radio System. I am sorry you were not able to attend the meeting, but I thought I would briefly review the highlights. The meeting was attended by representatives from Botetourt County, the City of Salem, the Salem/Roanoke County Chamber of Commerce, the Roanoke Valley Convention and Visitors Bureau, the Fifth Planning District Commission, and VDOT. VDOT stated that it is willing to provide its share of initial and maintenance costs to install five or six travelers information stations in the Roanoke Valley in exchange for their share of the costs, VDOT wanted to have the ability to interrupt the normal messages on the broadcast units to announce emergency traffic situations. VDOT representatives distributed a Statement of Purpose, as well as some background information about the Augusta County, City of Waynesboro, City of Staunton Shared Information Station, which was established in-1966. A copy of this handout is enclosed for your review. During the meeting, several issues were discussed, including: It was the general feeling that there should be five .or sir stations established throughout the Valley including stations along I-81, I-581, and U.S. Route 220 (possibly near the Blue Ridge Parkway). It was noted that the Roanoke Valley Convention & Visitors Bureau has already agreed to be responsible for maintaining current and accurate tourism-related messages for the travelers information stations. VDOT noted that one government must be responsible for obtaining the FCC license. Serving Alleghany County, Botetourt County, C!!fton Forge, Covington, Craig County, Roanoke City, Roanoke County, Salem, and the Towvn of Vinton Page -2- * VDOT noted that the total costs for installation of five radio broadcast stations in the Augusta County/Waynesboro/Staunton area was $45,000. Extra work on the part of local governments helped keep the. costs down. * The proposed maintenance costs for the five stations in the Augusta County area was $10,000, and the costs were to be shared among the participating government organizations. However, recent indications indicate that he first-year maintenance costs for the stations will only be about $3,000. The issue of what VDOT needed from local governments to initiate the process include a commitment from local governments to assist in locating. adequate sites for the radio stations.. VDOT will provide the mobile broadcast radio station and someone to assist in setting up the station, but would like for the iocai governments to provide a truck and personnel to set up stations. The purpose of this is to test various sites along I-81, I-581, and U.S. 220 to determine which sites have the best broadcast range in order to reach a greater number of the traveling public. It is preferable that these potential sites for the radio stations would be on publicly-owned land and near an existing source of electricity. With VDOT's agreement to share in the costs of establishing Roanoke Valley's Travelers Information Stations, the costs to participating local governments are reduced. The opportunity to make this a regional, cooperative effort and a locaUstate partnership effort is now before us. The Fifth Planning District Commission hopes that local governments will once again take a look at the proposal to establish a regional travelers information station system and will make a commitment to pursue this regional effort. Sincerely, Wayne G. Strickland Executive Director WGS:jlp Enclosure Roanoke Valley Travelers Information/Highway Advisory Radio Preliminary Statement of Purpose Local governments and other organizations have an interest in providing information about the Roanoke Valley to motorists traveling through the area so that they might be more informed and participate in the valley's activities and have a positive experience. VDOT has an interest in providing information about unusual highway or traffic conditions to motorists traveling through the Roanoke Valley. A sharing of radio broadcast resources can provide a method to install an affordable system that avoids conflict and will promote the mutual interest of local governments, the travel and tourism interests, and VDOT. VrJOT'S PROPOS~Q PARTICiPAT10"J I~JTEREST Iii! THIS PROGRAM VDOT will provide its share of initial and maintenance costs to install in exchange for the ability to interrupt the normal messages on any broadcast unit(s) or the entire system as appropriate, to broadcast information regarding unusual traffic situations. A local representative within the Salem District will work in cooperation with the 24 hour Transportation Emergency Operations Center in Richmond to insure that special VDOT messages are recorded, updated, and removed appropriately. Roanoke Valley Travelers Information/Highway Advisory Radio AUGUSTA COUNTY BACKGROUND INFORMATION Augusta County, in cooperation with the City of Waynesboro, the City of Staunton, and VDOT successfully in stalled a shared use, shared purpose radio system in 1996. Their system appears to have many similarities with the system that many are proposing for the Roanoke Valley. To learn from their experiences, general background notes are provided here. ADMINISTRATION Augusta County obtained and maintains the FCC license. Augusta County has a written agreement with VDOT which includes monetary commitment Augusta County has an oral agreement with the City of Waynesboro and City of Staunton. The City of Waynesboro and City of Staunton governments have committed to providing funding for the system. BROADCAST UNITS Augusta County system consists of 5 radio broadcast stations spread along Interstate Routes 64 and 81. Each radio has an approximate broadcast range of 2.5 miles from the antenna resulting in an approximate distance of 5 miles from start of reception to end of reception. Nighttime range is less than daytime range. The locations were chosen after trial broadcasts using the portable units owned by VDOT. Originally, it was hoped that the broadcast range of each units would be able to overlap the range of neighboring units with a synchronized message that would blanket the entire area providing seamless reception throughout the area. The estimated cost of the synchronized broadcast units would run in the $400,000 range, so the separate broadcast unit system was chosen. INSTALLATION COST The Augusta System cost about 545,000 to install. Extra work on the part of local officials helped keep the costs down. FCC LICENSE The time to obtain an FCC license is 6 to 7 months, unless an interim STA license is obtained. Augusta County, hoping to be operational before the Olympics of last summer, obtained an STA license in a few weeks. RADIO MESSAGE Typically included in the normal messages: Exit XX has XX hotel rooms and X restaurants; Exit XX has XX hotel rooms and X restaurants.... Announcements of upcoming special events. Weekly announcements of events of the week (local residents appreciate this). (FCC regulations do not allow the mention of any commercial establishment} The maximum message length is 7 minutes, but given the range of 5 miles with motorists traveling at 65 MPH, a shorter message is necessary to insure that the entire message can be heard by passing motorists. SIGNS The Augusta County system includes one sign for each approach to the broadcast area for each radio. The signs are about 36" by 72" and normally read "TOURIST INFORMATION; TUNE RADIO TO i 620 AM" normally, and when a special highway message is being broadcast the signs can be mechanically flipped to read "URGENT TRAFFIC INFORMATION; TUNE RADIO TO 1620 AM". These signs were originally located outside the broadcast area expecting motorists to take a minute or two to tune the radio. After use, and comments, the signs are being relocated to a point inside the broadcast range so that motorists will not experience dead air and possibly assume that the radio is not operating. CONSTRUCTION Information Station Specialists (William Baker {616) 772-2300), PO Box 51, Zealand MI 49464 was selected to be the General Contractor based on price and reputation. Augusta County administered the contract. Some general work such as cabinet installation was performed by local contractors prior to the radio equipment installation by the general contractor. MAINTENANCE Maintenance for the Augusta County system is performed by a local contractor. The cost is split between the four interested parties. While the actual maintenance costs appear to be less than the amount originally budgeted, the higher amount is being provided by the four participants in order to build a fund that will be available for maintenance replacement. OTHER NOTES AND COMMENTS Mr. Swett of Augusta County suggests that one and only one governing body be responsible for the recording and updating the normal messages on the broadcast units. This would be the government body that holds the FCC license. VDOT should also have one local person to handle VDOT's Highway Advisory radio programming duties in cooperation with TEOC in Richmond. C 0 V E R FAX S H E E T CLERK TO THE BOARD To: Bob Herbert Fax #: 853-1138 Subj: Regional Teen Center Date: October 23, 1997 Pages: 2, including this cover sheet. CONIlV~NTS: Attached is a draft of the report on the regional teen center that will be presented at the Joint Meeting on Tuesday. Mr. Hodge asked that I fax you a copy. After you have reviewed, if you have any comments or suggestions, please let Mr. Hodge know. Thank you. From the desk of... Mary H. Allen Clerk to the Board Roanoke County Board of Supervisors P. O. Box 29800 Roanoke, VA 24018 540-772-2003 Fax: 540-772-2193 ITEM NUMBER AT A JOINT MEETING OF THE ROANOKE COUNTY BOARD OF SUPERVISORS AND THE ROANOKE CITY COUNCIL HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 28, 1997 AGENDA ITEM: Consideration of a Regional Teen Center in Downtown Roanoke BACKGROUND: At the July 7 meeting, this issue was continued to the next joint meeting. At that time, Supervisor Harry Nickens advised that many young people he had talked with had suggested locating a Teen Center in the market similar to Roanoke County's Teen Center on Brambleton Avenue. SUMMARY OF INFORMATION: Roanoke County's Teen Center opened in September 1994. Approximately $15,000 was spent for equipment and minor renovations. The current membership is 300 members. In 1995-96, 5,069 attended events, and in 1996-97, 4,311 attended events. These figures do not include attendance at periodic special events such as the Battle of the Bands. The current annual budget for the facility is $87,000 which covers staff of four people and minor expenses. This cost is offset somewhat by annual membership dues of $12.00, $4,000 received from special events, 50% of the gross revenues from arcade games and 16% of the vending machine sales. It is estimated that if a Teen Center were located in the market area of Downtown Roanoke, costs would be similar for renovations and other operational expenses. However, rent and utilities would be an additional factor to consider. Another factor would be additional staff, depending on the hours of operation. The Brambleton Teen Center caters primarily to middle school teens, while a Teen Center in downtown Roanoke might appeal to older teens. STAFF RECOMMENDATION If the Board of Supervisors and City Council are interested in a regional project of this nature funded by both localities, it is recommended that a needs assessment be conducted by the Roanoke City and Roanoke County Parks and Recreation Departments. The needs assessment would ascertain whether there is sufficient interest from young people in the Roanoke area to move forward, and if there is, where the best location would be to locate another Teen Center. RKE BOARD SUPERVISORS TEL:540-77t-2193 Transmi+. Confirmation Report No . Receiver Transmitter Date Time Mode Pages Result 005 9-f 853-1138 RKE BOARD SUPERVISORS Oct 23'97 14:07 01'07 Norm OL OK Oct 23'97 14:07 /o - 23 - 97 ROANOKE COUNTY BOARD OF SUPERVISORS j ROANOKE CITY COUNCIL (/ JOINT MEETING Roanoke County Administration Center 4th Floor Conference Room 5204 Bernard Drive Tuesday, October 28, 1997 -12:00 P.M. AGENDA ~~ .~~°'~`~ ~°~ A. WELCOME: Bob L Johnson, Chairman Roanoke County Board of Supervisors B. INVOCATION AND LUNCH C. ROLL CALL: ~----~ ~ v 1. Roanoke County Board of Supervisors ` 2. Roanoke City Council -~ D. OPENING REMARKS 1. Chairman Johnson 2. Vice Mayor Wyatt E. REQUESTS TO ADD TO OR CHANGE THE ORDER OF AGENDA ITEMS: F. ITEMS FOR ACTION 1. Approval of Joint Dental Insurance Plan (Diane Hyatt, Roanoke County Finance Director and Kenneth Cronin, Roanoke City 1 Manager of Personnel Management) G. ITEMS FOR DISCUSSION (ITEMS 3- 6 CONTINUED FROM JULY 7 MEETING) 1. Update on air service at the Roanoke Regional Airport. (Jacqueline Shuck, Executive Director) Report from Fifth Planning District Commission on the Virginia Regional Industrial Facilities Act of 1997 (Lee B. Eddy, representing 5th PDC) 3. Update on Storm water Management Proje ton Peters Creek Road. (George Simpson, Roanoke County ndG re~a ~~eGQ Roanoke City ) 4. Consideration of a Regional Teen Center similar to the Brambleton Teen Center. (Elmer Hodge, Roanoke County Administrator) 5. Report on Low Band Tourist Radio System. (Elmer Hodge, Roanoke County Administrator) 6. Update on Joint Water and Sewer Lines. ~~ ~~-a.e~ Roanoke City) H. COMMENTS 1. Members of Roanoke City Council 2. Members of the Roanoke County Board of Supervisors I. ADJOURNMENT 1. Board of Supervisors 2. City Council 2