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HomeMy WebLinkAbout7/14/1998 - Regular (2). p~ p0A Np,~~ ~xr cr rr~ ecue xmr~ a ti • y 2 ~ ,83 ORKING DOCU ENT- OBJECT TO REVIS ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA JULY 14, 1998 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. PRIOR TO THE REGULAR MEETING, THE BOARD OF SUPERVISORS WILL MEET WITH THE ROANOKE CITY COUNCIL AT 12:00 NOON AT THE ARTHUR TAUBMAN WELCOME CENTER AT EXPLORE PARK. ************* 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 may be made. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call BLJ RECONVENED FROM JOINT MEETIN WITH ROANOKE CITY COUNCIL AT 3:05 ALL MEMBERS PRESENT 2. Invocation: Gardner Smith Deputy Assistant for Citizen Services 3. Pledge of Allegiance to the United States Flag i ® Recyded Paper B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS BLJ -ADDED ITEM E-4, REQUEST TO JOIN VIRGINIA HEADWATERS REGIONAL INDUSTRIAL FACILITY AUTHORITY AND APPROPRIATE 5 000 HCN -MOVED ITEM E-3 (FIRE TRUCK BID PROTEST) TO EXECUTIVE SESSION. 2.1-344A ~) PROBABLE LITIGATION BLJ -ANNOUNCED BOARD WOULD GO INTO EXECUTIVE SESSION AT 3:30. ECH -DEFERRED ITEM C-1, RECOGNITION OF CIRCLE WINNERS, TO 7/28 MEETING SO ALL WINNERS COULD ATTEND. C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations and recognition of the Top CIRCLE Suggestion Program winners from May 1997 to May 1998. DEFERRED TO 7/28/98 MEETING D. BRIEFINGS E. NEW BUSINESS 1. Resolution of support and request for County participation in the Interstate 81 Improvement Project. (Gardner Smith, Deputy Assistant for Citizen Services) R-071498-1 HOM MOTION TO ADOPT RESO URC FFH REQUESTED THAT RESO TITLE BE CHANGED TO ASSURE PARTICIPATION IN THE PROCESS 2 2. Request to appropriate surplus state revenues to cover Jail operations due to inmate population. (Brent Robertson, Budget Manager) A-071498-2 HCN MOTION TO APPROVE APPROPRIATION WITH ANY REMAINING FUNDS AT YEAR END USED TO FUND EMERGENCY POSITIONS APPROVED ON 6/23/98 URC EXECUTIVE SESSION pursuant to the Code of Virginia Section 21- 344 A ~5) discussion concerning a prospective business or industrx where there has been no previous announcement; 21-344 A (3) acquisition of real property for public purposes road improvements 2.1-344 (7) probable liti ation, bid protest BLJ MOTION TO GO INTO EXECUTIVE SESSION AT 3.30 P M URC CERTIFICATION RESOLUTION R-071498-3 BLJ MOTION TO RETURN TO OPEN SESSION AT 4:40 P.M. AND ADOPT CERTIFICATION RESO -URC TWO ITEMS ADDED TO NEW BUSINESS: ITEM E-5 AND E-6 3. Bid Protest: Fire Engine, MS<W Fire Apparatus, Inc. (Elmer Hodge, County Administrator) ACTION TAKEN AFTER EXECUTIVE SESSION A-071498-4 BLJ MOTION TO DENY BID PROTEST AYES-JPM,HOM~FFH,BLJ PRESENT-HCN 4. Request for Intent to join the Virginia Headwaters Regional Industrial Facility Authority and appropriate $5,000 for initial expenses. (Elmer C. Hodge, County Administrator) 3 A-71498-5 HCN MOTION TO APPROVE WITH $5,000 FUNDING APPROPRIATED FROM ECONOMIC DEVELOPMENT BUDGET RC 5. Request for resolution to rezone approximately 20 acres in Southwest County for economic development purposes. (Paul Mahoney, County Attorney) R-071498-6 HOM MOTION TO ADOPT RESO AYES-JPM ,HOM,FFH,HCN ABSTAIN-BLJ 6. Resolution ratifying an option to purchase agreement with Kenneth A. Keeney and Catherine L. Keeney to purchase approximately 0.254 acres on Westmoreland Avenue. (Paul Mahoney, County Attorney) R-071498-7 HOM MOTION TO ADOPT RESO AYES-JPM ,HOM,FFH,HCN ABSTAIN-BLJ F. FIRST READING OF ORDINANCES 1. Ordinance vacating a 20-foot drainage easement recorded on plat for Botetourt South, Section 5, and located on Lot 1, Block 2, Section 1, Orchard Park in the Hollins Magisterial District. (Arnold Covey, Director of Community Development.) BLJ MOTION TO APPROVE 1ST READING 2ND - 7/28/98 URC 2. First reading of an ordinance authorizing the creation of and financing for a local public works improvement project - Grander Drive and Gieser Road Sewer Project. 4 (Gary Robertson, Utility Director) JPM MOTION TO APPROVE 1ST READING 2ND - 7/28/98 URC 3. First reading of an ordinance authorizing creation of and financing for a local public works improvement project - Setter Road Sewer Project. (Gary Robertson, Utility Director) BLJ MOTION TO APPROVE 1ST READING 2ND - 7/28/98 URC G. SECOND READING OF ORDINANCES 1. Second Reading of ordinance authorizing the acquisition of a permanent sewer and water line easement from Atwell and Lucille Freese, 4626 West Main Street, Salem, Virginia, Catawba Magisterial District. (Timothy Gubala, Director of Economic Development) 0-071498-8 FFH MOTION TO ADOPT ORD URC 2. Second reading of ordinance authorizing donation of a temporary construction easement for Verndale Bridge Replacement, Priority #4, Roanoke County Secondary System Six-Year Plan. (Arnold Covey, Director of Community Development) 0-071498-9 BLJ MOTION TO ADOPT ORD URC 3. Second reading of ordinance amending and reenacting Section 21-79 "Nullification or proration upon change in status" in Article III, Real Estate Taxes, Division 3. Exemption for elderly and disabled' of Chapter 21, Taxation, of the Roanoke County Code, to provide for a prorated exemption for the portion of the taxable year during which the taxpayer qualified for such exemption, in the event of disqualification due to change in circumstances. (Paul Mahoney, County Attorney) 0-071498-10 HCN MOTION TO ADOPT ORD URC H. APPOINTMENTS NONE 1. Building Code Board of Adjustments and Appeals 2. League of Older Americans Advisory Council 3. Task Force for Senior and Physically Challenged Citizens 4. Social Services Advisory Board I. 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, SHAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-071498-11 HCN MOTION TO ADOPT RESO AFTER DISCUSSION OF ITEMS 9 AND 11-15 URC 1. Approval of Minutes for May 26, 1998, June 9, 1998, June 6 18, 1998 (Joint Meeting with School Board) 2. Acceptance of Valley Gateway Boulevard and a portion of Woods Farm Road into the Virginia Department of Transportation Secondary System. R-071498-11.a 3. Donation of 20 foot waterline easement to the Board of Supervisors in connection with development of Whitney Estates across property owned by the Roanoke County School Board. A-071498-11.b 4. Request for an appropriation to accept Comprehensive Services Act monies for fiscal year 1997-98. A-071498-11.c 5. Request for authorization to execute the street light contract with American Electric Power. A-071498-11.d 6. Resolution of Appreciation upon the retirement of Homer T. Bryant, General Services. R-071498-11.e 7. Resolution of Appreciation upon the retirement of Marlyn C. Campbell, Sheriff's Office. R-071498-11.f 8. Resolution of Appreciation upon the retirement of Katina M. Keith, Libraries. R-071498-11.4 9. Acceptance of $23,101 grant from the Department of Criminal Justice for Cops for Coaches program. A-071498-11.h 10. Acceptance of $83,968 grant from the Department of Criminal Justice Services for School Resource Officers. A-071498-11.1 11. Acceptance of $23,931 grant from the Department of Criminal Justice Services for Community Crime Prevention Services. A-071498-11. i 12. Acceptance of a $4,500 donation to the Police Department K-9 program from the Vinton Moose Lodge. A-071498-11. k BLJ ASKED MHA TO SEND LETTER OF APPRECIATION TO VINTON MOOSE LODGE. 13. Acceptance of a $4,000 donation to the Police Department DARE Program from the Vinton Moose Lodge. A-071498-11.1 14. Acceptance of a $3,000 donation to the Police Department Bicycle Program from the Vinton Moose Lodge. A-071498-11.m 15. Acceptance of a $3,000 donation to the Police Department Violence Against Women Program from the Vinton Moose Lodge. A-071498-11.n J. REQUESTS FOR WORK SESSIONS NONE K. REQUESTS FOR PUBLIC HEARINGS NONE L. CITIZENS' COMMENTS AND COMMUNICATIONS NONE M. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor McNamara (1) Advised he attended the Volunteer Firefighters Graduation ceremony and the Employee Service Award s luncheon and he expressed appreciation to those in the community willing to volunteer their time and to the employees for doing such an excellent job. (2) Has received telephone calls on the South Countv High School from those interested in one large school and those interested in two small schools. Advised that the School Board will make that decision and hopes that the Board of Supervisors will support their decision. (3) Noted that the Merriman Road property is owned by the Countv and there is a good plan for a park and fields at the property. Supervisor Harrison: Asked Parks and Recreation Director Pete Haislip to keep a record of how much time is spent by his department on the Commonwealth Games (2) Thanked John Chambliss for the report on the activities of the Task Force for Senior and Physically Challenged Citizens but asked where the information came from on special education. JMC responded that information came from the school system in response to questions from a subcommittee Supervisor Nickens: Advised he received copy of a letter from VDOT on park access funds for the South County Park and asked for status on park access funds for Vinyard Park Pete Haislip advised that thev were doing one at a time and Vinyard will be the next request. and that the City had to withdraw their request for park access funds before County could apply Supervisor Johnson: Advised that he is still receiving many questions about the school administration from the media and advised again that any decisions are a school board responsibili~ except for zoning and funding. N. REPORTS HCN MOTION TO RECEIVE AND FILE AFTER DISCUSSION OF ITEMS 3, 6,and7-UVV 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund HCN NOTED THAT SHERIFF'S EMERGENCY POSITIONS WILL NOT BE FUNDED BY THE BOARD CONTINGENCY FUND SO THAT AMOUNT IS BACK UP TO X102,500 4. Future School Capital Reserve 5. Status Report on the Task Force for Senior and Physically Challenged Citizens 6. Report on the 1998 Personal Property Tax Relief Act REPORT PRESENTED BY TREASURER FRED ANDERSON 7. Status report on total number of County employees for Fiscal Year 1998/99 O. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Discussion of Goals and Objectives for 1998/99 Fiscal Year. HELD FROM 6:10 P.M. TO 7:55 P.M. BOARD PRESENTED PROPOSED GOALS AND OBJECTIVES FOR THE UPCOMING FISCAL YEAR PETE _HAISLIP PRESENTED PLANS FOR THE SOUTH CO PARK AND HOW THEY WILL BE IMPLEMENTED IF THE SCHOOL IS BUILT ON THE SITE. P. EXECUTIVE SESSION pursuant to the Code of Virginia Section 2.1-344 A (7) discussion concerning a prospective business or industry where there has been no previous announcement; 2.1- 344 A (3) acquisition of real property for public purposes -road improvements. HELD FROM 3.30 TO 4.40 io Q. CERTIFICATION RESOLUTION ADOPTED AT 4:40 P.M. R. ADJOURNMENT BLJ ADJOURNED AT 7:55 P M ii O~ ROANp,S.~ Z c z a~ 1 38 HEART av THE .,,n RIIXf (~~~txt#g .a~ ~n~tx~.~~E ROANOKE COUNTY~BOARD OF SUPERVISORS AGENDA JULY 14, 1998 RMM]RE mr.vrr vn¢cwu 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. ************* PRIOR TO THE REGULAR MEETING, THE BOARD OF SUPERVISORS WILL MEET WITH THE ROANOKE CITY COUNCIL AT 12:00 NOON AT THE ARTHUR TAUBMAN WELCOME CENTER AT EXPLORE PARK. ************* 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 may be made. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: Gardner Smith Deputy Assistant for Citizen Services 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS i ® Recycled Paper C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations and recognition of the Top CIRCLE Suggestion Program winners from May 1997 to May 1998. D. BRIEFINGS E. NEW BUSINESS 1. Resolution of support and request for County participation in the Interstate 81 Improvement Project. (Gardner Smith, Deputy Assistant for Citizen Services) 2. Request to appropriate surplus state revenues to cover Jail operations due to inmate population. (Brent Robertson, Budget Manager) 3. Bid Protest: Fire Engine, MAW Fire Apparatus, Inc. (Elmer Hodge, County Administrator) F. FIRST READING OF ORDINANCES 1. Ordinance vacating a 20-foot drainage easement recorded on plat for Botetourt South, Section 5, and located on Lot 1, Block 2, Section 1, Orchard Park in the Hollins Magisterial District. (Arnold Covey, Director of Community Development.) 2. First reading of an ordinance authorizing the creation of and financing for a local public works improvement project - Grander Drive and Gieser Road Sewer Project. (Gary Robertson, Utility Director) 3. First reading of an ordinance authorizing creation of and 2 financing for a local public works improvement project -Setter Road Sewer Project. (Gary Robertson, Utility Director) G. SECOND READING OF ORDINANCES 1. Second Reading of ordinance authorizing the acquisition of a permanent sewer and water line easement from Atwell and Lucille Freese, 4626 West Main Street, Salem, Virginia, Catawba Magisterial District. (Timothy Gubala, Director of Economic Development) 2. Second reading of ordinance authorizing donation of a temporary construction easement for Verndale Bridge Replacement, Priority #4, Roanoke County Secondary System Six-Year Plan. (Arnold Covey, Director of Community Development) 3. Second reading of ordinance amending and reenacting Section 21-79 "Nullification or proration upon change in status" in Article III, Real Estate Taxes, Division 3. Exemption for elderly and disabled' of Chapter 21, Taxation, of the Roanoke County Code, to provide for a prorated exemption for the portion of the taxable year during which the taxpayer qualified for such exemption, in the event of disqualification due to change in circumstances. (Paul Mahoney, County Attorney) H. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals 2. League of Older Americans Advisory Council 3. Task Force for Senior and Physically Challenged Citizens 4. Social Services Advisory Board CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT A ENDA ARE 3 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 for May 26, 1998, June 9, 1998, June 18, 1998 (Joint Meeting with School Board) 2. Acceptance of Valley Gateway Boulevard and a portion of Woods Farm Road into the Virginia Department of Transportation Secondary System. 3. Donation of 20 foot waterline easement to the Board of Supervisors in connection with development of Whitney Estates across property owned by the Roanoke County School Board. 4. Request for an appropriation to accept Comprehensive Services Act monies for fiscal year 1997-98. 5. Request for authorization to execute the street light contract with American Electric Power. 6. Resolution of Appreciation upon the retirement of Homer T. Bryant, General Services. 7. Resolution of Appreciation upon the retirement of Marlyn C. Campbell, Sheriff's Office. 8. Resolution of Appreciation upon the retirement of Katina M. Keith, Libraries. 9. Acceptance of $23,101 grant from the Department of Criminal Justice for Cops for Coaches program. 10. Acceptance of $83,968 grant from the Department of Criminal Justice Services for School Resource Officers. 11. Acceptance of $23,931 grant from the Department of 4 Criminal Justice Services for Community Crime Prevention Services. 12. Acceptance of a $4,500 donation to the Police Department K-9 program from the Vinton Moose Lodge. 13. Acceptance of a $4,000 donation to the Police Department DARE Program from the Vinton Moose Lodge. 14. Acceptance of a $3,000 donation to the Police Department Bicycle Program from the Vinton Moose Lodge. 15. Acceptance of a $3,000 donation to the Police Department Violence Against Women Program from the Vinton Moose Lodge. J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS AND INQUIRIES OF BOARD MEMBERS N. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Status Report on the Task Force for Senior and Physically Challenged Citizens 6. Report on the 1998 Personal Property Tax Relief Act 7. Status report on total number of County employees for s Fiscal Year 1998199 O. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Discussion of Goals and Objectives for 1998/99 Fiscal Year. P. EXECUTIVE SESSION pursuant to the Code of Virginia Section 2.1-344 A (7) discussion concerning a prospective business or industry where there has been no previous announcement; 2.1- 344 A (3) acquisition of real property for public purposes -road improvements. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 6 ACTION N0. 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 14, 1998 AGENDA ITEM: Resolution congratulating the top winners of the CIRCLE Suggestion Program from May 1997 to May 1998 COUNTY ADMINISTRATOR'S COMMENTS: /"' y/ [ ~y~ o f~~~ w¢- Co.-~arc }'v /c ~c /'//iefe, LLCL in ~J /ufc~tl ci~c~ ~vuh lcr.u~rc~ / C-OSt" ,~, ~,V ~n~ can c/ Qit -T ~~r Ar~li n~- $tt ~j~~'ey t; c~.,;, SUMMARY OF INFORMATION: In the fall of 1996, the Board of Supervisors requested that County staff develop a suggestion program that would encourage employees to reduce costs and improve operations and efficiencies. On April 8, 1997, the Board approved the establishment of the CIRCLE Suggestion Program. CIRCLE stands for "Continuous Improvement Led by Roanoke County Employees". Employee training began in early May when the program actually started. In addition to cash awards, the top winners of each quarter were presented with a CIRCLE T-Shirt, and were highlighted on both Roanoke County Todax and the CIRCLE quarterly newsletter, CIRCLE Spotlight. The Top Ten Winners of the year were to be recognized with a resolution by the Board of Supervisors. I'm pleased to report that 76 employees have submitted suggestions and 46 of those suggestions have been implemented. Possible savings over the next three years is estimated to be up to $131,671. Total cash awards paid to the employees were $2,402. I believe we are off to a good start, and I anticipate that the program and estimated savings will continue to grow, especially with encouragement from the department heads and Board of Supervisors. Attached is a list of the top ten winners for the first twelve months of the program, a description of their suggestions, and the estimated cost savings. Respectfully Submitted by: Ime- r H dge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: C- ~ VOTE No. Yes Abs Harrison _ _ Johnson McNamara- Minnix Nickens _ ~ .. C-~ ~~ 0 Year-~n~..CIRCLE winners• John Patten -General Services--proposed installing a remote reading water meter for the water supply line to the cooling towers for the air conditioning at the Courthouse. The meter reading will be used as a deduct from sewer usage to avoid paying a sewer rate for water that is never returned to the sewer. This suggestion results in a three-year savings of $4,658.00. Charles Paitsel -General Services--To avoid having to change out a main packing cylinder in the Wayne Trucks every six months, which caused down time around 20 hours per truck, Charles worked with Sarvers Hydraulics to install a stop on the cylinder to prevent it from binding up and causing it to fail. Pat Puryear -Real Estate Assessment -- Submitted and implemented proposal to eliminate mailing land use revalidations back to the taxpayer. Receipts will be kept in taxpayer's personal land use file and will be supplied by R/E Assessment if requested. A cost savings of $2,514 will be realized over a 3-year period. Bill Fowler, Jr. -Engineering & Inspections -- To reduce the time customers go without water while waiting for plumbing inspectors to inspect waterline and check for cross connections, Bill recommended that plumbing inspectors have a key to the meter and upon completion unlock the meter and turn on water. Cost savings far the suggestion is approximately $'100-900 over three years. Nancy Thomas -Treasurer's Office -- By changing the notice on envelopes, "address correction requested," to address service requested and requesting a copy of the envelope with forwarding address from the post office, the taxpayer receives tax bill in a timely manner and the mail does not need to be re-addressed. This suggestion results in a three-year savings of $720. Ragena Jordan -Human Resources -- Ragena recommended athree-month advertising contract with "Roanoke Times" that renews itself monthly, thereby, reducing the cost of Roanoke County's line rate. This suggestion results in a three- year savings of $8,910. Dean Wood -Utility -- Dean in conjunction with Rick Harless implemented an idea to use silicone caulking and nylon cord to make necessary repairs to Granular Activated Carbon basins that were leaking at the seams...the estimated savings to Roanoke County was $1,450. 1 C-- Rick Hatless -Utility -- Rick in conjunction with Dean Wood implemented an idea to use silicone caulking and nylon cord to make necessary repairs to Granular Activated Carbon basins that were leaking at the seams...the estimated savings to Roanoke County was $1,450. Henry Wiley -General Services -- Henry recommended developing a video describing process, chemicals and materials used in daily, weekly and monthly routines would assist in ensuring that all custodians, content and future, would receive the same message. Cost savings is $7,500 over athree-year period. Roger Reed -General Services -- suggested the County provide prescription safety glasses to prevent eye injury that could result in a cost of $13,000 for one injury. Robin Cedillo -Former employee of R /E Assessment -- recommended the purchase of an all-in-one printer, fax, copier and scanner to save steps and cost in faxing information directly to customers when requested...overall three-year savings is $1,668. c-i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION CONGRATULATING THE TOP WINNERS OF THE CIRCLE SUGGESTION PROGRAM FROM MAY 1997 TO MAY 1998 WHEREAS, in the fall of 1996, the Roanoke County Board of Supervisors requested that the County of Roanoke develop a suggestion program that would encourage employees to reduce costs and improve operations; and WHEREAS, on April 8, 1997, the Board of Supervisors approved the establishment of the CIRCLE Suggestion Program, which stands for "CONTINUOUS IMPROVEMENT LED BY ROANOKE COUNTY EMPLOYEES"; and WHEREAS, since the program began, 76 County employees have submitted suggestions and implemented suggestions have generated an estimated savings of up to $131,671 over athree-year period; and WHEREAS, in addition to monetary winnings, each quarter the top winners received a CIRCLE T-Shirt from the County Administrator and were recognized in the CIRCLE Newsletter and Roanoke County Today; and WHEREAS, John Patten, General Services; Bill Fowler, Engineering; Charles Paitsel, General Services; Pat Puryear, Real Estate Assessment; Nancy Thomas, Treasurer's Office; Robin Cedillo, Real Estate Assessment; Dean Wood and Rick Harless, Utility Department; Henry Wiley, General Services. Ragena Jordan, Human Resources, and Roger Reed, General Services were responsible for submitting suggestions totaling cost savings of $52,309, making them the top winners during the first twelve months of the program. c-~ NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, wishes to express its congratulations to these employees for their ingenuity, their innovative ideas and for meeting the challenge of improving County operations and services; and FURTHER, on behalf of the citizens of Roanoke County, the Board of Supervisors encourages them to continue their outstanding efforts in the future. 2 "~ _ 6 ~,. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-1 TO THE VIRGINIA DEPARTMENT OF TRANSPORTATION EXPRESSING THE SUPPORT OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY FOR PROPOSED ROAD IMPROVEMENTS TO INTERSTATE 81 AND REQUESTING ROANOKE COUNTY PARTICIPATION IN THE PLANNING AND DESIGN STAGES OF THE PROJECT WHEREAS, in 1996 the Virginia Department of Transportation (VDOT) began to plan and design improvements to Interstate 81 (I-81 ), as a result of an increase in traffic volume resulting in safety problems and traffic congestion; and, WHEREAS, the proposed improvements will improve safety, enhance travel opportunities and provide the potential for economic growth around the Roanoke Valley; and WHEREAS, the proposed improvements to I-81 will result in impacts upon the citizens of Roanoke County, and upon the provision of public services by County government; and, WHEREAS, the construction of proposed improvements to I-81 will affect the County's future budgets and fiscal resources. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board supports the project to improve traffic flow, increase capacity, and interstate access via Interstate 81 within Roanoke County. 2. That VDOT assure County staff and citizens will participate in the early 1 ~• stages of the design and planning of the proposed improvements to I-81 in order to keep affected citizens and property owners informed of the status of this project, to minimize impacts, and to permit planning and budgeting for these impacts on the County. 3. That VDOT and the County Staff work together to address the fiscal impacts on the County tax base, budget and financial resources, especially with respect to utility crossings and storm water management facilities, frontage and access roads (and in particular access to the Roanoke County Center for Research and Technology), emergency services response during construction, and the location and costs for noise control/sound barrier measures. 4. That County staff and citizens be allowed to participate in the early planning and design stages of this project to address the following issues: the basic widening approach to be utilized (inside vs. outside), development and growth, frontage roads, utility crossings, interchanges, public safety during construction, tourist re-routing, storm water management facilities, sound barriers, zoning and local land use. 5. That the Clerk to the Board of Supervisors is directed to mail a certified copy of this Resolution to VDOT Salem District Administrator, Commonwealth Transportation Board members, Roanoke City, Salem, Botetourt, Montgomery, Governor, and local legislators. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 2 A COPY TESTE: ~• Mary H. Armen, CMC/AAE Clerk to the Board of Supervisors cc: File Gardner W. Smith, Deputy Assistant for Citizen Services Fred Altizer, VDOT Salem District Administrator Arnold Covey, Director, Community Development Commonwealth Transportation Board members Mary F. Parker, Clerk, Roanoke City Council Forest Jones, Clerk, Salem City Council Gerald S. Burgess, Botetourt County Administrator Jeffrey D. Johnson, Montgomery County Administrator The Honorable James S. Gilmore, III The Honorable John S. Edwards The Honorable Malfourd W. Trumbo The Honorable H. Morgan Griffith The Honorable Clifton Woodrum The Honorable C. Richard Cranwell The Honorable A. Victor Thomas r 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 14, 1998 AGENDA ITEM: Resolution of Support and Request for County Participation in the Interstate 81 Improvement Project COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: In 1996, the Virginia Department of Transportation (VDOT) began a major effort to plan and design road improvements to Interstate 81(I-81). The increase in traffic volume has created safety problems and traffic congestion on the four-lane I-81, which is 30 years old. The traffic has nearly tripled in 25 years from 2.7 million vehicles in 1970 to more than eight million in 1995. The 325 miles of interstate in Virginia was designed to carry only 15 percent truck traffic; however, it now carries 19- 40 percent. The study is divided into ten areas. The total cost for the ten steps will be $2.0 billion over 20 years. Roanoke County is in Study Area 5 covering Montgomery, Roanoke, and Botetourt counties where the plan is to widen I-81 from four to either six or eight lanes, depending on traffic needs. SUMMARY OF INFORMATION: Roanoke County should support these improvements to I-81 because of the need to improve safety on the interstate, and the increased economic development the improvements might bring to the Roanoke Valley. We also have a unique opportunity to be a part of the design process and participate in decisions that will affect our citizens. The County should also have an opportunity for input on such issues as road access, communication, noise control, and the potential for joint stormwater management facilities. The widening of I-81 will require the acquisition of a significant number of properties from private citizens. There is a long lag time between planning and construction, and many of the property owners may not be aware of the status of the widening project when land acquisition begins. Communication and working with the citizens and businesses who may be re-located will be important in keeping the County responsive to its residents. The County staff has established an I-81 Widening Committee to study the impacts of the road widening project, and to determine where the citizens and the County can profit by early proactive involvement in the planning. Attached is a summary of issues being pursued by I-81 Committee. FISCAL IMPACT: The staff committee believes that there may be a fiscal impact on the County. Cost associated with County concerns may be advanced into the budgets ahead of plans ~"~J in order to meet the time frame of the I-81 project. Estimates of fiscal impacts will require more details. Examples of cost impacts anticipated are as follows: 1. Utility crossing and storm water management facilities 2. Access roads associated with the Roanoke County Center for Research and Technology. 3. Emergency service response during the construction phase. 4. Businesses and homes, which may be nonconforming uses, are already identified and within the acquisition corridor. STAFF RECOMMENDATION: Staff recommends that the attached resolution be approved supporting the VDOT project and expressing the County's desire for early participation in the design phase. Res ectfully submitted, ~""_. _ ardner W. mith Deputy Assistant for Citizen Services Approved Denied Received Referred To ACTION ()Motion by: O () O Approved by, lmer C. Ho ge County Administrator VOTE No Yes Abs. Harrison _ _ _ Johnson _ _ _ McNamara _ _ _ Minnix _ _ _ Nickens r . ~~ / Discussion Issues for the County I-81 Widening Committee Below is a summary of the types of issues the committee is addressing: WIDENING APPROACH (INSIDE VERSUS OUTSIDE): More than half of the widening project can be accomplished within the existing median. However, the inside approach would require concrete median barriers and the appearance similar to the I-581/220 expressway. We see the need for a combination of inside and outside expansion in certain areas of the County to lessen the impact on citizens and to retain the natural beauty of the area. DEVELOPMENT AND GROWTH: Roanoke County has purchased and rezoned some 456 acres near exit 132 (Dixie Caverns). The County is rezoning the property to become a Planned Technology District. Road access is an issue and must be considered in the design of the road widening. The master plan and design of the Roanoke County Center for Research and Technology was prepared with the involvement of the citizens in the community. If the scope and nature of the technology district changes, the citizens committee should participate. FRONTAGE ROADS: There are seven frontage roads along the interstate. The staff sees the need to study extending or relocating several of the roads to provide alternative routes for traffic diversion, emergency traffic flow, and for future development in the area. UTILITY CROSSINGS: The County anticipates development on both the north and south sides of I-81. To avoid the interstate becoming a barrier for utilities extension and to minimize the cost of crossing the interstate, casing and pipes should be installed as the interstate is widened. County access to construction plans during the design phase is required to take advantage of disturbed sites. INTERCHANGES: There are six interchanges along the stretch of I-81 in or on the border of the County. Staff feels that further study should be conducted on adding an interchange between Dixie Caverns and Wildwood Road to support development and emergency service access. Staff analysis indicates that traffic increases will be at the level that full or half cloverleaf will be required at all sites. If an option for I-73 exit falls within the Area 5, then this additional exit should be full cloverleaf also. PUBLIC SAFETY DURING CONSTRUCTION: The County public safety staff must be included in the planning for traffic diversion during construction and the traffic flow in the event of an emergency to assure adequate response time. STORM WATER MANAGEMENT FACILITIES: A regional storm water management 3 . ~. ~~ study was recently completed. The plan identifies several locations to construct detention ponds to reduce flooding. Staff will seek the opportunity to review the I-81 plans to identify and propose joint facilities where possible. SOUND BARRIER: The use of the noise control system is new to this area of I-81 and early staff involvement is desired to discuss locations and visual designs. ZONING AND LAND USE: The planning staff and development review personnel will need to insure that accurate and up to date information is provided to the citizens. Because of the long lag time between planning and construction, property owners will have to be kept informed. Special care is required with those attempting to purchase or to sell within the VDOT proposed right-of-way corridor. Nonconforming uses will be an additional problem. Based on experiences elsewhere in the County, there will be residents and businesses seeking to replace or rebuild buildings in areas which will constitute nonconforming use. A County policy should be developed to address these issues. TOURISM RE-ROUTING DURING CONSTRUCTION PERIOD: The staff believes that the careful handling of visitors to the valley during the construction period is very important. The Roanoke Valley must take a proactive role in minimizing the potential loss of tourists which may result from construction and the re-routing of normal traffic patterns. The county suggest the "Visitor Friendly" signs be developed to assist in retaining an acceptable level of tourism during project construction. Early planning between VDOT, the Visitors Bureau, the cities, and the county will be required to replace permanent signs. Estimated timetable for I-81 Improvements 1996-97 -All 10 widening studies underway 1997-98 -Two citizen information meetings held in each area Spring 1998 -Widening construction has begun in Bristol area; Construction has begun on Christiansburg area interchange late 1998 -All studies completed; best widening options selected early 1999 -Study results reviewed by Commonwealth Transportation Board; Preliminary construction priorities set 1999-2020 -Ongoing construction/improvements ~` ~- ! AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION TO THE VIRGINIA DEPARTMENT OF TRANSPORTATION EXPRESSING THE SUPPORT OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY AND THEIR DESIRE TO PARTICIPATE WITH RESPECT TO THE PROPOSED IMPROVEMENTS TO INTERSTATE 81 WHEREAS, in 1996 the Virginia Department of Transportation (VDOT) began to plan and design improvements to Interstate 81 (I-81), as a result of an increase in traffic volume resulting in safety problems and traffic congestion; and, WHEREAS, the proposed improvements will improve safety, enhance travel opportunities and provide the potential for economic growth around the Roanoke Valley; and WHEREAS, the proposed improvements to I-81 will result in impacts upon the citizens of Roanoke County, and upon the provision of public services by County government; and, WHEREAS, the construction of proposed improvements to I-81 will affect the County's future budgets and fiscal resources. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board supports the project to improve traffic flow, increase capacity, and interstate access via Interstate 81 within Roanoke County. 2. That VDOT assure County staff and citizens will participate in the early stages of the design and planning of the proposed improvements to I-81 in order to keep affected citizens and property owners informed of the status of this project, to minimize ~~ J impacts, and to permit planning and budgeting for these impacts on the County. 3. That VDOT and the County Staff work together to address the fiscal impacts on the County tax base, budget and financial resources, especially with respect to utility crossings and storm water management facilities, frontage and access roads (and in particular access to the Roanoke County Center for Research and Technology), emergency services response during construction, and the location and costs for noise control/sound barrier measures. 4. That County staff and citizens be allowed to participate in the early planning and design stages of this project to address the following issues: the basic widening approach to be utilized (inside vs. outside), development and growth, frontage roads, utility crossings, interchanges, public safety during construction, tourist re-routing, storm water management facilities, sound barriers, zoning and local land use. 5. That the Clerk to the Board of Supervisors is directed to mail a certified copy of this Resolution to VDOT Salem District Administrator, Commonwealth Transportation Board members, Roanoke City, Salem, Botetourt, Montgomery, Governor, and local legislators. A-071498-2 ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE 6OARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ME TING DATE: July 14, 1998 AGENDA IT~,M: Appropriation of surplus state revenues to cover Jail operations due to inmate population for FY 1997-98. COUNTY ADMINISTRATOE~:.~~,OMM~NTS: ~~. /nC rc?._j <<G i'Cii>i Eju Y3 Niri r.: `l /Y~c/'e "f ~1 t~.n of-f,JeT 7~P". .°,<~ICnJ P9 inc.:,>raaa~.. /~ N c. u nt />t P n c~ ~^ ~P r o ll ~../ . ~U~AMA,..~tY F .INFORMATION: During FY 1997-98, as in previous years, the inmate population at the Roanoke County Jail has remained above capacity . As a result, operational costs such as food, utilities, medical costs, etc. continue to consume a substantial portion of the Jail's budget. In addition, the Compensation Board reduced funding for two positions in FY97- 98 that resulted in added overtime and part-time expenditures to maintain adequate staffing in the courts and jail facility. After reviewing the Sheriffs year-to-date expenditures, ayear-end deficit of $65,000 is projected as follows: Administration $(34,000) Civil 56, 000 Care and Confinement (87LOOO) Total $(65,000) Roanoke County is reimbursed by the state for salaries, mileage, office expenses, and far housing state prisoners. The reimbursement for state responsible inmates varies between a rate of $6 and $8/day. Federal prisoners are reimbursed at $40/day; however, during FY97-98 the Roanoke County Jail ceased housing federal prisoners. State reimbursement for commonwealth responsible prisoners is subject to state prisoner population, general assembly appropriations, and political factors, variables difficult to consider in revenue projections. Given this fact, revenues for these items are estimated conservatively with the intention of seeking additional appropriations from the Board of Supervisors if the inmate population increased expenses and the related reimbursements. ._.. . r - ~~ Based on the conservative revenue estimates versus the actual revenues received from the state for the Sheriffs Department for FY97-98, revenues in excess of budget for these categories should total approximately $170,000. STAFF RECOI,~M~DATIQ.~V: Staff recommends an appropriation adjustment to recognize an additional $65,000 of revenue for housing state prisoners and increasing the Care and Confinement budget within the Sheriffs department by $65,000 to cover increased operational costs of the jail caused by increased inmate population and staffing requirements. Respectfully submitted, Approved by, W. Brent Robertson ~Imer C. Hd~ge Budget Manager County Administrator --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens motion to Harrison _ x Denied () approve appropriation with any remain- Johnson _ x Received () ing funds at year end used to fund McNamara _ x Referred () emergency positions approved on June Minnix _ x To () 23. 1998 Nickens _ x cc: File W. Brent Robertson, Budget Manager Gerald S. Holt, Sheriff Diane D. Hyatt, Director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON JULY 14, 1998 RESOLUTION 071498-3 CERTIFYING EXECUTIVE MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened an executive meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.1-344.1 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such executive meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Johnson to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: J Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Executive Session . ~ - - A-071498-4 Item No. ~' 3 AT A REGULAR MEETING OF THE ROANOKE COUNTY, VIRGINIA BOARD OF SUPERVISORS, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ROANOKE COUNTY, VIRGINIA MEETING DATE: July 14, 1998 AGENDA ITEM: Bid Protest: Quint Fire Engine M & W Fire Apparatus, Inc. COUNTY ADMINISTRATOR'S COMMENTS: I believe that this bid protest should be denied. The process for researching and purchasing this vehicle took over a year, and involved a cross section of staff and volunteers from Fire and Rescue. The vehicle which was chosen met the specifications more closely, has a shorter delivery time, and is being produced by a company with Wrote experience. The people who chose the Quint are the people who will be using it, and the process was handled properly. There are some perception problems which are addressed below, and I believe that everyone involved has learned from this experience. We have met with M&W, and staff continues to support the process which took place and the award to Pierce Manufacturing. I support that award, also, and ask that you do the same. EXECUTIVE SUMMARY: This bid protest is made by M & W Fire Apparatus Inc., pursuant to Section 17-129 ("Protest of award or decision to award") of the Roanoke County Code, challenging award #CP97-49, a Quint Fire Engine, to Pierce Manufacturing, c/o Singer Associates Fire Equipment. Douglas Widner, President of M & W Fire Apparatus and Barry Mays are expected to be present at the Board meeting to present their protest. Richard Singer, representing Pierce, will also be present to answer any technical questions. BACKGROUND: For the past year, the Roanoke County Fire and Rescue Department has been researching fire apparatus to prepare to purchase a replacement vehicle to be stationed at the Hollins Fire and Rescue Station. Once a new vehicle is purchase for Hollins, the existing ladder truck will be rotated to Ft. Lewis which does not have one. The Fire and Rescue Department uses an Apparatus Specification Team to work through these purchases and to make recommendations to the Chief. The Specification Team ("Team") has a subcommittee, the Apparatus Specification and Standardization Committee ("Committee"), which is responsible for working with the Procurement Department, reviewing the proposals from suppliers and making the recommendation to the full team to be passed to the Chief. The Committee is composed of two volunteer firefighters, two career firefighters, a battalion chief, and two members of the company which will be using the new vehicles, in this case, Hollins. A representative from Procurement is also present. The battalion chief votes only in case of a tie, and the Procurement representative has no vote. ~" The Team, working with Procurement, drafted specifications for a Quint fire engine. These specifications were written based on information received from a variety of localities, both in and out of state. The specs were reviewed and changed to meet Roanoke County requirements, and on April 14, 1998, Procurement Services issued a Request for Proposals (RFP) for a Quint fire engine. Due to the terrain of Roanoke County, and some of the areas the vehicle would be expected to service, such as the Shenandoah Homes Retirement Community, the Committee was interested in an option which would provide additional maneuverability. Because cost of this alternative might have been prohibitive, the Committee asked that this be included as an option on the RFP. On April 21, the County held apre-proposal conference with interested suppliers. Pre-proposal conferences are intended to provide an opportunity to express any concerns over the specifications, and some changes to the RFP were made based on comments received at that time. On April 25, an addendum was issued to address the concerns expressed at the conference. Additionally, some of the suppliers arranged for demonstrations of their vehicles at various times during the spring months, even before the RFP was complete. Pierce, M&W and Equipment One all demonstrated equipment at the Hollins Fire Station, although M&W did not have a Quint to exhibit, and brought a demonstrator vehicle. On June 1, the Committee, along with the Chairman of the Specification Team, interviewed the representatives from the top two companies, M&W Fire Apparatus (M&W), and Pierce Manufacturing/Singer Associates Fire Equipment (Pierce). This interview allowed both sides to clear up any issues and answer any questions about the proposal. After discussion and review of the information, on June 9, the Committee made a decision on the equipment purchase. The Committee did not have information on the pricing when making its initial decision, and only looked at cost after ranking the two vehicles. The cost of the Pierce vehicle, without the option, was $504,729, and the M&W vehicle was $507,856. With the option, the Pierce vehicle increased $27,585 while the M&W vehicle increased $2,921. Additionally, as part of the proposal, Pierce has offered a prompt payment discount which will amount to an additional $10,000 savings. On June 10, Battalion Chief Steve Poff, who served as the facilitator for the Committee, forwarded the Committee's recommendation to Chief Burch. The Committee recommended the Pierce Manufacturing Quint, noting that it met the specifications for the basic vehicle best, its cost for the basic vehicle was lower, and its proposal for the optional all wheel steer met the requirements better than the competing vehicle. The final decision on this purchase was made by Chief Burch, and he supported the Committee's recommendations. The paperwork was received in Procurement on June 25 and on June 26, suppliers were notified of the award to Pierce. SUMMARY OF INFORMATION: M&W filed a bid protest on June 30, a copy of which is attached. County staff, including the fire chief, other fire personnel and representatives from Procurement and the County Administrator's office, met with a representative from M&W to review the issues and attempt to resolve the matter. After listening to the comments and questions, staff, including Chief Burch, continued to support the award to Pierce Manufacturing Company. M&W's 2 ~^ assertions, and the County's response (in italics), are set out below: o Pierce received preferential treatment by the evaluation committee. The Committee consisted of a cross section of individuals, including career and volunteer firefighters, and was assisted by a representative from the Procurement Department. They reviewed the specifications, and set forth a number of criteria for choosing Pierce. A copy of their recommendation is attached. o Items listed in the bid document that were proprietary to Pierce. The County used specifications from many localities in drafting the RFP, and made substantial changes based on the proposed use of the equipment. The purpose of the pre- proposal conference, however, is to ensure that vendors have the opportunity to bring matters such as this to the attention of the Procurement Department. M&W attended that cor ference, and did not indicate any problems with the proposal documents. Other changes were made to the documents, based on comments from the vendors at the conference. o The chairman of the review committee failed to review our proposal prior to the June 1 meeting with M&W. This comment refers to Lynn Thomas, Chairman of the Teana, who attended the June 1 meeting. He herd not read the proposal, because he was not part of the Committee, and was attending the meeting for informational purposes only. o The technical contact person showed up at the demo, set up at County's request, 45 minutes late, did a 360 walk around of (sic) demo unit, spoke to no sales person and left, all while wearing a Pierce jacket. No questions were asked by him and no interest was shown in the product being shown. The demo at the Hollins Fire Station was held in the early spring on Battalion Chief Poff's day off. Chief Poff was paged by fire personnel, and responded to Hollins to look at the vehicle. He does not remember whether or not he was wearing a Pierce jacket, although he owns one, which he purchased The demo unit was not a Quint, and since the specifications were not complete at that time, Chief Poff's interest was limited. o Other department members present questioned why the demo was there, as they verbally expressed they were buying a Pierce unit. The County is unaware of these comments. They were not made by members of the Committee making the choice and did not have any impact on the decision. Again, this event took place befog°e the specifications were even complete. If they were made, the remarks were inappropriate, and fire acrd rescue staff will be cautioned about making comments such as these in the future. 3 ~- o M&W meets 100% of the published specifications and based on the final tabulation of the base bid and all options taken is the lowest bid. M&W had more exceptions to the specifications. in the RFP, including the warranty and other equipment choices. The delivery time was longer, and the base proposal was higher. When the options were included, M&W's proposal did not meet the specifications as well as Pierces, particularly with respect to the turning radius, which was considered very important by the committee. (See attached comparisons) o M&W has demonstrated that we are a qualified apparatus company, as we have helped keep the County's existing units in service. The County does not dispute this. M&W would not have been chosen as one of the top two vendors if there was any doubt about the company's ability to provide the equipment. However, M&W has built only two Quints, while Pierce Manufacturing has built several hundred and has a more proven track record. Pierce builds Quints using many of its own components, while M&W fabricates the vehicles with components from various manufacturers. M&W was unable to provide a Quint at the demonstration, and did not even have one to show until after the award was announced. There are several other issues which may be brought to the Board's attention at the meeting: o In mid-June, prior to the award, Virginia Fire News Magazine carried an announcement that Singer Associates (Pierce) had received the award for the Quint from Roanoke County. Singer Associates is responsible for placing this information in the magazine, and has apologized. A copy of the letter from Singer Associates is attached. o The RFP specified that the components of the vehicle have been in production for over five years. Pierce specified a Dash 2000 chassis which has been in production only slightly over a year, but is an upgrade of a chassis which has been in production for more than 10 years. A copy of a letter with an explanation is attached. o At the June 1 meeting, during the M&W presentation, the representative from Pierce arrived at the meeting room and announced his arrival. The representative was told to wait in the Procurement office, and M&W was assured that the Committee would give them as much time as necessary to complete the exchange of information. o Chesterfield County purchased a Pierce Quint, and questions were raised about whether the equipment has performed satisfactorily. Staff has contacted Chesterfield County, and was informed that the Quint has performed well, and that the County is planning on purchasing another one from Pierce in the near future. o The RFP specified that the successful vendor would agree to be the sole source for the warranty. While M&W did agree to this in a letter which was part of the proposal packet, also included by M&W was a standard warranty form which specifically stated that various 4 L. '~ parts of the completed vehicle, including the chassis, were not warrantied by M&W. o The RFP indicated that the negotiated contract might be annually renewable for a period not to exceed 5 years. However, Fire and Rescue has decided that due to the changing technology of Quints, when funding is received for another purchase, a new RFP will be issued. M&W, along with all other interested vendors, will have other opportunities to supply equipment to Roanoke County. o M&W is a local company, with new offices in the Town of Vinton. However, the Virginia Procurement Act specifically does not allow this to be a consideration in making a local government purchase. The award has been made to Pierce for the Quint, and contract negotiations are ongoing at this time. ALTERNATIVES: The Board of Supervisors must determine whether the decision to award the bid to Pierce was arbitrary or capricious. If the Board determines that this award was not arbitrary or capricious, it should reject this protest and authorize staff to proceed with the negotiation of this contract to Pierce. In that case, M&W has the option to challenge the decision in circuit court, which will review whether the Board's decision was arbitrary or capricious. If the Board determines that the award to Pierce is arbitrary or capricious, then it can uphold the bid protest and direct staff to re-bid this piece of equipment. STAFF RECOMMENDATION: Staff recommends that the Board reject this bid protest and allow staff to proceed immediately with completing negotiations with Pierce to purchase the Quint for the Hollins Fire Department. This process has already taken over a year, and we should not delay the purchase any further. This piece of equipment has been determined by the Fire and Rescue Department and its committees to be necessary for the safety and health of the citizens served by the County. Additionally, when this vehicle is delivered, the ladder truck currently at Hollins will be moved to Ft. Lewis, to assist with protection in that area. The Ft. Lewis company is responsible for protection for Richfield Nursing Home, including the new Alzheimer's facility, as well as the new commercial and industrial development along the 460 corridor. Pierce Manufacturing is an established company with a proven track record, a shorter delivery time, and more of the features that the County requested. The Fire Chief and his staff fully support this purchase and the process that was used in arriving at the decision. 5 Respectfully submitted, Elmer C. Hodge ac County Administrator List of Attachments: Protest Letter from M&W Fire Apparatus, Inc. Memo from Battalion Chief Poff to Chief Burch, forwarding Committee Recommendation Comparison of Pierce and M&W Trucks Letter from Singer Associates concerning Virginia Fire News Magazine Letter from Singer Associates concerning Dash 2000 chassis --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Bob L. Johnson motion to Harrison _ x _ Denied () deny the bid protest Johnson _ x Received () McNamara _ x Referred () Minnix _ x _ To () Nickens Present cc: File Elaine Carver, Director, Procurement Richard Burch, Chief, Fire & Rescue Paul Mahoney, County Attorney 6 /III QC W F_3 FIRE APPARATUS MC. June 30, 1998 County of Roanoke Department of Procurement Services P O Box 29800 Roanoke, Va. 24018-0798 Attention: Don Karnes Dear Mr. Karnes: In response to your recent notification of an award of contract CP97-49-Quint to Pierce Manufacturing, M & W Fire Apparatus, Inc., is placing Roanoke County on Notice for a formal protest of the award. Our protest is based on the following: * We feel Pierce received preferential treatment by the evaluation committee. " * Items listed in the bid document that were proprietary to Pierce. '' * The chairman of the review committee failed to review our proposal prior to the June 1 meeting with M & W. * The technical contact person showed up at the demo, set up at County's request, 45 minutes late, did a 360 walk around of demo unit, spoke to no sales person and left, all while wearing a Pierce jacket. No questions were asked by him and no interest was shown in the product being shown. 5 \* Other department members present questioned why the demo was there, as they verbally expressed they were buying a Pierce unit. * M & W meets 100% of the published specifications and based on the final tabulation of the base bid and all options taken is the lowest bid. * M & W has demonstrated that we are a qualified apparatus company, as we have helped keep the County's existing units in service. M & W is a Roanoke County company of 18 employees with nearly 300 years of combined experience in fabricating fire apparatus. We are most capable in delivering a product that meets the County's specifications, and in fully warranting our product. We have a 100% customer satisfaction rating since our opening in 1992. 845 Third Street • Vinton, Virginia Phone (540)'343-3323 Fax (540} 343-8077 Toll Free (800) 409-2508 • www.m~re.com ~~ County of Roanoke June 30, 1998 Page 2 We were told that the only way we could bring this matter to the Board of Supervisors was to file a formal protest that is why we did so. We feel the Board maybe more objective in consideration of the awarding of the contract. We feel not only will the County save tax payers money by going with the lowest qualified bidder, but will save in the following ways. * There will not be any need for long expensive trips out of state to "inspect" the equipment. * The Department will be able to inspect the unit more often without cost to the County. * A large portion of the cost of the unit will stay here in the County thru taxes, buying from local vendors, and employees spending their salaries. We feel this will be a win-win situation for the County and M & W Fire Apparatus. Sincerely, M & W FIRE APPARATUS, INC. //~( ~c~5 J Douslas T. Widner President ~~~ Comparison of truck that was bid -- cab height 136" Pierce M&W Wheelbase 239" 239" Cramp Ang 45 % 32 % (info provided was for 35 %) Tire Size 425/65822.5 425/65822.5 Turn Rad Outside 33.09' 39.96' Turn Rad Inside 27.82' 27.31' Curb to curb 33.93' 40.63' Wall to wall 38.34' 45.00' Dash 2000 HME 1871-STD Cab and low profile all tires Truck with Options All Wheel Steer Tai Axle Wheelbase - 239" Cramp - 45 Tires - 425/65822 Outside turning radius - 22.06' Inside turning radius - 18.37' Curb to curb - 22.5' Wall to wall - 25.31' Wheelbase - 212" Cramp - 35 Tires - 425/65822.5 Outside Turning Radius - 36.05' Inside Turning Radius - 24.10' Curb to curb - 36.72' Wall to wall - 41.09' O~ AJANp,~,~ w ~ a (~.~or~xxY~ ~~ ~~xxt~.~.~e 1838 FIRE AND RESCUE DEPARTMENT ,.. ~, RICHARD E. BURCH, JR. CHIEF TO: Chief Rick Burch, Don Karnes FROM: Battalion Chief Steve Poff DATE: June 10, 1998 SUBJECT: Quint Fire Apparatus Committee Recommendation The Apparatus Specification And Standardization Committee met on June 09, 1998 to make a decision on the Quint Fire Apparatus for Roanoke County. The Committee recommends that Pierce Mfg. Co. he awarded the contract to provide a Quint fire apparatus to Roanoke County. The Committees recommendations are based on the following reasons: 1. The Quint specification submitted by Pierce Mfg. Co. best meets the committees Request for Proposals and contains less exceptions to the proposal than the other bidders. 2. Pierce Mfg. Co.'s proposal for a all wheel steer option for increased maneuverability of the Quint best meets the committees recommendation for the option proposal. 3. Pierce Mfg. Co.'s proposal on delivery time is the shortest of the two proposals considered. Delivery time noted was 285-315 calendar days,the other was 365 to 400 days. 4. Pierce Mfg. Co's history of constructing the Aerial Component of the Quint is 300 to 400 Aerials constructed. The other bidder has only constructed one Quint locally. 5. Pierce Mfg. Co. base bid amount of $504,729.00 is the lowest of the two submitted. It also contains two deductions from the base amount if Roanoke County takes advantage of two early component deliveries. These deductions total $10,500.00 and certainly should be taken advantage of to get the best price possible for Roanoke County. The other proposal did not contain component delivery deductions from the base amount submitted. The committee 3568 PETERS CREEK ROAD NW • ROANOKE, VA 24019 • (540) 561-8100 FAX TELEPHONE (540) 561-8108 ® Recycled Paper ~~~ feels that there is even more room to negotiate a better price once a contract notification is awarded. This is based on the previous experience with the current Fire Engine contract. The committee recommends that based on the above considerations that Singer Associates Fire Equipment, Inc., acting as a agent for Pierce Mfg. Co., be awarded the contract for the Quint Fire Apparatus with All Wheel Steer option included to best meet the needs of the Fire and Rescue Department. It is further reccomended that in the future Request For Proposals sent out by procurement for Fire and Rescue Apparatus, that a clause stating that the Fire and Rescue Department must be able to purchase parts directly from the factory be included in the procurement language preceding the actual specification. The Specification Committee met for 72 months and attended many meetings and conducted extensive research to reach a final determination on what we feel will best meet the Departments needs for a Quint Fire Apparatus for the next 10 to 15 years. ~'~ QUINT FIRE APPARATUS COUNTY OF ROANOKE REQUEST FOR PROPOSAL #CP97-49 June 1,1998 :.;:.:.;:.:.:.;:.>:.>:.: ::>::>: <::;::;:>:::: `<`>~~''•`1til~fi'+•~.°`:: `.'Y>>~'..~:F'':>?:~.«;:.:;`<,::"'~>?>' ~ }>~` ........................................... .................................................. :> : :> ::> :> :> :: ::>; :> : : : : : : : : : : : : : : ... ,::::::::}>}>{<:>:<:'` t<'>:<::~«~:<~::"<~` <~`> •? .:....... .N~ER..A~TE~.~ ::.:.~::::.:: <`<}''<>'>ti>>>~~:h {>~v~ ~~r~~<~>>`~~`'>`<' ::...:.::.::.::::::::::::::::::. :. .: ::::.::.:::::::.:~::::.~::::::::. ;;:::.:>: : : : : : : ; : : :: >: >: >: :>: >: :: :: >:: : »;:< >: :>: ::>::>::>::>::>;::>:«<::<::<:::>:::;:::;:>::::::>::>::::>::> :::::::::: ::;::::<:;»:::>;::»;»>::>::::>::<:>::>::>:::::::::>::»:::<::<::::>::»::»::>:::::::<:>::»::>::>:::<:::»::»::>::>:::;::»::>:::>:::»:::»::::>::: . ~ :::::::::.::. ~::::::::.::..~::::::.~::::::::::::::: ..:..::::::::::::.::::::. ~::::::.: ~::.:::::.~::::.:~ ::: :> :::: RR ..E...~P ~~.:::: .................... ::::::::::: ..:.::..:::::.~ ...~...................... Q~. ........:::•.:.:...~...F'.~~4~ .. .. .:::. ~::::.~ ~...~..~t........... Bid Amount for 100' Quint Fire Apparatus $ 504,729.00 ea. $ 507,856.00 ea. Bid Amount of Accessories $ 27,585.00 ea. $ 2,921.00 ea. all wheel steer self steer Delivery Time for Complete Order 285.315 calendar days 365 to 400 days of Discount Allowed from List for 10% 10% above cost Replacement Parts Local Labor Rate $49.00/hr. $ 47.50 Overtime Labor Rate $73.50/hr. $ 55.00 Bid Bond 10% of total bid 10% of total bid (Bid Bond attached) (Bid Bond attached) C:\MyFiles\W PDOCS\CP97-49-LST.wpd FIRE/RESCUE July 8, 1948 Chief Richard $urch ~ ~ . Roanoke County Fire & Rescue Depett~ent ,. . ' ~ S68 Paten Creak Road, NW ~ ' . . Roidoke, Virginia 24019 . 'REF: Virginia pits Nbws Magazine 'Dear Chief Htuch, ' 'This litter is to CbrtRrm our telephone discussion bf today, regarding tfie listing of new apparatus • orders io• rho latest issue of the Vlfgirfla Fire News Magazine. ' 1 will take.full responsibility for listing th`e~Roanoke County aerial ordeer early in this publication. We work very dlesely with the editor of thia.inagazine afld I will often give him potential orders to include in his, "Apparatus 4n Order"page. Jerry and t many times will speak once a week or stare updating thaw entries into his megazine as well as review. ing advertising copy. I did not speak witb anyone in Roanoke County regarding this proposal. I gave this to the magazine sometime around the 12~ to the l S`~ of June and it was my mistake to not have it removed when we didnot boos a eonfiitried purchase order from the County at that point. I dsd not contact anyone on the Rro departmerrt apparatus committee, nor the purchiaiag department, but merely did not gd the (iating taken out of the publication prior t4 printing. • I a~otogize if this has caused any ,problems tad I can'aaure Roanoke County that we will discontinye the practice of IistiQg potential :ales in this magazine until we are. in possession ofa purchase order. Again, I take full rgponsibility for the misCalce, but that is all it was i` a mistake and no one should read anyrcorc into it othOr.than that. ~ . I apprecine the ,opportunity to set the record straight er,d if you have any other questions that I could bo'of help with, plesse~ feel fires to give ma i ca11. . • • 10Zt,0~6 Marsh Road •~f3ealecon, Virginia ~Z27~ 2 • {5A0) a39-8055•• (5ao):439-6060 (FAX) • 1-800-~~-2-9?00 . Fax~703-56i-8108 Jul 9 '98 701 P.02i03 SINGER ASSOCIATES FIRE EQUIPMENT, 1NC• Your P~'ofeasional Piro Apparalus Dever ~ ,_.~_.._r. _...~_, Prosident & CEO FIRE~RESCUE Fax~703-561-8108 Jul 9 '98 702 P.03i03 ~~~ . ~ SINGER ASSOCfATES FIRE EQUIPMENT, ENG. ' ~ ~ ~ ~ Your Protessianal Fire Apparatus. Dealer . 7uty a, 1998 w Chief Richard Burch , Roanoke Couray Firo & Rescue Department ,~ 3568 Peden C'neek Road, NW ' , . ~ ~ , . ~. Rornoko, Yitgisie 2x019 ~ ~ . .. ~ , RfiF~: Dsih2000 chassis Dear Chief &nc~ ~ ~ , I understand there have been some questions raised.about our Dash2400 chassi8 that was bid on your aerial ladder proposal, last month. ~ ' The Dash chassis hes''beezt in production at Pierce since the late 1984's, but ceet~tinly for more then ten, (10) years, We otfa it in both the side door. and teat door models. The Coucrty has purchased several of these chassis with pumper bodies since your five (S) year long teen pumper contract with Piet+ce and Sittgtx ~4ssociatas. ~' Tha Dash2000 chassis i$ mttely an' update or revision of the current Dash chasaia. Wo have completed this project on both die Dash std Lance chassis to update dnd upgrade them to give our cuatomera~the latc~t in chassis ttclsnology. Y dart say that :rest customers would not be able to pick a Duch cab and chassis apart. tom a~paah2000~cab and chassis in the sama room. The engine boz is lower and we~ha•+e a new dash board 'The~components ofthe Daah2000 chassis have boon in production for several yearn and thin revised pxoduc! for putpoeea of wnaideration on your appaTttus has been in production and ianot a.cAmpletaly new chassis. I apprecidte.the opportunity to again set the :scold straight and if I can be of any further assistance, please do sot hgitate ro give me a.call.. ~ ; : ~ ' 10210-6 Marsh Road • ,BQaleton, Virginia, Z27~ 2 (540) 439-8055 ~~ (544).439.8060 (FAX) • 1-9Q0.442-9740 Richard n, Singer ' President & CFO ~• ,. A-071498-5 ACTION N0. 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 14, 1998 AGENDA ITEM: Request from the New River Valley Commerce Park Project to indicate intention to join the Virginia Headwaters Regional Industrial Facility Authority and appropriate $5,000 for initial expenses COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: David Rundgren, Executive Director of the New River Valley Commerce Park Study Committee, has forwarded to the County a draft ordinance creating the Virginia Headwaters Regional Industrial Facility Authority, and requested that the County indicate it's intent to participate in the Authority, and it's willingness to appropriate $5,000 to help pay the initial expenses of the Authority. The purpose of the Authority is to enhance economic development for the member localities by developing a regional economic development project, and 18 localities have been invited to join. The City of Roanoke has advised that they intend to participate. Joining the Authority does not obligate any locality to participate in the New River Valley Commerce Park project or any other projects undertaken by the Authority. Each project will have a separate organizational structure with Participation Agreements. If Roanoke County decides to join the Authority, a formal ordinance must be adopted by September 1, 1998. At this time, the County is only agreeing to participate and provide seed money, contingent upon review of the contract by the County Attorney. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors indicate it's intention to participate in the Virginia Headwaters Regional Industrial Facility Authority and authorize the County Administrator to convey this message to the appropriate individuals. The $5,000 initial expenses will be taken from the Economic Development budget. ~~~ Respectfully Submitted by: C Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved () Motion by: HarrX C. Nickens to Johnson _ _ Denied () ~~rove with $5,000 fundina appropriated Harrison _ _ Received () from economic development budget McNamara- _ _ Referred () Minnix To () Nickens _ _ _ cc: File Timothy W. Gubala, Director, Economic Dev Diane D. Hyatt, Director, Finance David W. Rundgren, Executive Director, New River Valley Commerce Park Study Committee ~. . ~~ 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-6 AUTHORIZING A COMPREHENSIVE REZONING OF VARIOUS PARCELS LOCATED IN THE SOUTHWESTERN PORTION OF ROANOKE COUNTY FOR COMMERCIAL USE TO ENCOURAGE ECONOMIC DEVELOPMENT WHEREAS, §15.2-2283 (vii), of the Code of Virginia, 1950, as amended, identifies that one of the purposes of a zoning ordinance is to encourage economic development activities that provide desirable employment and enlarge the tax base; and, WHEREAS, the Roanoke County Land Use Plan has designated certain centralized locations of the County as "Core," which are best suited for high intensity urban uses; and, WHEREAS, public necessity, convenience, general welfare and good zoning practice require an amendment to the zoning ordinance and district maps to accomplish these goals, and more particularly the change in zoning classification of certain real estate to the zoning classification of C-2 General Commercial District; and, WHEREAS, §15.2-2286.A.7 of the Code of Virginia, 1950, as amended, provides that an amendment to the zoning regulations or zoning district maps may be initiated by resolution of the governing body; and, WHEREAS, the Board of Supervisors of Roanoke County desires to assist in the assemblage of real estate located in the southwestern portion of the County to encourage economic development by initiating the change in zoning classification of certain real estate to the zoning classification of C-2 General Commercial District. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1 1. That the Board of Supervisors hereby initiates the amendment of the zoning classification and zoning maps for certain real estate located in the Cave Spring Magisterial District consisting of approximately 20 acres, to the zoning classification of C-2 General Commercial District. 2. That this real estate consists of the following property identified by County tax map parcel numbers, as follows: Tax Map Nos. 77.13-5-30; 31; 35; part of 37; part of 38; 39; part of 40; 43.1; 43.2; 47; 48; 49; 50; 51; 52; 53; 54; 55; 56; 57; 58; 58.1; 59; 60; 61; 62; part of 12. 3. That the Roanoke County Planning Commission is hereby requested to review this request and to make its recommendations on said amendment, as required by Title 15.2 and the Roanoke County Code. 4. That the County Administrator or his designee is hereby directed to take such actions as may be necessary to accomplish the purposes of this Resolution. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSTAIN: Supervisor Johnson A COPY TESTE: ~• Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Timothy W. Gubala, Director, Economic Development Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney 2 Item No. ~ "'S AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, ROANOKE COUNTY ADMINISTRATION CENTER, 5204 BERNARD DRIVE, SW., ROANOKE COUNTY, VIRGINIA ON TUESDAY, MEETING DATE: July 14, 1998 AGENDA ITEM: Request for a Resolution to rezone approximately 20 acres in Southwest County for economic development purposes COUNTY ADMINISTRATOR'S COMMENTS: hg's c ~>n.~~e is nee'./P~~ fv.- ~C onnrrr."c ~tnw/"'~, /~ecc..n.,,en c~ a~p~o/~., ~. EXECUTIVE SUMMARY: Staff has been negotiating with economic development prospects to locate a commercial development project on approximately 20 acres in the vicinity of Brambleton Avenue (Route 221) and Electric Road (Route 419). This area is designated as "Core" in the 1985 Comprehensive Plan. Current zoning designations are R-2 , R-1 and C-2 with Conditions. Staff requests that the Board of Supervisors initiate rezoning of these properties by resolution and forward such to the Roanoke County Planning Commission for their evaluation and recommendation to the Board of Supervisors for their August 18, 1998 meeting. A community meeting may be needed to review this rezoning with the public. FISCAL IMPACT No immediate fiscal impact. Staff estimates that commercial development of the area can result in new tax revenues from real estate, personal property, Business and Professional Occupation Licenses (BPOL), and sales tax. ALTERNATIVES 1. Approve the attached resolution. 2. Decline to rezone the property at this time. STAFF RECOMMENDATION Staff recommends that the Board of Supervisors approve Atlernative 1 authorizing a rezoning of properties in the Brambleton Avenue and Electric Road area for economic development purposes. Respectfully submitted: ~~ / Timothy Gub a Director Approved: ~~a..-~~ ~ ~ ~~,,,e.,~~i~ - Elmer C. Ho ge County Administrator ACTION Approved ( ) Denied () _ Received ( ) Referred to Motion by: No Yes Abs Harrison _ _ Johnson McNamara _ Minnix _ Nickens Attachment AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION AUTHORIZING A COMPREHENSIVE REZONING OF VARIOUS PARCELS LOCATED IN THE SOUTHWESTERN PORTION OF ROANOKE COUNTY FOR COMMERCIAL USE TO ENCOURAGE ECONOMIC DEVELOPMENT WHEREAS, §15.2-2283 (vii), of the Code of Virginia, 1950, as amended, identifies that one of the purposes of a zoning ordinance is to encourage economic development activities that provide desirable employment and enlarge the tax base; and, WHEREAS, the Roanoke County Land Use Plan has designated certain centralized locations of the County as "Core," which are best suited for high intensity urban uses; and, WHEREAS, public necessity, convenience, general welfare and good zoning practice require an amendment to the zoning ordinance and district maps to accomplish these goals, and more particularly the change in zoning classification of certain real estate to the zoning classification of C-2 General Commercial District; and, WHEREAS, §15.2-2286.A.7 of the Code of Virginia, 1950, as amended, provides that an amendment to the zoning regulations or zoning district maps may be initiated by resolution of the governing body; and, WHEREAS, the Board of Supervisors of Roanoke County desires to assist in the assemblage of real estate located in the southwestern portion of the County to encourage economic development by G:\ATTORNEY\PMM\HOMDEPOT.RES 1 initiating the change in zoning classification of certain real estate to the zoning classification of C-2 General Commercial District. NOW THEREFORE, BE IT RESOLVED, By the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board of Supervisors hereby initiates the amendment of the zoning classification and zoning maps for certain real estate located in the Cave Spring Magisterial District consisting of approximately 20 acres, to the zoning classification of C-2 General Commercial District. 2. That this real estate consists of the following property identified by County tax map parcel numbers, as follows: Tax Map Nos. 77.13-5-30; 31; 35; part of 37; part of 38; 39; part of 40; 43.1; 43.2; 47; 48; 49; 50; 51; 52; 53; 54; 55; 56; 57; 58; 58.1; 59; 60; 61; 62; part of 12. 3. That the Roanoke County Planning Commission is hereby requested to review this request and to make its recommendations on said amendment, as required by Title 15.2 and the Roanoke County Code. 4. That the County Administrator or his designee is hereby directed to take such actions as may be necessary to accomplish the purposes of this Resolution. G:\ATTORNEY\PMM\HOMDEPOT.RES 2 f ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 14, 1998 RESOLUTION 071498-7 APPROVING AN OPTION TO PURCHASE AGREEMENT WITH KENNETH A. KEENEY AND CATHERINE L. KEENEY FOR CERTAIN PROPERTY, (BEING IDENTIFIED AS COUNTY TAX MAP PARCEL 77.13-5-31) AS PART OF A PROPOSED ECONOMIC DEVELOPMENT PROJECT WHEREAS, by Option to Purchase Agreement dated July 9, 1998, Kenneth A. Keeney and Catherine L. Keeney granted unto the Board of Supervisors of Roanoke County, Virginia, an option to purchase 0.254 acre, more or less, being further shown on the Roanoke County land records as Tax Map Number 77.13-5-31, ("the Keeney Property"); and, WHEREAS, under the terms of said agreement, the option fee is $2,000.00, the purchase price for the "Keeney Property" is to be $125 000 and $5,400 in closing costs and moving expenses ,and the option must be exercised on or before January 10, 1999 and, WHEREAS, at such time as said option is to be exercised, this matter will be brought back to the Board of Supervisors of Roanoke County, Virginia, for adoption of an ordinance to authorize exercise of the option and acquisition of the real estate. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: (1) That the Option to Purchase Agreement dated July 9, 1998, between Kenneth A. Keeney and Catherine L. Keeney, Grantor, and the Board of Supervisors of Roanoke County, Virginia, Grantee, and the terms and conditions provided for in said agreement, is hereby approved and the execution of said agreement by the County Administrator is hereby authorized and ratified. (2) 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 may be required to determine the feasibility and necessity of exercising the option and acquiring said Property, all of which shall be approved as to form by the County Attorney. (3) That this resolution 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 McNamara, Minnix, Harrison, Nickens NAYS: None ABSTAIN: Supervisor Johnson A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Arnold Covey, Director, Community Development Timothy W. Gubala, Director, Economic Development 2 - ~ ~ _ ~. Item No. ~ "~ ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY MEETING DATE: July 14, 1998 AGENDA ITEM: Resolution ratifying an option to purchase agreement with Kenneth A. Keeney and Catherine L. Keeney to purchase approximately 0.254 acres on Westmoreland Avenue (being identified as County Tax Map parcel 77.13-5-31) COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County is assisting in the location of an economic development prospect. Kenneth and Catherine Keeney owns a 0.254 acre tract on Westmoreland Avenue. They have been approached for an option to sell the 0.254 acre tract to Roanoke County, who in return will convey it to the prospect so that they can use this property for road improvements related to an economic development project. This purchase and conveyance is in conformance with a draft performance agreement between Roanoke County and the economic development prospect. The property is: All that certain tract or parcel of land, together with any improvements thereon, rights incident thereto, and appurtenances thereunto belonging, situate in the Cave Spring Magisterial District of the County of Roanoke, Virginia, containing 0.254 acres, more or less, and more particularly described as follows: Beginning at a point on the south side of Westmoreland Drive, which point of beginning is the common corner to Lots 1 and 4, Section 6 as shown on the map of Mount Vernon Heights, recorded in Plat Book 2, page 67, of the records of the Clerk's Office of the Circuit Court for the County of Roanoke, Virginia; thence leaving Mount Vernon Heights and along and with the west line of Lot 4, S. 10 deg. 03' W. 254.38 feet to a point; thence S. 72 deg. 32' E. 31.65 feet to a point; thence along and with a new division line through Lot 4, N. 15 deg. 48' S 1" E. 247.99 feet to a point on the south side of Westmoreland Drive; thence along and with the south side of Westmoreland Drive, N. 68 deg. 11' W. 57.5 feet to the point of Beginning, -and being the western portion of Lot 4, Section 6, of said Mount Vernon Heights Subdivision, and designated as New Lot 4-A as shown on plat of survey made by Jack G. Bess, CLS, dated January 3, 1991, recorded in the aforesaid Clerk's Office in Deed Book 1335, page 1524. Said real estate being further shown and designated upon the Roanoke County land records as Tax Map Number 77.13-5-31, and having a street address of 3319 Westmoreland Drive, SW, Roanoke, Virginia. This being all of the same real estate acquired by the Grantor from the Cave Spring First Aid and Rescue Squad, Inc., by deed dated 1/4/91, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Deed Book 1335, page 1522. Staff recommends that the 0.254 acres be acquired by the County by option agreement in accordance with the draft performance agreement with the economic development prospect. FISCAL IMPACT: Funds for the option price of $2,000 are available in the Economic Development Department public private partnership fund. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors adopt the attached resolution approving the option to purchase agreement with Kenneth A. Keeney and Catherine L. Keeney for road improvements related to an economic development project. Approved: Elm r C. Ho ge County Administrator ACTION Approved ( ) Denied ( ) Received ( ) Referred to Motion by: No Yes Abs Harrison _ Johnson McNamara Minnix _ _ Nickens Attachment AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, JULY 14,-1998 RESOLUTION APPROVING AN OPTION TO PURCHASE AGREEMENT WITH KENNETH A. KEENEY AND CATHERINE L. KEENEY FOR CERTAIN PROPERTY, (BEING IDENTIFIED AS COUNTY TAX MAP PARCEL 77.13-5- 31) AS PART OF A PROPOSED ECONOMIC DEVELOPMENT PROJECT WHEREAS, by Option to Purchase Agreement dated July 9, 1998, Kenneth A. Keeney and Catherine L. Keeney granted unto the Board of Supervisors of Roanoke County, Virginia, an option to purchase 0.254 acre, more or less, being further shown on the Roanoke County land records as Tax Map Number 77.13-5-31, ("the Keeney Property"); and, WHEREAS, under the terms of said agreement, the option fee is $2,000.00, the purchase price for the "Keeney Property" is to be $ and the option must be exercised on or before and, WHEREAS, at such time as said option is to be exercised, this matter will be brought back to the Board of Supervisors of Roanoke County, Virginia, for adoption of an ordinance to authorize exercise of the option and acquisition of the real estate. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: (1) That the Option to Purchase Agreement dated July 9, 1998, between Kenneth A. Keeney and Catherine L. Keeney, Grantor, and the Board of Supervisors of Roanoke County, Virginia, Grantee, and the terms and conditions provided for in said agreement, is hereby approved and the execution of said agreement by the County Administrator is hereby authorized and ratified. (2) 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 may be required to determine the feasibility and necessity of exercising the option and acquiring said Property, all of which shall be approved as to form by the County Attorney. (3) That this resolution shall be effective on and from the date of its adoption. U:\WPDOCS\AGENDA\ECON\KEENEY.OPT 2 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 14, 1998 AGENDA ITEM: Request to vacate a 20-foot drainage easement recorded on plat for Botetourt South, Section 5, Plat Book 18, Page 91, and located on Lot 1, Block 2, Section 1, Orchard Park, Plat Book 19, Page 29, (Tax Map #40.05-5-1) and located in Hollins Magisterial District (as shown on attached map). COUNTY ADMINISTRATOR'S COMMENTS: I'i cz c a m ~, n„ ~/ ~P~ a c v c.,/ The petitioner, Fralin and Waldron Community Development Corporation, the developer of Orchard Park, Section 1, request that the Board of Supervisors vacate the 20-foot drainage easement. Fralin and Waldron Community Development Corporation is the owner of Lot 1, Section 1, Orchard Park, Plat Book 19, Page 29, located in the Hollins Magisterial District. They are requesting that the Board of Supervisors vacate a 20-foot drainage easement no longer needed. The drainage plan for Orchard Park Subdivision has been altered from its original design and drainage facilities are no longer required. This vacation also allows the owners flexibility in the location of their new residence to be constructed on Lot 1. County staff received no objections to the vacation from the applicable county departments. Therefore, Roanoke County is requesting that this described drainage easement be vacated in accordance with Chapter 22, Title 15.2-2272(2), Code of Virginia 1950, as amended. 1 ~i First reading of the proposed Ordinance is scheduled to be held on July 14, 1998. A Public Hearing and second reading is scheduled for July 28, 1998. County staff recommends that the Board of Supervisors adopt the proposed Ordinance to vacate the referenced drainage easement and instruct the County Attorney to prepare the necessary ordinance. ~MITTED BY: ,_ .-~. ~,~ ,~~ ~ Arnold Covey, Director Department of Community evelopment Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION Motion by: pc: Paul Mahoney, County Attorney APPROVED BY: Elmer C. Hodge County Administrator VOTE No Yes Abs Harrison Johnson McNamara Minnix Nickens 2 I 1 t I N~ I ~ ~wN~ ~ ?Q~~ ~ ~~ ~ w ~°'I g`~I I a ~ ~~ I .I ~/ NORTH ~~\ 's. c ~\ ~Xl9rINC~ ?~~ ~ ~ ~" WArE,e ~IKb EASEM -~ \ p~. rq Per. 29 ~ ~ \ a C`~ s ~{ v \ \\ Z 0 ~~ 1 ~~ tl ~ I ~HORp ~ A $ 6R5~51'08"& 8 G 5 36°?4`49"E ?4.88' REQUEST TO VACATE 20 FOOT DRAINAGE EASEMENT Recorded to Plat Book 18, Page 91 Botetourt South - Section 5 Located on Lot 1, Block 2 (Tax Parcel: 40.05-5-1) In Orchard Park -Section 1 Recorded in Plat Book 19, Page 29 LOT 2 QRGNAR~ PAR~G . (RIY1' uAa/ES) n~IUE ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT F ~ W GOMMUNlrY /JEVEGOPMENr caRPORArlaN ,y~~jQ'- ~~~n ~~ ~~~ ~;'y' p~• ~~aP '~ ~~~~~~~ 4 4 ~ pQ' ,~ y~~0 ~• Qt°• ~~~ ~~ TAX"40.05.5•! ~(A) Lar 1 1 ~ 1 f A r!E GlNE ONaY 548°44' 36"E ~' 77, 47' 1' 30' M, r3.G. ~~X1Sr 15 P.I1.E (p, !3, J 9 PG, 39) REQUEST TO VACATE 20 FOOT DRAINAGE EASEMENT Recorded in Plat Book 18, Page 91 Botetourt South - Section 5 ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE AUTHORIZING THE VACATION OF A PORTION OF AN EXISTING 20-FOOT DRAINAGE EASEMENT RECORDED ON PLAT FOR BOTETOURT SOUTH, SECTION 5, PLAT BOOK 18, PAGE 91, AND LOCATED ON LOT 1, BLOCK 2, SECTION 1, ORCHARD PARK, PLAT BOOK 19, PAGE 29, HOLLINS MAGISTERIAL DISTRICT WHEREAS, by subdivision plat entitled `Plat Showing "THE ORCHARDS" Section No. 5 "BOTETOURT SOUTH",' dated May 19, 1995, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 18, page 91, a 20-foot (20') drainage easement was shown and created across the remaining property of F & W Community Development Corporation; and, WHEREAS, a portion of said remaining property, over which the drainage easement is shown, has been subdivided and is designated as Lot 1, Block 2, Section 1, Orchard Park, as shown on plat entitled `Plat Showing Section No. 1 "ORCHARD PARK",' dated September 3, 1996, and recorded in the aforesaid Clerk's Office in Plat Book 19, page 29, and further designated on the Roanoke County Land Records as Tax Map No. 40.05-5-1, Hollins Magisterial District; and WHEREAS, F & W Community Development Corporation is the current owner of Lot 1, Block 2, Section 1, Orchard Park; and WHEREAS, the drainage plan for Orchard Park Subdivision has been altered from its original design and drainage facilities are no longer required in this location; and WHEREAS, § 15.2-2272.2 of the 1950 Code of Virginia, as amended, requires that such action be accomplished by the adoption of an ordinance by the governing body; and, F-i WHEREAS, notice has been given as required by § 15.2-2204 of the 1950 Code of Virginia, as amended, and first reading of this ordinance was held on July 14, 1998; and the public hearing and second reading of this ordinance was held on July 28, 1998. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That a portion of a 20' drainage easement across property owned by F & W Community Development Corporation, shown cross-hatched and designated as "PORTION OF EXIST. 20' DRAINAGE EASEMENT TO BE VACATED" upon a plat entitled `Request to Vacate 20 Foot Drainage Easement Recorded in Plat Book 18, Page 91, Botetourt South-Section 5' and prepared by the Roanoke County Department of Community Development, a copy of which is attached hereto as Exhibit A, be, and hereby is, vacated; and, 2. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as maybe necessary to accomplish this vacation and acquisition, all of which shall be on form approved by the County Attorney. 3. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with Section 15.2-2272.2 of the Code of Virginia (1950, as amended). g:\attorney\wgr\agenda\drainage\orchard.ord 2 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 14, 1998 AGENDA ITEM: First Reading of Ordinance Authorizing Creation of and Financing for a Local Public Works Improvement Project - Grander Dr. &Gieser Rd. Sewer Project COUNTY ADMINISTRATOR'S COMMENTS: ReGc,mmen~ C~~~J/c.'c-~- BACKGROUND: During November 1997, Utility Department staff received a "Petition for Public Works", which had been signed by sixteen (16) Grander Park Subdivision property owners. Because of failing or malfunctioning septic systems, several property owners along Grander Drive and Gieser Road expressed an interest in having public sewer service extended to their properties. In response to the petition, Utility Department staff explored various sewage conveyance options and prepared a preliminary cost study. The following two options to extend public sewer service along Gieser Road and Grander Drive were evaluated by Utility Department staff: O tp ion 1 - Would involve construction of gravity sewer lines along Gieser Road and Grander Drive and installation of a sewage pumping station, to be operated and maintained by the Utility Department. Wastewater from each property would be conveyed by gravity from the residence to the public sewer system. The total connection fee for this option was estimated to be approximately $10,300 per connection. Option 2 -Would consist of installation of a sewer force main or pressure pipe along Gieser Road and Grander Drive. This pressure sewer pipe would be installed and maintained by the Roanoke County Utility Department and would provide a connection point at the property line for each residence. Option 2 would rely on pumping of sewage from the residence into the public sewer system, which would require aresidential-type sewage grinder pump station for each property. Total connection fee for this option was estimated to be approximately $3,321 per connection. F ~, On April 20, 1998, Utility Department staff conducted a public meeting at the Roanoke County Administration Center. During the meeting the following topics were discussed: 1. History of recurring problems with malfunctioning and/or failing septic systems 2. Re-evaluation by staff of interest among property owners for extending public sewer service to Grander Drive-Gieser Road area 3. Presentation and explanation of two options to extend public sewer service along Grander Drive and Gieser Road The consensus of those property owners attending the meeting was to proceed with Option 2, as detailed above, for installation of a sewer force main and individual sewage grinder pump stations for each property. SUMMARY OF INFORMATION: The attached ordinance establishes a special service area for the project with each participating property owner paying their share of the cost through a special connection fee. The ordinance also establishes a method of financing up to $2,000 for the initial participating property owners. This connection fee includes the fair share of the construction cost required to extend the public sewer system to serve 20 properties on Gieser Road and Grander Drive, as well as, 50 percent of the off- site sewer facility fee of $1,500. The connection fee would not include costs associated with installation of a residential-type, sewage grinder pump station. Basic Construction Cost $ 2,571.00 Off-Site Facility Fee (w/50% Credit) 750.00 TOTAL CONNECTION FEE $ 3,321.00 The fee proposed above would be applicable only if the property owner financially committed to participate in the proposed project prior to or during construction of the sewer system expansion. If connection to the sewer system is desired at a later date, the 50 percent credit for the off-site facility fee would be forfeited. The total connection fee would be the basic construction cost of $2,571.00, plus the off-site facility fee in effect at the time (currently $1,500.00). It is estimated that installation of a residential-type sewage grinder pump station would cost an additional $1,500.00. The total connection fee, as outlined above, does not include any costs associated with purchase and installation of a grinder pump station or plumbing costs required to install piping to connect a residence to the force main and to de-commission the septic system. ALTERNATIVES: Alternative 1: Establish a special sewer service area, which could potentially serve 20 properties, as indicated on the attached sketch. (The hatched tax parcels represent the eight property owners who have expressed an interest in connecting to the public sewer system.) Approve construction of a sewer force main along Grander Drive and Gieser Road as shown on the attached sketch. The estimated cost to construct this alternative is $50,000. Alternative 2: Do not approve the request for extension of public sewer service to the Grander Drive -Gieser Road area. FISCAL IMPACT: ~. If Alternative 1 is selected, the total construction cost would be $50,000. The eight (8) interested property owners would contribute $26,568. The remaining $23,012 would be funded by a transfer from the Public Works Participation Fund. STAFF RECOMMENDATION: Staff recommends that Alternative 1 be approved and that the attached ordinance be adopted by the Board of Supervisors after the second reading. SUB,IVIITTED BY: APPROVED: Gary Robert n, P.E. lmer C. Hod e Utility Direct r County Administrator ACTION Approved ()Motion by: Denied ( 1 Received ( ) Referred to VOTE No Yes Abstain Harrison _ _ Johnson _ _ McNamara _ _ Minnix _ _ Nickens ~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE AUTHORIZING THE CREATION OF AND FINANCING FOR A LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, GRANDER DRIVE AND GIESER ROAD SANITARY SEWER EXTENSION WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public sewer system to the Grander Drive-Gieser Road community; and WHEREAS, the extension of the public sewer system and the creation of a special utility (sewer) service area will alleviate a critical public health and safety problem; and WHEREAS, several of the residents have requested that the County allow them to pay their portion of the costs of connection to the public sanitary sewer system over ten years in accordance with the provisions of Ordinance 112288-7; and WHEREAS, the first reading of this Ordinance was held on July 14, 1998, and the second reading was held July 28, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, public sanitary sewer extension for a portion of the Grander Drive and Gieser Road community. The total construction cost of this public sewer project is estimated to be $50,000.00, to be initially financed as follows: U:\WPDOCS\AGENDA\UTILITY\ORANDER.PRJ 1 F a~ Citizen Participation (8 x $3,321) Advance from Public Works Participation Fund $26, 568 $23,432 That there is hereby appropriated for this project the sum of $23,432 from the Public Works Participation Fund (which was established by the Board of Supervisors on July 23, 1996). Any citizen participation under paragraph 3. will be advanced as a loan from the Sewer Fund. 2. That the Project Service Area is shown and designated on the attached plat entitled Grander Drive-Gieser Road Sanitary Sewer Project prepared by the Roanoke County Utility Department, dated 1998, and identified as Exhibit 1. The Grander Drive-Gieser Road Sanitary Sewer Service Area is created for a period of ten years. Any owner of real estate within this service area may participate in and benefit from the public sanitary sewer extension to this service area by paying the sum of $2,571 per connection toward construction costs plus the off-site facility fees in effect at the time of connection, said costs to be paid in full and in advance of connection to the public sanitary sewer extension. 3. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before September 30, 1998, of their portion of the cost of extending the public sanitary sewer system to their properties in accordance with the following terms and conditions: (a) Payment of $3,321 per property owner/residential connection ($2,571 for constructions costs plus $750 which is 500 of the current off-site facilities fees) to be financed for a maximum of 10 years at an interest rate of 8% percent per annum. Property owners agree to pay $1,321 down and financing the remaining $2,000. U:\WPDOCS\AGENDA\UTILITY\ORANDER.PRJ 2 F- a (b) Property owners agree to execute a promissory note or such other instrument as the County may require to secure this installment debt. (c) Property owners further agree to execute such lien document or instrument as may be required by the County; said lien document or instrument to be recorded in the Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or document shall secure the repayment of the promissory note by the property owners to the County and shall be a lien against the property of the owners. Property owners also agree to pay the County any Clerk's fees or recordation costs which may be required to record any lien instrument or documents in the Office of the Clerk of the Circuit Court. 4. That the payment by citizens in the project service area, in excess of the eight anticipated with this ordinance, who elect to participate, shall be made to the various funds as follows: The off-site facility fee shall be returned to the Sewer Fund, and payment of the construction costs shall be returned to the Public Works Participation Fund until such time as the advance has been repaid. 5. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. 6. That this Ordinance shall take effect on and from the date of its adoption. U:\WPDOCS\AGENDA\UTILITY\ORANDER.PRJ 3 ~~ Q o ~ Q O ~ ~ ~V ~~~ ~ ~ ~ Q ~~~~ w ~~~ ~ w ~ v ~ ~~ /~ ~ ~ z ~ ~ 3 ~ ~ _ / ~ U I 0 X W ~ ~ ~ ~ MN ~ w ~ ~ ~ '~ N NN hM 11 Y I 3 2 Z G i F } 0 4411 ~ N ~ !n J~ m<° ,~~ ~ ~W ~ ~~ O O ~~ n y O h ~'Y ~ ti ~ A NOS ~ ~ ~ ~ O h J I ~ ;, <~ i ~ \gg ~i 3om ~ ~~'^ .~ ~. ~n ivN / ' n') O N~ w~ I \ 3 ° ~ ~ I w. ~~ ~y ~ h~ ~ ~ O tC 4:ZZ ~, ~ h 3'a o~~ 2~g W OI W ~,Z ~. OO ~ ~ O W ~ ~ \a N ~ ~ ~ j ~ ~. ~~ ~ W W U w00 I Z ; OI O h Q FAN ~~= I ~ ~w N K•I ~ ,, ~ ~ ;~~ ~ h w ~ m\n R J~,O W O ~ /~,, Og\ P ^ WU tOp 2 O O £ _ ~}10 ~' ~~N ~ C ~'W'^^ O 2•Z ~~ Y~ZOZ~I 0 ~ I~ ~( 0 0 ~ ~~Oj O U1 Z 01 ~SwN ~ ~ U ~J O V ! ~ /1/ LL Q£ ~ F<~ j _N ~ ~ O d' ~ ^ ~ O = ~ \lo ~ ~ n /1 B~OF z w ~ ~ n N .~JOI t0 = o h ~ ~ I / O ~/ J~ 9t0 > d 0 > ~n ~/ f O g ~ £ Y ''V/" ~ ~ 'J ` oO~ a oio "b O C07 t0 h ~ 2 I~ ' W ~~m 2 N SZO F ~ O ~ ~ ~ V ^ a O S O W I W~ O ~~ JN ~ ~ ~ t~.70 _ J~ iC ; J3~1 O Y U . J tr 1^ ~ W O ~ a FO ^ W NON ~ S N l ~ ,, J~~ ~s~ d~ W n ~ 1 ~ ~ ~ Y Oj U lal N M h U Z N a W n Zd I Vi W O J ~ H I d IC R' K n 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 14, 1998 AGENDA ITEM: First Reading of Ordinance Authorizing Creation of and Financing for a Local Public Works Improvement Project -Setter Road Sewer Project COUNTY ADMINISTRATOR'S COMMENTS: /~ ~~it ProJacT' is hecrssr_ry -fcr l~~~c TH 1SJvwl, /he Cvs~ /s rr,or~. ~ikc[y f-c Czynnc.c_f- i1 BACKGROUND: ~r:r~ pro~vc,~r~ ~,~~' of~r.- JJruPer~i~-~~ cre_ t"~ (' /~ ~ n r ~4 7~u r' P_ / f e c, c m /n r w c./ ~ ~r~0 / .~ Li c. During June 1997, Utility Department staff received a "Petition for Public Works," involving the properties on Setter Road in the Huntridge subdivision. Public sewer presently exists at the intersection of Setter Road and Huntridge Drive. Utility staff determined that the cost would be $4,750.00 per property owner to extend public sewer along Setter Road. Although eleven (11) of the sixteen (16) properties expressed interest in public sewer, only two (2) property owners were willing to pay $4,750.00 at this time. Because of the low participation rate, property owners were notified that the project was not feasible at that time. SUMMARY OF INFORMATION: In June of this year, our staff was again contacted by one of the interested property owners. This property owner is experiencing severe septic system failure and is faced with an expensive repair job, which is likely to be a temporary fix. Providing sewer to the two interested properties would require a 900-foot extension at an estimated cost of $35,000. Installation of laterals to sewer properties across the street would cost an additional $30,000. It is also anticipated that various easements would be needed from adjacent property owners. The attached ordinance establishes a special service area for the project with each participating property owner paying their share of the cost through a special connection fee as shown below. The ordinance also establishes a method of financing up to $3,250.00 for the initial participation property owners. Basic Construction Cost $4,000.00 Off-Site Facility Fee (w/50% Credit) $750.00 TOTAL 4 750.00 f" 3 The above fee would be applicable only if the property owner financially committed to participate in the proposed project prior to or during construction of the sewer system expansion. If connection to the sewer system is desired at a later date, the 50 percent credit for the off-site facility fee would be forfeited. The total connection fee would be the basic construction cost of $4,000 plus the off-site facility fee in effect at the time (currently $1,500.00). Laterals for property owners across the street would be installed if and when they choose to connect. ALTERNATIVES: Alternative 1: Establish a special sewer service area, which could potentially serve 16 properties, as indicated on the attached sketch. (The hatched tax parcels represent the two property owners presently expressing an interest in connecting to the public sewer system). Approve construction (and acquisition of easements) of a gravity sewer line along Setter Road. The estimated cost to construct this alternative is $35,000 and initial participating property owners would pay $4,750.00 each. Alternative 2: Do not approve the request for extension until more properties participate. FISCAL IMPACT: If Alternative 1 is selected, the total construction cost would be $35,000. The two (2) interested property owners would contribute $9,500. The remaining $25,500 would be funded as follows: Public Works Participation Fund $ 9,500.00 Utility Department Unappropriated Sewer Fund $16,000.00 Laterals installed at a later date for properties across the street would be funded from their connection fees at that time. STAFF RECOMMENDATION: Although the project does not presently have 50% participation, staff recommends Alternative 1 because of the health concerns and the close proximity of the existing sewer. Should the project be approved, staff will again contact the affected property owners to encourage participation at this time. SUBMITTED BY: Gary Robe on, P.E. Utility Director APPROVED: lmer C. Hodg County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Harrison _ Received () Johnson _ _ _ Referred McNamara _ _ to Minnix _ _ _ Nickens f- 3 F3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE AUTHORIZING THE CREATION OF AND FINANCING FOR A LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, SETTER ROAD SANITARY SEWER EXTENSION, HUNTRIDGE SUBDIVISION, AND ACCEPTING THE DONATION OF UTILITY EASEMENTS WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public sewer system to the Setter Road area of the Huntridge Subdivision; and WHEREAS, the extension of the public sewer system and the creation of a special utility (sewer) service area will alleviate a critical public health and safety problem; and WHEREAS, several of the residents have requested that the County allow them to pay their portion of the costs of connection to the public sanitary sewer system over ten years in accordance with the provisions of Ordinance 112288-7; and WHEREAS, the first reading of this Ordinance was held on July 14, 1998, and the second reading was held July 28, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, public sanitary sewer extension for a portion of the Huntridge Subdivision along Setter Road. The total construction cost of this U:\WPDOCS\AGENDA\UTILITY\SETTERRD.PRJ 1 public sewer project is estimated to be $35,000.00, to be initially financed as follows: Citizen Participation (2 x $4,750) $ 9,500 Advance from Public Works Participation Fund $ 9,500 Utility Department Unappropriated Sewer Fund $16,000 That there is hereby appropriated for this project the sum of $9,500 from the Public Works Participation Fund (which was established by the Board of Supervisors on July 23, 1996). That there is hereby appropriated for this project the sum of $16,000 from the Utility Department Unappropriated Sewer Fund. Any citizen participation under paragraph 3. will be advanced as a loan from the Sewer Fund. 2. That the Project Service Area is shown and designated on the attached plat entitled Huntridge Subdivision - Setter Drive - Sanitary Sewer Petition prepared by the Roanoke County Utility Department, dated 1998, and identified as Exhibit 1. The Huntridge Subdivision - Setter Drive Sanitary Sewer Service Area is created for a period of ten years. Any owner of real estate within this service area may participate in and benefit from the public sanitary sewer extension to this service area by paying the sum of $4,000 toward construction costs plus the off- site facility fees in effect at the time of connection, said costs to be paid in full and in advance of connection to the public sanitary sewer extension. 3. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before September 30, 1998, of their portion of the cost of extending the public sanitary sewer system to their properties in accordance with the following terms and conditions: U:\WPDOCS\AGENDA\UTILITY\SETTERRD.PRJ 2 F~ (a) Payment of $4,750 per property owner/residential connection ($4,000 for construction costs plus $750 which is 50% of the current off-site facility fee) to be financed for a maximum of 10 years at an interest rate of 8% percent per annum. Property owners agree to pay $1,750 down and financing the remaining $3,000. (b) Property owners agree to execute a promissory note or such other instrument as the County may require to secure this installment debt. (c) Property owners further agree to execute such lien document or instrument as may be required by the County; said lien document or instrument to be recorded in the Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or document shall secure the repayment of the promissory note by the property owners to the County and shall be a lien against the property of the owners. Property owners also agree to pay the County any Clerk's fees or recordation costs which may be required to record any lien instrument or documents in the Office of the Clerk of the Circuit Court. 4. That the payment by citizens in the project service area, in excess of the two (2) anticipated with this ordinance, who elect to participate, shall be made to the various funds as follows: The off-site facility fee shall be returned to the Sewer Fund, and payment of the construction costs shall be returned to the Public Works Participation Fund until such time as the advance has been repaid; any further payment of construction costs shall be returned to the Sewer Fund. 5. That the Board of Supervisors hereby accepts the donation to said Board of a sewer line easement of variable width from the following property owners along Setter Road: William D. Hale (Tax Map No. 40.14-1- U:\WPDOCS\AGENDA\UTILITY\SETTERRD.PRJ 3 ~~ 18); F. Wayne Knowles (Tax Map No. 40.14-1-19); Paul P. Dicks (Tax Map No. 40.14-1-20); Stephan L. Dunn (Tax Map No. 40.14-1-21); Benjamin R. Asbury, Jr. (Tax Map No. 40.14-1-22); John F. Zuraw (Tax Map No. 40.14-1- 23); David L. Beckner (Tax Map No. 40.14-1-24); Garland E. Calhoun, III (Tax Map No. 40.14-1-25); E. Robert Purcell (Tax Map No. 40.14-1-26). 6. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. 7. That this Ordinance shall take effect on and from the date of its adoption. U:\WPDOCS\AGENDA\UTILITY\SETTERRD.PRJ 4 ~ 09 ~ ~~` U J ~IJ , C ~Y ~ N ao ~ a,~ ~ ~ ~'a :~ ~ b .. a ~ w ~ 6~ ~ ~ a o // a- ~ J ®>a ~® ~ ° ~ ~ ~ ~ ~~e ~~ W ®~~ ~~ ~ ~ ~ ® ~ Q ~ ~~~ ~ W ~ ~ ~~ ° v w ` .~ ~ ~~ YN~ W s °' U C W o C J V ? ?~ ~ , 3 ~ ~ ~ ~, ~ ~ ~i ~ m ° ~ ~ o~~ '~ ~ N ~ Q +~~ z s ~ ~ o a ~ - $ w oo ~ ~ ~~ ~ ~~ o W tt Y $~ o N Y ` I J ` °NS ~ V °~~ ^YNf~ `e f~ ~ N ~ ~'/~~ M VI ~"- K Y ~ ` 2 Yp~ O O ~ ®. AA W ` ` C ~ Y ('~ LL y ~ i pNb , ~qa <<< , ® ~ y e ~ OYm Yh~ Z ~ Y d J ~ ~ ~ N it ~_ ~n~ ,~ v u ~ ' d ~ ~ ~ o Y~2 ~ ` ~ ~ ~ y< OilfJ ^N ~' V ~ Y ~ 2 ~ N ~ ~~ ` ~ , g ° Y U a ~~ Y ,, R~ ` ~ f Y 1 ~ 3 d ~ 7 i ~ b ~ ,p ,, K!~ Y$ ~ n ~Y2 ® ~ ~ r q0 1 INS N ` W es ` 9~ O OI"= O 3 Y ~ ~ `` ~~ ~~K C 1 ~ ~ ~ O • ~ q YN< O ` ` d 1 °~yZ~ ' h _ ~ ~ ~0 ! 6 3 0 5 Y v m '^ W " ° a~~ 0 ~ V Q~ ~ pW ~~ O •10 ~~~~ o ~~~ o ~~ 0 8 S ~~ qq,, K1~ ~ 1n~ ~ ~ ® ~~o ~ ~p q~ Y W C V J a~ .~ U J C ~ N 00 3 N rn~ ~. ._ 'X > w ° . C~ ~~ ~® Z ~ ~ '~, Z ~ ~~ ~ o ~~ ~ ~ ~~~ ~ Z ~o 2 Y O Z ~~ ~~ so ~Z ~ ~ U W W ZZO ` ` Y ~ ~ I W h ` fN; ` ~° - / ~® ~~ ~~ 3 1 s~~ ~~Z O J • _ N Y N I J O~j INj fU1N O ~ W ~. W N ~y Og 1 ~~ °' U J 3 ~ ~ a~ ~ ~ ~ o +_, a ~~ r~ V a,~ ~'a ~b ~a 6~'a ~~O ~J a S O W Q W U_ rWn V L_L._ W /W V / ~^ V I O n '"' "" ® ~ b ~ o b ~ ® ~ a ~o~ ~~~ w ~ ~~~ ®v~~ b ~ ~ ~ 0..0 ,.~_ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE 071498-8 FOR AUTHORIZATION TO ACQUIRE A SANITARY SEWER AND WATER LINE EASEMENT FROM ATWELL H. FREESE AND LUCILLE H. FREESE WHEREAS, a permanent sanitary sewer and water line easement across a tract of land owned by Atwell H. Freese and Lucille H. Freese, husband and wife, is required in connection with the Valley TechPark Project; and, WHEREAS, staff has negotiated with the property owner for the acquisition of said easement and the owner has agreed to accept the sum of $300.00; 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 June 23, 1998, and the second reading was held on July 14, 1998. NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, as follows: 1. That the acquisition and acceptance of a permanent sanitary sewer and water line easement, varying from fifteen to twenty feet (15' - 20') in width, and shown and designated as "NEW SANITARY SEWER AND WATER LINE EASEMENT" upon a plat entitled "Survey for County of Roanoke, Virginia, showing a New Sanitary Sewer and Water Line Easement through the property of Atwell H. Freese, et ux," dated January 19, 1994, made by T. P. Parker & Son, said plat being attached hereto and by reference incorporated herein, from Atwell H. Freese and Lucille H. Freese for the sum of $300.00 is hereby authorized and approved; and 2. That the consideration of $300.00 shall be paid from the Valley TechPark bond project fund; and, 3. That the County Administrator or an Assistant County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish this acquisition, all of which shall be on form approved by the County Attorney. 4. That this ordinance is effective upon the date of its adoption. On motion of Supervisor Harrison to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: YYl~~;c,.kf.. J~. C i~l.G.e~- Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Timothy W. Gubala, Director, Economic Development Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development 2 60 13, pG MER~O,PN 0~ P B PROPERTY OF INDUSTRIAL DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VA. TAX N0. 64.02-02-50 D.B. 1358, PG. 976 N 54'0808" 80.00' N 34'58'08" 115.00' TOT. 109.25' ~ S1 .- i i i i ~p\ ~ i i ~ ~ i , i ~~ '~'~ 23''36 55 10~ „ ~ 349 • R PND i ~ q1 gEWE ~ 0~ 285p,N1TPREPSEMEN~ ~~ W A ER ~.1NE / ORF~~ N P~~'~P~ ~~ R ~0~.~~ ~S; R%v ~0~~ ~ ~R~FS rl ~ ~. 0 w oM ,~~ oQ. o ~ ~;, 4 r• Z .~ xm Qa Q ,~x of v No. 1335 /9 JA..r '94 NOTES: 1. THIS PLAT IS SUBJECT TO INFORMATION WHICH MAY BE DISCLOSED BY A TITLE REPORT BY A LICENSED ATTORNEY. 3llR~1EY FOR COUNTY OF ROANOKE. VIRGINIA SHOWING A NEW SANITARY SEWER AND WATER LINE EASEMENT THROUGH THE PROPERTY OF ATWELL H. FREESE, ET UX CATAWBA MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA TPP&5 T' P' P~~R & SON SCALE: 1 "_ ~ vu ale Houlevera DATE: JANUARY 19. 1994 ENGINEERS SURVEYORS pC1~ OI1SC0 HOZ 39 D- PI.ANNERS Selem, Vlrginle 24163 93-0314 WC". Item No. ~ '°` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, ROANOKE COUNTY ADMIlVISTRATION CENTER, 5204 BERNARD DRIVE, ROANOKE COUNTY, VIRGINIA ON TUESDAY, MEETING DATE: July 14, 1998 AGENDA ITEM: Ordinance authorizing the acquisition of a permanent sanitary sewer and water line easement from Atwell and Lucille Freese, 4626 W. Main Street, Salem, Virginia, in the Catawba Magisterial District COUNTY ADMINISTRATOR'S COMMENTS: ~P ~ C's»rh BT-c~ i7Qp/t uc-~ EXECUTIVE SUMMARY: This is the second reading of the proposed ordinance to authorize acquisition of a permanent easement for construction/installation of sanitary sewer and water lines for the consideration of $300 in connection with the Roanoke River Interceptor Phase III, Valley TechPark. BACKGROUND This easement is necessary for the extension of sewer and water service through Valley TechPark and adjacent properties to Route 11. The sewer line has been installed and this sewer and water line easement acquisition is a settlement after negotiations with the property owners. SUMMARY OF INFORMATION: In order to connect with the existing lines serving the area and to provide adequate sanitary sewer service, it is necessary to acquire an easement upon, over, under and across property owned by Atwell and Lucille Freese. Staff negotiated with the property owners for purchase of the necessary easement for the sum of $300.00, subject to approval by the Board of Supervisors. The easement to be acquired is more particularly described as follows: A perpetual RIGHT and EASEMENT, varying from fifteen to twenty feet (15' - 20') in width, to construct, install, improve, operate, inspect, use, maintain, and repair or replace a SANITARY SEWER and WATER line or lines, system and related improvements, together with the right of ingress and egress thereto from a public road, upon, over, under, and across a tract or parcel of land belonging to the Grantors, acquired by deed dated November 29, 1978, and recorded in the G- ~ Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Deed Book 1111, page 393, and designated on the Roanoke County Land Records as Tax Map No. 64.02-2-4. The location of said easement is shown and designated as "NEW SANITARY SEWER AND WATER LINE EASEMENT" upon a plat entitled "Survey for County of Roanoke, Virginia, Showing a New Sanitary Sewer and Water Line Easement through the Property of Atwell H. Freese, et ux," dated January 19, 1994, made by T. P. Parker & Son, said plat being attached hereto and by reference incorporated herein. TOGETHER WITH a temporary construction easement of an additional five feet (5') on either side of the permanent easement hereinabove described, totaling ten feet (10'), for use as a temporary work space and to allow for necessary grading during any phase of construction, reconstruction, repair, or replacement of the sanitary sewer and water line(s) and related improvements. FISCAL IMPACT: The purchase price of $300 for the sanitary sewer and water line easement would be paid from the Valley TechPark bond project fund. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the second reading of the attached ordinance authorizing payment of $300 to Atwell and Lucille Freese for a sanitary sewer and water line easement. Respectfully submitted: ~`~ ~~ Timothy W. Guba a, Director Department of Economic Development Approved: lmer C. Hod e County Administrator ACTION Approved ( ) Denied () _ Received ( ) Referred to Motion by: No Yes Abs Harrison Johnson McNamara _ _ Minnix _ Nickens Attachment (~' -f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE FOR AUTHORIZATION TO ACQUIRE A SANITARY SEWER AND WATER LINE EASEMENT FROM ATWELL H. FREESE AND LUCILLE H. FREESE WHEREAS, a permanent sanitary sewer and water line easement across a tract of land owned by Atwell H. Freese and Lucille H. Freese, husband and wife, is required in connection with the Valley TechPark Project; and, WHEREAS, staffhas negotiated with the property owner for the acquisition of said easement and the owner has agreed to accept the sum of $300.00; 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 June 23, 1998, and the second reading was held on July 14, 1998. NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, as follows: 1. That the acquisition and acceptance of a permanent sanitary sewer and water line easement, varying from fifteen to twenty feet (15' - 20') in width, and shown and designated as "NEW SANITARY SEWER AND WATER LINE EASEMENT" upon a plat entitled "Survey for County of Roanoke, Virginia, showing a New Sanitary Sewer and Water Line Easement through the property of Atwell H. Freese, et ux," dated January 19, 1994, made by T. P. Parker & Son, said plat being attached hereto and by reference incorporated herein, from Atwell H. Freese and Lucille H. Freese for the sum of $300.00 is hereby authorized and approved; and 2. That the consideration of $300.00 shall be paid from the Valley TechPark bond project fund; and, ~I 3. That the County Administrator or an Assistant County Administrator is hereby authorized to execute such documents and take such actions as may be nec all of which shall be on form approved by the County Attorne 4. That this ordinance is effective upon the date of its g:attorney\vlh\agenda\freese.ord 2 ~S; R/~ O~~ ~q~~FS rl 6~ 1~+ P~. OF P .8 MER~O~PN PROPERTY OF INDUSTRIAL DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VA. TAX N0. 64.02-02-50 D.B. 1358, PG. 976 N 54'08'08" 80.00' IN 34'58'08" 115.00' TOT. j09.25' ~ ,~~ ~ /~ i i i i i i ?~~ ~ i i , i ~ '~ 23q.36' ~p~. i ~ 349 55R p,NO i ~:'2g h1" ~ ~ SEA '( N 0~ ~\-~ PR SEMEN/~ `~NEw R L~N~ ~P/ W ASE E QC~ No``` y RP~~~P ~~~~~ S~ W ~ 0 ~ Wwo~ ~~oQ o ~ ~ ^, aZ z^ xm Q© !~ ~ '~ 'TH OF D No. 1335 /9 Jar 94 NOTES: 1. THIS PLAT IS SUBJECT TO INFORMATION WHICH MAY BE DISCLOSED BY A TITLE REPORT BY A LICENSED ATTORNEY. SURy-EY FOR COUNTY OF ROANOKE. VIRGINIA SHOWING A NEW SANITARY SEWER AND WATER LINE EASEMENT THROUGH THE PROPERTY OF ATWELL H. FREESE, ET UX CATAWBA MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA TAX N0. 64.02=02-04 SCALE: 1 "_ ~ ~~ T. P. PARKER & SON N.B. DRAWN DAP ,~°$~, TPP&S 818 ~o,~„~a DATE: JANUARY 19, 1994 ® ENGINEERS CALC. DAP CHK'D SURVEYORS Pos! ~~ Boz se D- CLOSED: PLANNERS Salem, Vlr`inlO ?4169 W.~, , ~~-0314 ~~ G- ~- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE 071498-9 AUTHORIZING CONVEYANCE OF A TEMPORARY CONSTRUCTION EASEMENT TO THE COMMONWEALTH OF VIRGINIA DURING REPLACEMENT OF VERNDALE BRIDGE FOR A TEMPORARY BRIDGE ON THE BROOKSIDE PARK PROPERTY OWNED BY THE BOARD OF SUPERVISORS WHEREAS, replacement of the Verndale Bridge (VDOT Project #1867-080-295, M501) has been included in the Roanoke County Secondary System Six-Year Plan for several years; and, WHEREAS, the project is now being planned and scheduled for construction, to be completed in September 1999; and, WHEREAS, for the safety and convenience of the citizens residing in the area, the Board of Supervisors has previously requested that the Virginia Department of Transportation (VDOT) provide a temporary bridge for access during construction on the new bridge; and, WHEREAS, VDOT has complied with the request and has consequently requested a temporary construction easement for the temporary by-pass upon and over the adjacent Brookside Park property owned by the Board of Supervisors; and, WHEREAS, County staff has reviewed the temporary construction easement and the location, and subject to certain conditions, recommends that the temporary construction be granted. 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 June 23, 1998, and a second reading was held on July 14, 1998. 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 the Commonwealth of Virginia for purposes of traffic management during bridge construction. 3. That donation of a temporary construction easement, consisting of .23 acre, more or less, to provide a temporary detour for access during construction of the new Verndale Bridge over Carvin Creek on the Brookside Park property in the Hollins Magisterial District to the Commonwealth of Virginia is hereby authorized, subject to the following conditions: a. That the temporary easement will terminate automatically upon completion of the project. b. That VDOT will compensate the County for the two evergreen trees to be removed and move the sign located at the entrance to Brookside Park. c. That the entrance and access to Brookside Park shall remain open at all times. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the 2 County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Johnson to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: ~ •C~~ Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Vickie L. Huffman, Assistant County Attorney Pete Haislip, Director, Parks & Rcreation 3 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 14, 1998 AGENDA ITEM: Ordinance Authorizing the Donation of a Temporary Construction Easement for Verndale Bridge Replacement, Priority #4, Roanoke County Secondary System Six-Year Plan. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND Verndale Bridge replacement, project #1867-080-295, M501 has been in our secondary six-year plan for several years. The project is scheduled to be advertised later this fall and construction to be completed in September 1999. The Virginia Department of Transportation is requesting the Board of Supervisors to sign an agreement to provide temporary access across County property. SUMMARY OF INFORMATION VDOT is in the process of acquiring right-of-way and temporary easements for the replacement of Verndale Bridge. The Board has requested a temporary bridge be provided while construction occurs on the new bridge. Roanoke County owns the adjacent property; therefore, VDOT is requesting a temporary easement so the temporary by-pass can be constructed. Access to the park will be maintained at all times and VDOT will have to replace the gate and several trees from the six-year budget. r STAFF RECOMMENDATION Staff recommends that the Chairman or his designated representative sign the attached agreement following second reading of the ordinance on July 14 so this project can move forward. SUBMITTED BY: APPROVED BY: / } Arnold Covey, Director Department of Community D velopment Imer C. Ho ge County Administrator ACTION Approved () Motion by: Denied ( ) Received ( ) Referred To Cc Paul Mahoney, County Attorney VOTE No Yes Abs Harrison _ Johnson _ Minnix _ McNamara _ Nickens 2 ~. ~. ~-a Prepared by VDOT Under the Supervision Sr^-10 (Corp} of the Office of the Attorney General Revised 2/97 Exempted from recordation taxes and fees under Sections 58.1-811(A)(3), 58.1-811(C)(4), 58.1-3315, 25-249 and 14.1-125.2(D}. THIS AGREEMENT, made this day of 1998 by and between THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, party of the first part, Grantor, and the COMMONWEALTH OF VIRGINIA, party of the second part, Grantee, WITNESSETH: THAT WHEREAS, it is proposed by the Commonwealth to replace the bridge over Carvin Creek on Secondary Highway Route 1867 (Verndale Drive), Project 1867-080-295,M501, in Roanoke County, Virginia; and WHEREAS, in the improvement it is necessary that the said party of the second part enter upon the lands of the party of the first part located in Hollins Magisterial District, in the aforesaid County to construct a temporary detour onto the said lands as shown on the plans for the aforesaid project; NOW, THEREFORE, for and in consideration of One Dollar ($1.00) cash in hand paid to the said party of the first part, receipt of which is hereby . acknowledged, the party of the first part doth hereby grant and convey unto the party of the second part, with special warranty, the temporary right and easement to-use that certain land from opposite approximate construction baseline Station 12+12.03 to opposite approximate construction baseline Station 14+77, containing 0.23 acre, more or less, and as shown outlined in ORANGE on photocopy of Sheet No. 3 of the said plans for the proper execution of the work. Said temporary easement will terminate at such time as the ~5-~- construction of the aforesaid project is completed. The hereinabove referred to photocopy is hereto attached as a part hereof and is to be recorded simultaneously herewith in the State Eiighway Plat Book Number Page ADDITIONAL CONSIDERATION: The temporary detour will be removed and the ground restored as nearly as possible to it's original condition. The Department will also compensate the County for the two evergreen trees and move the sign located at the entrance to Brookside Park. The party of the first part by the execution of this instrument acknowledges that the plans for the aforesaid project as they affect its property have been fully explained to its authorized representative. WITNESS the following signature and seal: BOARD OF SUPERVISORS OF ROANOKE COUNTY VIRGINIA By: (SEAL) TITLE: State of County of The foregoing instrument was acknowledged before me this day of 199 by of BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA. My Commission expires Notary Public ~-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE AUTHORIZING CONVEYANCE OF A TEMPORARY CONSTRUCTION EASEMENT TO THE COMMONWEALTH OF VIRGINIA DURING REPLACEMENT OF VERNDALE BRIDGE FOR A TEMPORARY BRIDGE ON THE BROOKSIDE PARK PROPERTY OWNED BY THE BOARD OF SUPERVISORS WHEREAS, replacement of the Verndale Bridge (VDOT Project #1867-080-295, M501) has been included in the Roanoke County Secondary System Six-Yeaz Plan for several yeazs; and, WHEREAS, the project is now being planned and scheduled for construction, to be completed in September 1999; and, WHEREAS, for the safety and convenience of the citizens residing in the azea, the Board of Supervisors has previously requested that the Virginia Department of Transportation (VDOT) provide a temporary bridge for access during construction on the new bridge; and, WHEREAS, VDOT has complied with the request and has consequently requested a temporary construction easement for the temporary by-pass upon and over the adjacent Brookside Pazk property owned by the Boazd of Supervisors; and, WHEREAS, County staff has reviewed the temporary construction easement and the location, and subject to certain conditions, recommends that the temporary construction be granted. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 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 June 23, 1998, and a second reading was held on July 14, 1998. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be conveyed aze hereby declazed to be surplus, and aze hereby made available for other public '. . . ~ _ ~, uses by conveyance to the Commonwealth of Virginia for purposes of traffic management during bridge construction. 3. That donation of a temporary construction easement, consisting of .23 acre, more or less, to provide a temporary detour for access during construction of the new Verndale Bridge over Carvin Creek on the Brookside Park property in the Hollins Magisterial District to the Commonwealth of Virginia is hereby authorized, subject to the following conditions: a. That the temporary easement will terminate automatically upon completion of the project. b. That VDOT will compensate the County for the two evergreen trees to be removed and move the sign located at the entrance to Brookside Park. c. That the entrance and access to Brookside Park shall remain open at all times. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. g:\attorney\vlh\agenda\verndale.ord 2 T + ' t`; AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE 071498-10 AMENDING AND REENACTING SECTION 21-79, "NULLIFICATION OR PRORATION UPON CHANGE IN STATUS." IN `ARTICLE III. REAL ESTATE TAXES', `DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED' OF CHAPTER 21. TAXATION OF THE ROANOKE COUNTY CODE, TO PROVIDE FOR A PRORATED EXEMPTION FOR THE PORTION OF THE TAXABLE YEAR DURING WHICH THE TAXPAYER QUALIFIED FOR SUCH EXEMPTION, IN THE EVENT OF DISQUALIFICATION DUE TO A CHANGE IN CIRCUMSTANCES WHEREAS, pursuant to the authority of Chapter 32, Article 2 (Section 58.1-3210, et sec.) of the Code of Virginia, 1950, as amended, the governing body of any county, city or town may, by ordinance, provide for the exemption or deferral of taxes on property for elderly and handicapped persons; and, WHEREAS, in `Article III. Real Estate Taxes', `Division 3. Exemption For Elderly and Disabled' of CHAPTER 21. TAXATION of the Roanoke County Code, the County of Roanoke provides for an exemption of the tax on real property for qualifying elderly or disabled individuals; and, WHEREAS, §58.1-3215 of the Code of Virginia, as well as the County Code, provides that a change in circumstances occurring during the taxable year which results in disqualification for the exemption shall nullify the exemption for the then current taxable year and the taxable year immediately following; and, WHEREAS, the state enabling legislation also authorizes any locality to elect to provide by ordinance for a prorated exemption for the portion of the taxable year during which the taxpayer did qualify for the exemption; and, WHEREAS, pursuant to §58.1-3215.B. of the Code of Virginia, §21-79 of the Roanoke County Code currently allows for a prorated exemption for the then current taxable year where there is a change in ownership to anon-qualifying spouse resulting solely from the death of his or her qualifying spouse, but does not provide for the proration in other circumstances; and, WHEREAS, in order to provide more uniformity and to improve administration of the real estate tax exemption for the elderly and disabled, the Board of Supervisors of the County of Roanoke, Virginia, has determined that it will serve the public interest and will benefit the citizens and taxpayers of Roanoke County to provide for proration of the exemption for the portion of the year during which the taxpayer qualifies; and, WHEREAS, legal notice of this amendment has been published in a newspaper of general circulation within Roanoke County on June 9, 1998, and June 16, 1998; and, WHEREAS, the public hearing and first reading of this ordinance was held on June 23, 1998, and the second reading on this ordinance was held on July 14, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Chapter 21, TAXATION of the Roanoke County Code be amended and reenacted as follows: Chapter 21. TAXATION" **** ARTICLE III. REAL ESTATE TAXES 2 **** DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED PERSONS **** 21-79. Nullification or proration upon change in status. Changes in respect to income, financial worth, ownership of property or other factors occurring during the taxable year for which an affidavit or certification is filed pursuant to section 21-74, and having the effect of exceeding or violating the limitations ........................................................................................................................... and conditions provided in this division, shall i~es~tl.#.[n..a..prorated..exera~t~ttor~;for:::the.t~ort~or~ rer»~ipcer ~f`#be yi~a~ and the taxable year immediately following; provided, however, that a change in ownership to a spouse who is less than sixty-five (65) years of age or who is not permanently and totally disabled, which results solely from the death of his or her qualified spouse, shall result in a prorated exemption for the then current taxable year. Such prorated portion shall be determined by multiplying the amount of the exemption by a fraction wherein the number of complete months of the year such property was properly eligible for such exemption is the numerator and the number twelve (12) is the denominator. 2. That the amendments to Chapter 21 Taxation, contained in this ordinance, shall be effective on and from January 1, 1999. On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: 3~• Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors 3 cc: Vckie L. Huffman, Assistant County Attorney Circuit Court Roy B. Willett, Judge Clifford R. Weckstein, Judge Diane McQ. Strickland, Judge Richard C. Pattisall, Judge Robert P. Doherty, Jr., Judge Jonathan M. Apgar, Judge Steven A. McGraw, Clerk Juvenile Domestic Relations District Court Joseph M. Clarke, II, Judge Philip Trompeter, Judge John B. Ferguson, Judge Joseph P. Bounds, Judge Ruth P. Bates, Clerk Intake Counsellor General District Court George W. Harris, Judge William Broadhurst, Judge Vincent Lilley, Judge Julian H. Raney, Judge Jacqueline F. Ward Talevi, Judge Theresa A. Childress, Clerk R. Wayne Compton, Commissioner of Revenue Alfred C. Anderson, Treasurer Skip Burkart, Commonwealth Attorney Magistrates Sherri Krantz/Betty Perry Main Library Paul M. Mahoney, County Attorney Roanoke Law Library, 315 Church Avenue, S.W., Rke 24016 Roanoke County Law Library, Singleton Osterhoudt Roanoke County Code Book Gerald S. Holt, Sheriff Richard E. Burch, Jr., Chief, Fire & Rescue John M. Chambliss, Jr., Assistant County Administrator Don C. Myers, Assistant County Administrator Diane D. Hyatt, Director, Finance O. Arnold Covey, Director, Community Development Terrance L. Harrington, County Planner Gary Robertson, Director, Utility Michael Lazzuri, Court Services William J. Rand, III, Director, General Services Thomas S. Haislip, Director, Parks & Recreation Elaine Carver, Director, Procurement John W. Birckhead, Director, Real Estate Assessment 4 ACTION NO. ITEM NO. ' 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: ORDINANCE AMENDING AND REENACTING SECTION 21-79, "NULLIFICATION OR PRORATION UPON CHANGE IN STATUS." IN `ARTICLE III. REAL ESTATE TAXES', `DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED' OF CHAPTER 21. TAXATION OF THE ROANOKE COUNTY CODE, TO PROVIDE FOR A PRORATED EXEMPTION FOR THE PORTION OF THE TAXABLE YEAR DURING WHICH THE TAXPAYER QUALIFIED FOR SUCH EXEMPTION, IN THE EVENT OF DISQUALIFICATION DUE TO A CHANGE IN CIItCUMSTANCES COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the second reading of the proposed ordinance to amend and reenact Section 21-79, "Nullification or Proration Upon Change In Status." in Division 3. Exemption for Elderly and Disabled, Article III. Real Estate Taxes, of Chapter 21. Taxation of the Roanoke County Code, to provide for a prorated real estate tax exemption for the portion of the taxable year during which an elderly or handicapped taxpayer qualified. BACKGROUND: As a result of a citizen complaint and at the request of the County Administrator, this matter has been placed on the Board agenda for consideration of the proposed amendment. The situation bringing this matter to the attention of the administration was when a qualifying taxpayer departed life, leaving her real estate to her children. The non-qualifying event, under the current County Code, results in the exemption being nullified for the full taxable year; the proposed ~-3 amendment would result in proration of the exemption such that the nullification would be effective only for the remainder of the taxable year. The proposed amendment would also be applicable to disqualifying events other than death. SUNIlVIARY OF INFORMATION: Section 58.1-3215 of the Code of Virginia authorizes the governing body to provide by ordinance for the exemption or deferral of real estate taxes for qualifying elderly or handicapped persons. This section also allows the locality the option of prorating the exemption in the event of disqualification. Roanoke County provides for an elderly and handicapped exemption, but provides for the prorated exemption only where there is a change in ownership to anon-qualifying spouse resulting from the death of his or her qualifying spouse. FISCAL IlVIPACTS: The proposed amendment will result in decreased real estate tax revenue. The exact impact is unknown, but has been roughly estimated to be minimal. The proration will be effective only in those situations where the exemption already applies, and the County currently budgets $400,000.00 per year for elderly and disabled tax relief. The actual amounts involved in the proration will depend upon the assessed values of the properties and the time of any year that a non-qualifying event might occur. ALTERNATIVES: (1) Adopt the proposed ordinance amending and reenacting Section 21-79, "Nullification or Proration Upon Change in Status" to provide for proration of the elderly and disabled real estate tax exemption in the event of disqualification. (2) Decline to adopt the proposed ordinance. Respectfully submitted, Vickie L. Huffman Assistant County Attorney 2 G-3 Approved ( ) Denied ( ) Received ( ) Referred to Motion by: ACTION VOTE No Yes Abs Harrison _ _ _ Johnson _ _ McNamara Minnix -_ -_ Nickens 3 G-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 ORDINANCE AMENDING AND REENACTING SECTION 21- 79, "NULLIFICATION OR PRORATION UPON CHANGE IN STATUS." IN `ARTICLE III. REAL ESTATE TAXES', `DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED' OF CHAPTER 21. TAXATION OF THE ROANOKE COUNTY CODE, TO PROVIDE FOR A PRORATED EXEMPTION FOR THE PORTION OF THE TAXABLE YEAR DURING WHICH THE TAXPAYER QUALIFIED FOR SUCH EXEMPTION, IN THE EVENT OF DISQUALIFICATION DUE TO A CHANGE IN CIRCUMSTANCES WHEREAS, pursuant to the authority of Chapter 32, Article 2 (Section 58.1-3210, et sec .) of the Code of Virginia, 1950, as amended, the governing body of any county, city or town may, by ordinance, provide for the exemption or deferral of taxes on property for elderly and handicapped persons; and, WHEREAS, in `Article III. Real Estate Taxes', `Division 3. Exemption For Elderly and Disabled' of CHAPTER 21. TAXATION of the Roanoke County Code, the County of Roanoke provides for an exemption of the tax on real property for qualifying elderly or disabled individuals; and, WHEREAS, §58.1-3215 of the Code of Virginia, as well as the County Code, provides that a change in circumstances occurring during the taxable year which results in disqualification for the exemption shall nullify the exemption for the then current taxable year and the taxable year immediately following; and, G- "3 WHEREAS, the state enabling legislation also authorizes any locality to elect to provide by ordinance for a prorated exemption for the portion of the taxable year during which the taxpayer did qualify for the exemption; and, WHEREAS, pursuant to §58.1-3215.B. of the Code of Virginia, §21-79 of the Roanoke County Code currently allows for a prorated exemption for the then current taxable year where there is a change in ownership to anon-qualifying spouse resulting solely from the death of his or her qualifying spouse, but does not provide for the proration in other circumstances; and, WHEREAS, in order to provide more uniformity and to improve administration of the real estate tax exemption for the elderly and disabled, the Board of Supervisors of the County of Roanoke, Virginia, has determined that it will serve the public interest and will benefit the citizens and taxpayers of Roanoke County to provide for proration of the exemption for the portion of the year during which the taxpayer qualifies; and, WHEREAS, legal notice of this amendment has been published in a newspaper of general circulation within Roanoke County on June 9, 1998, and June 16, 1998; and, WHEREAS, the public hearing and first reading of this ordinance was held on June 23, 1998, and the second reading on this ordinance was held on July 14, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Chapter 21, TAXATION of the Roanoke County Code be amended and reenacted as follows: 2 G3 Chapter 21. TAXATION* **** ARTICLE III. REAL ESTATE TAXES **** DIVISION 3. EXEMPTION FOR ELDERLY AND DISABLED PERSONS **** 21-79. Nullification or proration upon change in status. Changes in respect to income, financial worth, ownership of property or other factors occurring during the taxable year for which an affidavit or certification is filed pursuant to section 21-74, and having the effect of exceeding or violating.the.limitations. and conditions provided in this division, shall ~~~_ ~. pf~r~.~d,~lip~ ~~~ ~~ ~ ~~ ~~ ~g'~v~1~f~i~ and the taxable year immediately following; provided, however, that a change in ownership to a spouse who is less than sixty-five (65) years of age or who is not permanently and totally disabled, which results solely from the death of his or her qualified spouse, shall result in a prorated exemption for the then current taxable year. Such prorated portion shall be determined by multiplying the amount of the exemption by a fraction wherein the number of complete months of the year such property was properly eligible for such exemption is the numerator and the number twelve (12) is the denominator. 2. That the amendments to Chapter 21 Taxation, contained in this ordinance, shall be effective on and from January 1, 1999. g:~attorney\vlh~agenda\elderly. l 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 14, 1998 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS The four year term of Larry W. Degen, Alternate, will expire July 28, 1998. Mr. Degen is eligible for reappointment. 2. LEAGUE OF OLDER AMERICANS -ADVISORY COUNCIL The one year term of Dee Pincock expired March 31, 1998. Mr. Pincock is eligible for reappointment but has indicated he does not wish to serve another term. 3. TASK FORCE FOR SENIOR AND PHYSICALLY CHALLENGED CITIZENS Assistant County Administrator John Chambliss has received resignations from Betty Dangerfield and Nancy Hall who represent the Cave Spring Magisterial District on this Task Force, and these representatives need to be replaced. There is no set term for these appointments. 4. SOCIAL SERVICES ADVISORY BOARD The four year term of H. Odell Minnix, Board Liaison, will expire August 1, 1998. 1 J Ni-`1 SUBMITTED BY: APPROVED BY: Mary H. Allen, CMC/AAE Elmer C. Hodge Clerk to the Board County Administrator ACTION Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) cc: File Motion by: VOTE No. Yes Abs Harrison _ _ Johnson _ _ _ McNamara- _ Minnix Nickens 2 ~"/-- / 5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-11 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. that the certain section of the agenda of the Board of Supervisors for July 14, 1998 designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 15, inclusive, as follows: 1. Approval of Minutes for May 26, 1998, June 9, 1998, June 18, 1998 (Joint Meeting with School Board) 2. Acceptance of Valley Gateway Boulevard and a portion of Woods Farm Road into the Virginia Department of Transportation Secondary System. 3. Donation of 20 foot waterline easement to the Board of Supervisors in connection with development of Whitney Estates across property owned by the Roanoke County School Board. 4. Request for an appropriation to accept Comprehensive Services Act monies for fiscal year 1997-98. 5. Request for authorization to execute the street light contract with American Electric Power. 6. Resolution of Appreciation upon the retirement of Homer T. Bryant, General Services. 7. Resolution of Appreciation upon the retirement of Marlyn C. Campbell, Sheriff's Office. 1 8. Resolution of Appreciation upon the retirement of Katina M. Keith, Libraries. 9. Acceptance of $23,101 grant from the Department of Criminal Justice for Cops for Coaches program. 10. Acceptance of $83,968 grant from the Department of Criminal Justice Services for School Resource Officers. 11. Acceptance of $23,931 grant from the Department of Criminal Justice Services for Community Crime Prevention Services. 12. Acceptance of a $4,500 donation to the Police Department K-9 program from the Vinton Moose Lodge. 13. Acceptance of a $4,000 donation to the Police Department DARE Program from the Vinton Moose Lodge. 14. Acceptance of a $3,000 donation to the Police Department Bicycle Program from the Vinton Moose Lodge. 15. Acceptance of a $3,000 donation to the Police Department Violence Against Women Program from the Vinton Moose Lodge. 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 Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File 2 John M. Chambliss, Jr., Assistant Administrator Paul M. Mahoney, County Attorney Bill Rand, Director, General Services Gerald S. Holt, Sheriff Spencer Watts, Director, Library Joseph B Obenshain, Senior Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development Diane D. Hyatt, Director, Finance J. R. Lavinder, Chief of Police 3 S ~ - ~.2. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. that the certain section of the agenda of the Board of Supervisors for July 14, 1998 designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 15, inclusive, as follows: 1. Approval of Minutes for May 26, 1998, June 9, 1998, June 18, 1998 (Joint Meeting with School Board) 2. Acceptance of Valley Gateway Boulevard and a portion of Woods Farm Road into the Virginia Department of Transportation Secondary System. 3. Donation of 20 foot waterline easement to the Board of Supervisors in connection with development of Whitney Estates across property owned by the Roanoke County School Board. 4. Request for an appropriation to accept Comprehensive Services Act monies for fiscal year 1997-98. 5. Request for authorization to execute the street light contract with American Electric Power. 6. Resolution of Appreciation upon the retirement of Homer T. Bryant, General Services. 7. Resolution of Appreciation upon the retirement of Marlyn C. Campbell, Sheriff's Office. 8. Resolution of Appreciation upon the retirement of Katina M. Keith, Libraries. 9. Acceptance of $23,101 grant from the Department of Criminal Justice for ~i-~z Cops for Coaches program. 10. Acceptance of $83,968 grant from the Department of Criminal Justice Services for School Resource Officers. 11. Acceptance of $23,931 grant from the Department of Criminal Justice Services for Community Crime Prevention Services. 12. Acceptance of a $4,500 donation to the Police Department K-9 program from the Vinton Moose Lodge. 13. Acceptance of a $4,000 donation to the Police Department DARE Program from the Vinton Moose Lodge. 14. Acceptance of a $3,000 donation to the Police Department Bicycle Program from the Vinton Moose Lodge. 15. Acceptance of a $3,000 donation to the Police Department Violence Against Women Program from the Vinton Moose Lodge. 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. ~-~ May zs,1998 333 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 May 26, 1998 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, 1998. N RE: CALL TO ORDER Chairman Johnson called the meeting to order at 3:03 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Bob L. Johnson, Vice Chairman Harry C. Nickens, Supervisors Fenton F. "Spike" Harrison, Joseph McNamara, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Brenda J. Holton, Deputy Clerk to the Board; 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 the Reverend Brent Sandy, Grace Brethren Church. The Pledge of Allegiance was recited by all present. May 26, 1998 335 Ms. Green advised that during the recent budget considerations, the Roanoke Valley Convention and Visitors Bureau requested a substantial increase which the Board decided not to provide. While researching the subject for the media, she put together a report on funding for tourism which is considered part of the County's economic development strategy. She advised that Roanoke County's contributions to tourism have increased substantially since 1990, and gave a computer presentation which included the following facts: (1) Funding for tourism increased from $84,340 in 1990 to $529,000 in 1998. (2) Contributions to the Convention and Visitors Bureau have increased during this period from $25,000 to $107,000. (3) Only six tourism related organizations received funding in 1990-91, while 15 receive funding in the proposed 1998/99 budget. (4) Total in kind contribution to Explore from 1990-98 were $161,575. (5) Total in-kind contributions to Special Events from 1990-98 were $505,413. (6) Tax revenues from meals, lodging and admission taxes have not kept pace with the increase in contributions. These revenues have increased from approximately $2 million in 1990-91 to $2.8 million in 1996-97, and some categories, such as admissions and lodging, actually decreased in 1995-96 possibly due to opening of Hotel Roanoke. In response to Supervisor Nickens' inquiry, Ms. Green advised that she would obtain equivalent figures from other localities concerning tax revenues. In response to Supervisor Harrison, Director of Parks & Recreation Pete Haislip advised that he would provide figures on how much money was spent by his department in setting up for special events and cleaning up afterwards. May 26, 1998 337 participating commission member, and nominate an individual to serve as Roanoke County's member to the Commission and to refer that appointment to the Chief Judge of the Juvenile Court. Supervisor Harrison moved to adopt the resolution and nominate John Chambliss, Jr. to the Commission. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 052698-1 AUTHORIZING THE COUNTY ADMINISTRATOR TO EXECUTE THE ROANOKE VALLEY DETENTION COMMISSION SERVICE AGREEMENT BY AND AMONG THE COMMISSION, THE CITIES OF SALEM AND ROANOKE, AND THE COUNTIES OF FRANKLIN, ROANOKE, AND BOTETOURT WHEREAS, by Resolution 021098-2 Roanoke County approved the expansion of the Roanoke Detention Center to become the Roanoke Valley Juvenile Detention Commission to be composed of four jurisdictions, namely the Cities of Roanoke and Salem, and the Counties of Roanoke and Franklin; and the County of Botetourt (should Botetourt choose to participate). BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that the County Administrator, or his designee, are authorized, for and on behalf of the County of Roanoke, to execute the Roanoke Valley Detention Commission Service Agreement and other necessary documents by and among the Commission, the City of Salem, and the Counties of Franklin, Roanoke, and Botetourt to govern the parties' respective obligations before, during, and after renovation and expansion of the Juvenile Detention Center, upon form approved by the County Attorney. On motion of Supervisor Harrison to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 2. Resolution approving the fiscal year 1998/99 budget and 1998- 2003 Caaital Imarovement Program for Roanoke County (Brent J May 26, 1998 339 $50,000 for firearms range and asked that the description for these items be clarified and recorded properly into the document. Supervisor Nickens moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 052698-2 APPROVING THE FISCAL YEAR 1998-99 BUDGET FOR ROANOKE COUNTY, VIRGINIA WHEREAS, Section 15.2-2503 of the 1950 Code of Virginia, as amended, provides that the. governing body of the County shall prepare and approve an annual budget; and WHEREAS, said budget shall be prepared and approved for informative and fiscal planning purposes only; and WHEREAS, this budget contains a complete itemized and classified plan of all contemplated expenditures and all estimated revenues and borrowings for the ensuing fiscal year; and WHEREAS, the County Administration has developed a capital improvements program to be used as a management and budget tool to assist County staff and the Board of Supervisors in addressing the capital needs of our community; and WHEREAS, a brief synopsis of said budget was published as required by the provisions of Section 15.2-2506 of the State Code, and the public hearing on the budget and the capital improvement program as required thereon was held on May 12, 1998; and NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. That there is hereby approved the annual budget for Fiscal Year 1998- 99 for Roanoke County, Virginia, as follows: i May 26, 1998 341 County of Roanoke Budget Adoption FY 1998-99 Adopted FY 1998-99 Proposed Expenditures General Fund General Govemment General Administration 2,317,364 Constitutional Officers 6,648,960 Judicial Administration 516,815 Management Services 1,971,454 Public Safety 11,314,958 Community Services 7,784,283 Human Services 9,630,175 Non-Departmental 3,614,612 Transfers to School Operating Fund 46,582,748 Transfers to Capital Fund 3,209,130 Transfers to County Garage 1,055,037 Transfers to Debt Service Fund 6,610,228 Other 1,831,468 Total General Government 103,087,232 Youth Haven II 442,655 Comprehensive Services 1,707,917 Law Library 41,980 Recreation Fee Class 719,629 Internal Services 1,912,829 Garage II 1,055,037 Total General Fund 108,967,279 Debt Service Fund 9,873,222 Capital Projects Fund 3,714,130 Infernal Service Fund 892,468 Water Fund 11,413,942 Unappropriated Balance 139,846 Total Water Fund 11,553,788 Sewer Fund 5,809,636 Unappropriated Balance 763,277 Total Sewer Fund 6,572,913 School Operating Fund 87,233,241 School Cafeteria Fund 3,293,000 School Grants Fund 2,137,547 School Textbook Fund 851,675 Total School Funds 93,515,463 Total Expenditures All Funds 235,089,263 Less: Transfers (67,638,780) Total Net of Transfers 167,450,483 ~~'~ May 26, '1998 3.43 =o U ~ ~ ~ Z] ~ ~v a i } tc? 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O a „°. ~ C'7 !'N7 1T7 ~ NN r ~ 10 O ti K N ~ r -~~~~ tn~ ~~~:3':, v y'3 I ~ ~ E rn ~ v ° 3 - o m ~ E _ m c ~i + ? y c y ~ d ~ m ~ c d E c ~ o ~ m a o T 5 ~ tic ~ '~, o ~ . ~~ aCi ~ o U r c ~ E o c ° ~ N c ut m~ m Y m ~° = O 'C m 7 R ° fC tC T V N O m ~ _ ~ i LL 8 C !aC Cn O m C ~ Q 1y Z m ~j ~ ~ c c a ~ ... m E w ~ a D ~ ~ o y y R m A ~ " ~ w ` m ~ v ~ tL N .Q o a D m a r m ~ ~ is m ~ ~ a~ R o o ~ a 2 (r J R m Q m ~ ~ ~- I- ~ ~ r ~R° m E m c c m o O r ~° ~°- a 0 0 ~ a ~~ . . a G m a ~ E ~ a a ~ c° .o U U t0 a' m 0 1~ ~ tT. ~ t'u U 0 1n ~ U tr y a 345 y .c L G ~ ~~ 1- a Q a z .,. ~ ~ Q„ May 26, 1998 347 for Crumpacker Drive. He asked that the Board approve the FY 98/99 and FY 97/98 supplemental project lists for a total of $496,940. Supervisor Minnix moved to approve Alternate #1 -approve FY98/99 and FY97/99 supplemental project lists as submitted. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: REQUEST FOR PUBLIC HEARINGS AND FIRST READINGS OF REZONING ORDINANCES -CONSENT AGENDA Supervisor Johnson moved to approve the first readings and set the second readings and public hearings for June 23, 1998. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 1. Ordinance to rezone 2.03 acres from C-1 to C-2 to construct a drv cleaning and retail sales business, located on Route 460 between Trail Drive and West Raritan Road Hollins Magisterial District. upon the petition of Cicero Hall, Jr 2. Ordinance to rezone approximately 0.35 acre from R-1 to C-1 to develop an office park, located near the intersection of McVit~ Road and Route 419. Windsor Hills Magisterial District, upon the petition of Vaughn & Jamison, L.L.C. 3. Ordinance authorizing a Special Use Permit to construct a 120 ft "~ May 26, 1998 349 IN RE: READING OF ORDINANCES 1. Second reading of ordinance repealing Article V Binao Games and Raffles. of Chapter 4. Amusements of the Roanoke County Code. (Paul Mahoney, County Attorney 0-052698-4 Mr. Mahoney advised that there have been no changes to the ordinance since the first reading. There was no discussion and no citizens present to speak on this issue. Supervisor Nickens moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None ORDINANCE 052698-4 REPEALING ARTICLE V. "BINGO GAMES AND RAFFLES" OF CHAPTER 4 "AMUSEMENTS" OF THE ROANOKE COUNTY CODE WHEREAS, Article V. "Bingo games and raffles" of Chapter 4. "Amusements" of the Roanoke County Code regulates the conduct or operation of bingo games and raffles in Roanoke County; and WHEREAS, in 1995 the Virginia General Assembly created the Charitable Gaming Commission and vested control of all charitable gaming in the Commonwealth with this Commission effective July 1, 1996; and WHEREAS, the first reading of this ordinance was held on May 12, 1998; and the second reading was held on May 26, 1998. NOW, THEREFORE, be it ordained by the Board of Supervisors of Roanoke County as follows: 1. That Article V. "Bingo games and raffles" of Chapter 4. "Amusements" -,I May 26, 1998 351 -- -- Roanoke Valley creates a demand for additional cellular tower locations to accommodate the needs of cellular phone companies to adequately handle this increased cellular phone traffic; and WHEREAS, the proliferation of cellular phone towers creates the potential for significant impacts upon the visual, environmental and economic environment of Roanoke County, and adjoining jurisdictions, which has compelled the County to encourage the co-location of cellular transmission equipment and facilities on existing structures as opposed to the erection of new towers; and WHEREAS, CFW, Inc., an FCC licensed provider of cellular telephone services within the Roanoke Valley, has approached the Roanoke County Utility Department with a proposal for leasing space on the County's Avenham water tank, near Route 419 across from Tanglewood Mall, for the installation of a cellular repeater antenna; and WHEREAS, this proposed lease would generate revenue for the Utility Department's water fund which will assist this Department in maintaining this water tank and other facilities and may alleviate the need for future rate increases; and WHEREAS, the first reading of this ordinance was held on May 12, 1998; and the second reading for this ordinance will be held on May 26, 1998. BE IT ORDAINED by the Board of Supervisors of the County of Roanoke, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading was held on May 12, 1998; and a second reading was held on May 26, 1998, concerning the lease of a location for a cellular telephone repeater antenna on the County's Avenham water tank shown and designated on the Roanoke County Land Records as Tax Map No. 77.20-1-50. 2. That an offer in writing having been received to lease said properties, the offer of CFW, Inc. for a lease term of five (5) years with the right for three additional terms of five (5) years and a lease amount of $300 per month, with reasonable increases in lease payments upon each renewal thereof, is hereby acceptedf~ejeeted; and 3. That the proceeds from the lease of said properties shall be deposited in the Water Utility Fund. 4. That the County Administrator is authorized to execute such leases, and any accompanying documents, and to take such other actions on behalf of Roanoke County as are necessary to accomplish the lease of a cellular telephone antenna location on the Avenham water tank site, all of which shall be of such form as approved by the County Attorney. 5. That this ordinance shall be in full force and effect from its passage. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None /I May 26, 1998 353 3. Parks and Recreation Advisory Commission Supervisor Minnix nominated Jack W. Griffith to represent the Cave Spring Magisterial District for another three year term which will expire June 30, 2001. IN RE: CONSENT AGENDA R-052698-6. R-052698-6 c Supervisor Johnson moved to adopt the Consent Resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 052698-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J -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 May 26, 1998 designated as Item J -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 8, inclusive, as follows: 1. Approval of minutes for April 28, 1998. 2. Confirmation of committee appointment to the Board of Zoning Appeals. 3. Acceptance of grant by the Roanoke County Circuit Court Clerk's office for reformatting certain deed books from paper to microfilm. 4. Approval of Resolution of Appreciation upon the retirement of Michael F. Henninger, Police Department. 5. Authorization for write-off of Utility Bad Debt. 6. Acceptance by Roanoke County Schools of Summer Youth Employment Program Grant. 7. Request for approval of petty cash for Department of Community .'~~ May 26, 1998 IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS 355 Supervisor Harrison: (1) He advised that two teams are playing today to go to the State tournament, William Byrd and Glenvar, and that he and Supervisor Nickens wished them both good luck. (2) He advised that he toured the Catawba Valley and Bradshaw Road area with Mr. Howard Anderson concerning the corridor for the power line and thanked him and the citizens for the efforts being made. (2) He suggested to Mr. Hodge that questions about the firing range may come up at the meeting with Twine Hollow residents. Supervisor McNamara: (1) He advised that the Windsor Hills Advisory Committee met last week and most of the questions were concerning the proposed new high school. He reported that the Board and the School Board are working together on these questions and all of the details will be studied and evaluated before any appropriations are made. Supervisor Johnson advised that a special use permit will have to be applied for and at that time, there will be a staff evaluation of the rezoning which will cover all aspects of the project. Supervisor Minnix: (1) He recommended to Mr. Hodge that an operating committee be formed by County and Schools to look at long range plans for the schools and their financial future. (2) He asked for the status of Donnelley Phase III. Mr. Hodge will report back at the next meeting. (3) He asked for the status of the ground breaking for the new Lowe's store. Mr. Hodge will report back at the next meeting. (4) He asked for the status of fishing in Spring Hollow Reservoir. Director of Utility Gary Robertson will May 26, 1998 357 IN RE: EXECUTIVE SESSION At 4:20 p.m., Supervisor Johnson moved to go into Executive Session pursuant to the Code of Virginia Section 2.1-344 A. (7) to discuss a legal matter requiring the provision of legal advise by the County Attorney concerning actual litigation, namely Grossman's Inc. (Chapter 11 Bankruptcy); Section 2.1-344.A (7) to discuss a legal matter requiring the provisions of legal advice by the County Attorney and briefing by staff members concerning negotiations with respect to construction contracts; Section 2.1-344 A. (5) discussion concerning economic development prospects where no previous announcement has been made; Section 2-1.344 A. (3) personnel matter concerning appointment to Roanoke Regional Airport Commission; and Section 2-1.344 A. (5) economic development concerning inter-governmental opportunities with Bedford County. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: CERTIFICATION OF EXECUTIVE SESSION R-052698-7 At 7:00 p.m., Supervisor Johnson moved to adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None ~~~ May 26, 1998 359 entry to, a permanent 20 foot drainage easement together with the right of access and a temporary construction easement from Nyna S. Murray. (Vickie Huffman, Assistant County Attorney) CONTINUED FROM MAY 12. 19981 Chairman Johnson announced that this public hearing had been continued until June 23, 1998, and that the Board would expect some resolution of this matter at that time. IN RE: PUBLIC HEARING AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to vacate a part of a platted unnamed. abandoned 25-foot wide right-of-way as shown on the map of Lee Mitchell subdivision Plat Book 3, Page 203 and located in the Catawba Magisterial District. (Arnold Cove. Director of Engineering & Inspections) 0-052698-8 Mr. Covey advised that there have been no changes since the first reading of the ordinance. There was no discussion and no citizens present to speak on this issue. Supervisor Harrison moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None May 26, 1998 361 5. That the County Administrator, or an Assistant County Administrator, or any County Subdivision Agent is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 6. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office the Circuit Court of Roanoke County, Virginia, in accordance with Section 15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor Harrison to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 2. Second reading of ordinance authorizing vacation of the northeasterly ten feet of an existing 20-foot waterline easement on Lot 10A of Larson Oaks Subdivision and acceptance of a new 10- foot waterline easement on Lot 9. Larson Oaks. Windsor Hills Magisterial District. (Arnold Covey, Director of Engineering 8~ Inspectionsl 0-052698-9 Mr. Covey advised that there have been no changes since the first reading of the ordinance. There was no discussion and no citizens present to speak on this issue. Supervisor McNamara moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None ORDINANCE 052698-9 AUTHORIZING VACATION OF THE May 26,1998 363 of Virginia (1950, as amended), and the first reading of this ordinance was held on May 12, 1998; the second reading and public hearing of this ordinance was held on May 26, 1998. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the northeasterly 10' of the existing 20' waterline easement on Lot 10A, Larson Oaks, owned by George P. Baron, Jr., and Tammy 0. Baron, husband and wife, shown and designated as "10' PORTION OF EXISTING 20' WATERLINE EASEMENT TO BE VACATED" upon the `Plat Showing New 10' Waterline Easement Located on Lot 9, Larson Oaks (P.B. 12, Pg.73),' dated September 4, 1997, made by Lumsden Associates, P.C., a copy of which is attached hereto as Exhibit A, be, and hereby is, vacated; and, 2. That, in exchange, acquisition and acceptance of a new 10' waterline easement along the northeasterly boundary line of Lot 9, Larson Oaks, owned by Christopher H. Hanes and Jill H. Hanes, husband and wife, shown crosshatched and designated as "NEW 10' WATERLINE EASEMENT" upon the above-described plat attached hereto as Exhibit A, be, and hereby is, authorized and approved; and, 3. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioners; and, 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish this vacation and acquisition, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with §15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: RECOGNITION Chairman Johnson introduced Boy Scout Troop #2 from the First Presbyterian Church. May 26, 1998 365 conditions, use and design standards for private kennels, and Roanoke County animal control regulations. The following citizens spoke in opposition to the special use permit, and several mentioned their additional concerns about the horse stable and dogs located there: (1) Linda Perkins, 5101 Glenvar Heights Boulevard, presented a petition with 77 names; (2) S. M. Pridemore, 5066 Dan Robin Road; (3) Shirley Noell, 5368 Glenvar Heights Boulevard; (4) Barrett R. Beamer, 5132 Glenvar Heights Boulevard; and (5) Andrew Cepulo, 5110 Glenvar Heights Boulevard. The following citizens spoke in support of granting the special use permit to the petitioners: (1) Frank Hough, 2578 Brandy Run Drive; (2) Karen Reidmiller, 2578 Brandy Run Drive; (3) Meg Cook, 1505 Red Oak Lane; (4) Sherry Milliron, 755 Stonewood; (5) Ramona Powell, 5080 Glenvar Heights Boulevard; (6) Earl E. Powell, 5080 Glenvar Heights Boulevard; (7) Dann Campbell, 2337 Carter Road; and (8) Patti Campbell, 2337 Carter Road. In response to an inquiry from Supervisor Johnson, Mr. Harrington advised that the horse stable was grandfathered and that there had been an increase in the number of animals but not the structure. Supervisor Harrison expressed concern about the trailer and dogs at the horse stable as well as the disturbance of the land, erosion and management of the waste. He asked that staff pursue remedies for the problems, and Mr. Mahoney advised that he would look at case law to determine if such an expansion in the number of animals would have any influence on the grandfathered zoning. May 26, 1998 367 on May 5, 1998; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on April 28, 1998; the second reading and public hearing on this matter was held on May 26, 1998. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: On motion of Supervisor Harrison to DENY the special use permit and ordinance ,and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens, Johnson NAYS: Supervisor McNamara IN RE: CITIZENS COMMENTS AND COMMUNICATIONS 1. dames Gams. 3108 Honeywood Lane. advised that (1) he approved of the authority for bingo and raffles being transferred to the State; and (2) he questioned the wisdom of purchasing the Woods End site for the new school when the Merriman site has already been purchased. Chairman Johnson advised that comments concerning the purchase of Woods End should be addressed to the School Board. Supervisor Nickens advised that the School Board meets Wednesday night. 2. Robert Schmucker, 1842 Pembroke Drive, informed the Board about the differences in the County Code and State Code concerning dangerous dogs and described the circumstances of recent dog bites to his neighbor. He asked for revision and enforcement of the County animal control ordinance. Mr. Mahoney advised that he would look at the Code sections and material that Mr. Schmucker referred to and bring back a report to the Board. ~ less Bratton. 1834 Pembroke Drive, advised that he was the person May 26, 1998 369 AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson ~ NAYS: None RESOLUTION 052698-11 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 Minnix to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: ADJOURNMENT Chairman Johnson adjourned the meeting at 9:03 p. m. Submitted by, Approved by, Brenda J. Holton, CMC Deputy Clerk to the Board Bob L. Johnson Chairman June 9, 1998 ~~ 371 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 June 9, 1998 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the second Tuesday, and the first regularly scheduled meeting of the month of June, 1998. N RE: CALL TO ORDER Chairman Johnson called the meeting to order at 3:01 p.m. The roll call was taken. Vice Chairman Harry C. Nickens, MEMBERS PRESENT: Chairman Bob L. Johnson, Supervisors Fenton F. "Spike" Harrison, Joseph McNamara, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; 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 John M. Chambliss, Jr., Assistant Administrator. The Pledge of Allegiance was recited by all present. J June 9, 1998 373 _ pprova o a reso u ion a opting a legislative program for the I 1999 session of the Virginia General Assembly to be submitted to VACo. (Paul Mahoney. County Attorneyl Supervisor Nickens requested that action be deferred until after a brief work session on this item. 2. Request to appropriate donation in the amount of $10,000 from Lowe's to the Kiwanis Club to assist with the renovation of Camp Roanoke. (Pete Haislip, Parks and Recreation Director1 A-060998-1 Mr. Haislip reported that the Kiwanis Club of Roanoke has adopted the renovation of the Lodge building at Camp Roanoke as a community service project for their club. The renovation is estimated to cost in excess of $12,000. Several Kiwanis members approached Lowes, Inc. to solicit contributions to support this project which resulted in a donation of $10,000 toward the Kiwanis project. Roanoke County has received the funds and they need to be appropriated to the Kiwanis Club so they can proceed with the renovation. Mr. Haislip recognized Rupert Cutler and John Stroud of the Kiwanis Club for soliciting the donation and recognized the Marines and Navy for their renovation work on Camp Roanoke. Supervisor Harrison moved to appropriate the $10,000 donation to the Kiwanis Club. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson June 9, 1998 375 _ - i is an oun y a er require that any increase in Supervisors salaries must be accomplished by ordinance after a public hearing. The public hearing has been scheduled for June 23. The increase is limited to an annual five percent inflation factor. He explained that a 5% increase would be $573.67 for each supervisor and a 3% increase would be $344.20 for each supervisor. Supervisor Johnson moved to approve the first reading with the actual salaries to be set at the second reading and set the second reading and public hearing for June 23, 1998. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 2. First reading of ordinance amending and reenacting Section 5- 21, definitions• Section 5-26 1 Dangerous Dogs; Vicious Do,g• Penalties: Procedures; Section 5-26 2 Licensure of Dangerous Doa: and Section 5-44 Tax Imposed of Article II Dogs, Cats and other Animals of Chapter 5 Animals and Fowls of the Roanoke County Code to provide procedures for Community Service Officers to determine a dog to be a dangerous doy (Paul Mahoney, County Attorney) Supervisor Nickens requested that action on this item be deferred until after discussion in work session format. June 9, 1998 377 ive an - oo s ormwa er manaaement access easement along the boundary between lot 13 and lot 14A in Wexford at Steeplechase Subdivision, and resubdivision of Wexford at Steeplechase in Windsor Hills Magisterial District. Arnold Covey, Director of Community Development) Mr. Covey explained that the petitioners, the Kunkles and Sisters, are requesting that the Board of Supervisors vacate the 20 foot access easement which runs along the boundary line of Lots 4 and 5 and continues along the boundary line of Lot 5 to the stormwater management easement located on Lots 5 and 6. In exchange, the petitioners propose conveyance by Sister of an alternative 20 foot access easement along the southeasterly property line of Lot 5 to the Wexford Homeowners Association which is responsible for continuing maintenance of the stormwater management easement. Supervisor McNamara moved to approve the first reading and set the second reading and public hearing for June 23, 1998. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: SECOND READING OF ORDINANCES 1. Second reading of ordinance enacting Section 13-13.1, of the June 9, 1998 379 ices crea es a po en is or of economic damage to businesses located in the County and loss of privacy rights to residents of the County; and WHEREAS, the first reading of this ordinance was held on May 12, 1998; and the second reading will be held on June 9, 1998. BE IT ORDAINED by the Board of Supervisors of the County of Roanoke, Virginia, as follows: 1. That Section 13-13.1, Authorized disposal of trash; unlawful scavenging or handling of trash of Chapter 13, Offenses -Miscellaneous of the Roanoke County Code be enacted as follows: Sec. 13-13.1 Authorized disposal of trash; unlawful scavenging or handling of trash. (a) For the purposes of this section, the following words and phrases shall have the meanings respectively ascribed to them by this subsection: (1) Commercial waste: All solid waste generated by establishments engaged in business operations other than manufacturing. [See Sec. 20-1.) (2) Scavenge: To handle, separate, rummage through, take from or otherwise remove goods, articles, identifiable information or any other item of tangible property. (3) Trash: Personal property, business or personal records, household or personal refuse, commercial waste, rubbish, garbage, litter, solid waste or debris, placed in bags or receptacles for disposal, excluding yard waste, wood or brush collection. (b) All trash shall be disposed of in automated container receptacles provided by the County in accordance with Sec. 20-24 of this code or in privately owned receptacles, bags or boxes. (c) It shall be unlawful for any person to scavenge in the trash of another, and no person, other than County employees acting within the scope of their employment, shall handle the contents of any receptacle containing trash which has been put therein for removal by the County. (d) No person, other than County employees, may place trash in County collection vehicles, excepting a "free loader" as defined by Sec. 20-1. 2. That this ordinance shall be in full force and effect from its passage. On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 2. Second reading of ordinance appropriating the funds for the fiscal year 1998/99 budget. (Brent Robertson Budget Manager i June 9, 1998 381 _._ WHEREAS, the first reading of this appropriation ordinance was held on May 13, 1997, and the second reading of this ordinance was held on May 27, 1997, pursuant to the provisions of Section 18.04 of the Roanoke County Charter. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the following appropriations are hereby made from the respective funds for the period beginning July 1, 1997, and ending June 30, 1998, for the functions and purposes indicated: Revenues: General Fund: General Government Youth Haven II Comprehensive Services Law Library Recreation Fee Class Internal Services Garage II Total General Fund Debt Service Fund Capital Projects Fund Beginning Balance Internal Service Fund -Risk Management Water Fund Beginning Balance Sewer Fund School Funds: Operating Cafeteria Grant Textbook Total School Fund Total All Funds $ 103,087,232 442,655 1,707,917 41,980 719, 629 1,912,829 1,055,037 $ 108,967,279 $ 9,873,222 $ 3,209,130 505,000 3,714,130 $ 892,468 $ 11,339,528 214,260 11,553,788 $ 6,572,913 $ 87,233,241 3,293,000 2,137,547 851,675 $ 93,515,463 $ 235,089,263 June 9, 1998 383 Public Safety Police $ 6,049,087 Transportation Safety Commission 960 E911 Maintenance 635,388 Fire and Rescue 4,629,523 Total Public Safety $ 11,314,958 Community Services General Services $ 238,755 Solid Waste 3,087,301 Property Management 83,271 Engineering and Inspections 2,544,093 Building Maintenance 1,234,564 Planning and Zoning 575,687 Planning Commission 20,612 Total Community Services $ 7,784,283 Human Services Grounds Maintenance $ 1,376,236 Parks and Recreation 1,408,222 Public Health 420,333 Social Services Administration 2,546,536 Public Assistance 1,397,400 Institutional Care 28,596 Social Service Organizations 126,832 Contributions Human Service Organizations 95,910 Contributions Cultural Organizations 244,661 Library 1,716,979 VPI Extension 79,720 Elections 188,750 Total Human Services $ 9,630,175 Non-Departmental Employee Benefits $ 1,395,000 Miscellaneous 590,000 Internal Service Charges 1,629,612 Total Non-Departmental $ 3,614,612 June 9, 1998 Debt Service Fund $ 9,873,222 Capital Projects Fund $ 3,714,130 Internal Services Fund -Risk Management $ 892,468 Water Fund $ 11,413,942 Unappropriated Balance 139,846 11,553,788 Sewer Fund $ 5,809,636 Unappropriated Balance 763,277 6,572,913 School Funds: Operating $ 87,233,241 Cafeteria 3,293,000 .ant 2,13 7,547 Text Book 851,675 Total School Funds $ 93,515,463 Total All Funds $ 235,089,263 In addition to the above revenues and expenditures, the following beginning balances will be appropriated to the Unappropriated Balances of the respective funds: General Fund Capital Projects Fund Water Fund Sewer Fund $ 7,000,000 175,000 2,464,564 4,551,502 The Capital Fund Revenue and Expenditure Budget includes a reallocation of funds from the Capital Fund Unappropriated Fund Balance in the amounts listed for the following ~roiects: Center for Research and Technology 100,000 Blue Ridge Parkway Interpretive Center 30,000 South County Pazk Development 100,000 North County Soccer Field 50,000 Police Firing Range 50,000 Courthouse Renovations 75,000 McDonald Farm ~ 100,000 385 June 9, 1998 387 representing the Vinton Magisterial District. His term will expire June 30, 2001. 3. Roanoke Valley Regional Cable TV Committee Supervisor Nickens nominated James B. Dickey to another 3-year term as a member at large. His term will expire June 30, 2001. 4. Virginia Western Community College Board Supervisor Nickens nominated Stanard F. "Stan" Lanford to another 4-year term which will expire June 30, 2002. IN RE: CONSENT AGENDA R-060998-5. R-060998-5.d Supervisor Johnson moved to adopt the Consent Resolution with Item 6 removed for discussion. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None Supervisor Harrison moved to approve item 6 after discussion. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 060998-5 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I, CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: June 9, 1998 389 improvements to the Wolf Creek Greenway, and WHEREAS, The Virginia Department of Conservation and Recreation offers funding through the Virginia Recreational Trails Grant Fund, and WHEREAS, the County of Roanoke is submitting a project application, and WHEREAS, in accordance with Virginia Recreation Trails Fund application procedures, it is necessary that a request of support, by resolution, be received from the local government. NOW, THEREFORE, BE IT RESOLVED, that the County of Roanoke, Virginia, endorses and supports the application to fund improvements to the Wolf Creek Greenway and Trail. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: REQUESTS FOR WORK SESSIONS It was the consensus of the Board to set the work session for June 23, 1998 to discuss funding of the Roanoke Valley Convention and Visitors Bureau and Roanoke Regional Chamber of Commerce. IN RE: CITIZENS' COMMENTS AND COMMUNICATIONS 1. N. J. Kneiubaum. 5389 Luwanna Drive spoke in opposition to the Woods End site for the proposed South county high school 2. W. B. Martin. 3514 Holland Drive spoke in opposition to the Woods End site for the proposed high school high school. 3. Rebecca Walton. 8521 BarrensRroad. spoke on behalf of the Blue Ribbon Commission and asked why funds for renovations to Burlington and Clearbrook Elementary Schools have not been released. Supervisor Johnson responded that the funds will be released when an June 9, 1998 391 expressed concern about any tower location by right and the use of balloon tests for tower I locations. He asked Mr. Mahoney about the legality of the proposed policy. Mr. Mahoney advised that there are still areas of discretion for local government, and that the committee hopes to include the policy in the zoning ordinance or comprehensive plan. (2) He reported that by extending water and sewer on Twine Hollow Road near the Dixie Caverns landfill cleanup site, the County will save $200,000 per year. He thanked George Simpson and others for their work on the project. IN RE: REPORTS Supervisor Johnson moved to receive and file the following reports. The motion carried by a unanimous voice vote. 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contin4ency Fund 4. Report on status of the Cellular Tower Policy Committee 5. Report on Phase II - R. R. Donnelley 6. Report on the Dixie Caverns water/sewer extension IN RE: SENIOR CITIZENS HALL OF FAME AWARDS AND RECEPTION Chairman Johnson presented awards to: (1) Eleni 0. Asimakopoulos for her work at the Adult Care Center of Roanoke Valley; (2) Lois Huddleston for her many June 9, 1998 393 mmission nee s to determine what I direction is best. Mr. Hodge asked if there was grant money available. Mr. Witt responded that there was no one particular source of grant funding, but most grants would also require a County share. Supervisor Nickens reminded the Greenway Commission members that the Board of Supervisors only agreed to participate in funding for three years. 2. Work Sessions on the Western Virginia Land Trust jRupert Cutler Executive Director) The work session began at 5:45 p.m. and was presented by Dr. Rupert Cutler. Dr. Cutler thanked the Board for approving a $5,000 grant to the Land Trust. He presented two maps that described opportunities to use voluntary conservation easements to save scenic views from the Blue Ridge Parkway and the Appalachian Trail in Roanoke County. He also reviewed information that he had presented to the Board concerning the Western Virginia Land Trust. He described how conservation easements could protect and preserve such areas as Spring Hollow Reservoir, Carvins Cove and park system lands. He requested that the County consider entering into an agreement with the West Virginia Land Trust to preserve viewsheds. 3. Discussion on Legislative program for 1999 session of General Assam Supervisor Nickens withdrew his previous concern about the legislative June 9, 1998 395 _ rs mnix, arnson, o nson I NAYS: Supervisors McNamara, Nickens RESOLUTION 060998-6 RECOMMENDING PROPOSALS FOR THE VIRGINIA ASSOCIATION OF COUNTIES 1999 LEGISLATIVE PROGRAM, AND PETITIONING THE GENERAL ASSEMBLY TO FAVORABLY CONSIDER THE TOPICS AND ISSUES ADDRESSED HEREIN WHEREAS, the Board of Supervisors of Roanoke County, Virginia, has identified major legislative issues of state-wide concern to be considered by the 1999 session of the Virginia General Assembly; and WHEREAS, the Board hereby recommends these issues to its state-wide organization, the Virginia Association of Counties, for consideration in the adoption of its legislative program; and WHEREAS, the Board adopts this resolution as its Legislative Program for the Virginia Association of Counties for the 1999 session of the Virginia General Assembly. NOW, THEREFORE, Be It Resolved by the Board of Supervisors of Roanoke County, Virginia, that the following legislative initiatives are submitted to the Virginia Association of Counties for its legislative program for the 1999 session of the Virginia General Assembly for its favorable consideration and adoption. 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. The General Assembly should increase funding for capital construction and renovation projects based upon the locality's local effort in support of these capital 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 relieving local governments of the responsibility of meeting recycling rates on all wastes collected by private haulers and June 9, 1998 397 - is e i egg or a an oned waste fire dumps. L. Roanoke County supports increasing state aid for public libraries by $1.4 Million FY 2000; That the Commonwealth fully fund state aid by FY 2001; that sales tax exemptions be provided for organizations that support public libraries; and that the Commonwealth shall adopt and fund a statewide technology plan and Internet access for public libraries. The objective of such a plan will be to provide public libraries with the technological support for public, universal access to networked information. M. Spot Blight. Amend Sec. 36-49.1:1.F to allow all counties to impose liens for the recovery of the costs for spot blight removal in the manner currently allowed the urban county executive form of government. N. Amend sec. 56-414 to allow counties to regulate the sounding of train whistles at railroad crossings. 0. Amend Sec. 15.2-901 (weeds and trash) and 15.2-904 (inoperable motor vehicles) to allow enforcement through the use of civil penalties, as authorized for violations of zoning ordinances under Sec. 15.2-2209, or for violations of erosion and ~~ sediment control ordinances under Sec. 10.1-562.J. 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. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Johnson NAYS: Supervisors McNamara, Nickens 2. First reading of ordinance amending and reenacting Section 5 21 definitions: Section 5-261 Dangerous Dogs; Vicious Dog; Penalties; Procedures: Section 5-26 2 Licensure of Dangerous Dog; and Section 5-44 Tax Imposed of Article II Dogs Cats and other Animals of Chanter 5 Animals and Fowls of the Roanoke County Code to provide procedures for Community Service Officers to determine a dog to be a dangerous dog (Paul Mahoney, County Attorne,~) 0-060998-7 Supervisor Nickens moved to waive the first reading because of the (c) Procedures. June 9, 1998 399 ....... The court may, through its contempt power, compel the stir~~r of any dog to produce it for the Community a summons issued pursuant to this section, the Community Service Officer and/or police ofFicer may, in his discretion, confine the dog until such time as evidence shall be heard and a verdict rendered. tt~tiavs>~tY~r<r ~, June 9, 1998 401 2. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Nickens to waive the first reading of the ordinance because of emergency situation, hold second reading and to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: EVALUATIONS Chairman Johnson advised that the Board would evaluate the performances of Mr. Hodge and Mr. Mahoney at the next Board meeting and asked that Ms. Allen provide evaluation forms to each Board member. IN RE: EXECUTIVE SESSION There was no Executive Session held. IN RE: ADJOURNMENT Chairman Johnson adjourned the meeting at 7:35 p.m. Submitted by, Approved by, Mary H. Allen, CMC/AAE Clerk to the Board Bob L. Johnson Chairman June 18, 1998 403 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 June 18, 1998 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County School Administrative Offices, 5937 Cove Road, this being a special called meeting and a joint meeting with the Roanoke County School Board for the purpose of discussing property acquisition and school construction contracts. IN RE: CALL TO ORDER Chairman Johnson called the meeting to order at 5:03 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Bob L. Johnson, Vice Chairman Harry C. Nickens, Supervisors Fenton F. "Spike" Harrison, Joseph McNamara, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; Diane Hyatt, Finance Director; Penny Hodge, Assistant Finance Director; Dr. Deanna Gordon, School Superintendent; Marty Robinson, Assistant Superintendent; Brenda Chastain, School Board Clerk The School Board meeting was already in session. June 18, 1998 405 would have. There was agreement that the committee would have no authority but be limited to oversight of the projects. School Board Chairman Irvin explained that their concern with the small committee was that all parts of the County would not be included in the discussion. Chairman Johnson pointed out that the proposed committee would be an official body and that the meetings would be open to the public and anyone could attend. He also emphasized that their primary concern was accountability for the projects. School Superintendent Deanna Gordon suggested that the Construction Performance Coordinator could attend all Board of Supervisors' meetings and report on the projects. There was a general discussion on cost overruns on previous school construction projects. School Board Chairman Irvin asked who would be responsible for hiring and paying for the construction coordinator. Chairman Johnson responded that the County would fund the position. Supervisor Minnix suggested that the two chairs and two chief executives meet to develop a plan that would be agreeable to the two bodies, but Supervisor Nickens advised that he would only support the original proposal. Mr. Hodge presented a list of previous school construction projects that resulted in cost overruns, and there was a discussion on the reasons for the overruns. Chairman Irvin advised that the School Board will again consider forming a committee with two members of the School Board members, two members of the Board of Supervisors, the School Superintendent and the County Administrator; that the Committee would have no authority, and that the Construction Performance Coordinator would report to the County Administrator. I _. f _ ~- THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 14TH DAY OF JULY 1998, ADOPTED THE FOLLOWING: RESOLUTION 071498-11.a REQUESTING ACCEPTANCE OF VALLEY GATEWAY BOULEVARD AND A PORTION OF WOODS FARM ROAD INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision treet Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor Nickens Seconded By: None Required Yeas: ~pervisors McNamara, Minnix. Harrison. Nickens. Johnson Nays: None A Copy Teste: ~- Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation O i W x O Z m d O L ~+ U Q n 'c 0 E ~~I m a N ~ ^ U] ~ W ~ H a ~ a p" ~ w y 8O (~ m ~ W ~ a 6 m C W U a~ m ~' L ~ ~, N O O O C ~ U r. LL ~ J m ~ a ~ in .~ M O ~ ~ U ^ O O ~', m ~ O ` N ~ ~ ~ ~ ~ + ~N ~ O i Z ~ + + ti ~~ a ~ ~ ~ ~ ~ ~~ 3 = ~~ o w 0 ao ~ ~ ~ ~ o ~ a a m a m o a a a a d d d ~ m .... ~ ~ ~ ~ 6 4 ~ ~ ~ m m m m ~ ~ C ~ U ~ ~ H N C O ~ ~ , ~ C C w ~ w ~ ~ ~ < `'' ' ~ N O N ° ' ~ ~ z n m m m m o m of m ~ o ~ o 0 0 0 0 ~ ~ C C 5 ~~/y] $ ~ ~ ~ ~ $ O F-~I ¢ ¢ m F C FF 6 2 4 FF b ¢ m FF 6 m FF b d EE b Q `m ~ Q aC ~ n ~ 6 LL. H d ti H d ti FO- d LL 10- d ti t~ d u`. 10- d ti H d ~ m 0 ~ a'i 3 O ~ o~ t ~ ~ ~ ~ L ~ W ~ m Q ~ ~ as ~ ~ 3 C7 2 Z •• N c'7 a N m ~ O Z H Z t1! 2 LL Z F-~ U W [L W U z~ "+r"5 0 3 8 NORTH 5 rw i*~+T i j n.+~ it ^.1 VAIIEV GATEWAY SOULEVAflO / 119fC.1i,~flLt ROADWAY SECTON / \ a1.1 / \ Y I / ,, \ , S / / I \ . TRAR -A-Y 40 509 ACRES JfP ~ ~ ~ ~ PROPERTY Of ~.ia,r / / ~ ~ \ /ti PROPLRTTES O. INC. ~ ~ wog ui ~ ~ ~ ~i ~ *y // \~`_ ice; ~ ~`; ~'\ iwc9 n+a9 II.I ~ ~`\ \ I / u / \ ` ~~ I ~¢ i9 i z ~ ~`; i \~ ~ ~ ~ / Y<~ ~~R •\ ~ ~voxo_M w.c ~\ ~ .. _ _ ~ w~rtw~ \ ~m siera..on O C TIUCT 'A-2' ~ TRAR 'C 4.fT{ ACRE9 PAOP[RTYROP PROPERTY 0- Pyll PROPERTtl'.3 14 INC. Lrwoa><e >. /kf PROPEItT1L4 O, INC. ' ou.o..A ~--~r au~+ern «o DESCRIPTION: 1) Valley Gateway Boulevard, from the intersection with Challenger Avenue (US Route 460) to the intersection of Woods Farm Road. 2) Woods Farm Road, from the intersection of Valley Gateway Boulevard to its temporary cul-de-sac. LENGTH: (1) 0.15 MILES (2) 0.03 MILES RIGHT OF WAY: (1) 80 FEET (2) 80 FEET ROADWAY WIDTH: (1) 189' +/- of 64' width (2) 36 FEET 163' +/- Transition section 462' +/- of 32' width SERVICE: (1) 0.0 (2) 0.0 VALLEY GATEWAY BUSINESS PARK ROANOKE COUNTY DEPARTMENT OF Acceptance of Valley Gateway Boulevard and a portion COMMUNITY DEVELOPMENT of Woods Farm Road into the Virginia Department of Transportation Secondary System. .~ 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 14, 1998 SUBJECT: Acceptance of Valley Gateway Boulevard and a portion of Woods Farm Road into the Virginia Department of Transportation Secondary System. COUNTY ADMINISTRATOR'S COMMENTS: Re «.n,n er ~ ~~~~cv~~ County of Roanoke and Fralin and Waldron Properties II, Inc., the developers of Valley Gateway Business Park, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation requesting that they accept 0.15 miles of Valley Gateway Boulevard, from the intersection of Challenger Avenue (U.S. Route 460) to the intersection of Woods Farm Road, 0.03 miles of Woods Farm Road, from the intersection of Valley Gateway Boulevard to its temporary cul- de-sac. The staff, along with representatives of the Virginia Department of Transportation, has inspected this road and find it acceptable. No county funding is required. The staff recommends that the Board approve a resolution to VDOT requesting that they accept Valley Gateway Boulevard and a portion of Woods Farm Road into the Secondary Road System. 1 TT ITTED BY: mold Covey, Director Department of Community Approved ( ) Denied ( ) Received ( ) Referred to APPROVED: Imer C. Hod e evelopment County Administrator Motion by: ACTION VOTE No Yes Abs Harrison Johnson McNamara Minnix Nickens 2 °~ THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 14TH DAY OF JULY, 1998, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF VALLEY GATEWAY BOULEVARD AND A PORTION OF WOODS FARM ROAD INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Rea~~irements of the Virginia Department of Transportation, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident engineer for the Virginia Department of Transportation. Recorded Vote A Copy Teste: Moved By: Seconded Yeas: Nays: By: Mary Allen, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File O i ~ O z m ¢ 0 s ~ U lC Q 0 O E 2 C m a 5 D ~ 6 z H ~ ~ .'_1- Q Pa e ~ H y SOQ ~ Q] W [T CO O y ~~ v ~ O ~ ~ `o m < ~. M a ~_ N ~ O t Q ~ ~, > a v, _ V w. O » w ~ ~ J C it1 M ~ U O O O m ~ O ~ F- ~ ~ ~ ~ O+i~N~ Z ~~+ +M ~~ .~ n ~ ~' ~ Y. ~~~ ~ ~~ 3 0 ~ 0 ~ °w ~ ~ m ~ m m m m d d c a 6 o a a a a a o a ~ a. a a ~ ~ ai ~ ~ b ~ ~ ~ ~ 6 `m ~ ~ ~ Q1 m m ~ ~ ~ C ~ ~ ~ U ~ ~ r.~ H o 0 0 S N [ ~ ~ ~ W ~ ~ C < ~ O O b z z O ~ N ~ zz O ~ N ~ o to N C~ O m ~ 0! ~ m O O O d O m O m Q ~ ~ ~ ~ ~ s E F E E F a F tS 61 E O a0 ~N ~ O u. C ~ d a D ~ C ~ d 'a O ~ 0 r- 01 a O ~ ~ r- m a ~i 0 r- C d ~i ~ t- a ti 0 ~ a x m ~"~ 3 ~ ~ ._ C"J ~i ~i V Qi W as Q ~ ~ ~ 3 C~ Q Z .. N [7 Q In f0 n d O z H z W x i LL Z F- U W H 2 W U ~- ~ a NORTH - -wnr ooT. w. s +yi, r r-: "tl1~0` :ox.w ~ gar wm , p r n-~ VALLEY GATEWAY BOULEVARD s~ E~~ ROiOWAY BECTON a. / ~j' 1 '` ' TIIACT 'A-1' /~}'P 70.509 ACAES / PROPERTY OP i~.uir /i7 PROPERTlE3 R, INC. ~ / / T' // / SA ~,~ / ~ ~ / vn nwn i / ~ i w~ rt ' 75 ' c . NIY.. ~.~ / - _ 1.ao w. iT ae .• .aS / v.+G , ~ §l ~~R~:. . i i ,,~ .o,.o... o ai tini ~ _R. am vi u 3 m TMCf 'A-7' ~ {.{T{ ACRES V PROPERTY OP ~ .aAar~mee y.y /i7 PROPERTIES II, MC. _. w I o , ~'~~ ... rt.._._ _..r _~.4,_. . '~ ,\\ ~ ~ ., ..' _ ~~ / \ '<p. sf vo oA~ w ~ p~liKT~ ~ ~.~ \ ~~ ~~~ ~~~\ ~ \ \ \ ~ ~` .a :~t ~, , ,.. o TRAR 'C • tY2O5 ACRES PROPERTY OP ' flit pAOPEREIP3 11. O1C DESCRIPTION: 1) Valley Gateway Boulevard, from the intersection with Challenger Avenue (US Route 460) to the intersection of Woods Farm Road. 2) Woods Farm Road, from the intersection of Valley Gateway Boulevard to its temporary cul-de-sac. LENGTH: (1) 0.15 MILES (2) 0.03 MILES RIGHT OF WAY: (1) 80 FEET (2) SO FEET ROADWAY WIDTH: (1) 189' +/- of 64' width (2) 36 FEET 163' +/- Transition section 462' +/- of 32' width SERVICE: (i) 0.0 (2) 0.0 VALLEY GATEWAY BUSINESS PARK ROANOKE COUNTY DEPARTMENT OF Acceptance of Valley Gateway Boulevard and a portion COMMUNITY DEVELOPMENT of Woods Farm Road into the Virginia Department of Transportation Secondary System. A-071498-11. b ACTION NO. ITEM NO. .-..~ 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: Donation of 20' waterline easement to the Board of Supervisors of Roanoke County in connection with development of Whitney Estates across property owned by the Roanoke County School Board COUNTY ADMINISTRATOR'S COMMENTS: / ' ~ L U /.i M Bn ~ /~ ///O L'f.-/ SUMMARY OF INFORMATION: This consent agenda item involves donation of the following easement to the Board of Supervisors to provide water service in connection with development of Whitney Estates in the Catawba Magisterial District of the County of Roanoke: a) Donation of a waterline easement, twenty feet (20') in width, from the Roanoke County School Board, (Northside Middle School -Tax Map No. 37.06-1-75), shown and designated as " 20' WATERLINE EASEMENT" on a plat prepared by Lumsden Associates, P.C., dated June 11, 1998, a copy of which is attached hereto as Exhibit A. The location and dimensions of this easement have been reviewed and approved by County staff. STAFF RECOMMENDATION: Staff recommends acceptance of the above-described easement. -~f' ---------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C Nickens to approve Harrison _ x Denied () Johnson _ x Received () McNamara _ x Referred () Minnix _ x To () Nickens _. x cc: File Joseph B Obenshain, Senior Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development 2 ~ ., II~IBIT A ~' ~ 1 ~ 1 ~ ~' I 1 ~ ~ ' l~j / ~ tt, ~ ~~ / ~ ., N l ®„rs9~~ / ~ ~~ ~' 1 / 2 ~' ~ ~ W j h ~ 1 ''~ ~ `... . ~ r Q N W ~ 1 1~ W ~1-` ~~ I ~ ` \~~s~y N 3bt •~`! ~ W e ~ ~ o~msa ~~ ~'~~~a ~~~~ ~~~=~Q ~~ ~~ '°` `~ J~ s o- .~~ J'~ cA 26 ~6j m. ti o- v~ r~p2 y 0 3 Q O ~ 0 ~ ~ V V J ~ ~~~ ~~ ti O ~ ~~ J N ~O ~ l9l~dOlllBO 6'/N~9dW :(1N/hR~ 3al'!A/YOdI Sf1131 :~ 3NlLS/1l/p a' SIN37 :3.lOd ~Y1,CL113d'J1/d 69-10-910L£~ X6'1 1- Z ~ ~ rn W Q ~ _~ a U - ~, W Z v~ d w ~ woZ Q m <_ Z O~z ~' Z W~< OW~a J 5°~ ~ F"a~ < z Q ~Z~~ p p 5 ~~ ~ rn Vo~ y~~(i mU~ Z~z o tl1~' ~ F- Op ~ ~ Oi~O y~ <~, Z~ S ~ ~~~ ~ ~ aQ~~ j Y W W~p ~mZ O c 0 z ~ tlG1za ~ U w 3 a ~°~ ~ ?w N ~ o ~ w p0 Y m 0~ 0D \ Z U~ ZJ Z 5 :_ 2 c ~ ~3 ~- ~ ~ 2 ~~ °.' ~~~ ~~ ~Z ~? /' ~~O J~~ ~~~~~~~ Pii~~2,,~~W~ ~~~W~a'm 3~~W~~~ ~~a~~~~ V H ~~~~~~~~ 2~ N .~Z--3 r J A-071498-11. c 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 14, 1998 AGENDA ITEM: Request for an Appropriation to Accept Comprehensive Services Act Monies for the Fiscal Year 1997-98 COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Comprehensive Services Act (CSA) provides monies for the treatment of many children covered by Special Education and Foster Care programs and other children suffering from multiple diagnoses and emotional illnesses. The monies for this program are provided by a match of nearly 55o State monies and 450 local monies. The supplemental appropriation required to complete the 1997-98 fiscal year is $976,406. The State has provided $537,023, the Roanoke County School system has provided $85,000, and the local match balance of $354,383 was included in the County's original appropriation. No new local monies are required from the County for this transaction. FISCAL IMPACT: State monies have been approved in the amount of $537,023. The transfer of $85,000 from School monies (approved June 18, 1998 by the School Board) is required to complete the 1997-98 Fiscal Year. No new County monies are required. RECOMMENDATIONS: Staff respectfully requests that the Board approve the required appropriation of $622,023 (State share and transfer from the School system) to complete the funding for the 1997-98 fiscal year. Respectfully submitted, llt John M. Chambli Jr. Assistant Administrator Approved by, lmer C. odge County Administrator :. sy _____________________________________________________________________________________________________________________ ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x _ Denied () Johnson _ x _ Received () McNamara _ x _ Referred () Minnix _ x _ To () Nickens x cc: File John M. Chambliss, Jr., Assistant Administrator Diane D. Hyatt, Director, Finance AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-11.d APPROVING AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE INSTALLATION AND OPERATION OF STREET LIGHTS FROM AMERICAN ELECTRIC POWER WHEREAS, Roanoke County and American Electric Power desire to enter into a ten year contract commencing July 1, 1998 for the installation and operation of streets lights in Roanoke county; and WHEREAS, Roanoke County has benefitted from the professional assistance and expertise of the Virginia Municipal League and Virginia Association of Counties Steering Committee in negotiating a contract for electricity including the street light program with American Electric Power for political subdivisions and public authorities in this service area; and WHEREAS, the VML/VAC Steering Committee strongly recommends the contract negotiated, since the rates negotiated by it result in significant savings for all participating localities; and, WHEREAS, this contract establishes the rate for the street light program and supersedes the dates for the street light program included in the March 11, 1997 resolution adopted by the County of Roanoke. NOW THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA: 1) That the ten year contract commencing July 1, 1998 for the street light program with American Electric Power is hereby approved and accepted. R 2) That the County Administrator is hereby authorized to execute this contract on behalf of the Board of Supervisors and Roanoke County, upon form approved by the County Attorney. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: -~- Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File John M. Chambliss, Jr., Assistant Administrator Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 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 14, 1998 AGENDA ITEM: Request for Authorization to Execute the Street Light Contract with American Electric Power COUNTY ADMINISTRATOR'S COMMENTS: /7~S Cerr,n ~P yv~ ~f'/+e. he~u 7: e_~i U»3 ~•~•~7 /iSf" yP.l .~ /SP[c r~,.n e•n cy ~~/~/v. c_~ BACKGROUND: On March 11, 1997, the Board of Supervisors adopted resolution number 031197-3 which approved and authorized the execution of the contract for the purchase of electricity from American Electric Power (AEP) This contract was the result of negotiations with the power companies by the consultant groups representing the Virginia Municipal League (VML) and the Virginia Association of Counties (VACo) That contract represented a three year contract for the period beginning July 1, 1996. The contract for the street light program is covered by a separate agreement. The forms presented in 1997 did not properly reflect the negotiated rate reductions and was returned to AEP for correction. We have recently received the revised documents for the ten year period beginning July 1, 1998 and running through June 30, 2008. The attached resolution authorizes the County Administrator to execute the contract utilizing the rates negotiated by the VML-VACo group. The monies to cover the street lights provided by the County are already budgeted and no new monies are required. FISCAL IMPACT: Monies for the installation and operation of street lights is already included in the County budget and no new appropriation is required. RECOMMENDATIONS: Staff recommends adoption of the attached resolution which authorizes the County Administrator to execute the ten-year contract with American Electric Power. Respectfully submitted, Approved by, John M. Chambli s, Jr. lmer C. odge Assistant Administrator County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION VOTE No Yes Abs Harrison Johnson McNamara Minnix Nickens Motion by: AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER July 14, 1998 RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A CONTRACT FOR THE INSTALLATION AND OPERATION OF STREET LIGHTS FROM AMERICAN ELECTRIC POWER WHEREAS, Roanoke County and American Electric Power desire to enter into a ten year contract commencing July 1, 1998 for the installation and operation of street lights in Roanoke County; and WHEREAS, Roanoke County has benefitted from the professional assistance and expertise of the Virginia Municipal League and Virginia Association of Counties Steering Committee in negotiating a contract for electricity including the street light program with American Electric Power for political subdivisions and public authorities in this service area; and WHEREAS, the VML/VACo Steering Committee strongly recommends the contract negotiated, since the rates negotiated by it result in significant savings for all participating localities; and WHEREAS, this contract establishes the rate for the street light program and supersedes the dates for the street light program included in the March 11, 1997 resolution adopted by the County of Roanoke. NOW, THEREFORE, BE IT RESOLVED, BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. That the ten year contract commencing July 1, 1998 for the street light program with American Electric Power is hereby approved and accepted; and 2. That the County Administrator is hereby authorized to execute this contract on behalf of the Board of Supervisors and the County of Roanoke upon form approved by the County Attorney. ...-•- THIS AGREEMENT entered into this 28th day of MaY , 19 98 , by and between APPALACHIAN POWER COMPANY (doing business as AMERICAN ELECTRIC POWER,) hereafter called the'Company,' and Roanoke County Board of Supervisors Hereafter called the'Customer.' :WITNESSETH: other as follows: For and in consideration of the mutual convenants and agreements hereinafter contained, the parties hereto agree with each 1. Throughout the term of this agreement, the Company agrees to provide and maintain a street lighting system for the customer, consisting initially of the number of lamps of the size and type set forth below, together with electric energy sufficient to operate said lamps continuously from one-half hour after sunset until one-half hour before sunrise every night, approximately 4,000 hours per annum. NUMBER SIZE OF UNITS IN LUMENS TYPE 971 9500 HPS* overhead wood pole 55 9500 HPS* underground wood pole 42 9500 HPS* underground post-top 219 22000 HPS* overhead wood pole 6 22000 HPS* underground wood pole 2' 22000 HPS* underground aluminum pole 2 50000 HPS* overhead wood pole 1297 TOTAL *HPS lamps of not less than lumens shall be installed under *High Pressure Sodium this agreement. It is agreed that the minimum number of lamps provided and maintained by the Company throughout the term of the Agreement shall not be less than the total number of lamps set forth above. 2. The Customer agrees to accept the service herein specified during the term of this Agreement and to pay therefor at the rates, for the periods, and under the Special Terms and Conditions of Service set forth in the attached Exhibit,A, or any subsequent revision thereto. The rates and rate periods provided for in this Agreement shall be subject to revision for street lighting service rendered on and after July 1, 1996 and periodically thereafter. The revisions will be those established for street lighting in Virginia through the Company's negotiations with the Customer or those authorized to negotiate on the Customer's behalf. The rates charged pending completion of such negotiations shall be those proposed by the Company and such rates sha!I he collected by the Company subject to refund (with interest at the rate then being paid by the Company on its customer deposits in Virginia) in the event that the rates ultimately agreed upon by the Company and the Customer are less than the rates proposed by the Company. 3. Upon receipt of a written notice from a duly authorized representative of the Customer, the Company agrees to install additional lamps. Such lamps shall be provided by the Company and paid for by the Customer in accordance with the rates and Special Terms and Conditions of Service set forth in the attached Exhibit A, or any subsequent revision thereto. Whenever additional lamps are so ordered, the minimum number of lamps to be furnished throughout the remainder of the period covered by the Agreement shall be increased accordingly. Temporary lamps, if ordered, shall be furnished under separate agreement. 4. The Company reserves the right to renegotiate the terms of the Agreement whenever the Customer requests a significant (10% or more) increase during anytwelve-month period in the number of lamps provided pursuant to this Agreement. ~"~' 5. All bills shall be rendered monthly and shall be due upon presentation and payable at the main or branch offices of the Company. On all accounts not so paid, a charge of 1-1/2% per month will be applied to any account balances not received by the Company by the next bill date. The Company shall mail all bills to the address designated from time to time by the Customer. Such designation shall be made by written notice mailed or delivered by the Customer to the Company at the following address: P . 0 . sox 2021 • Roanoke, VA 24022 6. All material furnished by the Company shall remain the property of the Company and may be removed at the termination of this Agreement, if the Company so desires. 7. The Company shall keep each and every lamp herein specified in operation and shall attempt to relight any lamp or lamps on the business day following the day of its receiving written notification from the proper officers of the Customer of the outage of such lamp or lamps. Company shall also use its best efforts to repair reported outages from other sources during the business day following its knowledge of the outage. 8. If the Customer shall default in the payment of any bills as hereinbefore provided, the Company may at its option, after having given ten (10) days' written notice of its intention to do so, discontinue the service herein specified and continue to withhold the supply of electric energy for street lighting until such time as the Customer has made payment for all bills in which it is in arrears. Any such suspension of service by the Company shall not terminate this Agreement unless Company so elects. 9. The Customer, as a further consideration for the promises and agreements made by the Company herein set forth, hereby grants to the said Company the privilege of the use of the streets, alleys and public places of said Customer for the purpose of placing its poles and equipment for providing this service. Such permission, however, shall not be deemed in any manner to amount to a franchise awarded pursuant to the Constitution and the laws of the Commonwealth of Virginia. 10. All and singular the terms and conditions of Phis Agreement shall be binding upon and inure to the benefit of the parties hereto, their respective successors and/or assigns. 11. This Agreement cancels and supersedes all previous Agreements relating to the supply of the service described herein. 12. The effective date of this Agreement shall be July 1, 1998 and it shall terminate on June 30 , 2008 IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed in triplicate by their duly authorized officers the day and year first above written. ATTEST: APPALACHIAN POWER COMPANY (dba American Electric Power) BY: ' (District Manager) W 5 .><1FTEST: SN BY: .. .....' • ... BY: ..... (Clerk) REV. 5196 VASTCONT.SAM APPALACHIAN POWER COMPANY Virginia -Street Lighting Rates Page I of 2 EXHIBIT A "" AVAILABILITY OF SERVICE Available for lighting service sold for the lighting of public streets, public highways and other public outdoor areas in municipalities and political subdivisions where such service can be supplied from the existing general distribution system. MONTHLY RATE _ From 07/01/96 to 06/ 0/99 Cost of Facilities /lam Included in Rates A. Overhead Service on Existin econdary Distribution Facilities 1. Mercury Vapor 7,000 Lumen .... 5.42 276.00 21,000 Lumen ... 7.71 365.00 58,000 Lumen .... 13.52 470.00 2. Hieh Pressure Sodium 5,800 Lumen .... 4.77 267.00 9,500 Lumen .... 5.22 285.00 16,000 Lumen .... 5.57 245.00 22,000 Lumen .... 6.76 353.00 50,000 Lumen .... 8.96 422.00 B. Service on , necial Compa.~~ n•M +P~+ St~dard Metal ncrete or Ornamental Poles. or Wood Poles 4 .rued from Tndereround Distribution 1. Mercury Vapor 7,000 Lumen .... 11.79 674.00 21,000 Lumen .... 15.17 817.00 58,000 Lumen .... 21.59 970.00 2. Mercury Vapor Post Top 7,000 Lumen .... 5.77 357.00 3. Hieh Pressure Sodium 5,800 Lumen .... 11.09 671.00 9,500 Lumen .... 11.53 688.00 16,000 Lumen .... 12.94 735.00 22,000 Lumen .... 13.93 805.00 50,000 Lumen .... 17.01 922.00 4. High Pre. sure odium st T 9,500 Lumen .... 5.57 356.00 Issued: February 25,1997 ERective: July 1,1996 APPALACFIIAN POWER COMPANY Virginia -Street Lighting Rates SPECIAL TERMS AND CONDITIONS Page 2 of 2 EXHIBIT A ~~~ The above rates under Sections A and B are based on the Company's making an investment in new standard facilities in the amount as shown adjacent to the rate. When the investment in new standard facilities, including costs for service from underground, exceeds the predescribed amount, the difference will be paid to the Company by the Customer as a Contribution in Aid of Construction. Decorative and other non-standard fixtures and/or poles are not included in the standard street lighting rate but may be installed at the Company's option. For new installations of more than 50 decorative or nonstandard fixtures and related facilities by a single customer, the Company will install and maintain the nonstandard facilities subject to the monthty charges for a standard street light of equivalent wattage in Sections A and B above and subject to the Company's recovering the difference between the installed cost of the nonstandazd facilities and the Cost of Facilities included in the rates in Sections A and B above. The customer agrees to maintain a stock of replacement poles, fixtures and lamps which the Company will acquire, as needed to accomplish replacements. Chazges and provisions of service for new installations of less than 50 nonstandard fixtures and/or poles will be subject to individual negotiations. Customers may request that existing Mercury Vapor lights be removed and replaced by High Pressure Sodium Vapor lights. Where such a request is made, the Company and the customer will identify an orderly and mutually acceptable schedule for accomplishing the requested conversion. Where 3,500 lumen Mercury Vapor street lights are to be replaced with Sodium Vapor street lights, such changes will be made, pursuant to an agreed schedule, at no chazge to the customer. For conversion of all other Mercury Vapor street lights, the customer agrees to pay to the Company, prior to such conversion, an amount equal to the removal cost of $45 per street light plus the remaining unused life of the Mercury Vapor facilities being removed. In those instances where the Mercury Vapor facilities being removed have been installed for 20 years or longer, there will be no charge for the remaining unused life of the facilities being removed. Existing street lighting facilities served on special Company owned metal, concrete, or ornamental poles, and wood poles served from underground distribution will be billed under the rates contained in Section B. Service to Customer owned facilities, such as bridge lighting, etc., will be billed under the rates contained in Section A_ Issued: February 25, 1997 Effective: Juty 1,1996 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-11.e EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS UPON THE RETIREMENT OF HOMER T. BRYANT, GENERAL SERVICES WHEREAS, Homer T. Bryant was first employed on September 1, 1960, and retired on June 1, 1998, as a Solid Waste Equipment Operator, after thirty-seven years and nine months of services to Roanoke County; and WHEREAS, during his years of service, Mr. Bryant has been held in the highest esteem by County citizens and fellow employees, and many citizens have complimented him on his pleasant personality and prompt service; and WHEREAS, Mr. Bryant has been an excellent role model for new employees, providing encouragement, while maintaining a high standard of work ethics, as reflected by his excellent attendance record, and he will be truly missed by his fellow employees; and WHEREAS, Mr. Bryant, through his 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOMER T. BRYANT for over thirty-seven 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 On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: 3~• Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Bill Rand, Dirctor, General Services Joseph Sgroi, Director, Human Resources 2 r- ACTION NO. ITEM NUMBER ~°tU Submitted by, Brenda J. Hol n, CMC Deputy Clerk Approved by, ~:, /~.~' Imer C. Hodge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison _ _ _ Denied () Johnson _ _ Received () McNamara- _ _ Referred () Minnix _ _ _ To () Nickens _ _ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: Resolution of appreciation upon the retirement of Homer T. Bryant, General Services COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Mr. Homer T. Bryant ,General Services, retired on June 1, 1998, from Roanoke County with over thirty-seven years of service. He has requested that his resolution be mailed to him. It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail it to Mr. Bryant with a letter of thanks and notification that a $100 Saving Bond has been purchased for him. . ~ ~-/--- --f"" "' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS UPON THE RETIREMENT OF HOMER T. BRYANT, GENERAL SERVICES WHEREAS, Homer T. Bryant was first employed on September 1, 1960, and retired on June 1, 1998, as a Solid Waste Equipment Operator, after thirty-seven years and nine months of services to Roanoke County; and WHEREAS, during his years of service, Mr. Bryant has been held in the highest esteem by County citizens and fellow employees, and many citizens have complimented him on his pleasant personality and prompt service; and WHEREAS, Mr. Bryant has been an excellent role model for new employees, providing encouragement, while maintaining a high standard of work ethics, as reflected by his excellent attendance record, and he will be truly missed by his fellow employees; and WHEREAS, Mr. Bryant, through his 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to HOMER T. BRYANT for over thirty-seven 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. } ~,- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-11.f EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MARLYN C. CAMPBELL, SHERIFF'S OFFICE WHEREAS, Marlyn C. Campbell was first employed by the Sheriffs Office as a Deputy Sheriff on July 1, 1980; and WHEREAS, Mr. Campbell retired on July 1, 1998, after eighteen years of service to Roanoke County; and WHEREAS, Mr. Campbell, in addition to serving the County as a dedicated and capable employee, has benefited the community by volunteering to sing for the senior citizens at a local retirement center on Saturdays; and WHEREAS, Mr. Campbell, through his 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MARLYN C. CAMPBELL for eighteen 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. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson 1 NAYS: None A COPY TESTE: f' ~' Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Gerald S. Holt, Sheriff Joseph Sgroi, Director, Human Resources 2 F ACTION N0. ITEM NUMBER ~'" Submitted by, Brenda J. Ho on, CMC Deputy Clerk Approved by, Imer C. Ho ge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison Denied () Johnson Received () McNamara- Referred () Minnix _ _ _ To () Nickens _ _ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: Resolution of appreciation upon the retirement of Marlyn C. Campbell, Sheriff s Office COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Deputy Sheriff Marlyn C. Campbell, Sheriff s Office, retired on July 1, 1998, from Roanoke County after eighteen years of service. He has requested that his resolution be mailed to him. It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail it to Mr. Campbell with a letter of thanks and notification that a $100 Saving Bond has been purchased for him. f.. s~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MARLYN C. CAMPBELL, SHERIFF'S OFFICE WHEREAS, Marlyn C. Campbell was first employed by the Sheriffs Office as a Deputy Sheriff on July 1, 1980; and WHEREAS, Mr. Campbell retired on July 1, 1998, after eighteen years of service to Roanoke County; and WHEREAS, Mr. Campbell, in addition to serving the County as a dedicated and capable employee, has benefited the community by volunteering to sing for the senior citizens at a local retirement center on Saturdays; and WHEREAS, Mr. Campbell, through his 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MARLYN C. CAMPBELL for eighteen 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. .,~: ~:~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION 071498-11.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF KATINA M. KEITH, LIBRARY WHEREAS, Katina M. Keith was first employed by the Roanoke County Library on November 2, 1964, and retired on July 1, 1998 as a senior library assistant after thirty-two years and ten months of service to Roanoke County; and WHEREAS, Ms. Keith has also served as Clerk Typist II, Page, Library Assistant I and Library Assistant II; and WHEREAS, Ms. Keith has performed her duties in a consistently positive and knowledgeable manner and has been commended by citizens for her exemplary work; and WHEREAS, Ms. Keith, on her own initiative, has maintained a unique history of the Roanoke County Public Library system which has proven to be an invaluable resource; and WHEREAS, Ms. Keith, 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to KATINA M. KEITH for over thirty-two 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 On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None A COPY TESTE: ~. ~~v Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Spencer Watts, Director, Library Joseph Sgroi, Director, Human Resources 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 14, 1998 AGENDA ITEM: Resolution of appreciation upon the retirement of Katina M. Keith, Library COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Ms. Katina M. Keith, Library, retired on July 1, 1998, from Roanoke County after thirty-two years and 10 months of service. She has requested that her resolution be mailed to her. It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail it to Ms. Keith with a letter of thanks and notification that a $100 Saving Bond has been purchased for her. Submitted by, -rXl..~ , Brenda J. H ton, CMC Deputy Clerk Approved by, Imer C. Hodge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison _ _ Denied () Johnson _ _ _ Received () McNamara_ _ _ Referred O Minnix ~, _,_,_ To () Nickens ... a ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 14, 1998 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF KATINA M. KEITH, LIBRARY WHEREAS, Katina M. Keith was first employed by the Roanoke County Library on November 2, 1964, and retired on July 1, 1998 as a senior library assistant after thirty-two years and ten months of service to Roanoke County; and WHEREAS, Ms. Keith has also served as Clerk Typist II, Page, Library Assistant I and Library Assistant II; and WHEREAS, Ms. Keith has performed her duties in a consistently positive and knowledgeable manner and has been commended by citizens for her exemplary work; and WHEREAS, Ms. Keith, on her own initiative, has maintained a unique history of the Roanoke County Public Library system which has proven to be an invaluable resource; and WHEREAS, Ms. Keith, 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 expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to KATINA M. KEITH for over thirty-two 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. A-071498-11. h ACTION NL~?BER ITEM Tdt7MBER AT A REGULAR MEETING GF THE $OARD GF SI7PERVISGRS OF RGANGKE COUNTY, v IRGIIiiIA HELD AT THE ROAIvGKE CGUivTY ADi~iINISTRATION CENTER . MEETING DATE: July 14, 399$ AGET•1DA ITEM: Cops for Coaches grant renewal CGTJNTY ADMINISTRATOR'S COMMEI:TTS: ~Qee,.n.nP,nU ~®~1re•/~../ e`..,~rT ~~~i'o~r:u-1%d.~. nY~ ~y,an,.•J BACKGRGUi~TD : In fiscal year 1997/98, with the cooperation and written endorsement of the Roanoke County School Superintendent, the Police Department received a grant to pay overtime compensation for police officers to serve as athletic coaches in the county high schools. This grant has been renewed in the amount of $23,1Q1. SUMMARY OF INFORMATION: The Virginia Department of Criminal Justice Services fDCJS} grant funding of overtime compensation for police officers to serve as coaches in the county high schools has been renewed. The Police Department requests approval to accept the grant for- fiscal year 1998% 1999 . FISCAL IMPACT: The grant is for $17,325.75 in DCJS federal funds (750 and X5,775.25 in local funds t25o). The criteria of the grant requires a cash match of local funds. STAFF RECOMMENDATIGTv: The staff recommends acceptance of the grant from the Department of Criminal Justice Services. *~. ~- Y Attachments: SUBi~1ITTED B~ r avinder Ch of of Police APPROVED: d Elmer Hodge, r. County Administrator ------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harr~C. Nickens to approve Harrison _ x _ Denied () Johnson _ x Received () McNamara _ x Referred () Minnix _ x To () Nickens _ x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance ~' A-071498-11.i ACTIGN NUMBER ITEM ivv'MBER r~ AT A REGULAR MEETING GF THE BGARD GF SUPERVISGRS OF RGANGKE COUNTi~, ~JIRGIRTIA HELD AT THE RGANGKE COLTi`.TY ADMIP:ISTRATIGN CENTER . MEETING DATE: July I4, 1998 AGEIv~I3A ITEM: School Resource Gfficer Grant Renewal CGLTI`.T'I'Y ADMINI/SJTRATGR' S CGMMENTS / ~ G C v rYi q7 E=n ~ /'/r/f~/d G~ U / C n ~ G,A~ ~ U P i i ~_ /i O .i t. ~ /Yr U ~. s J .. .rsACKGRGLiZID : In June 199, with the cooperation and written endorsement of the Roanoke County School Superintendent, the Police Department received a grant to hire ar~d equip two sworn police officers to serve as School Resource Officers in the County high schools . This grant has been renewed in the a«<ount Of X83,968. S ii Ry OF INFGRMATION: The Jirginia Department of Criminal Justice Services iDCJS} grant funding of two of the four authorized School Resource Officer positions has been renewed. The Police Department requests approval to accept the grant and retain these two officers for fiscal year 1998f1999. FISCAL IMPACT: The grant is for $62, 976 in DCJS federal funds i75 a i and $20, 992 in local funds (2~0). The criteria of the grant requires a cash match of local funds. The local match has been included in the 1998/99 fiscal year budget. No further funding is required. ,~ 1. STAFF RECOMMENDATION: The staff recommends acceptance of tiie grant from the Department of Criminal Justice Services. Attachments: SUBMITTED $Y: finder i of Police APPROVED: Elmer C. Hodge, Jr. County Administrator --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x _ Denied () Johnson _ x _ Received () McNamara _ x _ Referred () Minnix _ x _ To () Nickens x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance A-071498-11. j 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 14, 1998 AGENDA ITEM: Acceptance of a grant by the Police Department for Community Crime Prevention Services. COUNTY ADMINISTRATOR'S COMMENTS: RL ~ u in ~+ en ~ /U~~~~, r16J/ C• ~ J BACKGROUND' ~~!/~~~/: r_7/: tin t,( riicni c•,i The Roanoke County Police Department applied for a grant to continue the Community Policing Bicycle Patrol Team. The teams work in neighborhoods to develop community involvement in solving problems related to crime and disorder. The grant has been approved by the Department of Criminal Justice Services (DCJS) in the amount of $23,931.00. FISCAL IMPACT' The grant is for $17,948.00 in DCJS federal funds (75%) and $5,983.00 in local funds (25%). The criteria of the grant requires a hard dollar match of local funds. The local match will be taken out of existing police department funds. No additional manpower will be requested. STAFF RECOMMENDATION: The Staff recommends acceptance of the grant from the Department of Criminal Justice Services. r--- Respectfully submitted, Approved by, ~-- mes R. Lavinder Chief of Police Mr. Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by: Harr~C. Nickens to approve Harrison _ x Denied () Johnson _ x _ Received () McNamara _ x Referred () Minnix _ x To () Nickens _ x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance cc: File Chief Lavinder i *. A-071498-11.k 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 14, 1998 AGENDA ITEM: Acceptance of a donation to the Police Department's K-9 program from the Vinton Moose Lodge. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND' The Roanoke County Police Department has received a donation from the Loyal Order of the Moose Inc. for $4,500.00 to the Roanoke County K-9 program. FISCAL IMPACT' No additional funds will be requested from the County. No manpower is affected. STAFF RECOMMENDATION: The Staff recommends acceptance of the grant from the Loyal Order of the Moose Inc. Respectfully submitted, ~,, ames R. winder Chief of Police Approved by, Mr. Elmer C. Hodge County Administrator :` ~' ~~ --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x _ Denied O Johnson _ x _ Received () McNamara _ x _ Referred () Minnix _ x _ To () Nickens _ x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance cc: File Chief Lavinder . ~ A-071498-11.1 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 14, 1998 AGENDA ITEM: Acceptance of a donation to the Police Department's D.A.R.E. Program from the Vinton Moose Lodge. COUNTY AD/MINISTRATOR'S OCOMMENTS: / ,,// G/ /_~//~o dc.~ Cw., c.~ ~~IO/U~P~`%i ch ~ Y+'7u n: r.3 Re ~ c~rnmLn BACKGROUND' The Roanoke County Police Department has received a donation from the Loyal Order of the Moose Inc. for $4,000.00 to the Roanoke County D.A.R.E. program. FISCAL IMPACT' No additional funds will be requested from the County. No manpower is affected. STAFF RECOMMENDATION: The Staff recommends acceptance of the grant from the Loyal Order of the Moose Inc. Respectfully submitted, -~ mes R. Lavinder Chief of Police Approved by, r. Elmer C. Hodge County Administrator . ~ ~~ ` ~~ --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x Denied () Johnson _ x _ Received () McNamara _ x _ Referred () Minnix _ x _ To () Nickens x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance cc: File Chief Lavinder • 4 A-071498-11. m ACTION NUMBER ITEM NUMBER ~s ~'~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: July 14, 1998 AGENDA ITEM: Acceptance of a donation to the Police Department's bicycle program from the Vinton Moose Lodge. COUNTY ADMINISTRATOR'S COMMENTS: ec~m~,<~~ [/ The Roanoke County Police Department has received a donation from the Loyal Order of the Moose Inc. for $3,000.00 to the Roanoke County Police Bicycle Patrol. FISCAL IMPACT' No additional funds will be requested from the County. No manpower is affected. STAFF RECOMMENDATION: The Staff recommends acceptance of the grant from the Loyal Order of the Moose Inc. Respectfully submitted, cam-...""" -. ames R. Lavinder Chief of Police Approved by, Gi~~~-ems. ~ ~'.~ .~ /,~~~ Mr. Elmer C. Hodge County Administrator ~ .~ ~. r --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x Denied () Johnson _ x _ Received () McNamara _ x _ Referred () Minnix _ x _ To () Nickens x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance cc: File Chief Lavinder A-071498-11. n ACTION NUMBER ITEM NUMBER ~~ '''! 'S AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: July 14, 1998 AGENDA ITEM: Acceptance of a donation to the Police Department's Violence Against Women program from the Vinton Moose Lodge. COUNTY ADMINISTRATOR'S COMMENTS: ~1/ J `~ cu nmen..:A a-v~/e,v ~~~ C~. i,.~ n~,p~/'~~/. a l//I BACKGROUND' The Roanoke County Police Department has received a donation from the Loyal Order of the Moose Inc. for $3,000.00 to the Roanoke County Violence Against Women program. FISCAL IMPACT' No additional funds will be requested from the County. No manpower is affected. STAFF RECOMMENDATION: The Staff recommends acceptance of the grant from the Loyal Order of the Moose Inc. Respectfully submitted, ames R. Lavinder Chief of Police Approved by, Mr. Elmer C. Hodge County Administrator . , ,~ /~ --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Harrison _ x Denied () Johnson _ x Received () McNamara _ x Referred () Minnix _ x To () Nickens _ x cc: File J. R. Lavinder, Chief of Police Diane D. Hyatt, Director, Finance cc: File Chief Lavinder ~iiiiuuuiiiiiiiiiiiiiuiiiiiiiiuiiiiiiiiiuiiiiuiuiiuuiiiiiiiii~iiiiiiiiiiiiiiitiiiiiiiiiiiiiiiiiiiiiiiiiiiuiiiiuiiii~~ - - _ _ __ `-~- h d~ r4w ~ AGENDA ITEM NO. L' _ _ APPE CE REQUEST s ~ ~ ~ ~_ PUBLIC NG ORDINANCE .CITIZENS COMMENTS . SUBJECT: __ I would like the Cha an of the Board of Supervisors to recognize me during the meeting on the above atter so that I may comment. WHEN CALLED TO LECTERN, I WILL GIVE MY NAME AND ADDRESS c FOR THE RECORD. GREE TO ABIDE BY THE GUIDELINES LISTED = BELOW: ^ Each speaker will be 'ven between three to five minutes to comment c whether speaking as an dividual or representative. The Chairman will decide the time limit base on the number of citizens speakin on an issue, and will enforce the rule u ess instructed by the majority of~the Board to do otherwise. _ ^ Speaker will be limited to a resentation of their point of view only. Questions of clarification may b entertained by the Chairman. - ^ All comments must be directed to a Board. Debate between arecognized speaker and audience members is n t allowed. ^ Both speakers and the audience will a ercise courtesy at all times. __ ^ Speakers are requested to leave any wri en statements and/or comments _ vr~th the clerk. __ ^ INDIVIDUALS SPEAKING ON BEHALF AN ORGANIZED GRDUP SHALL FILE WITH THE CLERK AUTHORI TION FROM THE GROUP c ALLOWING THE INDIVIDUAL TO REPRESS T THEM. c __ PLEASE PRINT LEGIBLY AND GIVE TO THE ERK __ NAME (~ . ~2 ! //V' c __ __ II _ ADDRESS ~~ ~~ ~ ~~ ,,~ /UC%I ~ ~. PHONE ~ C7 ~ ~ ~ ~ 0 ~~~ c munmmmmmmuumnummunmunnummuinmmimmmnmmnmmmununnWmuumum~i ~iiiiiiiiiiiiiii~iiiiiiii~iiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiitiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiiii~~~~~~~,i~ _ _ - AGENDA ITEM NO. L"" APPE CE RE VEST - Q -_ PUBLIC HEARING ORDINANCE CITIZENS CO NTS SUBJECT: -~~, ~Q ~.. ~~ ~n~ ~~ J~" ~~ ~c~oo I would like the Chairman of the Board of Supervisors to rec nize me during the meeting on the above matter so that I may comment. _ a ~~ WHEN CALLED TO THE LECTERN, I WILL GIVE MY AME AND ADDRESS c FOR THE RECORD. I AGREE TO ABIDE BY TH GUIDELINES LISTED BELOW: c ^ Each speaker will be given between three o five minutes to comment whether speaking as an individual or repr sentative. The Chairman will c decide the time limit based on the number f citizens speakin on an issue, and will enforce the rule unless instruct by the majority ofgthe Board to- do otherwise. _.. ~= ^ Speaker. will be limited to a prese tion of their point of view only. c Questions of clarification may bee ertained by the Chairman. c ^ All comments must be directed to he Board. Debate between arecognized speaker and audience members ' not allowed. ^ Both speakers and the audien a will exercise courtesy at all times. ^ Speakers are requested to ave any written statements and/or comments c __ vr~th the clerk. __ _ ^ INDIVIDUALS SPEAKI G ON BEHALF OF AN ORGANIZED GROUP = SHALL FILE WITH T CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE IND DUAL TO REPRESENT THEM. _ __ -_ PLEASE PRINT GIBLY AND GIVE TO THE CLERK NAME ~~ ~~ ADDRE ~ ,5 ~ ,~ ~~ ~~ ~ c __ -_ _ _ .. PHO `~~ ~- c~i~ _S~ mmunuuunm~rimtmunnmuunmmtumtnuumumunnuutnmuutumunuununuuunnnnu~l ~IIIIIIIIIIIIIIIIII1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111~ s ~ ~_ ~ ~ AGENDA ITEM NO. ~'~ - -. APPE CE RE VEST Q - PUBLIC HEARING ORDINANCE CITIZENS COMII~NTS SUBJECT: ~~ ~, uJ ~:, ~~~, ~ _ - ~ ~~ ~ ~y ~ ~ ~ ~ ~ ~ - = - 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. c - WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: c ^ Each speaker will be given between three to five minutes to comment c whether speaking as an individual or representative. The Chairman will c decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to __ do otherwise. __ ^ Speaker will be limited to a presentation of their point of view only. = Questions of clarification may be entertained by the Chairman. ^ All comments must be directed to the Board. Debate between a recognized = speaker and audience members is not allowed. _ _ ^ Both speakers and the audience will exercise courtesy at all times. ^ Speakers are requested to leave any written statements and/or comments c with the clerk. ^ 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 _ _ _ _ c -_ NAME ~~~ C` ~~ ~~ _ _ __ _ _ _ _ _ ADDRESS ~ ~~~ ~` S ~;,~ ~ lam, l ~~\ __ -_ PHONE ~ ~ r~ ~' ~ ~ ~~ i mlllllllllllllllllllllllilllllllllilllillllill Illilllllllllllilllllillllliillillllilllllillilllillllillllllllllllllillllllll Iilll~"i ~Illlllllllllllliillllllllllllllllllllllllillllllllllilllllllillllllllllll illlllllllilllllllllllllllllilllllllllllllillllllllll~ _ _ _ _ _ _ _ _ _ _ AGENDA ITEM NO. _ _ APPE _ _ CE REQUEST __ PUBL C HEARING ORDINANCE CITIZENS COMMENTS _, SUBJECT: ~i C ~ ~~ L = I would like the hairman of the Board of Supervisors to recognize me during the meeting on the a ove matter so that I may comment. c WHEN CALLED THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECD I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: c c c ^ Each speaker will a given between three to five minutes to comment whether speaking as n Individual or representative. The Chairman will c decide the time Iimit b sed on the number of citizens speaking on an issue, and will enforce the ru unless instructed by the majority of the Board to do otherwise. _ __ ^ Speaker will be limited t a presentation of their oint of view onl . Questions of clarification m be entertained by the Chairman. y __ ^ All comments must be directed o the Board. Debate between a recognized speaker and audience members not allowed. _ _ ^ Both speakers and the audience wi exercise courtesy at all times. _ ^ Speakers are requested to leave any itten statements and/or comments with the clerk. _ _ ^ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP c c SHALL FILE WITH THE CLERK AUTHO TION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRES T THEM. c PLEASE PRINT LEGIBLY AND GIVE TO THE LERK _ _ _ NAME ~ ~ /~ ~ <'~' ~-- ~q ~t/' 7~ -. ~ _ c / ADDRESS ~ S - ~~ ~- ~~ ~ ~ ~ ~ h Y -_ ~~ PHONE _ _Z~ '- ~. ~~Z~ finmunmmuunumumnmm~mnumuuunnunmmumnuuuummmmmmmnuml~mumm~l r~ / r ~e GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Beginning Balance at July 1, 1998 $7,993,609.14 Balance at July 14, 1998 of General Fund Revenues 7.75% $7,993,609.14 7.75% Changes below this line are for information and planning purposes only. Balance from above West County Business Park -balance Reserve for R.R. Donnelly -Phase II $7,993,609.14 (2,000,000.00) (730,700.00) $5,262,909.14 5.11 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 1998-99 General Fund Revenues $103,087,232.00 6.25% of General Fund Revenues $6,442,952.00 Respectfully Submitted, ~~ ~. ~~ Diane D. Hyatt Director of Finance M:\Finance\Common\B oard\Gen98. WK4 ~,~-z CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Beginning Balance at July 1, 1998 $635,313.64 Projects appropriated in 1998-99 original budget (505,000. Balance at July 14, 1998 $130,313.64 ~ ote: $100,000 of these funds have been temporarily advanced to the Mayflower Hills Park project. Respectfully Submitted, ~,G.c7i,,a~ 'U• ~~~~ Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Cap97.WK4 n~-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 1998-99 Original Budget $210,000.00 23, 1998 Roanoke Vallex Convention & Visitors Center (107,500. Balance at June 14, 1998 102,500.00 Pending Items June 23, 1998 Emergency correction positions to be funded from 1997-98 rollover if available, if not will need to come from board contingency (33,740.00 X68.760.00 I Respectfully Submitted, Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Board98.WK4 ~~ FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Amount Savings from 1996-97 debt budget $670,000.00 Transfer from County Capital Projects Fund 1,113,043.00 FY97-98 Original budget appropriation 2,000,000.00 June 23, 1998 Savings from 1997-98 debt fund 321,772.00 FY98-99 Original budget appropriation 2,000,000.00 Balance at July 14, 1998 Respectfully Submitted, Diane D. Hyatt Director of Finance 104.815.00 M:\Finance\Common\Board\Schoo198. WK4 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 14, 1998 A__GENDA ITEM: Status Report on the Commission for Senior and Challenged Citizens COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: At the June 23, 1998 meeting of the Board of Supervisors, you asked for a progress report on the actions of the Commission for Senior and Challenged Citizens. The Commission (appointed by the Board of Supervisors) has been meeting regularly since its organization on January 6, 1998. After the first two meetings, which included a brainstorming session of issues for possible study, the Commission identified the following topics: ^ Multi-challenged students. ^ Transportation for the elderly. ^ Transportation for the disabled. ^ Transportation off of main travel routes. ^ Adequate living facilities (affordable and accessible). ^ Education and training of the elderly and disabled. ^ Employment for the elderly and the disabled. ^ Housing for persons with disabilities. ^ Accountability of facilities and their compliance with accessibility in the public, private, and business sectors. ^ Sensitivity training. ^ Regional transportation. ^ Parking in front of businesses that is ADA approved. ^ Handicapped parking sign compliance (both physical characteristics of the sign and adherence to the parking ordinance). ^ Elevators in County schools. ^ Needs of disabled persons without immediate family support. ^ Scholarships for the transportation system. ^ Medical and financial assistance. ^ Publish listing of support groups available in the community. ^ Meals on Wheels. After discussion, the two umbrella topics which were chosen for study were education (related issues) and transportation. The Education Subcommittee compiled a series of questions and submitted them to the Superintendent of Roanoke County Schools. These inquiries were beneficial to the Commission overall by helping to inform those members of the nature and magnitude of some of the Special Education programs offered by the County and how/why some of the decisions were made to address those /~ - 5 concerns. Dr. Gordon and Dr. Carol Whitaker met with the Commission members on May 6 to respond to the inquiries (copy of their information is attached). The sub-committee dealing with education issues will continue to monitor and address issues related to this topic. A second sub-committee is focusing on transportation issues. This study will include a review of the transportation systems serving the Roanoke Valley, including not only the Valley Metro and CORTRAN systems, but other transportation systems in the area such as the League of Older Americans, medical transportation systems, etc. The group is also reviewing studies previously made by the Fifth Planning District Commission and the efforts of the Regional Transportation Network. More definitive results will be discussed during their next meeting in August. It is recognized that several surveys and other study groups have looked at many of the topics identified early in the process of this commission. Also, many of the efforts will require additional funding and changes in attitudes for real improvements to be realized. The educational value of this type of Commission allows the information to be shared with others throughout the community by civic league meetings, existing support groups, or groups of persons with like-interests. We are also receiving requests and information from individuals and other community groups which will help to define the level of need from the community. This report is intended to serve as a progress report of their activity thus far and as an indicator of the topics of interest to the Commission members. The Commission would like to forward to the Board of Supervisors recommendations based upon their early studies probably in the fall of 1998. Respectfully submitted, .ohn M. Chambli s, Jr. Assistant Administrator Approved by, 0~~ ~ ~-~~ ~ ~sy`-' ~ Elmer C. odge County Administrator cc Commission Members Attachment (School Report) ----------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Harrison Received ( ) Johnson Referred ( ) McNamara To ( ) Minnix Nickens 2 ' .~~~uuNnsc/ry ~O .^~ IO Q - O O r ~. ~ 9cceAt £ xr,~L~'~«~' OFFICE OF DMSION SUPERINTENDEv'T 5932 Cove Roacl Roanolxe, Virginia 24019 Phone: (540) 562-3200 Fax: (540) 562-3994 May 4, 1998 To: John Chambliss, Jr., Assistant County Administrator From: a Gordon, Superintendent Subject: Responses to Education Sub-committee ~` Enclosed are our responses to the questions posed by the Board of Supervisors' appointed sub-committee on education issues. We look forward to our meeting on May 6, 1998 to discuss these issues. ~~ J Roanoke County Council for Senior and Challenged Citizens Education Committee Questions for Roanoke County Schools and Responses for Education Committee: (Information compiled March 1998) Q. Please provide the number of special education buses (the short buses used to transport children w/ disabilities) that are in our County's bus fleet? R. We operate twenty-three special education buses and maintain three spare buses in the event one of the regular buses is in the shop. Q. What is the current cost of one of these buses? R. Special education buses similar to the one we purchased this year cost $52,032, including two wheel chair tie downs. Q. What is the cost of a lift that is typically put onto these buses? R. The cost of a lift is $2400 (not including tie downs). Q. What is the total overall cost per year of operating the handicapped buses? R. The total cost to operate our special education buses is $305,797 annually. This does not include fringe benefits for the drivers and aides, but does include salaries, fuel and maintenance costs. Q. Please provide a list of locations of all regional programs. R. Roanoke County -Northside High School, Cave Spring High School, Northside Middle School, Hidden Valley Middle School, Glen Cove, Mt. View, Mason's Cove, Mt. Pleasant, Clearbrook Roanoke City -Patrick Henry High School, James Madison Middle School, Grandin Court, VA Heights, Preston Park Botetourt County -Lord Botetourt High School, Breckinridge Franklin County -Franklin County High School, Ben Franklin Middle School, Rocky Mount Q. Please provide a list of Roanoke C. Special Education programs, that are not regional programs, and their locations. (Ex. EMD, TMD, etc) R. Cave Spring High School - LD, ED, EMD Northside High School - LD, ED, EMD, TMD Glenvar High School - LD, ED, TMD William Byrd High School - LD, ED, EMD Cave Spring Junior - LD, ED Glenvar Middle - LD, ED Hidden Valley Junior - LD, ED EMD, TMD Northside Middle - LD, ED, EMD William Byrd Middle - LD, ED, EMD Arnold R. Burton - LD, ED N- R. Historically speaking programs were placed where the majority of students lived and where space was available. While these are still important factors in locating programs, the directors' involved in the Roanoke Valley Regional Program have taken a close look at where programs aze located and other ways to configure classes. Q. How many children with disabilities attend programs outside their home school district? R. 197 Q. How many children with disabilities attend Roanoke County Special Education programs but live outside Roanoke County? R. 64 Q. How many children with disabilities (including those regional program students from other counties) were required to leave the program in one school. district and go to a program in another school district because of grade advancement (ex. Going from 6`~ grade to 7`h grade) between the 1996-97 school year to the 1,997-98 school year? R. 7 Q. How many of our schools utilize portable trailers as classrooms? R. 13 Q. If space is a problem at a given school, which make it difficult for a special education program or individual to be taught in their own school district, why can't a trailer be added to accommodate this need? R. There is no reason why a trailer couldn't be added to ariy campus. However, the following facts need to be considered: a. Anew two-classroom unit would cost (set up, electrified, ramps, porches, etc.) $38,000 - $40,000. b. ADA ramps would be in the 30' to 40' length range, and might require a canopy, depending on exposure and the need of individuals. Congestion might be precluded with these pathways. c. There are no bathrooms in the mobiles, although such devices are available, hookups, fees, and expenditures (in house) could be a $1,000 or perhaps considerably more expense, and the expense would be unique to each situation. d. Community/parent concerns that trailers are substituted for buildings. The esthetics of mobile units aze not pleasing to some. Q. How many pazaprofessionals aze employed in Roanoke County Schools? R. 272 Q. How many paraprofessionals work one on one with a student for the entire day (not including break times)? R. 77 / r Q. How many students in Roanoke C. Schools have been referred to and are presently being monitored by a Child Study Committee? R. Approximately 393 students initially referred to child study with 126 being monitored. Q. What qualifies as a "reasonable amount of time" and "monitoring" of a child referred to a Child Study Committee? R. There are no established time frames for monitoring a child who is involved in child study. The only time frame for child study cited in regulations is that the child study committee must meet within 10 administrative working days following receipt of the referral. Each case brought before child study is unique as each child has different needs. Y Q. How many children identified with disabilities (excluding those receiving speech therapy only) and have been provided special education services have been able to exit from the special education support in the past year, 2 years, and 5 years? (Excluding those who graduated or aged out) R. 97/98 (32) 96/97 (35) 95/96 (15) 94/95 (37) 93/94 (29) Q. What percentage of students identified with disabilities in Roanoke County Schools go on to four year colleges or universities? R. Class of 1992 - 40% Class of 1993 - 48% Q What percentage of Roanoke County Schools students identified with significant disabilities (MD, Autism, SPD) are employed in the private sector (not sheltered workshop) at 1 year, 2 yrs, 5 yrs out of school? R. Most students with severe mental disabilities are employed in sheltered workshops through Adult Developmental Services, Tinker Mt., and ARC. Some trainable mentally disabled adults are employed in private business. The availability of job openings in the private sector for this population is limited. Q. What data does Roanoke County Schools keep regarding the outcomes: employment and higher education for children with disabilities exiting the special education programs? R. The Guidance Department tracks training/education for special education students who graduate. Q. What is the drop out rate of Roanoke County children with disabilities who drop out of Roanoke County? R. Total drop out rate for all students is 1.21 % with special education being 31 % of the 1.21% or .3% of the total population. N-.S" Q. Please provide us with a copy of the long-range plan developed to address and improve inclusion of students with disabilities. R. See attachment #1 Q. Please provide a copy of the Roanoke County Schools policy regarding public complaints. R. See attachment #2 Q. Please provide copies of the Special Education Advisory Committee's Annual Report of unmet needs of students with disabilities for the past 5 years. R. See attachment #3 Q. Please provide a copy of Roanoke County Schools official written response to each year's report. R. Attached is a response for the 1996-97 school year (see attachment #4). There is no record of previous responses. Q. Does Roanoke County Schools have a copy for the publication -Compliance with the Americans with Disabilities Act: A Self Evaluation Guide for Public Elementary and Secondary Schools? R. No, but we do retain a copy of the ADA Compliance Guide I & II by Thompson Publishing. Q. If so, On page 72, it states "...the school district must identify modifications that would enable the district to meet all substantive requirements to ensure equal opportunities for individuals with disabilities." To change a given student with disabilities from one school district to another because of the location of the program would seem to deprive that child of an equal opportunity for socialization with the peers. Please comment. All students are afforded access and opportunities to socialize with peers no matter what location, age, gender, disability or race. *Key: LD=learning disabled ED=emotionally disturbed EMD=educable mentally disabled TMD=trainable mentally disabled PS=preschool SPD=severe. and profound disabled ~/-5 HI=hearing impaired SLI=speech and language impaired VI=visually impaired OHl=other health impaired AUT=autistic MD=multiple disabled DD=developmentally disabled TBI=traumatic brain injured ~. n ~ I ~ ! r. `~~~ ~ ~~ ~~r` ~5 1.) Gradually phase in inclusion. 2.) Increase technical assistance. 3.) Develop acounty-wide philosophy in inclusion. 4.) Involve principals. Form inclusion committees at each school led by the principal which will look at existing practices, create formal and informal opportunities to share information and to listen to people who will be affected by the change, determine as a Y team what is needed to implement more inclusive practices, establish forums for parents to be involved with the process and to voice concerns, identify needs for reorganization of staff, resources and physical space, implement a crisis plan for emergency situations that may occur, etc. This committee will be led by the principal and will consist of a special education teacher, regular education teacher, parent, student (when appropriate), guidance counselor and related service personnel. 5.) Involve parents in all areas of reform 6.) Provide training and support to staff. This has been established through insenvices offered to both regular and special education teachers during the 1997-19978 school year. The 1998-1999 school year will continue this effort. 7.) Provide structure and support for ongoing collaboration. 8.) A school team should visit classroom and schools that have a successful inclusive program. During the 1998-1999 school year, all schools will be encouraged to take advantage of the ISEE project which provided school with a stipend to visit other schools that are in the process of full inclusion. 9.) Staff development. Recertification points will be offered to the building level inclusion committees. 10.) Highlight success stories. The ABC Gazette is a newsletter that was developed during the 1997-1998 school year that focuses on inclusion and collaboration. The ~° monthly newsletter correlates with a focus group. The focus group is designed to introduce ANYONE who comes in contact with a diverse group of learners with new ideas or strategies. It also provides time for people to problem solve together as well as share successs stories. 11.) Involve other agencies in the community. 12.) Provide sensitivity training to schools. 13.) A county-wide board will be established to develop more inclusive practices. This board will consist of the superintendent, aschool board member, PPS personnel, a representative from the special education advisory committee, one administrator from every school, parent representatives and other supporting groups such as the Down Syndrome Association of the Roanoke Valley. ~` r~ ~~ 8.4 PUBLIC COMPLAINTS ~~~ A complaint involving a particular teacher should be directed to the teacher. If the complaint cannot be resolved at that level, it should be taken to the principal. If the principal is not able to reach a satisfactory solution, it is referred to the assistant/associate superintendent, the superintendent, and finally to the school board. Based on previous experience, practically all matters can be resolved within the first three steps. a° yo O ~ ~ ~ 9c~°ht £~L~~,J' OFFICE OF DIVISION SUPERINTENDED 593? Cove Road Roanoixe, V'uginia 24019 Phone: (540) X62-3700 Faz: (540) 562-3994 February 2, 1997 C~,c~"„~r.~,~ ~.~ -~ TO: Deanna W. Gordon, Superintendent Carof E Whitaker, Director, Pupil Personnel Services and Special Education FROM: Todd Murrill, Chairman, Local Special Education Advisory Committee d~/~i,~- SUBJECT: Sub-Committee Recommendations The following is a listing of recommendations submitted by the Local Special Education Advisory Committee for your review and consideration. I would like to submit these recommendations to the school board at a meeting in February. Please advise me as to the date and time this can be scheduled. 1. Funding be provided for year-round Community Based Instruction work experiences (current CBI is organized through Larry Shouse). (Transition Committee) 2. Assess the vocational evaluators position and look at the possibility of support personnel to aid in the enormous task of evaluating special education students. (Transition Committee) 3. Educational credit be given to any applicable school personnel that attends the Paths to Transition seminar. (Transition Committee) 4. Access to the Internet for Next Steps and training thereof be given to the Parent Resource Center staff. (Transition Committee) 5. Building a 2 phase approach to transition with level 1 being at the junior high/middle school level and level 2 being at the high school level. Implement inservices and training and collaboration for the involved personnel. (Transition Committee) 6. Background checks for paraprofessionals and aides need to be mandatory, including police reports or other applicable reports. (Training-lnservice Committee) / Y "~ Local Special Education Advisory Committee Sub-committee Recommendations February 2, 1997 Page 2 7. Hire paraprofessionals and aides earlier in the year. Parents should be involved in the interviewing process after applicants have been narrowed down to a select few. This could help in having the best working relationship with parents and aides. Staff has time to team child's needs and get any training that might be necessary in working with the child; i.e. technical training, medical training. Paraprofessionals should know when interviewed that they will be required to attend educational sessions and meetings related to their job. (Training-lnservice Committee) 8. Pay increases and more benefits for paraprofessionals. Bonus or other incentives to promote self education. Pay for the courses taken, credits, and/or a day off. (Training-lnservice Committee) 9. Would like some mandatory programs presented at all schools with special education teachers, regular education and paraprofessional included. Regular education teachers are expected to recognize and help with the diagnosing of children with special needs. They need to continue to get education and training to keep these skills up. Inclusion is here and regular education teachers need to be able to address the needs of these children in the classroom when special education teachers are not with them. (Training-inservice Committee) 10. We would like each school to offer no less than two inservice programs yearly and more should be encouraged. (Training~ervice Committee) 11. Canceled programs, due to inclement weather, early dismissal, etc. should be rescheduled. (Training-Inservice Committee) 12. When county pays for a teacher to take a course in special education, we would like the teachers to do an inservice for the rest of the teaching staff and paraprofessionals. This would inform and educate the other staff members on what they teamed. (Training-Inservice Committee) 13. It is suggested that each school keep records on children with special handling needs. (Such as: the best way to feed the child, adaptations for P.E. class that work well for the child, any tried ways that help the child do their best, have several people in the school be familiar-cross training-with the child so they may help if the need arises-if an aide goes home sick, if an aide needs to attend inservice programs.) (Training-Inservice Committee) / Y ~- J Local Special Education Advisory Committee Sub-committee Recommendations February 2, 1997 Page 3 14. Use resources we have in school system, i.e., there is a teacher at Oak Grove who . could teach sign language for a need at another school. We realize that some compensation will have to be given. (Training-lnservice Committee) 15. Paraprofessionals and aides should be included in the teacher conferences and at the IEP meetings. (Training-lnservice Committee) 16. An Inclusion Committee should be formed immediately. Should have 20-25 members, including Dr. Whitaker, Dr. Gordon, principal representatives, general and special education teacher representatives, parent representatives, student representatives, school board member, transition services representatives, and an inclusion specialist/faciiitator. Committee should initiate a study which should include visitation to ISEE demonstration sites, listen to expert testimony, evaluate the present status of inclusion. (Inclusion Committee) 17. Work toward building a positive climate for successful Inclusion. (lnclusion Committee) 18. Hire an experienced inclusion specialist immediately. (Inclusion Committee) Should you have any questions please do not hesitate to contact me at -76-2715. Thank you for the opportunity to express our recommendations. /pc May 29, 1996 ~7, ~ s~ Deanna Gordon, Superintends Roanoke County Schools 5937 Cove Road Roanoke, VA 24019 Dear Dr. Gordon, r~~ ~ ~ ~'.. ""~ lu (,~ ~~'~71 3~O f~n.+ Chairman During the final meeting of the Specachedua memo ovit ~a copy of ~whech you may Closter read her annual report and att have. Her presentation implied that the re aowhole. In po n tof ffact there wee e considered and approved by the committee as a number of situations cited in her report of which ten contrary to the op nionr of the there were conclusions drawn which may have be majority of the committee. In addition, the recommendation to hire an Inclusion Specialist was discussed but to my knowledge not a a uoroum pbesent to approve the the conclusion of this final meeting there was 4 report, nor was there time for discussion of several o antis or~ nbo'ngbutunotpansofficial Hence the report must be considered as the Charm P committee report. As a committee member, I would recomme ed foon ade~ pion They twill haventhe time to the 1996-97 Advisory Committee for th to investigate the situations and allegations set forth by Chairman Closter, if they so choose. Special Education Programs will continue to ~ dv so ~ Comm ttee is an p rtant part monitor that progress. The Special Education A rY of that monitoring process. I would hope that in thCha ~man'sa sport one without the hostility and criticism which were inherent ~n the Sincerely, ~~. ~. ~' Dawn M. Campbell Special Education Advisory Committee Member cc: Dr. Kolb, Mr. Sparks ,i r our students would greatly improve. While we have seen improvement over previous methods of providing services, there are still problems which should be addressed. Perhaps this could be done through the implementation of a sound method of measurement and accountability. One suggestion would be for therapists to log in and out at the schools where they are working and to document the names of students seen, the time frame in which they were seen, and any pertinent comments. The log would be available for case managers to consult when monitoring I.E.P. goals. There seems to be no specific system in place that can track the quality of services provided by our hired staff and no accurate method of recording the percentages of Roanoke County students actually obtaining their goals and objectives. It would also serve to maximize the benefits of therapy if therapists were required to share suggestions of carry-over with classroom teachers and parents on a biweekly or monthly basis. 3. Copies of the Brigance Diagnostic Inventory of Early Development - Revised Edition and the Peabody Individual Achievement Test should be purchased for every Roanoke County Elementary School. Testing materials are currently being shared between schools, making it difficult for, tests to be administered at a comfortable speed. Tests are often rushed because materials are needed at other schools. This doesn't allow for unexpected illness or absence by the student or test administrator or for fatigue or loss of attentiveness or cooperation on the part of the student. 4. I.E.P. Committees do not operate as outlined in I.D.E.A. Committees don't seem to have the authority to make recommendations for services such as psychological counseling or extended year services. Committee members are not knowledgeable on what they can include in Individual Education Plans. Many schools don't have a single staff member who is qualified to be a case manager for a student with a significant disability. Many case managers and special education teachers are unable to write measurable objectives. Also, I.E.P. Committee members should allow a courteous amount of time between the time a parent is notified about a proposed I.E.P. meeting date and the actual date. Some parents, classroom teachers, and instructional specialists complain that they do not have adequate time to prepare for I.E.P meetings. 5 . The Roanoke County Schoo 1 System shou 1 d h ire more st of f psychologists. There seems to be an unreasonably long period of time between recommendation of psychological testing and the administering of psychological testing. There is also an unreasonable amount of time between testing and the sharing of test results. Some students have been known to be tested in early fall, yet not receive results until late spring and then only at parents insistence. It •'y''-5 To: Roanoke County School Board Roanoke County School Administration From: Susan Cloeter, Chairman Roanoke County Special Education Advisory Committee Re: Current Unmet Needs of Special Education Students in Roanoke County Schools The Special Ed. Advisory Committee has studied many facets of the Roanoke County Special Education Program this year. While we feel that some areas appropriately address the needs of children with disabilities, there are other areas where attention is greatly needed. Please take the following recommendations under advisement: 1. Assurances need to be made to parents of special education students attending Roanoke County Schools, that all federal and state laws governing special education will be adhered to by our county. Our school board should send a letter stating specific actions being taken to correct areas where this school system was found to be in noncompliance of the law. This information is a necessary component to assist in the integrity of our special education programming. Many parents seem to only be aware of what they have read in the paper and most are uninformed about the exact issues our school division was cited on. A public school system is accountable to the taxpayers and it is a disservice for parents and students to have to rely on the newspaper for information about issues which directly concern t hem. There are parent s who have stated t hat t hey have lost faith and trust in Roanoke County School administrators because of what they perceive to be administration's inability to admit error. Others wonder how seriously Roanoke County Schools considered the report as they are unaware of changes that have been made. Poor judgement in the handling of this issue has caused the federal report to be mentioned in subsequent news stories about special education which would otherwise have served as positive publicity for our school division. 2. The current caseloads of the occupational and physical therapists that Roanoke County has hired are too large to provide effective treatment for all students. Unfortunately, students still continue to be placed on consultative services when they should be receiving direct services. Also, both teachers and parents have complained that there is little communication from some therapists about methods of therapy carry-over for home and classroom. When our committee recommended that Roanoke County Schools hire their own therapists it was our hope that services to giving sub-committees more time to do research and complete reports. 5. The RCSEAC held a joint meeting with school principals and concerned parents about the effect of a year-round school schedule on families who include a member receiving special education services. Although we had a speaker from a system in North Carolina where the year round calendar was offered at most schools, she could not address the concerns of our committee. The method of providing services for children with disabilities in her system was in clear violation of civil rights; students with disabilities were not given access to enrollment at schools with a year round school calendar. 6. The 1996-97 Annual Special Education Plan was accepted by the committee. 7. Reports of unmet needs were compiled and those, coupled with recommendations for improvements in some of our programs and related services, were submitted to Roanoke County School Administration and to the Roanoke County School Board (see attachments). 8. A report on the need for a full-time "qualified" inclusion specialist was once again prepared and presented to the Roanoke County School Administration and to the Roanoke County School Board (see attachments) . 9. A report on inservice training was started but is not yet complete. Further information has been requested and the report will be completed and submitted to' Administration and Board members once it is received. ~' T Roanoke County Schools Special Education Advisory Committee Annual Report 1995-1996 The Roanoke County Special Education Advisory Committee held 5 regular committee meetings, 1 executive committee meeting, and 1 meeting for orientation purposes, in the 1995-1996 school year. The months of February and April were set aside for sub-committee chairmen to schedule subcommittee meetings. Among the findings and accomplishments of this years committee are the following. 1. A focus of this year's committee was to bolster attendance at our regular meetings. We found that by keeping our meetings within a one hour time frame, it was easier for agency representatives to attend scheduled meetings. At our first meeting, members chose to schedule all A.M. meetings rat her~than a combination of morning and evening meetings. It was felt that morning meetings would be less likely to interfere with familia l obligations. We attempted to prevent scheduling conflicts by providing members with a list of meeting dates and times early in the school year. Although attempts were made to make meeting attendance easier for committee members, it remained poor, especially among new appointees. 2. The committee felt that it would be advantageous to improve our strained relationship with teachers. This was done by eliminating site visits by committee members. It was learned that teachers were often intimidated by our presence in their classrooms, mistaking our interest as distrust. As a standing gesture, our committee will again honor six Roanoke County special education teachers for exceptional performance. 3. Dr. Kolb provided information to the committee about pupil personnel services and special education. This was done in an effort to give committee members a broader knowledge of our programs, staff, and the chain of command. 4. Four standing subcommittees were formed with the specific interests of our committee falling under one of these four headings: Physical Barriers, Educational, Related Services, and Administrative. Since ours is a working advisory committee, the intent is that time will be spent more effectively if we don't have to go through the subcommittee process each year. Areas for concentration can be decided early in the school year Y'°~ Roanoke County Schools Special Education Advisory Committee Annual Report 19941995 The Roanoke County Special Education Advisory Committee's 1994-95 school yeaz was a very productive one. With the time and effort put forth by all the committee members, we were able to accomplish the following: 1. Committee approval of the executive committee writing a letter to the Superintendent with copies going to the School Boazd supporting the proposal that Roanoke County hire an inclusion specialist 2 To better understand their role, the committee had two inclusion specialist from Montgomery County speak to the committee and 'the many guests who attended. They stated that their primary job description is to facilitate the acceptance and the education of children with disabilities into the regulaz education classroom. 3. Special Education Advisory Committee presented awards to six individuals who were chosen out of 44 nominations for their outstanding dedication to and excellent work with the special education program. 4. Individual observations of special education programs in Roanoke County. 5. Awareness raised as to the importance of writing to legislators about protecting IDEA and special education funding--the re-authorization of IDEA. 6. The 1995-96 Annual Special Education Plan was accepted by the committee. 7. Disability Awazeness Subcommittee visited elementary schools to share with them a video from the Pazent Resource Center and to discuss disability awazeness in their schools. 8. Summer School Subcommittee surveyed parents of students who participated in summer school last summer to see if needs were met ar if there were concerns that could be addressed in this summer's program. 9. As Chairman of the Special Education Advisory Committee, I met with our Superintendent, Dr. Gordon, to discuss what could be done to address the "sensitivity" issue involving our special education students. As a result of these discussions, pazents of special education students were invited to participate in a principal's meeting. Parents and administrators were grouped together to discuss special education problems and how they could be addressed. 10. After-school Program Subcommittee did ground work on what could be done at school(s) to establish programs appropriate for the disabled population after school A questionnaire for students and parents to fill out their interest has been approved by this committee and will be sent out at the beginning of next school yeaz. "" 11. The committee approved recommending to the administration that adjustable tables be placed in the vocational assessment room at the Roanoke County Career Center. 12. Revisions to the Special Education Advisory Committee By-laws were approved. The Roanoke County Special Education Advisory Committee has been very involved and has worked hard to improve special education in Roanoke County. As I leave my position as Chairman and end my tenure on the committee, I wish this committee well as they continue to work diligently to fulfill their responsibilities and to serve students and pazents. Respectfully submitted, Linda Lang, Chairman ~: pY.Gb~ ion ~ -9 -9 s _ °(..am m ~ +-f~ e.e CYl e m b t rs ~~} ? ~ ~ S ""' - ----- - - ~' r " - -- _ __~..~ _ , J l , `- _ V + ~, - - .. - ---_ ------~--`~--~-~-~~ = =; - ---!~'~~-~ - - -~~~--- -tic e~~nn.h..x;1.o- ~~-- -- ---- --- -L '~1- '--~-~.- - ~~~.--<.~~ cam- ~ ~iYYt-W - - - - ~~ f. ~ ~ ~ ~- ' ~ ~ -~ - ~ _ - --- '~, c~~sL'~ - - __OL'L'--1- V ---- -- ---t~ x'19 Vr ~J ~C C~-___-~~-,~~- - -C~~?~1 __ V~ _~.~~c~:~'-~-~- - c ' - _\ ~. c ~ s2,x~;~~,n ~` ~ c~~ . `~ ~ _ . ~~ ~u~u~ ~ t~ ~~~~~~ ,~ ~ ,_ _ _ . -, _ _. ~~ ---- - ---- ------__ __ _ ----- --- --~i~~-- C~~--~~~--~ ~.1~~n~- - ------- -- -._--- - -~~~-~-- - - w~--~- --- `~ - - -- ------------ -----~az~--~-~~- ~ ~c~~-` ~ --- ~- ---- ~~ -- - -- - --- - --- -- - -- - - a 1 - ~.tl~~~ Vic.. _ L~ - - - - _ .___ --- -- -_ -- - - --- - - - - ~~n _ ~~ c~~,p~, o~ ~~ ~~~ ~ ^~ ~ L / / "` - ---- - --- _ ~ ~_-_ __ ~- ~ , ; ~ °~ °~ _. - ._-_.-____-_-_ __. _ -__ _ ` .. -_-._. - _ -_ ._ __4 _-_-- - -- __ _ __ ______-_ ~. ~ , ~- ~ - -~ r ------ - ----- - - -- -- - lr--~~~ - - ~~~-c-~ ~ - ---- --- ------ _._., , ~' ` ~~ S - - ---- ---------- -- - - - --- - ~~ Q ~ ~ --- ~~,~ VV~i f1S ~~ C~L~ ~ l.: ~4" ~-` ~'~.,lL°'z, ~ ~ Cs~n~ ~;,..,rt, , G~ - - - - - - ----- --- -- - - -- ~ ~ ~H:~-=~sa(;~-~L:Y~YI ~ -. G'v'l~ r"1~ vL~ C~[ r.~ (.~C;~~,~~~~?'~ ~c.. _, ~ ~ _ cS~ ~ ' . - C~'Y`.~ - --- ---- - - - :~~ ~ - ----- - ~-~--- - 1- - - - - - - ---- ~~ -- .~ ,-- ~;~ - !~ _ _ r, ~ n ~ _ ---\-_-~7~-~_, _ ~,~-u; _ CQ~~Y1'',~~ ~ f~r~~ February 5. 1997 To: Todd ~Ie:rill, C:zairman. Special education advisory Council rrom: Deanna Gordon. Superintendent Carol Whitaker, Director, Pupil Personnel 3c Special education Subject: 2esponse to Sub-Committer Recommendations ine ollowin, is a response to your memo dated F°bruary ?. 1997 [istina the recommeaaations submitted by the Local SpeV.ai educadon :advisory Commiree. =1 Carol tNhitake: has submitted ayear-sound Community 3ased Instt-sc:ion budget :nd gas increased :tie `Mork esaerience budget as part or the proposed 1997-98 budget. =? Garland L:ie. Vocational Director. has requested additional says for eYteaaing :odyier Ldseil's contras: in his vocational budget =or the ! 997-~8 scaool year. 'n addition. a vocational assessment ~:ommi¢er has been established to study the various vocational needs or' ~necial education students. T; Roanoke County Schools often ~ves°cw-dncation points .o teachers Ind sdminiso-ctors who attend various mertin~. woritshops. inservicrs, etc. ~ ne Paths ro T~-~..nsition seaunar will be considered for these recrrtific~tion points as well. We have projected that .all schools, includins Hidden Valley where the great Resource Center is housed, will be on line by ;he end oI she siunmer. ibis will esrablisa acc°ss to the Internet. T~ Carol Whitaker will disc:iss the feasibiiiry or the two phase approach or transition with Larry Shouse. Transition Saeciaiist. [t is ~.iaderstandable that prevocational as well as vocational skills need to be addressed at certain ?*ade '.eveis with students. Tb Roanoke County Schools is looking into re~uirin; back~ound chec:~s on ail school personnel nor the coming year. T7 [nstructional assistants are hired when there has been a soec-:nc nerd ideati~ed. parents are omen involved in the inte^~tew. ~Ne are in she process of orovidinQ onQoin~ training for insauctional assistants. :pis processitrainin; will continue ne:ct year. i ae dileazma continues to be the time scheduled ror instructional assistants ro attend ,-~inin; ~'~ oroduc~ve when hat many people are workin; toward consensus. Eva.luarinQ pro~*ams lS 3 must t0 c{ua11t</ pr0~mmin~, X17 ~Ue will continue to work on buiiain; a oositive climate toward inclusion throu~Z inser~•ices. seminars. presentations. evaluating pro;*atns.:uid ~;Yaminin~ other avenues to build toward !east restrictive pro rams. X18 T;ze majority of the ;rodents who are ;illy included are part of the Roanoke Malley t2e,ional Pro7Tam. T'ne directors oT :he school systems who :ue responsiole :or :he re onal budset have come to a consensus that these included students aea± someone to coordinate services, hereiore, a disabilities coordinatoriinclusioa spec:aiisr will be submitted to he Resionai Board or approval. Footnote: ~t is our ~mderstandin; that $e CIIn1Il° or these recotnme^.dations was coordinated with the divisions budget schedule. Thererore, while these r°rommendations are seriously ~:onsidered by Ceatr3l _~dminisnation it is also important that the advisory Council be Zdvised that many of these repuests are subject to bud;etary coasidemtions. i ACTION NO. ITEM NUMBER /Y'~` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: 1998 Personal Property Tax Relief Act COUN'PY ADMINISTRATOR'S COMMENTS: BACKGROUND• The General Assembly passed this legislation on April 25, 1998 and the Governor signed the legislation on June 6, 1998. This is a summary outline of the legislation. Applies to the first $20,000 value of a qualifying vehicle. A qualifying vehicle is defined as any passenger car, pickup, panel truck, or motorcycle used for non-business purposes. Refund dates for qualifying vehicles: (A) The State Treasurer will refund directly to you in November 1998, 12.5% of the tax amount paid to your Treasurer by June 30, 1998. (B) The State Treasurer will refund directly to you in May 1999, 12.5% of the tax amount paid to your treasurer July 1 through December 31, 1998. (C) Vehicles with an annual value of $1,000 or less will be reimbursed for 100% of the tax amount. (D) Reimbursement for a qualifying vehicle, which is leased, shall be paid directly to the lessee of such vehicle. The elimination of the car tax will be phased in over a five-year period. The refund is only on the tax amount. / Y "` For tax years after from your tax bill. 1999 2000 2001 2002 and then 1998, the reimburse The taxpayer will 27.50% 47.50% 70.00% ~eafter 100.00% =_ment amount will be deducted only pay the net amount due. reduction reduction reduction reduction For tax year 1999 and beyond, owners of vehicles worth $1,000 or less will not be required to make any payment. The State will fully reimburse localities for the tax amount that would have been paid. SUMMARY OF INFORMATION: FISCAL IMPACT• STAFF RECOMMENDATION: Respectfully submitted, Approved by, «~ ~~~~-. ~.~a, ~ .rc_ A ed C. And rson, Treasurer E er C. Hodge County Administrator ---------------------------------------------------------------- Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by ACTION VOTE No Yes Abs McNamara Harrison Johnson Minnix Nickens ACTION NO. ITEM NUMBER ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 14, 1998 AGENDA ITEM: Status Report on total positions for fiscal year 1998-1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the June 23rd meeting, Chairman Johnson requested a report on the number of full-time positions in Roanoke County. Roanoke County currently has a total of 771 positions which includes the additional positions which were approved on June 23, 1998. This includes 750 classified positions, 10 unclassified positions, and 11 grant funded and temporary full-time positions with benefits. Attached is the final list of positions included in the 1998-99 Classification Plan. In addition to the 771 positions, there are 6 regional positions which are not County funded but are included in the County Pay Plan. Respectfully Submitted by: Elmer C. H dge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison Denied () Johnson Received () McNamara- Referred () Minnix To () Nickens . ~ '" 0 o r- ~ ~ ~ ~ cD ~ ~ ~ ti ~ ~ Z Q J a ~ _ z~,o O ~ 00 0 v ~ a ''AA r V'^/ L V/ r Q U ~«. a~ c a~ m s 3 0 0 LL ~ ~ o ~ o = c !_' p (d O ~ ~ ~ ~ ~ _~ ~ ~ ~ ~ N LL N ~ c U ~ ~ ~ U ~ C7 ~ ~ ~ ca co to a. a a. 0 O ~.. C O U is O H U .O d ~+ N 3 v, ~, c~ ~ ~, J N ~p cv ~ ~ Q Y Y c c 0 0 ~ ~ > > > m ~ m a ~ d r/- 7 m a ACTION N0. 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 14, 1998 AGENDA ITEM: Work Session to discuss goals and objectives for fiscal year 1998/99 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the June 23rd Board meeting, Chairman Johnson requested that a work session be scheduled for the July 14 meeting to discuss with the County Administrator and County Attorney the goals and objectives for the upcoming fiscal year. This time has been set aside for the discussion. Respectfully Submitted by: Elmer C. Ho ge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison Denied () Johnson Received () McNamara- _ Referred () Minnix _ To () Nickens 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON JULY 14, 1998 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. O~ AOANp,Y~ 2 A ~ 2 OJ _ a~ rase COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 July 15, 1998 Mr. Marlyn M. Campbell 1426 Gordon Street Salem, VA 24153 Dear Mr. Campbell: (540) 772-2005 /have been informed that you retired on July 1, 1998 from employment with the County of Roanoke. On behalf of the Board of Supervisors of Roanoke County and its citizens, I wish to offer my appreciation for your many years of capable, loyal and dedicated service to the County. 1 am pleased to send you a Resolution of Appreciation adopted by the Board at our meefing on July 14, 1998, and 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 from the Federal Reserve Bank at a later da fe. If you would like to have yourresolufion framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. It has been our experience that framed resolutions maybe damaged when mailed. On behalf of each member of the Board and the citizens of Roanoke County, please accept this Certificate of Recognition and savings bond, together with our best wishes for a productive retirement and continued success in the future. Sincerely, Bob L. Joi~q Roanoke Co Attachment BLJ/bjh cc: Gerald Ho/t, Sheriff Joseph Sgroi, Director, Human Resources P.O. BOX 29800 Chairman Board of Supervisors BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT JOSEPH MCNAMARA WINDSOR HILLS MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT Intemet E-Mail Internet E-Mail ehodge~a www.co.roanoke.va.us ®Recycled Paper bos@www.co.roanoke.va.us O~ QOANp~.~ ti ~ z c> p ~ 2 ~ , -__ a 1838 COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 July 15, 1998 Mr. Homer T. Bryant P. O. Box 178 Salem, VA 24153 Dear Mr. Bryant: (540) 772-2005 I have been informed that you retired on June 1, 1998 from employment with the County of Roanoke. On behalf of the Board of Supervisors of Roanoke County and its citizens, I wish to offer my appreciation for your many years of capable, loyal and dedicated service to the County. / am pleased to send you a Resolution of Appreciation adopted by the Board at our meeting on July 14, 1998, and 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 from the Federal Reserve Bank at a later date. If you would like to have your resolution framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. !t has been our experience that framed resolutions maybe damaged when mailed. On behalf of each member of the Board and the citizens of Roanoke County, please accept this Certificate of Recognition and savings bond, together with our best wishes fora productive retirement and continued success in the future. Sincerely, Bob L. Johnsl~ Roanoke Coun Attachment BLJ/bjh cc: Bill Rand, Director, General Services Joseph Sgroi, Director, Human Resources P.O. BOX 29800 oard of Supervisors BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT JOSEPH MCNAMARA WINDSOR HILLS MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT Internet E-Mail Internet E-Mail ehodgeQwww.co.roanoke.va.us ®Recycled Paper bos@www.co.roanoke.va.us O~ FlOANp,`,~ a ~ • - si z ~ ~ z a~ 1838 COUNTY ADMINISTRATOR ELMER C. HODGE (540) 772-2004 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 FAX (540) 772-2193 July 95, 9998 Ms. Katina M. Keith 256 Fort Lewis Boulevard Salem, VA 24953 Dear Ms. Keith: (540) 772-2005 I have been informed that you retired on July 9, 9998 from employment with the County of Roanoke. On behalf of the Board of Supervisors of Roanoke County and its citizens, I wish to offer my appreciation for your many years of capable, loyal and dedicated service to the County. 1 am pleased to send you a Resolution of Appreciation adopted by the Board at our meeting on July 94, 9998, and notification that Roanoke County has purchased a $900 Savings bond in recognition of your years of employment with the County. This bond will be forwarded to you from the Federal Reserve Bank of a later date. If you would like to have your resolution framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. It has been our experience that framed resolutions maybe damaged when mailed. On behalf of each member of the Board and the citizens of Roanoke County, please accept this Certificate of Recognition and savings bond, together with our best wishes for a productive retirement and continued success in the future. Sincerely, Attachment BLJ/bjh cc: Spencer Watts, Director, Joseph Sgroi, Director, Intemet E-Mail ehodge0a www.co.roanoke.va.us P.O. BOX 29800 Bob L. John~or~'j~ Roanoke Cou Library Human Resources ® Recycled Paper airman of Supervisors Internet E-Mail bosQwww. co. roanoke.va. us BOARD OF SUPERVISORS BOB L. JOHNSON, CHAIRMAN HOLLINS MAGISTERIAL DISTRICT HARRY C. NICKENS, VICE-CHAIRMAN VINTON MAGISTERIAL DISTRICT FENTON F. "SPIKE" HARRISON, JR. CATAWBA MAGISTERIAL DISTRICT JOSEPH MCNAMARA WINDSOR HILLS MAGISTERIAL DISTRICT H. ODELL "FUZZY" MINNIX CAVE SPRING MAGISTERIAL DISTRICT ~ ROANp~~ ~, Z ~ 7838 P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC ROANOKE, VIRGINIA 24018-0798 CLERK TO THE BOARD (703) 772-2005 FAX (703) 772-2193 July 16, 1998 Mr. Fred Altizer Virginia Department of Transportation Salem District Administrator P. 0. Box 3071 Salem, VA 24153 Dear Mr. Altizer: BRENDA J. HOLTON DEPUTY CLERK Attached is a certified copy of Resolution No. 071498-1 expressing the support of the Board of Supervisors of Roanoke County for proposed road improvements to Interstate 81 and requesting Roanoke County participation in the planning and design stages of the project. This resolution was unanimously adopted by the Board of Supervisors at their meeting on Tuesday, July 14, 1998. If you need further information, please do not hesitate to contact me. Sincerely, ~• Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors bjh Enclosure cc: Gardner W. Smith, Deputy Assistant for Citizen Services Arnold Covey, Director, Community Development Commonwealth Transportation Board members Mary F. Parker, Clerk, Roanoke City Council Forest Jones, Clerk, Salem City Council Gerald S. Burgess, Botetourt County Administrator Jeffrey D. Johnson, Montgomery County Administrator The Honorable James S. Gilmore, III The Honorable John S. Edwards The Honorable Malfourd W. Trumbo The Honorable H. Morgan Griffith The Honorable Clifton Woodrum The Honorable C. Richard Cranwell The Honorable A. Victor Thomas ® Recycled paper