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11/17/1998 - Regular
ACTION NUMBER ITEM NUMBER I — AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Dixie Caverns Closeout COUNTY ADMINISTRATOR'S COMMENTS: I would like to express my appreciation to the County staff, especially George Simpson, for his work on the closeout. Roanoke Electric Steel deserves our thanks also for their willingness to be a partner in the project. I'm pleased that we were able to help our citizens by extending the water and sewer line to Twine Hollow Road, which will also result in savings of $250, 000 per year. Finally, the Board of Supervisors, should be recognized for being willing to take on difficult issues of this type and accept the responsibility for the cleanup. While this has been an expensive process, we will end up with extended utility lines, a regional firing range and a new economic development site. BACKGROUND: The Dixie Caverns Landfill commenced operations in mid 1965 and continued to receive municipal and industrial waste, sludge, and flyash to mid 1976. In 1971, the County submitted an application to the Health Department Bureau of Solid Waste for a permit to operate the site as a solid waste facility. The permit was denied with the Health Department requesting an evaluation of the soils relative to their suitability for a disposal site and a field investigation by the State Water Control Board (SWCB). The SWCB noted deficiencies and recommended that the site not be permitted until remedial actions were taken. The County attempted to correct the deficiencies and continued to pursue a permit until 1976. Following many years of frustrated attempts at obtaining a permit, the Board of Supervisors closed the site and diverted refuse to the new Roanoke Regional Landfill in eastern Roanoke County. SUMMARY OF INFORMATION: Following later inspections by state and federal agencies, portions of the site were added to the National Priorities List (Superfund) by the Environmental Protection Agency. In 1992, the Board of Supervisors signed a Consent Order and a Consent Agreement for the cleanup of the Dixie Caverns Landfill site. The Roanoke Electric Steel Corporation became a partner in the clean-up of flyash (electric arc furnace dust) that had been deposited on site and that had contaminated the stream below the landfill. All of the flyash has been excavated and transported from the site and the stream has been successfully remediated. EPA conducted a final inspection in September of 1997 and has officially closed the site. 1 We have paid the final response cost bill to EPA and have settled our cost sharing agreement with Roanoke Electric Steel. We have spent a total of $11,875,034.56 through October 31, 1998 for all of the EPA -related activities. Not included in this cost is are water/sewer line construction of approximately $900,000 and some modifications to the leachate system to accommodate gravity flows. The costs by year are shown on the attachment. We have reserved $75,000 to retrofit the leachate pump station and $25,000 for the purchase of filled land that we still do not own adjacent to the Dixie Caverns Landfill. A contract has been awarded and construction is underway on the extension of water and sewer to the site. The extension of these utilities will result in savings of approximately $250,000 per year in pump and haul costs, provide water and sewer availability to the residents of Twine Hollow Road, and will extend utilities necessary for the County's proposed industrial site near the Dixie Caverns exit. The payback for this project is approximately four years. Staff has worked with the Police Department to establish a regional firing range on the old municipal part of the landfill and the Economic Development Department continues to market the remainder of the site with industrial and commercial prospects. FISCAL IMPACT: The remaining balance in the Dixie Caverns accounts is approximately $1,700,000. SUBMITTED BY: George (IV. Simpson, III, P.E., Assistant Director Department of Community Development APPROVED BY: ia-toeo Elmer C. Hodge County Administrator VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Harrison Received ( ) Johnson Referred ( ) McNamara To () Minnix Nickens ACTION 2 County of Roanoke Summary of Dixie Caverns by Fiscal Year Fiscal Year Ended Amount 1988 $ 151,778.58 1989 931,673.49 1990 469,316.28 1991 245,517.29 1992 276,924.56 1993 390,669.57 1994 1,993,471.57 1995 3,391,095.74 1996 1,785,508.54 1997 1,170,006.42 1998 785,142.92 1999 283,929.60 $ 11,875,034.56 Cauntg "ivanritte WORKING DOCUMENT -SUBJECT TO REVISION ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA NOVEMBER 17, 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. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on WEDNESDAY, NOVEMBER 18 AT 7:00 P.M. 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. AT 1:00 P.M., THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. AT 2:00 P.M. THERE WILL BE AN AUDIT COMMITTEE MEETING. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call HCN ABSENT AT 3:04 P.M. i e Recycled Paper 2. Invocation: The Reverend Samuel Crews Coopers Cove Baptist Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS NONE C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Recognition of the Parks and Recreation Department for winning three state awards at the Annual Conference of the Virginia Recreation and Parks Society. (Pete Haislip, Parks and Recreation Director) PRESENTED BY PETE HAISLIP TO DEBBIE PITTS, BILLY THORNE, JOHN COATES, ROANOKE CITY, ELAINE SIMPSON, RVTV 2. Proclamation declaring the week of November 15 - 21, 1998 as American Education Week in Roanoke County HOM MOTION TO ADOPT PROCLAMATION URC WITH HCN ABSENT ACCEPTED BY DR. GORDON, DEBBIE GRAHAM, RCEA PRESIDENT; LORRAINE LANGE, AMER. EDUC. WEEK CHAIR 3. Proclamation declaring the week of November 15 - 21, 1998 as Virginia Recycles Week and November 15, 1998 as Virginia Recycles Day. JPM MOTION TO ADOPT PROCLAMATION URC WITH HCN ABSENT ACCEPTED BY ANN MASTER, EXEC. DIR. CLEAN VALLEY COUNCIL, NANCY DUVAL. PRESIDENT CLEAN VALLEY COUNCIL, DREW GLEN, CHIEF BURCH, CHIEF GRIGSBY (ROANOKE CITY). ANN MASTERS PRESENTED RECYCLED PENCILS TO BOARD 2 D. BRIEFINGS 1. Briefing on Closeout of Dixie Caverns Landfill. (George Simpson, Assistant Director of Community Development) PRESENTED BY GEORGE SIMPSON BLJ ASKED THAT LETTER OF APPRECIATION BE SENT TO ROANOKE ELECTRIC STEEL FOR THEIR PARTICIPATION. E. NEW BUSINESS 1. Request for participation in a regional fire and EMS training center and approval of funding. (Richard Burch, Fire and Rescue Chief) A-111798-1 HOM MOTION TO APPROVE PARTICIPATION AND FUNDING AYES-HOM,FFH,BLJ NAYS-JPM ABSENT-HCN 2. Request to adopt the Roanoke County Emergency Operations Plan. (Richard Burch, Fire and Rescue Chief) R-111798-2 BLJ MOTION TO ADOPT PLAN URC WITH HCN ABSENT 3. Request for funding to proceed with demolition of abandoned structure at 6993 Franklin Road (220 South) located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) A-111798-3 HOM MOTION TO APPROVE FUNDING FROM BOARD CONTINGENCY AYES-JPM, HOM, FFH NAYS-BLJ ABSENT-HCN 4. Request for acceptance of $13,940 grant from the Library of Virginia to purchase microfilm reader and printer in the 3 office of the Clerk of Circuit Court. (Steven A. McGraw, Clerk of Circuit Court) A-111798-4 FFH MOTION TO APPROVE URC WITH HCN ABSENT F. REQUEST FOR PUBLIC HEARING AND FIRST READING OF REZONING ORDINANCE - CONSENT AGENDA 1. Ordinance to rezone 11.93 acres from AG-3 to AR and obtain a Special Use Permit to allow a 9-hole golf course, located on the 2600 block of Rutrough Road, Vinton Magisterial District, upon the petition of Randall Wayne Brown. BLJ MOTION TO APPROVE 1ST READING 2ND -12/15/98 URC WITH HCN ABSENT G. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing the release and reconveyance of sanitary sewer easements to Helen Cox Richards. (Gary Robertson, Utility Director) FFH MOTION TO APPROVE 1ST READING 2ND-12/1/98 URC WITH HCN ABSENT 2. First reading of ordinance authorizing the acquisition of a 0.7 acre parcel of land from Eloise P. Clements and Charles Clements for the Roanoke County Public Library. (Spencer Watts, Library Director) JPM MOTION TO APPROVE 1ST READING 2ND -12/1/98 URC WITH HCN ABSENT 3. Ordinance authorizing the acquisition of a permanent drainage easement from David D. and Carol B. Graybeal 4 for the Wakefield Avenue Road and Drainage Improvement Project in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) HOM MOTION TO APPROVE 1ST READING 2ND -12/1/98 URC WITH HCN ABSENT 4. Ordinance authorizing quitclaim and release of a water and sanitary sewer easement within boundaries of Scotford Court and located between Lot 47, Block 3, Section 13 and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park, located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) JPM MOTION TO APPROVE 1ST READING 2ND-12/1/98 URC WITH HCN ABSENT STAFF TO CHECK ON WHETHER LOCATION SHOULD BE WINDSOR HILLS MAGISTERIAL DISTRICT. 5. First reading of ordinance amending Ordinance 42793-7 adopting a fee schedule for Police Department services related to background investigations for concealed weapons permits and conservators of the peace. (Ray Lavinder, Police Chief) HOM MOTION TO APPROVE 1ST READING 2ND -12/1/98 URC WITH HCN ABSENT H. APPOINTMENTS 1. Blue Ridge Community Services Board FFH NOMINATED ROGER LAPLACE TO A 3-YEAR TERM EXPIRING 12/31/2002 2. Building Code Board of Adjustment and Appeals s 3. Grievance Panel 4. League of Older Americans - Advisory Council JPM NOMINATED THELMA IHRIG TO A ONE-YEAR TERM EXPIRING 3/31/99. 5. Library Board 6. New Century Venture Center Board of Directors 7. Planning Commission 8. Roanoke Valley Resource Authority BLJ NOMINATED DIANE HYATT TO ANOTHER 4-YEAR TERM EXPIRING 12/31/98. 9. Task Force for Senior and Physically Challenged Citizens BLJ REQUESTED APPROPRIATE REMEMBRANCE OF WEBB JOHNSON 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, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-111798-5 HOM MOTION TO ADOPT CONSENT RESO URC WITH HCN ABSENT 1. Approval of minutes for October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 6 A-111798-5.a 3. Resolution of Support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. R-111798-5. b 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. A-111798-5.c 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. R-11798-5.d 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. A-111798-5.e b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the right-of-way. R-111798-5.f 7. A-111798-5 Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. .g 8. Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. h A-111798-5. 9. Request for acceptance of Wales Court and portions of Salisbury Drive into the Virginia Department of Transportation Secondary System. R-111798-5.i 10. Request from Schools for appropriation of $11,444 to the School Grant Fund for a truancy reduction initiative. A-111798-5. j 11. Request from Schools for appropriation of $3,915.28 for the dual enrollment program with Virginia Western Community College. A-111798-5. k 12. Request from Schools for appropriation of $56,335.35 Technology Literacy Challenge Grant for technology training. A-111798-5.1 13. Request from Schools to appropriate $46,121 to the Roanoke Valley Regional Special Education budget. A-111798-5.m 14. Acceptance of Water and Sanitary Sewer Facilities serving Winterberry Pointe, Sections 2 and 3. A-111798-5. n 15. Acceptance of donation of a sanitary sewer easement from Larry G. Conner and Ida Jane E. Conner in connection with the Peters Creek Detention Basin Project. A-111798-5.o J. REQUESTS FOR WORK SESSIONS 1. Request for Work Session on December 1, 1998 to review the Draft Community (Comprehensive) Plan. WORK SESSION SET FOR 12/1/98 s K. REQUESTS FOR PUBLIC HEARINGS NONE L. CITIZENS' COMMENTS AND COMMUNICATIONS N NE M. REPORTS HOM MOTION TO RECEIVE AND FILE AFTER DISCUSSION OF ITEMS 1, 2, AND 6 - UW WITH HCN ABSENT 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Report on a potential short-term rental tax ECH DESCRIBED HOW TAX WOULD OPERATE AND EXPRESSED CONCERN ABOUT IMPACT ON SMALL BUSINESSES 6. Report of Expenditures and commitments for public private partnerships from The Economic Development Capital Fund. 7 Statement of the Treasurer's Accountability per Investments and Portfolio Policy as of October 31, 1998. N. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) WORK SESSIONS HELD FROM 4:55 P.M. TO 5:50 P.M. 1. Review of Fiscal Year 1997-98 audit and year end operations. (Diane Hyatt, Finance Director) 9 PRESENTED BY DIANE HYATT BLJ ASKED FOR SPECIFICS ON HOW COUNTY WILL REALIZE $200,000 SAVINGS FROM GARAGE OPERATIONS. DISCUSSION ON WHY PERSONAL PROPERTY TAX REVENUE WAS UNDER BUDGET. WHICH DEPARTMENTS HAD OVERRUN THEIR BUDGET. 2. 1997-98 Year end and 1998-99 first quarter review of revenues and expenditures and review of rollover appropriations. (Brent Robertson, Budget Manager) PRESENTED BY BRENT ROBERTSON. DISCUSSION ON 1ST QUARTER REVENUES AND EXPENDITURES, AND ROLLOVER REQUESTS. O. EXECUTIVE SESSION pursuant to Code of Virginia Section 2.1- 344 A (7) consultation with legal counsel and briefings by staff members, contract negotiations concerning utility bill from City of Roanoke; Section 2.1-344 A (3) Discussion or consideration of the condition, acquisition or use of real property for public purpose, BLJ MOTION TO GO INTO EXECUTIVE SESSION FOLLOWING WORK SESSIONS URC WITH HCN ABSENT EXECUTIVE SESSION HELD FROM 5:50 P.M. TO 6:17 P.M. - HOM WAS ABSENT FROM EXECUTIVE SESSIONS. EVENING SESSION (7:00 P.M.) P. CERTIFICATION RESOLUTION R-111798-6 BLJ MOTION TO RETURN TO OPEN SESSION AND ADOPT CERTIFICATION RESO URC WITH HCN AND HOM ABSENT Q. NEW BUSINESS 1. Report on operations from year ended June 30, 1998 and 10 request for final appropriation of funds. (Diane Hyatt, Finance Director) A-111798-7 JPM MOTION TO APPROPRIATE FUNDS URC WITH HCN ABSENT (HOM ARRIVED AT 7:10 P.M.) R. PUBLIC HEARINGS 1. Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Years 1999- 2005 and the allocation of funds for Fiscal Year 1999-2000. (Arnold Covey, Community Development Director) R-111798-8 BLJ MOTION TO ADOPT RESO AND APPROVE 6-YEAR PLAN URC WITH HCN ABSENT 2 CITIZENS SPOKE 2. Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. (Arnold Covey, Community Development Director) A-111798-9 BLJ MOTION TO APPROVE PROJECTS URC WITH HCN ABSENT 3. Adoption of a new "Watch for Children" Sign Policy. (Arnold Covey, Community Development Director) R-111798-10 BLJ MOTION TO ADOPT POLICY URC WITH HCN ABSENT 4. Adoption of a revised Rural Addition Policy. (Arnold Covey, Community Development Director) R-111798-11 HOM MOTION TO ADOPT POLICY URC WITH HCN ABSENT 11 S. PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to rezone approximately 0.75 acre from R-1 to C-1 to allow an accounting office in an existing house, located at 3716 Colonial Avenue, Cave Spring Magisterial District, upon the petition of Mark Harrell. (Terry Harrington, County Planner) 4 CITIZENS SPOKE IN OPPOSITION HOM MOTION TO DENYORD AYES-HOM,FFH NAYS-JPM,BLJ ABSENT-HCN ITEM CARRIED OVER TO 12/15/98 AT 7:00 P.M. T. CITIZEN COMMENTS AND COMMUNICATIONS 1. Barbara Bushnell, noted that the Community Plan stated that the Blue Ribbon Committee recommended $120 million in school construction and the correct amount is $120 million. Also noted that in Chapter 8, priorities, nothing is included about capital for schools. U. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor McNamara: (1) received a letter from a citizen regarding the Police Department DARE program who complimented all those involved in the DARE Camp. Asked ECH to see if Myles Jackson and other DARE officers could be recognized for their work. (2) Asked for the specific steps that will be taken regarding land for the South County Park. Supervisor Minnix: (1) Asked Arnold Covey to respond to a petition from a group of residents on Turkey Run. (2) Advised that residents in Georgetown Park are concerned that Sunscape Apartments may be building 3 bedroom units and asked staff to investigate. (3) Also asked about the barricade that prevents 12 apartment traffic from coming through the subdivision. Terry Harrington will check and report back. Supervisor Harrison: (1) Noted that William Byrd, Northside and Glenvar High School girls basketball teams are all in the regionals and wished them luck. (2) Advised that a number of residents in North Lakes are raking their leaves into the VDOT right of way which is illegal and asked that notice be placed on RVTV about the regulations. ECH will also check with VDOT about the rules. V. ADJOURNMENT BLJ ADJOURNED AT 8:35 P.M. 13 Tountg of oanokr ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA NOVEMBER 17, 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. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on WEDNESDAY, NOVEMBER 18 AT 7:00 P.M. 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. AT 1:00 P.M., THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. AT 2:00 P.M. THERE WILL BE AN AUDIT COMMITTEE MEETING. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: The Reverend Samuel Crews Coopers Cove Baptist Church 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 C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Recognition of the Parks and Recreation Department for winning three state awards at the Annual Conference of the Virginia Recreation and Parks Society. (Pete Haislip, Parks and Recreation Director) 2. Proclamation declaring the week of November 15 - 21, 1998 as American Education Week in Roanoke County 3. Proclamation declaring the week of November 15 - 21, 1998 as Virginia Recycles Week and November 15, 1998 as Virginia Recycles Day. D. BRIEFINGS 1. Briefing on Closeout of Dixie Caverns Landfill. (George Simpson, Assistant Director of Community Development) E. NEW BUSINESS 1. Request for participation in a regional fire and EMS training center and approval of funding. (Richard Burch, Fire and Rescue Chief) 2. Request to adopt the Roanoke County Emergency Operations Plan. (Richard Burch, Fire and Rescue Chief) 3. Request for funding to proceed with demolition of abandoned structure at 6993 Franklin Road (220 South) located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) 4. Request for acceptance of $13,940 grant from the Library of Virginia to purchase microfilm reader and printer in the 2 office of the Clerk of Circuit Court. (Steven A. McGraw, Clerk of Circuit Court) F. REQUEST FOR PUBLIC HEARING AND FIRST READING OF REZONING ORDINANCE - CONSENT AGENDA 1. Ordinance to rezone 11.93 acres from AG-3 to AR and obtain a Special Use Permit to allow a 9-hole golf course, located on the 2600 block of Rutrough Road, Vinton Magisterial District, upon the petition of Randall Wayne Brown. G. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing the release and reconveyance of sanitary sewer easements to Helen Cox Richards. (Gary Robertson, Utility Director) 2. First reading of ordinance authorizing the acquisition of a 0.7 acre parcel of land from Eloise P. Clements and Charles Clements for the Roanoke County Public Library. (Spencer Watts, Library Director) 3. Ordinance authorizing the acquisition of a permanent drainage easement from David D. and Carol B. Graybeal for the Wakefield Avenue Road and Drainage Improvement Project in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) 4. Ordinance authorizing quitclaim and release of a water and sanitary sewer easement within boundaries of Scotford Court and located between Lot 47, Block 3, Section 13 and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park, located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) 5. First reading of ordinance amending Ordinance 42793-7 adopting a fee schedule for Police Department services related to background investigations for concealed 3 weapons permits and conservators of the peace. (Ray Lavinder, Police Chief) H. APPOINTMENTS 1. Blue Ridge Community Services Board 2. Building Code Board of Adjustment and Appeals 3. Grievance Panel 4. League of Older Americans - Advisory Council 5. Library Board 6. New Century Venture Center Board of Directors 7. Planning Commission 8. Roanoke Valley Resource Authority 9. Task Force for Senior and Physically Challenged Citizens 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, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes for October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 3. Resolution of Support for Virginia's First Regional 4 Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the right-of-way. 7. Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. 8. Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. 9. Request for acceptance of Wales Court and portions of Salisbury Drive into the Virginia Department of Transportation Secondary System. 10. Request from Schools for appropriation of $11,444 to the School Grant Fund for a truancy reduction initiative. 11. Request from Schools for appropriation of $3,915.28 for the dual enrollment program with Virginia Western Community College. 5 12. Request from Schools for appropriation of $56,335.35 Technology Literacy Challenge Grant for technology training. 13. Request from Schools to appropriate $46,121 to the Roanoke Valley Regional Special Education budget. 14. Acceptance of Water and Sanitary Sewer Facilities serving Winterberry Pointe, Sections 2 and 3. 15. Acceptance of donation of a sanitary sewer easement from Larry G. Conner and Ida Jane E. Conner in connection with the Peters Creek Detention Basin Project. J. REQUESTS FOR WORK SESSIONS 1. Request for Work Session on December 1, 1998 to review the Draft Community (Comprehensive) Plan. K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Report on a potential short-term rental tax 6. Report of Expenditures and commitments for public private partnerships from The Economic Development Capital Fund. 6 7. Statement of the Treasurer's Accountability per Investments and Portfolio Policy as of October 31, 1998. N. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Review of Fiscal Year 1997-98 audit and year end operations. (Diane Hyatt, Finance Director) 2. 1997-98 Year end and 1998-99 first quarter review of revenues and expenditures and review of rollover appropriations. (Brent Robertson, Budget Manager) O. EXECUTIVE SESSION pursuant to Code of Virginia Section 2.1- 344 A (7) consultation with legal counsel and briefings by staff members, contract negotiations concerning utility bill from City of Roanoke; Section 2.1-344 A (3) Discussion or consideration of the condition, acquisition or use of real property for public purpose, EVENING SESSION (7:00 P.M.) P. CERTIFICATION RESOLUTION Q. NEW BUSINESS 1. Report on operations from year ended June 30, 1998 and request for final appropriation of funds. (Diane Hyatt, Finance Director) R. PUBLIC HEARINGS 1. Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Years 1999- 2005 and the allocation of funds for Fiscal Year 1999-2000. (Arnold Covey, Community Development Director) 2. Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. (Arnold Covey, Community Development Director) 7 3. Adoption of a new "Watch for Children" Sign Policy. (Arnold Covey, Community Development Director) 4. Adoption of a revised Rural Addition Policy. (Arnold Covey, Community Development Director) S. PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to rezone approximately 0.75 acre from R-1 to C-1 to allow an accounting office in an existing house, located at 3716 Colonial Avenue, Cave Spring Magisterial District, upon the petition of Mark Harrell. (Terry Harrington, County Planner) T CITIZEN COMMENTS AND COMMUNICATIONS U. REPORTS AND INQUIRIES OF BOARD MEMBERS V. ADJOURNMENT s ACTION NO. ITEM NUMBER I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Parks and Recreation Department Recognition for Receiving the 1998 Virginia Recreation and Parks Society's Best New Program, Best Basic Promotional Piece, and the Presidential Award of Merit Awards. COUNTY ADMINISTRATOR'S COMMENTS: 714-&-A da&t,Thes--i BACKGROUND: Each year the Virginia Recreation and Park Society has an Awards Program to recognize outstanding programs, marketing efforts, professionals, and facilities throughout the state. We are very proud to announce that Roanoke County Parks and Recreation has been the recipient of one of these awards four years in a row. In 1995, the Brambleton Center won the Best New Facility Award. In 1996, the Camp Roanoke Fundraising Campaign won the Best Promotional Effort Award. In 1997, the Therapeutic Recreation Section won the Best Promotional Effort Award for their multi -media presentation of programs. This year the department won the Best New Program, Best Promotional Effort Award, and the Presidential Award of Merit. Each of these awards was presented to our department at the annual banquet attended by over 500 delegates from all areas of Virginia. SUMMARY OF INFORMATION: The Best New Program Award was presented to both the Roanoke County and City Departments for a regional program designed to improve the valley's youth sports programs. With the assistance of the Regional Sports Committee, two Radford University interns and Roanoke Valley Television (RVTV) a ten-minute training video entitled "Playing for Keeps - The Adult Role in Youth Sports" was designed and produced. The video is aired on RVTV, given to each recreation club for local training programs, utilized in public presentations, and used in the training of coaches and sports officials. Vic Garber, Superintendent of Recreation for Roanoke City Parks and Recreation and Debbie Pitts, Bob Guthrie, and Star Patton of our department were leaders in this project. The Best Promotional Effort Award was received for the 1997 Fall Roanoke County Programs and Services Brochure. The Fall Program Brochure, a sixteen -page newsprint tabloid produced by Billy Thorne, Marketing Specialist, was printed by the Salem Times Register and inserted in the Roanoke Times. The brochure promoted over 400 programs, classes, and events offered for the fall semester. The cover art of the brochure was especially noteworthy due to the graphic editing methods that were used. The graphic was a picture of actual participants in our youth soccer program with special editing used to portray the action of the game. The Presidential Award of Merit was presented for the department's support of the Annual VRPS Legislative Canoe Trip on the New River on August 8. We not only provided canoes and staff support, but handled coordination between the many agencies involved. Bill Sgrinia, Supervisor of Outdoor Education, was instrumental in the success of this project. FISCAL IMPACT: none STAFF RECOMMENDATION: Staff requests that the Board recognize the staff involved in these projects. Respectfully Submitted, O� %. Pete Haislip, Director Parks and Recreation Department Approved by, Elmer 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 ON TUESDAY, NOVEMBER 17, 1998 PROCLAMATION DECLARING NOVEMBER 15, 1998 AS VIRGINIA RECYCLES DAY AND NOVEMBER 15 - 21, 1998 AS VIRGINIA RECYCLES WEEK IN ROANOKE COUNTY WHEREAS, Virginia Recycles Day was formed as a local event to support a national initiative, America Recycles Day, which is being held on November 15th; and WHEREAS, the 1998 theme for Virginia Recycles Day is "If You're Not buying Recycled You're Not Really Recycling"; and WHEREAS, recycling is a cost-effective component of an integrated waste management system and reduces the use of important natural resources; and WHEREAS, many Virginians are participating in recycling collection programs administered by the localities in which they live or work; and WHEREAS, the goal is to encourage environmental education and consciousness, targeting school age children and their parents; and to reinforce environmental awareness all year long; and WHEREAS, Virginia Recycles Day is an event which will help raise awareness about the growth of markets for recyclable products; the importance of buying reused and recycled products; the need to expand the collection of recyclable materials; and the benefits of investments in recycling by small and large businesses. NOW, THEREFORE, WE, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim November 15, 1998 as VIRGINIA RECYCLES DAY, and November 15, - 21, 1998 as VIRGINIA RECYCLES WEEK; and call this observance to the attention of all of our citizens. A-111798-1 ACTION NO. ITEM NUMBER E AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Regional Fire/EMS Training Center - Authorization to Participate and Method of Funding COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. Roanoke City and the City of Salem have already adopted resolutions of support for this project. This is a very exciting project that has far greater meaning than just the Training Center. Chief Burch and all members of the Team should be commended for their willingness to provide this joint training effort. They were also creative in their method of payment by using State funds. Hopefully, as our insurance fund is repaid, this may also be a source of funds for other, similar projects. BACKGROUND: Roanoke County, Vinton, and the Cities of Salem and Roanoke are continuing to expand the delivery of fire and emergency medical services (EMS) to residents of the Roanoke Valley without regard for political boundaries. Recognizing the need for adequate training facilities, these four jurisdictions have developed a proposal to build a Regional Fire/EMS Training Center. Roanoke County's six -acre fire training center on Kessler Mill Road consists of a burn building, fire truck drafting pit, rail cars, maze trainer, various training props, and a mobile classroom. It lacks adequate classroom, office, and audio/visual training support space and equipment. Roanoke City's high-rise training tower and Salem's state-of-the-art computer training lab are used by all Valley jurisdictions. A training assessment demonstrated the need for a regional training center that would contain approximately 15,400 square feet, including classrooms and support offices, and costing $1.9 million. Separately, none of the Valley jurisdictions can afford to finance and build such a center, so they have agreed to fund their respective shares of the facility's cost by using part of the training funds received annually from the State Fire Programs Fund. This fund is the result of a fee imposed upon each fire insurance policy written in Virginia. The State allocates these funds to localities, based on population, to be used for training and equipping fire personnel. The formula devised by the local Assessment Team commits at least half of the Fire Programs money to debt retirement of this project (Appendix A). Operating costs will be shared from the area departments' existing operating budgets on the same basis as the allocation of capital costs. Appendix B shows the relationship of the Regional Fire/EMS Training Center to the remainder of the County's Kessler Mill Road site. Appendix C shows the concept plan of the proposed site and facility. SUMMARY OF INFORMATION: The four departments will be able to locate their training personnel at the regional facility. It is anticipated that the paid staff would generally train during the weekdays and that most of the volunteers' training will be done during evenings and weekends. Classes could be open to each jurisdiction and, in fact, could result in a fire training academy style for new employees. A memorandum of agreement has been developed which provides for the sharing of costs, methods of managing operational issues through a joint training governing committee, and the fact that the County will retain ownership of the facility at the end of the term of the agreement. It also provides that the architect being used is through Roanoke County's procurement process and that the County will be the lead agency for the bidding and construction processes. FISCAL IMPACT: The projected cost of the Regional Fire/EMS Training Center is $1.9 million, with Roanoke County's share being 44% of that sum, or $837,847, for a turn -key project that will include furniture, fixtures, etc. It is suggested that we lend our share from our insurance reserve fund. We could repay the loan (with or without interest) at the rate of $60,000 per year with revenue from the Fire Programs Fund (Roanoke County received $94,072 for 1998-99). No new County money would be required from the General Fund budget. ALTERNATIVES: 1. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and bring in a report later authorizing funding for this project. 2. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and authorize the use of up to $837,847 from the County's insurance reserve fund, to be repaid with nominal interest (perhaps 2 - 4%) at the rate of $60,000 per year from funds received from the State's Fire Programs Fund. The debt would be repaid in approximately 20 years. 3. Authorize the County Administrator to execute the attached Memorandum of Agreement on behalf of Roanoke County, on forms approved by the County Attorney, and authorize the use of up to $837,847 from the County's insurance reserve fund, to be repaid at the rate of $60,000 per year without interest from funds received from the State's Fire Programs Fund. The debt would be repaid in 14 years. STAFF RECOMMENDATION: Staff recommends Alternative #3. 2 Respectfully submitted, Richard E. Burch, Jr., C14i'ef Fire and Rescue Department Approved by, tCL t_'4"ot-et— Elmer C. Hodge County Administrator Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) ACTION VOTE No Yes Absent Motion by: H. Odell Minnix to approve Johnson _ x participation and funding Harrison McNamara x Minnix Nickens x cc: File Richard E. Burch, Jr., Chief, Fire & Rescue Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 3 APPENDIX A Roanoke Valley Regional Fire Training Academy Agreement Each partner agrees to support the Regional Fire Training Center on a pro -rated schedule as outlined below: Locality Share of Total Construction Cost Share of Annual Operating Expenses % of Costs Roanoke County $837,847.51 $13,200 44% Roanoke City $837,847.51 $13,200 44% Salem City $152,335.91 $2,400 8% Town of Vinton $76,167.96 $1,200 4% Total $1,904,198.89 $30,000 100% APPENDIX B • E MIMI APPEND(X C Page 2 of 2 T 3 C MEMORANDUM OF AGREEMENT This Memorandum of Agreement is hereby made and entered into this day of , 19 with Roanoke County ("County") the City of Roanoke ("City"), City of Salem ("Salem") and Town of Vinton ("Town"), Virginia, and for identification shall be hereinafter referred to as "Partners". Whereas, the undersigned political subdivisions which are parties to the Agreement are desirous of maximizing the training of fire and emergency medical personnel by combining resources and making the most efficient use of training staff; and Whereas, it is desirable that each of the parties hereto should voluntarily aid and assist each other in the training of fire and emergency medical personnel; and Whereas, none of the parties hereto currently has a suitable facility for conducting on -going fire training academies and related classes; and Whereas, all parties hereto desire to combine potential resources to construct a regional fire training academy for the use and good of all parties; and Whereas, County owns appropriate land identified in the attached plat (Appendix B) in Roanoke County suitable for the development of a cooperative fire training facility which land and existing improvements shall be used by the Partners for purposes of this Agreement; and Memorandum of Agreement Page 1 of 9 f Whereas, partner jurisdictions have capital funds available to begin development of a cooperative fire training facility. Now, therefore it is hereby agreed by and between the parties hereto as follows; 1. The term "Regional Fire Training Building or Center" shall mean land, designated roadways leading immediately thereto, utilities, fire tower, training center, or other physical structures and facilities located on property used for the purpose of providing a fire training facility on property heretofore identified and used for the purpose of providing a fire training facility. 2. The Center shall be under the joint direction and supervision of a training governing committee ("Committee") consisting of representatives appointed by the Fire Chiefs of the Partners. SPECIFIC PROVISIONS 1. County shall make available suitable land heretofore identified in west Roanoke County to be developed as a regional training center. County shall retain ownership of the land and improvements throughout the term of this agreement. The City, Salem, and Town hereby authorize the County to make all applications on their behalf related to zoning and any required permits for this project. 2. County has prepared a draft site plan that provides general dimensions of the training center and includes proposed building location with draft architectural Memorandum of Agreement Page 2of9 drawings. The draft site plan and drawings are incorporated into and made a part of this agreement as depicted in Appendix C. 3. Costs of utilities shall be borne by the committee which shall provide for such costs in its annual operations budget. 4. County will, as expeditiously as possible, take all actions necessary thereafter to obtain all required zoning, special use and building permits. County will act on behalf of the Partners and be the lead agent in bidding and procuring an architect and builder of the center. Costs will be allocated to each Partner in accordance with the formula set forth in Appendix A. 5. The committee will be responsible for administration and coordination of the Center's use. 6. County will coordinate utilities, trash removal and routine Center maintenance. 7. To the extent permitted by the laws of the Commonwealth of Virginia, the County will be responsible for the acts or failures to act of its officers, agents and employees which may result in any claim for liability or monetary penalty under either state or federal law related to any alleged activity or violation of any environmental law or regulation and/or which causes or allegedly causes injury to persons or property occurring at or near or arising out of the Center site, including all adjoining properties, owned by the County. In so far as permitted by law, each party agrees that, as between the parties, it shall be responsible for its agents' acts and employees' acts and omissions within the scope of their duties which cause injury to persons or property directly resulting from their use of the Center. Notwithstanding the above, none of the Partners Memorandum of Agreement Page 3 of 9 shall be responsible for punitive damages assessed against its employees or agents or for its employees or agents criminal conduct. Nothing herein shall be deemed as a waiver of sovereign immunity or any other defense available to the Partners. The provisions of this agreement are for the sole benefit of the parties, and no other person or entity shall be entitled to enforcement of any parts of this agreement. MUTUAL OBLIGATIONS 1. The Partners agree to provide contributions of assets or funds as identified in Appendix A for the construction of and improvements to the Center. Once the Center is initially completed, the Partners will contribute funds contingent upon budgetary approval by the Partners in pro -rated parts toward the operating expenses of the Center based upon the formula in Appendix A. 2. The initial Center improvements shall include the following: an office and instructional building of new construction of approximately 15,400 square feet. 3. The Partners agree that the construction of and improvements to the Center will comply with all state laws and county code provisions and the directions of the Committee. The Roanoke County Purchasing Department will handle the procurement of all construction services, materials and supplies for the construction of and improvements to the Center upon written direction of the Committee by its Chair as provided in paragraph 5 below. Memorandum of Agreement Page 4 of 9 C 4. The Roanoke County Finance Department will process all invoices for payment for these materials and supplies and will bill the Partners on a quarterly basis in accordance with the terms of this agreement for all expenses, services and operating costs associated with the Center as approved by the Committee. 5. The Center will be under the jurisdiction and supervision of the Committee. The Committee will consist of eight (8) members appointed as follows: Chair: The Chair shall be a member of the Committee who shall have all rights of membership including the right to vote. The Chair shall rotate each calendar year between the jurisdictions in the following order: County Fire -Rescue Chief or his designee; City Fire -EMS Chief or his designee; Salem Fire Chief or his designee. Members Coun (3) : Fire Chief, Training Officer, appointee of Fire Chief Citv (3) Fire Chief, Training Officer, appointee of Fire Chief Salem (1): Chief or designee. Town (1): Designee 6. The Committee shall adopt and be governed by bylaws which shall be subject to approval by the Chiefs of both the City and County. Such bylaws shall include the following components: Memoraaulaam of Agreement Page 5 of 9 A. Quorum. Five (5), which can be made up of members from any of the four departments. In order for the committee to approve any formal action, if fewer than five affirmative votes are received, there must be at least one affirmative vote from three of the Partners. B. Meeting Schedule. To be held at least quarterly. C. Notice of Meetings. Five working days unless waived in writing by all members. D. Scheduling/Use. To be determined by the Committee and incorporated in the bylaws or published rules. 7. With the objective of insuring safe operation of the Center, the committee shall govern the use of the Center. Subject to the terms and conditions of this memorandum of agreement, the committee shall have absolute discretion to refuse permission for the use of the Center or to establish such conditions for its use as the committee shall deem necessary. 8. Each respective political subdivisions shall have control over its employees. Employees will be under the rules and regulations of their employers. 9. This Agreement shall not be construed to impair or affect any sovereign or governmental or official immunities that may otherwise be available to the City and County of Roanoke, Salem and Vinton, any of its officers, agents or employees. Any legal liability which may be imposed upon either party by a court of competent jurisdiction or by duly authorized settlement of any legal claim against either jurisdiction shall be retained by each party hereto for the Memorandum of Agreement Page 6 of 9 conduct of its own employees and for such invitees as each may authorize to use or be present on the premises of the Center. In the event of a third party liability claim not covered by this paragraph, the City, County, Salem and Town shall share in the proportions set forth in Appendix A in all costs of defense and in any monetary judgment or settlement of such claim, unless otherwise mutually agreed to between the parties. 10. Each partner shall be responsible for worker's compensation liability for their respective employees who may suffer compensable injuries arising out of their use of or authorized presence at the Center. 11. Snow removal decisions shall be made by the Committee and necessary costs for such will be shared by the parties hereto according to Appendix A, cost sharing formula. 12. Annual operating costs and maintenance of the Center: A. The Committee shall adopt an annual operating and maintenance budget for the Center and shall submit such budget to the City, County, Salem and Town budget offices by December 15 of each year. Operating costs shall be pro -rated as outlined in the cost sharing formula of Appendix A. B. The County Fire -Rescue Chief or his designee will prepare an itemized invoice and forward to the other Partners on a quarterly billing (September 30, December 31, March 31 and June 30) for the actual cost of operating and maintaining the Center. Within 30 days, the Partners shall approve and forward for payment. Memorandum of A,greeanent Page 7 of 9 13. It is the intent of the Partners of this agreement to have a twenty-five (25) year term. This agreement can be renewed on a five (5) year recurring basis with approval of the remaining Partners. 14. Any Partner may indicate its desire to terminate this agreement by providing written notice to the chief governing officer of the other Partners at least two (2) years in advance of such termination. Within thirty (30) days upon receipt of such written notice to terminate, the receiving jurisdiction may request the initiation of mediation or other non -binding alternative dispute resolution (ADR) proceedings. Such a request for ADR proceeding shall operate as a stay of any termination until the completion of any such proceedings pursued in good faith. In the event of termination, each Partner desiring to terminate will be reimbursed by County for the value of the improvements and equipment for which such Partner has been invoiced and has paid as part of construction of the offices and training center complex but reduced in value on a straight line depreciation calculation but not to exceed a twenty-five (25) year calculation period. Ownership of any Partner's personal property which has not been formally transferred to the Committee shall be retained by the Partner and may be removed from the Center site at termination. The County shall retain ownership of the site and shall have and receive ownership of all fixtures, personal property and equipment and other assets of the Committee. Each Partner shall execute any quit claim deed, bills of sale or conveyances reasonably requested by the County to evidence the County's ownership of all assets formerly owned or controlled by the Committee. 15. The remaining Partners shall pay the exiting jurisdiction any amount established in accordance with paragraph 14 above within ninety (90) days from the termination date of this agreement. Memorandum of Agreement Page 8 of 9 W. Robert Herbert, City Manager, Roanoke City Date Elmer Hodge, Roanoke County Administrator Date Randolph M. Smith, City Manager, Salem Date Clay Goodman, Vinton Town Manager Date Memorandiun of Agreement Page 9 of 9 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-2 AUTHORIZING ADOPTION OF EMERGENCY OPERATIONS PLAN FOR ROANOKE COUNTY WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia, is greatly concerned with the health, safety, and well-being of its citizens and desires that the best possible emergency services be available to them; and WHEREAS, the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, Chapter 3.2 of Title 44 of the Code of Virginia, 1950, as amended, requires that each city and county in the Commonwealth maintain an Emergency Operations Plan (EOP) which addresses its planned response to emergency situations; and WHEREAS, such an EOP has been developed by County staff in coordination with the Virginia Department of Emergency Services incorporating input from responsible local agencies; and WHEREAS, this EOP replaces the plan adopted by Roanoke County on June 8, 1993. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia that, on the 17th day of November, 1998, it does hereby officially adopt the revised and current Roanoke County Emergency Operations Plan, to include plans and procedures for both peacetime and war -caused disasters. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: 1 AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Richard E. Burch, Jr., Chief, Fire & Rescue Paul M. Mahoney, County Attorney ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Adoption of Roanoke County Emergency Operations Plan COUNTY ADMINISTRATORS COMMENTS: BACKGROUND: The Virginia Emergency Services and Disaster Law of 1973, as amended, requires that each city and county prepare and keep current an emergency operations plan. This plan should be officially adopted by the local governing body and promulgated by the chief administrative official. This plan is a guide to be used during times of disaster. SUMMARY OF INFORMATION: The Roanoke County Emergency Operations Plan actually consists of several plans. The Basic Plan describes the concept of emergency operations and assigns duties and responsibilities to agency heads or organizations which are either a part of, or will serve in support of, local government in time of emergency. It becomes the organizational and legal basis for emergency operations. The Peacetime Disaster Plan covers all natural disasters and man-made disasters excluding nuclear war. It provides a basis for the development of programs and procedures to save lives and minimize disaster damage during, and to expedite recovery operations after, such a disaster. The Nuclear Civil Protection Plan provides guidance for developing an operational capability during the crisis buildup period prior to an actual or threatened nuclear attack. The development and maintenance of these plans is the basis for the local emergency management program. This plan was developed by the Roanoke County Emergency Services Coordinator with assistance from the Commonwealth of Virginia Department of Emergency Services. Input was provided by all county departments and outside organizations identified in the plan. Board approval of the attached resolution will serve as official adoption of this plan. ALTERNATIVES AND IMPACTS: There will be no additional cost to implement the plan. STAFF RECOMMENDATION: Staff recommends approval of the attached resolution for the adoption of the Emergency Operations Plan with any amendments requested by the Board of Supervisors. SUBMITTED BY: APPROVED: G., „Si Richard E. Burch, Jr. Chief of Fire and Rescue County Administrator Elmer C. Hodge, Jr. Approved () Motion by: No Yes Abs Denied () McNamara Received () Harrison Referred Johnson To Minnix Nickens AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION AUTHORIZING ADOPTION OF EMERGENCY OPERATIONS PLAN FOR ROANOKE COUNTY WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia, is greatly concerned with the health, safety, and well-being of its citizens and desires that the best possible emergency services be available to them; and WHEREAS, the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, Chapter 3.2 of Title 44 of the Code of Virginia, 1950, as amended, requires that each city and county in the Commonwealth maintain an Emergency Operations Plan (EOP) which addresses its planned response to emergency situations; and WHEREAS, such an EOP has been developed by County staff in coordination with the Virginia Department of Emergency Services incorporating input from responsible local agencies; and WHEREAS, this EOP replaces the plan adopted by Roanoke County on September 27, 1988. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Roanoke, Virginia that, on the 17th day of November, 1998, it does hereby officially adopt the revised and current Roanoke County Emergency Operations Plan, to include plans and procedures for both peacetime and war -caused disasters. G:\ATTORNEY\SPB\AGENDA\GENERAL\EOPLAN.RES Roanoke County Emergency Operations Plan • PREFACE Virginia is continually threatened by emergency and disaster situations such as flash flooding, hurricanes, hazardous materials incidents, and resource shortages. The Virginia Emergency Services and Disaster Law of 1973 requires that the state, and each county and city within the state, develop and maintain a current Emergency Operations Plan (EOP) which addresses their planned response to such extraordinary emergency situations. This plan for Roanoke County is designed to meet this responsibility and to include the county in the mutually supportive statewide emergency management system. The Roanoke County Emergency Operations Plan actually consists of two plans. The development and maintenance of these plans is the basis of the local emergency management program. (1) The Basic Plan describes the concept of emergency operations and assigns duties and responsibilities to agency heads or organizations which are either part of, or will serve in support of, local government in time of emergency. It becomes the organizational and legal basis for emergency operations. Functional annexes and hazard -specific appendices to the Basic Plan provide additional guidance and set forth detailed procedures as needed to assure an appropriate level of emergency preparedness. (2) The federal Superfund and Reauthorization Act (SARA Title III) requires the development and maintenance of detailed procedures for identifying facilities with extremely hazardous materials and for assuring an adequate emergency response capability by these facilities and by local emergency services. A separately published SARA Title III Plan, which is a part of the EOP, has been developed and provides additional procedures for a hazardous materials incident response. This plan was developed by the Roanoke County Emergency Services Coordinator with assistance from the Commonwealth of Virginia Department of Emergency Services. Input was requested and received from other local officials. Funding for local emergency operations plans development assistance in Virginia is provided by the Federal Emergency Management Agency, and all plans are developed in accordance with guidance provided by that agency. August 1998 • Roanoke County Emergency Operations Plan Table of Contents BASIC PLAN Page PURPOSE 1 SITUATION AND ASSUMPTIONS 1 ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES 2 CONCEPT OF OPERATIONS 7 EXERCISES AND TRAINING 12 AUTHORITIES AND REFERENCES 13 DEFINITIONS 15 GLOSSARY OF ACRONYMS 18 ATTACHMENTS 1 - Organization Chart 19 2 - Matrix of Responsibilities 20 3 - Succession of Authority 21 4 - Declaration of a Local Emergency, Sample 23 5 - EOP Distribution List 24 FUNCTIONAL ANNEXES A. DIRECTION AND CONTROL A-1 Tab 1 - Telephone Listing A-6 Tab 2 - Situation Report Form A-7 Tab 3 - EOC Layout A-10 Tab 4 - EOC Procedures A-11 Tab 5 - EOC Staffing A-13 Tab 6 - EOC Message Form A-14 Tab 7 - EOC Log Form A-15 Tab 8 - EOC Message Flow A-16 Tab 9 - EOC Sign In/Out Log A-17 Tab 10 - EOC Staff Schedule A-18 Tab 11 - EOC Status Board A-19 Tab 12 - Incident Level Management System A-20 Attachment 1- IMS Chart A-21 Tab 13 - Local Map A-22 B. BUDGET, PROCUREMENT AND FINANCIAL MANAGEMENT B-1 C. LEGAL ASSISTANCE C-1 D. COMMUNICATIONS D-1 Tab 1 - Warning Fan -Out System D-4 Tab 2 - Emergency Notification Procedures D-5 Tab 3 - Amateur Radio Emergency Service D-6 • • • Roanoke County Emergency Operations Plan Table of Contents Page O. RESOURCE SUPPORT 0-1 Tab 1 - Elements of a Resource List 0-5 P. DONATIONS MANAGEMENT P-1 Tab 1 - Volunteer Worker Registration Form P-5 Q. RECOVERY Q-1 Tab 1 - Disaster Application Center Q-4 Attachment 1 - DAC Staff Roles and Responsibilities Q-7 Attachment 2 - DAC recommended layout Q-8 Attachment 3 - DAC Flow Chart Q-9 R. FEDERAL DISASTER ASSISTANCE R-1 Tab 1 - Federal Response Plan -Emergency Support Functions R-6 Tab 2 - Needs Assessment Report R- 10 Tab 3 - Resource Request Form R-17 S. DELIBERTLY OMITTED T. DAMAGE ASSESSMENT T-1 Tab 1 - Damage Assessment Teams T-3 Tab 2 - Initial Damage Assessment Report Form T-5 U. DEBRIS MANAGEMENT U-1 Tab 1 - Debris Classifications U-6 Tab 2 - Debris Collection Sites U-7 V. HAZARD MITIGATION V-1 Tab 1 - Task Assignments V-4 W. SPECIAL FACILITIES W-1 Tab 1 - Listing of Special Facilities W-4 X. DELIBERTLY OMITTED Y. TERRORISM Y-1 Tab 1 - Emergency Response Organization Y- 10 • • • Roanoke County Emergency Operations Plan 1 BASIC PLAN PURPOSE The purpose of this Basic Plan is to establish the legal and organizational basis for operations in Roanoke County in response to any type of disaster or large-scale emergency situation. It assigns broad responsibilities to local government agencies and support organizations for disaster mitigation, preparedness, response, and recovery. These responsibilities are generally extensions of normal, day-to-day functions involving the same personnel and material resources. Supporting plans for peacetime and war -caused disasters set forth the concepts and procedures whereby the county can effectively apply available resources to insure that casualties and property damage will be minimized and that essential services will be restored as soon as possible following such an emergency or disaster situation. SITUATION AND ASSUMPTIONS A. Emergencies of various types, size, intensity, and duration may occur within or near the jurisdictional boundaries of the county with or without warning. These emergencies can develop into disasters which affect the safety, health, and welfare of the population and cause damage or destruction to private and public property. B. Based on a hazards analysis of the area, the primary hazards in Roanoke County are the Roanoke River and its tributaries, hazardous material incidents, severe winter weather, essential resource shortages, and transportation accidents. C. The government of Roanoke County is responsible for maintaining an emergency plan and response capability to protect the lives and property of its citizens from the effects of both man-made and natural disasters. County government must continue to function throughout a disaster or emergency situation. D. The Commonwealth of Virginia Emergency Services and Disaster Law of 1973, as amended, requires that each city and county prepare and keep current an emergency operations plan. This plan should be officially adopted by the local governing body and promulgated by the chief administrative official. E. The Coordinator of Emergency Services will update the Emergency Operations Plan annually. He/She will coordinate with each emergency resource organization and assure the development and maintenance of an appropriate emergency response capability. The plan will be reviewed and updated annually, as necessary. The Coordinator should have the plan readopted every five years. • • • Roanoke County Emergency Operations Plan 3 around existing constitutional government. Following is a list of duties and assigned responsibilities for emergency operations in Roanoke County: 1. Director of Emergency Services Deputy Director of Emergency Services Coordinator of Emergency Services Deputy Coordinator of Emergency Services Director of Community Relations a. Continuity of government b. Direction and control of emergency operations c. Submission of state -required reports and records d. Initial warning and alerting e. Emergency public information f Damage assessment g. Coordination of disaster assistance and recovery 2. Police Department a. Law enforcement b. Communications c. Crowd control d. Initial warning and alerting e. Security of emergency sites, evacuated areas, shelter areas, vital facilities and supplies f Traffic control g. Evacuation and access control of threatened areas h. Assist the Health Department with identification of the dead • • • Roanoke County Emergency Operations Plan 5 d. Provide special assistance for the elderly and handicapped as required. 6. County Health Department a. Coordinate hazardous waste management and enforcement b. Epidemic control measures c. Assist with medical support to persons in shelters d. Issue health advisories e. Emergency mortuary and interment coordination f. Insect and rodent control g. Inspection of food, milk, and water supply. Assure the continued supply of potable water. h. Coordination and control of biologicals and radiologicals i. Identification of the dead, assisted by the local and State Police j. Coordination with area hospitals k. Assure the provision of minimum essential sanitation services 7. County Volunteer Rescue Squads/Career EMS Division a. Rescue operations, to include emergency medical transportation and first aid (Rescue Squad SOP) b. Assist with the evacuation of endangered areas c. Assist with the dissemination of warnings d. Assist with radiological monitoring e. Other functions as set forth in the Virginia Association of Volunteer Rescue Squads Operations Plan f Search and rescue • • • Roanoke County Emergency Operations Plan 7 11. Carilion Roanoke Memorial Hospital Carilion Roanoke Community Hospital Lewis -Gale Medical Center a. Provide emergency medical services b. Assist in expanding medical and mortuary services to other facilities if required 12. County Attorney a. Advise the county concerning legal responsibilities, powers, and liabilities regarding emergency operations and post -disaster assistance. b. Assist County Administrator and the Board of Supervisors with maintaining continuity of government. 13. County Parks and Recreation Department a. Assist with debris removal b. Assist with damage assessment 14. County Real Estate Assessment Department Coordinate damage assessment with all departments following a disaster 15. VPI-SU Extension Service Act as primary assistant to the Coordinator of Emergency Services in the collection, compilation, and forwarding of damage assessment information. CONCEPT OF OPERATIONS A. General 1. The Commonwealth of Virginia Emergency Services and Disaster Law of 1973, as amended, provides that emergency services organizations and operations will be structured around existing constitutional government. The Roanoke County organization for emergency operations consists of existing government departments and private emergency response organizations. • Roanoke County Emergency Operations Plan 9 8. Succession to the Director of Emergency Services will be the Deputy Director, the Coordinator of Emergency Services, and one of the Deputy Coordinator's of Emergency Services, respectively. The Director of Emergency Services or, in his absence, the Coordinator of Emergency Services will notify the Virginia Department of Emergency Services immediately upon the declaration of a local emergency. Daily situation reports are also required. All appropriate locally available forces and resources will be fully committed before requesting assistance from the state. All disaster -related expenditures must be documented in order to be eligible for post -disaster reimbursement should a federal disaster be declared. 10. The heads of operating agencies will maintain plans and procedures in order to be prepared to effectively accomplish their assigned responsibilities. Reference the annexes and appendices to this plan. Additional guidance is contained in the SARA Title III Plan. 11. The Coordinator of Emergency Services, assisted by the Deputy Coordinator, will assure compatibility between the county's Emergency Operations Plan and the plans and procedures of key facilities and private organizations within the county as appropriate. 12. The county must be prepared to bear the initial impact of a disaster on its own. Help may not be immediately available from the state or federal government after a natural or man-made disaster. All appropriate locally available forces and resources will be fully committed before requesting assistance from the state. Requests for assistance will be made through the State EOC to the State Coordinator. 13. The Director of Emergency Services or, in his absence, the Coordinator of Emergency Services, with support from designated local officials, will exercise direction and control from the EOC during disaster operations. The EOC may be partially or fully staffed depending on type and scope of the disaster. The EOC will provide logistical and administrative support to response personnel deployed to the disaster site(s). Available warning time will be used to implement increased readiness measures which will insure maximum protection of the population, property, and supplies from the effects of threatened disasters. 14. The heads of operating agencies will develop and maintain detailed plans and standing operating procedures necessary for their departments to effectively accomplish their assigned tasks. Department and agency heads will identify sources from which emergency supplies, equipment, and transportation may be obtained promptly when required. Accurate records of disaster -related expenditures will be maintained. All disaster -related expenditures will be documented to provide a basis for reimbursement should federal disaster assistance be needed. In time of emergency, the heads of • • Roanoke County Emergency Operations Plan 11 18. Support by military units may be requested through the State EOC. Military forces, when made available, will support and assist local forces and may receive from the local Director of Emergency Services or his designated representative, mission -type requests, to include objectives, priorities, and other information necessary to accomplish missions. 19. Emergency assistance may be made available from neighboring jurisdictions in accordance with mutual aid agreements. Emergency forces may be sent from Roanoke County to assist adjoining jurisdictions. Such assistance will be in accordance with existing mutual aid agreements or, in the absence of official agreements, directed by the Director of Emergency Services or, in his absence, the Coordinator of Emergency Services when he/she determines that such assistance is necessary and feasible. 20. The Roanoke County Director of Emergency Services, the Coordinator of Emergency Services, and the Department of Social Services will assist disaster victims in obtaining post -disaster assistance, such as temporary housing and low -interest loans. 21. This plan is effective as a basis for training and pre -disaster preparedness upon receipt. It is effective for execution when: a. Any disaster threatens or occurs in the county and a local disaster is declared under the provisions of Section 44-146.21, the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, as amended. b. A state of emergency is declared by the Governor. 22. The Director of Emergency Services, assisted by the Coordinator and Deputy Coordinator's of Emergency Services, has overall responsibility for maintaining and updating this plan. It should be updated, improved based on lessons learned, and republished following an actual or threatened emergency situation. In the absence of such a situation, it should be updated annually, preferably after a training exercise or drill, as needed. The Coordinator will have the EOP readopted every five years. Guidance and assistance are provided by the Virginia Department of Emergency Services. A plan distribution list must be maintained. See Attachment 1. Responsible individuals and officials should recommend to the Director of Emergency Services or the Coordinator of Emergency Services appropriate improvements and changes as needed based on experiences in emergencies, deficiencies identified through drills and exercises, and changes in government structure. • • Roanoke County Emergency Operations Plan 13 responsibilities in a disaster situation, as well as how their role and responsibilities interface with the other response components of the Roanoke County Emergency Operations Plan. All personnel will be provided with the necessary training to execute those responsibilities in an effective and responsible manner. B. The Emergency Services Coordinator is responsible for the development, administration, and maintenance of a comprehensive training and exercise program tailored to the needs of Roanoke County. This program will be comprised of a general core, functionally specific, as well as on -going refresher training programs designed to attain and sustain an acceptable level of emergency preparedness for Roanoke County. C. Training will be based on federal and state guidance. Instructors will be selected from Roanoke County government officials and staff, federal and state governments, private industry, the military, as well as quasi -public and volunteer groups trained in emergency services and response. All training and exercises conducted in Roanoke County will be documented. Training needs will be identified and records maintained for all personnel assigned emergency response duties in a disaster. D. The Coordinator of Emergency Services will develop, plan, and conduct functional and/or full-scale exercises annually. These exercises will be designed to not only test the Roanoke County Emergency Operations Plan and subplans, but to train all appropriate officials, emergency response personnel, county employees, and improve the overall emergency response organization and capability of Roanoke County. Quasi -public and volunteer groups and/or agencies will be encouraged to participate. Deficiencies identified by the exercise will be addressed immediately. AUTHORITIES The organizational and operational concepts set forth in the plan are promulgated under the following authorities: A. Federal The Federal Civil Defense Act of 1950, Public Law 81-920, as amended. 2. The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended. 3. Emergency Management and Assistance, Code of Federal Regulations, Title 44. B. State • • • Roanoke County Emergency Operations Plan 15 Emergency Alert System (EAS) - A network of broadcast stations interconnecting facilities authorized by the Federal Communications Commission (FCC) to operate in a controlled manner, according to the State EAS Plan, to inform the public of needed protective actions in the event of an emergency or disaster situation. Emergency or Disaster - An event that demands a crisis response beyond the scope of any single line agency or service (beyond the scope of just the police department, fire department, etc.) and that presents a threat to a community or larger area. An emergency is an event that can be controlled within the scope of local capabilities; a major emergency or disaster require resources beyond what is available locally. Emergency Operations Center (EOC) - The facility from which government directs and controls its emergency operations; where information about the status of the emergency situation is officially collected, assimilated, and reported on; where coordination among response agencies takes place; and from which outside assistance is officially requested. Emergency Operations Plan (EOP) - A document which provides for a preplanned and coordinated response in the event of an emergency or disaster situation. Emergency Services - The preparation for and the carrying out of functions, other than functions for which military forces are primarily responsible, to prevent, minimize, and repair injury and damage resulting from natural or man-made disasters. These functions include firefighting, law enforcement and security, medical and health, search and rescue, public works and engineering, communications, and the care of displaced persons. Emergency Support Function (ESF) - A function as explained in the Federal Response Plan which tasks federal agencies to provide and/or coordinate certain resources in response to emergencies or disasters. Exercise - An activity designed to promote emergency preparedness; test or evaluate emergency operations plans, procedures, or facilities; train personnel in emergency response duties, and demonstrate operational capability. There are three specific types of exercises: tabletop, functional, and full scale. Federal Disaster Assistance - Aid to disaster victims or state and local governments by federal agencies under provisions of the Robert T. Stafford Relief and Emergency Assistance Act of 1988 (PL 93-288). Hazardous Materials (HazMat) - A substance or material in a quantity or form that may pose an unreasonable risk to health and safety or property when released to the environment. Incident Management System (IMS) - An open-ended organizational structure designed to effectively direct and control an in -the -field emergency response. • • • Roanoke County Emergency Operations Plan 17 Severe Weather Watch - An advisory broadcast message which indicates the probability of a particular severe weather storm is high and is an alert to the public of such severe weather conditions. Stafford Act - The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended by Public Law 100-707. In this plan it is referred to as "The Stafford Act." A federal statute which provides for the prompt delivery of federal assistance to affected local governments and individuals following a major disaster, especially when state and local relief resources are overwhelmed. Standing Operating Procedures (SOPs) - Preplanned instructions, usually in checklist format, which are used to facilitate the completion of assigned taskes in time of emergency. SOPs supplement EOPs and are usually published separately. They include items such as call-up lists, manning documents, and resource lists. State of Emergency - The condition declared by the Governor when, in his judgment, the threat or actual occurrence of a disaster in any part of the state is of sufficient severity and magnitude to warrant disaster assistance by the state to supplement the effort and available resources of any locality or relief organization in preventing or alleviating the damage, loss, hardship, or suffering threatened or caused thereby and is so declared by him when it is evident that state resources are needed to cope with such disasters. Voluntary Organizations Active in Disasters (VOAD) - Coalition of nongovernmental agencies that actively participate in disaster response and recovery. Warning - The alerting of public officials, emergency support services, and the general public to a threatened emergency or disaster situation. • Roanoke County Emergency Operations Plan 19 Attachment 1 EMERGENCY SERVICES ORGANIZATION CHART Community Relations Director (PIO) Hazard Education Protective Actions Reentry Procedures Press Releases Legal Interpretation of Law Emergency Authorities Preparation of Opinions Preparation of New Ordinances And Regulations Contracts Board of Supervisors County Administrator Director of E.S. Deputy Director Chief of Fire & Rescue Policy Development Decision Making/Management Interdepartmental Coordination Finance Public Finance Budgeting Contract Claims Processing Taxation Insurance Settlements Accounting Record Keeping for Expenses Incurred Coordinator of E. S. Emergency Planning Hazard Mitigation Emergency Response Emergency Relief Disaster Assistance Assists in all functions assigned Acts in absence of Director Deputy Coordinators Assist Coordinator in all functions Acts in Coordinator's absence Procurement Expedite the procurement process Utilize existing contracts for services Develop additional contracts as necessary Utility Department Develop, Maintain and Protect Water and Sewer Systems Fire and Rescue Fire/Haz-Mat Search and Rescue Communications Community Development Building Regulations Inspection/Demolition Code Enforcement Construction Permits Plan Review Land Use Zoning Variances Environmental Review Redevelopment Debris Removal Police/Sheriff Law Enforcement Traffic Control Security Communications Schools Mass Care Transportation Health Food/Water Inspections Provide Medical Care Human Services Social Services Mass Care Emergency Relief Quasi -Public & Volunteer Relief Organizations Real Estate Assess Responsible for Damage Assessment General Services/Parks Communications Space Supplies/Equipment Vehicles Personnel Restoration of Services Debris Removal Resource Support • • • Roanoke County Emergency Operations Plan 21 Attachment 3 SUCCESSION OF AUTHORITY Continuity of emergency operations is critical to the successful execution of emergency operations. Therefore, the following lines of succession are specified in anticipation of any contingency which might result in the unavailability of the ranking member of the administrative hierarchy. The decision -making authority for each organization or service function is listed below by position in decreasing order. Organization/Service Function Direction and Control Emergency Public Information Police Department Sheriffs Office Fire Departments School System Authority in Line of Succession 1. Director of Emergency Services 2. Deputy Director of Emergency Services 3. Coordinator/Deputy Coordinator of Emergency Services 1. Director of Emergency Services 2. Deputy Director of Emergency Services 3. Coordinator/Deputy Coordinator of Emergency Services 4. Community Relations Director 1. Chief of Police 2. Assistant Chief - Operations 3. Assistant Chief — Support Services 1. Sheriff 2. Major 3. Service Division Captain 4. Service Division Sergeant 1. Fire and Rescue Chief 2. Deputy Chief - Operations 3. Sr. Battalion Chief — Support Services 1. Superintendent 2. Director of Facilities and Operations 3. Support Services Specialists 4. Supervisor of Maintenance 5. Director of Administration • • • Roanoke County Emergency Operations Plan 23 Attachment 4 RESOLUTION FOR THE DECLARATION OF A LOCAL EMERGENCY AT A SPECIAL MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT , ON , , 199 RESOLUTION ROANOKE COUNTY, VIRGINIA follows: DECLARING A LOCAL EMERGENCY TO EXIST IN WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia, does hereby find as 1. That due to the occurrence of , the County of Roanoke is facing a condition of extreme peril to the lives, safety and property of the residents of Roanoke County; 2. That as a result of this extreme peril, the proclamation of the existence of an emergency is necessary to permit the full powers of government to deal effectively with this condition of peril. NOW, THEREFORE, BE IT HEREBY PROCLAIMED by the Board of Supervisors of the County of Roanoke, Virginia, that a local emergency now exists throughout the County of Roanoke; and IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of this emergency the powers, functions, and duties of the Director of Emergency Services and the Emergency Services organization and functions of the County of Roanoke shall be those prescribed by the laws of the Commonwealth of Virginia and the ordinances, resolutions, and approved plans of the County of Roanoke in order to mitigate the effects of said emergency. In order to carry out the effect of this resolution, a sum of money, not to exceed $ , is hereby appropriated from the county's unappropriated fund balance (from the Board's Special Account fund) to cover the reasonable operational costs of emergency services pending further report to this Board and such additional appropriations as shall be deemed necessary to cover the expected scope of this emergency. Dated: Board of Supervisors, County of Roanoke, VA Attest: Clerk. Board of Supervisors County of Roanoke. Commonwealth of Virginia • • • Roanoke County Emergency Operations Plan A-1 FUNCTIONAL ANNEX A: DIRECTION AND CONTROL MISSION When there is no emergency, the mission is to assign emergency duties and responsibilities, direct planning, conduct training, and generally to maintain an effective emergency response capability. In time of emergency, the mission is to direct and control emergency operations, assure the implementation of actions as called for in this plan, disseminate emergency information to the public, and coordinate with the State Emergency Operations Center should outside assistance be required. ORGANIZATION Emergency operations will be directed and controlled from the Roanoke County Emergency Operations Center located in the Public Safety Center, 3568 Peters Creek Road, Roanoke, Virginia. The alternate EOC is located at the County Administration Center, 5204 Bernard Drive, Roanoke, Virginia. The EOC staff will consist of the Director, Deputy Director, Coordinator, and Deputy Coordinator of Emergency Services, and key department heads or their designated representatives. Support personnel to assist with communications, designated logistics, and administration will also be designated. The Director of Emergency Services will be available for decision making as required. CONCEPT OF OPERATIONS The Coordinator of Emergency Services will assure the development and maintenance of SOPs on the part of each major emergency support service. Generally, each service should maintain current notification rosters, designate and staff an official emergency control center, designate an EOC representative, establish procedures for reporting appropriate emergency information, develop mutual aid agreements with like services in adjacent localities, and provide ongoing training to maintain emergency response capabilities. More specific SOP requirements are listed in each respective functional annex. When an emergency threatens, available time will be used to implement increased readiness measures as listed in each annex to this plan. The Coordinator of Emergency Services will assure that all actions are completed as scheduled. • • Roanoke County Emergency Operations Plan A-3 EMERGENCY MANAGEMENT ACTIONS - DIRECTION AND CONTROL 1. Normal Operations a. Complete a hazards analysis to determine which potential disasters are most likely to occur and which mitigation and preparedness actions are most needed. b. Develop and maintain an operational capability for emergency operations and reflect same in the local Emergency Operations Plan. (1) Make individual assignments of duties and responsibilities to staff the EOC and implement emergency operations. Maintain a notification roster of these key personnel and their alternates. (2) Assure that adequate facilities and resources are identified to conduct emergency operations at the EOC and the designated shelter center(s). (3) Develop mutual support agreements with adjacent jurisdictions and with relief organizations, such as the American Red Cross and The Salvation Army. (4) Develop plans and procedures for providing timely information and guidance to the public in time of emergency. Execute official working agreements with local EAS radio stations. (5) Identify and maintain a list of essential services and facilities which must continue to operate and may need to be protected during an emergency. (6) Test and exercise plans and procedures with periodic exercises and drills. Revise plans and provide training as indicated by test or exercise results. c. Assure compatibility between this plan and the emergency plans and procedures of key facilities and organizations within the county. d. Develop accounting and record keeping procedures for expenses incurred during an emergency. Become familiar with federal disaster assistance procedures, the Disaster Preparedness and Assistance Handbook, and the Commonwealth of Virginia Emergency Services and Disaster Law of 1973. e. Define and encourage hazard mitigation activities which will reduce the probability of the occurrence of a disaster and/or reduce its effects. 2. Increased Readiness A natural or man-made disaster is threatening the local area. • • • Roanoke County Emergency Operations Plan A-5 (3) Declare a local emergency if the situation warrants. (4) Provide periodic situation reports and requests for assistance to the State EOC as the situation requires. (5) Ensure that an accurate record of expenses is maintained. (6) Make an Initial Damage Assessment and forward to the State EOC. 4. Recovery This phase requires that priority attention be given to the restoration of essential facilities and an assessment of damage effects. a. Restore essential facilities and services. b. Provide temporary housing and food as required. c. Continue to maintain a record of disaster -related expenditures. d. Coordinate with the State EOC. Provide supplementary damage assessment information as required. Request post -disaster assistance if appropriate. e. Provide information to the public. • Roanoke County Emergency Operations Plan Tab 2 to Functional Annex A A-7 LOCAL SITUATION REPORT (Inital report to be prepared as soon as possible after the 1 emergency with updates daily and when situation changes in any category. FAX to (804) 674-2419) (Line #) (01) Jurisdiction: (02) Date/Time Report Prepared: n n n Inital Report Update No Change Final (03) Preparer: Ca11 Back #: FAX #: (04) Emergency Type: (Flood, Hazmat, Tornado, Hurricane, etc.) (05) Boundaries of Affected Area: (use roads, streams, major landmarks, jurisdictional boundaries etc.) (06) Local Emergency Declared: Date/Time: (07) Local EOC Activated: n (08) Number of people in affected area: Number Evacuated: (09) Evacuation Directive/Advisory given: Date/Time issued (10) Shelters Open: n How Many? # of Persons in Shelters: Status of Essential Facilities: (11) Police: (12) Fire: (13) Emergency Medical Services: (14) Emergency Operations Center (15) Emergency Communications/Dispatch (16) Medical Facilities (17) Shelters (18) Schools Operational % Inoperable n • • • Roanoke County Emergency Operations Plan A-9 Jurisdiction: Date: Time: (36) Special Considerations/Problems: (37) Priorities for Response and ongoing activities FAX Report to (804) 674-2419 • Roanoke County Emergency Operations Plan A-11 Tab 4 to Functional Annex A EOC PROCEDURES The Roanoke County primary EOC is located in the Public Safety Center, 3568 Peters Creek Road, Roanoke, Virginia. Adequate space is available for all key service chiefs and the EOC support staff. The alternate EOC is located at the County Administration Center, 5204 Bernard Drive, SW, Roanoke, Virginia. The Communications Center is a 24-hour operation which handles incoming calls for emergency services to include law enforcement, fire, and rescue. All message traffic is tape recorded and logged. Dispatchers notify the Coordinator of Emergency Services and other officials in the event of flooding, a hazardous materials incident, or other threatening emergency situation. The primary EOC should be operational within two hours of official notification or alert (normally received by Central Dispatch). Skeletal staffing is listed at Tab 5. The Coordinator of Emergency Services or his designee will ensure the operational capability of the EOC by providing adequate working space and materials for each member of the EOC staff. Wall maps and a status board with damage assessment information will also be provided. The Message Clerk will begin an official log and begin to process and monitor all emergency message traffic. A photocopier is available in the EOC. Also, when the EOC becomes operational, a Dispatcher will be assigned to assure adequate communications. Arrangements must be made to install adequate phone service, either for a skeletal or for a full -staffing operation, depending on the situation. The phone system must be geared up to handle a large number of incoming calls. There are ten working phone numbers within the EOC. Each department head needs a separate phone, preferably within the EOC. Back-up radio communications should be established from the local EOC to the State EOC, to in -the -field emergency services, and to adjacent jurisdictions. A licensed RACES operator will be designated to man the radio in the local EOC. An operations log should be maintained. Suggested procedures for handling messages are outlined at Tab 8. Periodic briefings should be provided to the EOC staff. A status board with damage assessment information should be displayed. The Coordinator of Emergency Services, assisted by the Director of Emergency Services, will direct and control all emergency operations. The succession of authority for all key positions is listed in Attachment 3 of the Basic Plan. Back-up personnel should be dispatched to the alternate EOC as appropriate. An EOC reports section should be established to monitor the emergency situation, provide special reports and briefings as required, and to process and officially record damage assessment information. • • • Roanoke County Emergency Operations Plan A-13 Tab 5 to Functional Annex A PRIMARY EOC STAFFING Skeletal Staffing Coordinator of Emergency Services Deputy Coordinator of Emergency Services Police Chief or Designated Person Message Clerk Phone Operator Full Staffing Coordinator of Emergency Services Deputy Coordinator of Emergency Services Director of Emergency Services Police Department Fire and Rescue Chief or Designated Person Superintendent of Schools or Designated Person Health Department Representative Social Services Representative Red Cross Message Clerks (2) Community Relations Director Utility Director or Designated Person Director of General Services or Designated Person County Attorney Representative Messengers (2) Status Board/Map Assistants (2) Plotter Security Phone Operators (2) Public Information/Rumor Control Community Relations Director Phone Operators Message Clerk Messenger Security ALTERNATE EOC STAFFING (To be completed during Increased Readiness.) • • • Roanoke County Emergency Operations Plan A-15 Tab 7 to Functional Annex A EOC MESSAGE LOG EOC: DATE: Message No. Time In Out IncidenUMessage To From • • • Roanoke County Emergency Operations Plan A-17 Tab 9 to Functional Annex A EOC SECURITY SIGN-IN/OUT LOG EOC: Visitors and Staff Please Sign In and Out DATE TIME IN NAME SECTION/AGENCY TIME OUT • • • Roanoke County Emergency Operations Plan Tab 11 to Functional Annex A A-19 EOC STATUS BOARD Effective Date/Time: Date/Time Areas Affected Event Status • • • Roanoke County Emergency Operations Plan A-21 Attachment 1 to Tab 12 INCIDENT COMMAND SYSTEM EXPANDED ORGANIZATION INCIDENT MANAGEMENT - MAJOR INCIDENT INCIDENT COMMANDER NFORMATION SAFETY LIAISON OPERATIONS SECTION PLANNING SECTION STAGING AREA BRANCHES UPTO 5 DIVISION/GROUPS OR SECTORS UPTO2S 1 AIR OPERATIONS BRANCH TASK FORCES STRIKE TEAMS SNGLE RESOURCES AIR SUPPORT GROUP/SECTOR 1 1 HELIBASES HELIPORTS FLXED WING BASES (CO OR.) { AIR ATTACK GROUP/SECTOR HELICOPTER COORDNATION AIR TANKER COORDNATION LOGISTICS SECTION RESOURCES UNIT SITUATION UNIT DOCUMENTATION UNIT DEMOBILIZATION UNIT TECHNICAL SPECIALISTS FINANCE/ ADMNISTRATION SECTION TIME UNIT PROCUREMENT UNIT COMPENSATION/ CLAIMS UNIT COST UNIT SUPPORT BRANCH SUPPLY UNIT FACILITIES UNIT GROUND SUPPORT UNIT SERVICE BRANCH - COMMUNICATIONS UNIT MEDICAL UNIT FOOD UNIT REHAB UNIT • Roanoke County Emergency Operations Plan B-1 FUNCTIONAL ANNEX - B: BUDGET, FINANCIAL MANAGEMENT AND PROCUREMENT MISSION To ensure that the necessary management controls, budget authorities, and accounting procedures are in place to provide the necessary funding in a timely manner to conduct emergency operations, document expenditures, and maximize state and federal assistance following the disaster. ORGANIZATION The Board of Supervisors may include, within the body of the Declaration of Local Emergency, authority to expend specific funds in support of disaster operations. The Director of Finance, Director of Procurement and Coordinator of Emergency Services are responsible for developing and implementing the necessary management policies and procedures that will facilitate and ensure an accurate accounting of disaster expenditures during all phases of disaster operations. These procedures will be designed to support and expedite emergency response operations, as well as maximize state and federal assistance. The Director of Finance, Director of Procurement and Coordinator of Emergency Services will coordinate with all departments, government entities, and representatives from the private sector who support disaster operations. This may involve working with other local jurisdictions who provide mutual aid, state and federal governments, private contractors, local retailers, volunteer organizations, etc. CONCEPT OF OPERATIONS In an emergency situation, as defined by the Emergency Operations Plan, the Director of Procurement will be responsible for expediting the process of procuring the necessary goods and services to support emergency operations and participate in the development and review of vendor contracts. The Director of Finance will designate disaster account numbers(s) that disaster expenditures will be charged to, coordinate with department heads and the Real Estate Assessor during the damage assessment and recovery phases of disaster operation, assist in the development of applications for state and federal assistance; develop, document, and provide financial data to the proper authorities, as necessary. The Emergency Services Coordinator, Director of Finance and Director of Procurement will meet with department directors to inform them of emergency authorities that will be delegated to them in order to make the necessary expenditures • • • Roanoke County Emergency Operations Plan B-3 EMERGENCY MANAGEMENT ACTIONS — BUDGET, FINANCIAL MANAGEMENT AND PROCUREMENT 1. Normal Operations a. Develop, maintain, disseminate budget and management procedures to ensure the prompt and efficient disbursement and accounting of funds to conduct emergency operations, as well as support and maximize claims of financial assistance from state and federal governments, and facilitate audits following the disaster. b. Provide training to familiarize staff with internal procedures, as well as federal and state disaster assistance requirements and forms. c. Develop the necessary logistical support to carry out emergency tasking. d. Instruct all departments to maintain an inventory of supplies on hand. e. Develop the necessary mutual aid agreements, Roanoke County contracts, and listing of potential resource providers to expedite the procurement of anticipated resource needs for disaster operations f. Develop and maintain the necessary measures to protect vital records and critical systems to ensure their continued operation during a disaster, as well as to facilitate their restoration if impacted by the disaster. 2. Increased Readiness A natural or man-made disaster is threatening the local area. a. Review emergency budget and management procedures and update if necessary. b. Review federal disaster assistance procedures, the Disaster Preparedness and Assistance Handbook, and the Commonwealth of Virginia Emergency Services and Disaster Law of 1973, as amended. c. Review resource inventories and prepare to make emergency purchases of goods and services. Major claimants will be General Services, schools and Social Services. d. Review procedures to be followed in documenting and reporting disaster - related expenditures with all departments. Roanoke County Emergency Operations Plan B-5 • f. Identify and correct any shortfalls in emergency budget, accounting, and procurement procedures, as well as measures implemented to protect critical systems. • • Roanoke County Emergency Operations Plan C-1 • FUNCTIONAL ANNEX C: LEGAL ASSISTANCE MISSION To provide proper and timely legal guidance to government officials in an emergency/disaster situation regarding : ORGANIZATION The County Attorney's Office will assist county government officials and departments in ensuring that actions taken during an emergency/disaster situation will comply with the appropriate federal, state, and local laws, regulations, and policies. CONCEPT OF OPERATIONS In the event of an emergency, the Director and the Coordinator of Emergency Services will be taking, as well as authorizing, a variety of actions under their emergency authority to respond to and recover from the emergency/disaster. Laws, regulations, and policies that government follows and complies with every day may have to be temporarily suspended in order to effectively address the situation at hand. Governments exposure to potential liability issues is greatly enhanced in this situation. In order to avoid or mitigate against potential liability issues, government officials must be clear on the parameters of the emergency authorities provided to them under the law. During an emergency or disaster situation, the County Attorney or his designee will be stationed in the EOC to provide the necessary legal assistance to county officials and staff in identifying, defining, as well as resolving any legal issue that may surface during any phase of emergency operations. All government staff will consult with the County Attorney or his designee regarding any legal issue that may arise in the course of executing their responsibilities under the plan. Legal assistance may include but not limited to, such actions as defining emergency authorities; identifying and resolving potential liability issues; interpreting laws, regulations, and policies; preparing new ordinances and regulations; and developing and reviewing contracts. • Roanoke County Emergency Operations Plan D-1 • FUNCTIONAL ANNEX D: COMMUNICATIONS MISSION To provide communications for the direction and control of emergency operations throughout the county. ORGANIZATION Warning and emergency communications will be provided from the County Communications Center located in the Public Safety Building, 3568 Peters Creek Road, Roanoke, Virginia. This facility is operated 24 hours a day, 7 days a week. Public services dispatchers will be augmented by communications office staff, State Police, Radio Amateur Civil Emergency Services (RACES), Civil Air Patrol (CAP), and the Bell Atlantic Telephone Company. CONCEPT OF OPERATIONS The County Communications Center is the point of contact for receipt of all warnings and notification of actual or impending emergencies or disaster. The communications officers on duty will notify other key personnel, chiefs, and department heads as required by the type of report and standard operating procedures (SOP). The telephone company will ensure that communications essential to emergency services are maintained. During a major disaster, additional telephone lines will be installed in the Emergency Operations Center (EOC) to coordinate emergency operations. At least one phone with a special publicized number will be located in a room adjacent to the EOC and reserved for "rumor control" to handle citizen inquiries. The Coordinator of Emergency Services will coordinate with the telephone company to provide these services. Amateur radio operators will provide emergency backup radio communications between the EOC and the State EOC, should normal communications be disrupted (see Tab 3). They will also provide communications with some in -the -field operators. • • • Roanoke County Emergency Operations Plan D-3 (3) Alert special facilities, if appropriate, that would require assistance to evacuate from threatened areas. (4) Ensure that amateur radio operators are on standby to provide emergency backup radio communications in the event normal communications are disrupted. b. Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1) Maintain essential communications. (2) Activate rumor control communications equipment and personnel to handle citizen inquiries. (3) Coordinate, as necessary, with amateur radio operators to enhance the existing communications network and possibly to facilitate communications with selected in -the -field operators. 4. Recovery a. Continue to maintain essential emergency communications through the established emergency communications network or through the use of amateur radio operators, if necessary, until the emergency has subsided. b. Continue to provide rumor control communications equipment and personnel until the fears and concerns of the public have been alleviated. Roanoke County Emergency Operations Plan D-5 • Tab 2 to Functional Annex D EMERGENCY NOTIFICATION PROCEDURES Until the EOC is activated, the Communications Center of the Roanoke County Police Department will notify the following officials upon receipt of a severe weather flash flood or tornado watch or warning, or when directed by an on -scene incident commander: Home Phone Work Phone Director of Emergency Services 890-8183 772-2001 Deputy Director of Emergency Services 977-4443 561-8070 Coordinator of Emergency Services 561-8036 561-8045 Deputy Coordinator of Emergency Services 561-8036 776-7173 Police Chief 561-8036 561-8069 Sheriff 389-1884 387-6139 Community Relations Director (PIO) 389-2705 772-2010 Once operational, the EOC will receive messages directly from the State EOC. It is then the responsibility of the Communications Center of the Roanoke County Police Department to monitor message traffic and ensure that messages reach the Director of Emergency Services or his designee. • • • • Roanoke County Emergency Operations Plan E- 1 FUNCTIONAL ANNEX E: EMERGENCY PUBLIC INFORMATION MISSION To keep the public informed concerning the threatened or actual emergency situation and to provide protective action guidance as appropriate to save lives and protect property. ORGANIZATION The Community Relations Director (PIO) will disseminate emergency public information as requested by the Director of Emergency Services, the Deputy Director, the Coordinator of Emergency Services, or the Deputy Coordinator of Emergency Services. The PIO will work jointly with, and have official access to, local radio and television stations and newspapers. The PIO role may shift to the County Administrator, the Chairman of the Board of Supervisors, the Fire Chief, or other department heads, depending on the type of incident and the circumstances involved. The following officials and organizations are responsible: Community Relations Director (Public Information Officer) Director of Emergency Services Deputy Director of Emergency Services Coordinator of Emergency Services Deputy Coordinator of Emergency Services Print and broadcast news media serving the area CONCEPT OF OPERATIONS The Community Relations Director is to be notified of all emergency situations that require notification of the County Administrator. When an emergency is officially declared, the Community Relations Director will serve as the primary source of contact for release of information to the news media. Any media contacting the dispatch center shall be referred to the PIO. This will allow emergency personnel to use their resources for responding to the event and give the media one source to contact for details. This does not preclude emergency personnel from responding to media inquiries on the scene, although caution should be used in releasing details of injuries or death before families can be notified. The Community Services Director will report to the emergency operations center or to the Administration Center, whichever is appropriate at the time of the emergency. The PIO will • • • Roanoke County Emergency Operations Plan E-3 EMERGENCY MANAGEMENT ACTIONS - EMERGENCY PUBLIC INFORMATION 1. Normal Operations a. Establish a working arrangement between the Community Relations Director (PIO), the local EOC, and local radio and television stations and newspapers. b. Encourage local newspapers to periodically publish general information about those specific hazards which are most likely to occur, such as flooding and industrial accidents. Emphasize citizen response and protective action. c. Prepare and provide general information as appropriate to special groups such as the visually impaired, the elderly, etc. 2. Increased Readiness A natural or man-made disaster is threatening the local area. a. Monitor national and state level news coverage of the situation (if applicable). b. Prepare locally unique, supplementary public information news releases and keep them updated to reflect the current emergency situation. c. Evaluate the situation. Consider putting out news releases when there is a public "need to know." The content should be coordinated with adjacent jurisdictions and the State EOC. 3. Emergency Operations a. Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1) After coordination with the State EOC, time permitting, the PIO will begin to disseminate emergency public information via news releases to the local news media. (2) If necessary, designate a phone number and personnel to handle citizen inquiries. (3) Assure the availability of back-up generators at local EAS radio stations. (4) Maintain a record of all public information related expenses throughout the emergency. • • • Roanoke County Emergency Operations Plan E-5 Tab 1 to Functional Annex E USE OF CABLE TELEVISION DURING EMERGENCY SITUATIONS During emergencies, it is especially important that the public be kept informed of available resources, dangerous conditions, and the response that emergency personnel are making to the situation. In addition to using other media outlets, cable television should be used to disseminate this type of information as follows: 1. Emergency Override - The emergency override on Cox Cable and Adelphia systems allows the Emergency Services Coordinator and the Community Relations Director to inform the public of immediate crisis situations. The override operates over all channels and anyone watching Cox Cable or Adelphia will see the message. It is to be used only where instant notification is essential and according to the protocols established by the local governments. 2. Government Access Bulletin Board - The government access bulletin board is available to transmit written messages through the Cox Cable system. Through use of a character generator, messages can be typed onto the screen and broadcast through the cable company's facility. 3. Government Access Video Equipment - The equipment maintained at the Government Access Studio will be available for mobile use when necessary, either to tape information for later broadcast or for live broadcast from one of the insertion points located throughout the Roanoke Valley. The insertion points in Roanoke County are: Roanoke County Administration Center Public Safety Center Cave Spring Fire Station Main Library -Route 419 Hidden Valley Junior High William Byrd Middle School Hollins University Brambleton Center Cave Spring Junior High School Vinton War Memorial Cox Communications Vinton Police Department School Board Administration Center 4. Government Access Studio - The studio will be available for broadcasting live programming or for taping for later broadcast of messages and information to the public. All of the above resources are to be used only in conjunction with the studio manager and/or the Community Relations Director (PIO). • • • Roanoke County Emergency Operations Plan E-7 Tab 3 to Functional Annex E COMMUNITY RELATIONS DIRECTOR (PIO) PREARRANGED MESSAGES RELEASE OR SPILL (NO EXPLOSION OR FIRE) 1. Local - Public Information Notification of an Incident (Fire and/or Explosion Imminent) At (a.m./p.m.) today, an incident/accident occurred on (hwy/street). Certain dangerous materials have been spilled/leaked/released from a tank car/truck. Due to the toxicity of material released to the atmosphere, all traffic on (hwy/street) is being rerouted via (hwy/intersection) until further notice. Due to the possibility of an explosion and major fire, all residents living within feet of the site are urged to leave immediately and report to (school, church, etc.). Follow directions given by emergency workers, State Police, or Police Department. You will be notified when it is safe to return to your homes. Stay tuned to this station for additional information/instructions. • • • Roanoke County Emergency Operations Plan E-9 Tab 5 to Functional Annex E ROANOKE COUNTY HEALTH ADVISORY FOR SHELTER CENTERS DATE: TO: FROM: County of Roanoke Health Department SUBJECT: Health Risks Resulting from (event, site, & date) The at in the County (event) of Roanoke on released chemical particles into the environment in (date) concentrations sufficient to cause health problems in some persons. Individuals suffering from chronic respiratory conditions, the elderly, infants and young children, and other individuals highly sensitive to air pollutants are at increased risk. Although residents were evacuated, it is possible that some evacuees may experience symptoms which are characteristic of over exposure to these chemicals. Shelter residents should be monitored for symptoms which are characteristic of exposure to the chemicals which necessitated the evacuation. These symptoms are (enter symptoms from MSDS or other sources) In addition to specific information on patient's medical condition and treatment, record specific information related to the incident such as patient's location when exposed to contaminants, estimated distance of that location from , and (site of incident) estimated time of onset of symptoms. Report incidents to the Department of Health. For additional information, contact the County of Roanoke Health Department at (phone number) • • • Roanoke County Emergency Operations Plan E-11 DATE: Tab 7 to Functional Annex E ROANOKE COUNTY HEALTH ADVISORY FOR PHYSICIANS TO: All Primary Care Physicians in (area, city, county) FROM: County of Roanoke Health Department SUBJECT: Health Risks Resulting from (event, site & date) The at in the County of (event) (site) Roanoke released chemical particles into the environment in concentrations sufficient to cause health problems in some persons. Individuals suffering from chronic respiratory conditions, the elderly, infants and young children, and other individuals highly sensitive to air pollutants are at increased risk. Although precautions were taken, it is possible that some residents in the area may experience symptoms which are characteristic of over exposure to these chemicals. Exposure to should be considered (list name(s) of chemicals involved) with patients experiencing In addition to specific information on patient's medical condition and treatment, record specific information related to the incident such as patient's location when exposed to contaminants, estimated distance of that location from , and (site of incident) estimated time of onset of symptoms. Report incidents to the Health Department. For additional information, contact the County of Roanoke Department of Health at (phone number) • Roanoke County Emergency Operations Plan F-1 FUNCTIONAL ANNEX F: LAW ENFORCEMENT MISSION To maintain law and order, to provide public warning, to provide for the security of critical facilities and supplies, to provide a "safe scene" for the duration of a traffic disruptive incident, to assist in the evacuation of threatened areas, to provide access control to evacuated areas or critical facilities, to assist with search and rescue operations, and to assist with identification of the dead. ORGANIZATION The Roanoke County Police Department has the primary responsibility for law enforcement, security, warning, assisting with evacuation, traffic control, and evaluating the request for search and rescue. Additional resources are available through mutual assistance provided by state code. CONCEPT OF OPERATIONS Existing procedures in the form of department directives provide the basis for a law enforcement response in time of emergency. Such directives are in force for all types of natural disasters or technological hazards which have been recently experienced to include flooding, hazardous materials incidents, transportation accidents, search and rescue operations, traffic control, and assisting in evacuation. The Police Department has the authority and responsibility for evaluating the request for search and rescue operations throughout the county. The Fire and Rescue Department will coordinate all search and rescue missions. The Police Department will verify that there is a need for a search and call for Fire and Rescue to conduct the search. The Roanoke County Police Department Communications Center is the point of contact for the receipt of all warnings and notification of actual or impending emergencies or disasters. See Annex D. In the event of a state or federally declared disaster, the Governor can provide National Guard personnel and equipment to support local law enforcement operations. They generally may be used for only low -risk duties such as security and traffic control. Operational control will be retained by the Police Department when possible, with a liaison officer to each field unit. A hazard or potential hazard situation could justify the need for evacuation for an unspecified period of time, depending on the hazard and its severity. In order to limit access to the hazard area, various personnel and devices will be required, such as the following: • • • Roanoke County Emergency Operations Plan F-3 EMERGENCY MANAGEMENT ACTIONS - LAW ENFORCEMENT 1. Normal Operations Develop and maintain plans to provide tor effective law enforcement, prompt warning and evacuation, traffic and crowd control, search and rescue, and the security of vital facilities and supplies. a. Identify essential facilities and develop procedures to attempt to provide for their security and continued operation in time of emergency. b. Develop procedures for promptly warning the public of an emergency, using any means necessary and available (i.e., telephone, public address systems, knocking on doors). c. Develop procedures for warning and assisting Fire and Rescue in evacuating residents with special needs (elderly, handicapped, etc.) Anticipate and resolve problems associated with these population groups such as evacuating nursing homes and schools. The Sheriffs Office will handle the jail. d. Identify potential evacuation routes in the event of a major emergency situation. e. Develop strategies to effectively address special emergency situations that may require distinct law enforcement procedures, such as civil disorders, hostage or terrorist situations, and bomb threats or detonations. 2. Increased Readiness A natural or man-made disaster is threatening the local area. a. Review and update plans and procedures. (1) Assign emergency duties and provide specialized training as needed. (2) Delineate the specific areas which may need to be evacuated and designate evacuation routes. b. Alert personnel to standby status. c. Begin to keep records of all expenses incurred and continue for the duration of the emergency. Roanoke County Emergency Operations Plan F-5 b. Complete the necessary post -emergency investigations while continuing to maintain law and order within the county. Assist in state and federal investigation as necessary. c. Support recovery operations as required. d. Assist with identification of the dead, if necessary. e. Complete disaster -related expense records for services provided and within your control and submit to the Coordinator. • Roanoke County Emergency Operations Plan F-7 Tab 2 to Functional Annex F ENTRY PERMIT TO ENTER RESTRICTED AREAS 1. Reason for entry (if scientific research, specify objectives, location, length of time needed for study, methodology, qualifications, sponsoring party, NSF grant number and date on separate page). 2. Name, address, and telephone of applicant, organization, university, sponsor, or media group. Also contact person if questions should arise. 3. Travel (fill out applicable sections; if variable call information to dispatcher for each entry). Method of Travel (vehicle, aircraft) Description of Vehicle/Aircraft Route of Travel if by Vehicle Destination by legal location or landmark Alternate escape route if different from above 4. Type of 2-way radio system to be used and your base station telephone number we can contact in emergency (a CB radio or radio telephone will not be accepted). Entry granted into hazard area. Authorizing Signature /Date The conditions for entry are attached to and made a part of this permit. Any violation of the attached conditions for entry can result in revocation of this permit. The Waiver of Liability is made a part of and attached to this permit. All persons entering the closed area under this permit must sign the Waiver of Liability before entry. • • • Roanoke County Emergency Operations Plan G-1 FUNCTIONAL ANNEX G: MEDICAL AND HEALTH MISSION To provide coordinated medical, health, and rescue services to save lives in time of emergency. ORGANIZATION Emergency health services will be provided by the Director of the Roanoke County Health Department. Carilion Roanoke Memorial Hospital, Carilion Roanoke Community Hospital and Lewis -Gale Medical Center provide emergency medical care to all area residents. There are ten rescue squads serving the county which will provide emergency medical transportation, assist with the evacuation of endangered areas, and assist in land search and rescue operations. Local funeral homes will assist the Health Department and the Medical Examiner's Office in disasters involving mass casualties. The following officials and organizations are responsible for providing emergency health services in Roanoke County: Roanoke County Health Department Roanoke County Rescue Squads Carilion Roanoke Memorial Hospital Carilion Roanoke Community Hospital Lewis -Gale Medical Center CONCEPT OF OPERATIONS During a threatened or actual emergency, coordinated health, medical, and rescue services will be directed from the EOC by the Director of Health or her designated representative. Coordination will be effected with adjacent jurisdictions as required. Should a disaster substantially overwhelm local medical and rescue resources, support and assistance will be requested from medical institutions and rescue squads in neighboring jurisdictions. The crisis augmentation of trained health and medical volunteers may also be appropriate. Essential public health services, such as food and water inspections, will be provided by the Health Department as augmented by state -level resources and manpower. Public health advisories will be issued only after coordination with the Roanoke County EOC. • • • Roanoke County Emergency Operations Plan G-3 c. Issue guidelines on the maintenance of a safe water supply and request, through the Director of Emergency Services, the acquisition of portable distribution and disinfecting equipment, if required. d. Determine the safety and wholesomeness of available food and milk supplies. e. Embargo damaged and contaminated food supplies and coordinate with the State Department of Agriculture and Consumer Services concerning destruction or disposal. f. Request assistance through the Director of Emergency Services for laboratory analysis by the State Division of Consolidated Laboratory Services to determine any chemical or microbiological contamination. 5. Control of Hazardous Substances (See Hazard Specific Appendix 2) a. Identify affected (or suspected) contamination area(s) and request the Police Department to cordon off the area(s) to protect citizens. b. Request special assistance through the Director of Emergency Services if the situation caused by hazardous materials is of the magnitude and seriousness which exceeds the capability of available instrumentation and technical proficiency of local Health Department personnel. 6. Identification of the Dead and Mortuary Operations a. Provide overall direction of the identification of the dead, through the State Medical Examiner's Office, if required. b. Arrange with local funeral homes, through the Virginia Funeral Directors Association, for the emergency use of their services and facilities for mortuary operations. c. Obtain a suitable facility for use as a temporary morgue, if required. • • • Roanoke County Emergency Operations Plan G-5 (4) Obtain crisis augmentation of health/medical personnel (e.g., nurse's aides, paramedics, ARC personnel, and other trained volunteers) and supplies as needed. (5) Maintain a record of disaster -related expenses. 4. Recovery a. Continue to provide health services and to coordinate medical services. Maintain records and monitor the status of persons injured during the emergency. Assist the State Medical Examiner's Office in the identification and disposition of the deceased. b. Assist with damage assessment. Consolidate and submit a record of disaster -related expenses incurred by Health Department personnel. Also, assist with the damage assessment of water and sewage facilities, as required. Roanoke County Emergency Operations Plan G-7 • HEALTH AND MEDICAL RESOURCES (continued) Environmental Health Specialists: • Nurse Manager: Nursing Supervisor: Public Health Nurses: • Dave Roberson 2244 Bainbridge Drive Salem, VA 24153 343-8769 (home) 857-7807 (work) Charles Kennedy 912 Gatling Lane Salem, VA 24153 343-0916 (home) David Taylor 1510 Poplar Avenue Salem, VA 24153 387-0767 (home) 857-7807 (work) 857-7807 (work) Michael Houchins 3341 View Avenue Roanoke, VA 24018 772-6398 (home) 857-7807 (work) Tim LaFontain 2228 Wycliffe Ave. SW — Apt.# 1 Roanoke, VA 24014 342-2234 (home) 857-7807 (work) Patty Tiller 1519 Weaver Road Salem, VA 24153 387-1903 (work) 387-5530 (work) Anna Kennedy 912 Gatling Lane Salem, VA 24153 343-0916 (home) 387-5530 (work) Susan Adcock 124 Galley Drive Moneta, VA 24121 721-5206 (home) 857-7804 (work) • • • Roanoke County Emergency Operations Plan G-9 HEALTH AND MEDICAL RESOURCES (continued Business Manager: Office Support Supervisors (Clerical): Milton Carter 3586 Forester Road Roanoke, VA 24015 774-2829 (home) 357-7600 Ext 274 (work) Betty Clingenpeel 512 Pyrtle Drive Salem, VA 24153 389-9051 (home) 387-5530 (work) Pat Adkins 4029 Murray Drive Troutville, VA 24175 977-2200 (home) 857-7800 (work) Note: Employees with a 387 prefix to their work phone number are located in the Roanoke County -Salem Health Department. Employees with a 857 prefix to their work numbers are located in the Roanoke County/Vinton health Department. • • • Roanoke County Emergency Operations Plan H-1 FUNCTIONAL ANNEX H: FIRE SERVICE MISSION To direct and control operations regarding fire prevention, fire suppression, rescue and hazardous materials incidents, as well as to assist with warning and alerting, evacuation, communications, and other operations as required in time of emergency. ORGANIZATION A Fire representative will be assigned to the EOC in order to coordinate the fire service response. The Fire representative will be a part of the EOC staff and will assist with the overall direction and control of emergency operations. The Roanoke County Fire and Rescue Department has 38 paid fire fighters and approximately 275 volunteer fire fighters. The Roanoke County Fire and Rescue Department maintains its own equipment and supplies. CONCEPT OF OPERATIONS The Roanoke County Fire and Rescue Department is prepared to assume primary operational control in fire prevention strategies, fire suppression, and hazardous material incidents. (See Hazard Specific Appendix 2 and the Roanoke Valley Hazardous Material Emergency Response Plan.) Mutual aid agreements will be implemented should an emergency demand greater resources than are available within the county or in the event other jurisdictions need assistance to effectively respond to an emergency. Fire and Rescue personnel who are not otherwise engaged in emergency response operations will assist other county agencies in warning and alerting the public, evacuation, and communications as is necessary and appropriate during an emergency situation. • • • Roanoke County Emergency Operations Plan H-3 (2) For other disasters: Continue to assist with warning and alerting, evacuation, communications and emergency medical transport as well as any other emergency response operation, as required, in time of emergency. (3) Record disaster -related expenses. 4. Recovery a. Continue to provide essential services as required. b. Continue search and certain rescue operations, if required. c. Assist with cleanup operations. d. Assist with the inspection of damaged facilities, if applicable. e. Compile and submit records of disaster -related expenses incurred by the fire service to the Coordinator of Emergency Services. • • • Roanoke County Emergency Operations Plan I-1 FUNCTIONAL ANNEX I: RESCUE/EMERGENCY MEDICAL SERVICES MIS SION To direct and control rescue and search operations; to provide emergency medical treatment and pre -hospital care to the injured; to assist with the warning, evacuation and relocation of citizens during a disaster. ORGANIZATION A rescue/emergency medical service representative will also be assigned to the EOC in order to coordinate the rescue squad response. The rescue squad representative will be a part of the EOC staff and will assist with the overall direction and control of emergency operations. All of the emergency medical service vehicles are dispatched through their squad station or through the County Communications Center. Roanoke County is also served by Lifeguard 10 MEDEVAC services operating out of Carillon Roanoke Memorial Hospital. See Tab 3. Because of their speed, vertical flight, and minimal landing requirements, MEDEVAC helicopters are able to respond quickly to emergency situations and provide rapid evacuation of seriously injured and, in some cases, critically ill patients to specialty care centers (e.g., trauma centers). Each MEDEVAC helicopter consists of a specialty pilot and crew in addition to the latest life support and communications equipment. CONCEPT OF OPERATIONS Roanoke County Rescue Squads will be responsible for rescue and search operations during a disaster, to include ambulance service and first aid. Roanoke County Rescue Squads will also assist with the dissemination of warnings, evacuation, and other functions as set forth in the Virginia Association of Volunteer Rescue Squads Operations Plan. During an evacuation in which a large number of evacuees are sheltered in the designated shelter center(s), Roanoke County Rescue Squads will set up and staff an emergency medical aid station in the shelter center. • • • Roanoke County Emergency Operations Plan I-3 b. Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1) Follow established procedures in providing rescue services, emergency medical treatment and pre -hospital care to the injured. (2) For other disasters: (3) Continue to assist with warning and alerting, evacuation, communications and emergency medical transport as well as any other emergency response operation, as required, in time of emergency. Record disaster -related expenses. 4. Recovery a. Continue to provide essential services as required. b. Continue search and certain rescue operations, if required. c. Assist with cleanup operations. d. Assist with the inspection of damaged facilities, if applicable. e. Compile and submit records of disaster -related expenses incurred by the Fire and Rescue Department to the Coordinator of Emergency Services. • • • Roanoke County Emergency Operations Plan I-5 Tab 2 to Functional Annex I COMMONWEALTH OF VIRGINIA EMERGENCY MEDEVAC SERVICES HELICOPTER MEDEVAC ARIES - (Fairfax County Police) EAGLE - 1&2 (U.S. Park PD, D.C.) LIFEGUARD 10 (Carillon Health Systems) MEDEVAC (Ft. Belvoir) MED-FLIGHT - 1 (VSP-Chesterfield) MED-FLIGHT - 2 (VSP Abington) MEDICAL AIR CARE (INOVA-Fairfax) MED STAR (Com., D.C.) NIGHTINGALE (Norfolk General) 986th MEDEVAC (VNG-Richmond) PEGASUS (UVA Charlottesville) ALERT (703) 280-0840/WAWAS (202) 619-7310/WAWAS (703) 344-4357 (703) 664-6565 (800) 468-8892 (800) 433-1028 (800) 258-8181 (800) 824-6814 (800) 572-4354 (804) 222-4580 (804) 522-1826 NON-EMER. (703) 830-3105 (202) 426-6969 (540) 342-7503 (703) 664-4401 (804) 674-2089 (540) 466-3188 (703) 698-2930 (202) 877-7234 (757) 628-2435 (804) 222-4580 (804) 924-9287 • • • Roanoke County Emergency Operations Plan J-1 FUNCTIONAL ANNEX J: WARNING, EVACUATION, AND EMERGENCY TRANSPORTATION MISSION To effect a timely and orderly evacuation of the risk population, to provide for the security of areas evacuated, and to identify and relocate critical resources that will not only support the population at risk while sheltered, but bring about a prompt and effective recovery following the disaster. SITUATION AND ASSUMPTIONS Emergency situations will occur in Roanoke County that will require a partial or full evacuation of the county. Situations such as a major fire, transportation accidents, hazardous materials incidents, or localized flooding may require small-scale evacuations, whereas an event such as a hurricane, radiological release, or nuclear attack may require mass evacuation. The county has the primary responsibility of ordering an evacuation and ensuring the safety of its citizens. Emergency transportation will be provided for people who have no means of transportation and/or who require special transportation accommodations (i.e., lift buses or vans). The decision to evacuate, as well as the scope of the evacuation, will depend on the type of hazard, its magnitude, intensity, duration, and anticipated time of occurrence, assuming it hasn't already happened. Areas that may require or precipitate an evacuation in the county (i.e., flood plains, facilities that store, generate, or transport hazardous materials, major transportation routes) are identified and plans address these potential hazards. Facilities within the identified risk areas will be notified of the potential hazard(s) so that contingency plans to address the hazards may be developed. ORGANIZATION The prompt and effective evacuation of high -risk areas requires the cooperation and coordination of many county departments, state and federal agencies, private facilities, volunteer agencies/groups, and adjacent jurisdictions. The Roanoke County Emergency Services Coordinator will be coordinating this effort. • Roanoke County Emergency Operations Plan J-3 EMERGENCY MANAGEMENT ACTIONS - WARNING/EVACUATION/EMERGENCY TRANSPORTATION 1. Normal Operations a. Delineate hazard -prone areas which may need to be evacuated. b. Develop plans and procedures to provide warning and effect evacuation. 2. Increased Readiness A natural or man-made disaster is threatening the local area. Example: " Flood Watch." a. Review and update plans and procedures. (1) Delineate the specific areas which may need to be evacuated and designate evacuation routes. (See References, paragraph la above.) (2) Make a list of potential evacuees and places for them to go, if feasible. (3) Prepare news releases. (4) Anticipate and resolve special problems such as evacuating nursing homes, schools, etc. b. Alert personnel to standby status. c. Begin to keep records of all expenses incurred and continue for the duration of the emergency. 3. Emergency Operations a. Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1) Implement evacuation. Disseminate warning via radio and TV news releases and via mobile loudspeakers. (2) The EOC staff via evacuation warning teams in the field should maintain a log of emergency operations noting the time each area or family is alerted to the evacuation order, as feasible. (3) Provide security for the evacuated area. Set up barricades and deny access to all but essential traffic. (4) Advise the State EOC of the order to evacuate and advise again when the evacuation has been completed. Roanoke County Emergency Operations Plan J-5 • Tab 1 to Functional Annex J EMERGENCY TRANSPORTATION RESOURCES ROANOKE COUNTY PUBLIC SCHOOLS: Bus Garage: 387-6583 179- Buses 24- lift-equipped/wheelchair-capable buses of varying sizes (all radio -equipped) Base Radio; county school frequency, can net with EOC in Public Safety Center Consider, given church knowledge of their own aged and handicapped members in area, coordinating assets and inputs. Assign vans to smaller, more remote roads which cannot handle school buses. (Consider check-in/out at traffic control pt). See Tab 2 for Disabled/Elderly Transporting. • • • • Roanoke County Emergency Operations Plan K- 1 FUNCTIONAL ANNEX K: SHELTER OPERATIONS MISSION To receive and care for persons who have evacuated, either from a high -risk area in anticipation of an emergency or in response to an actual emergency. ORGANIZATION The Superintendent of Schools, assisted by the Department of Social Services and the American Red Cross, is responsible for the reception and care of evacuees. Public school employees may be assigned support tasks. Security will be provided by the Police Department. Local rescue squads will establish a medical care service at the shelter centers. CONCEPT OF OPERATIONS Potential hazards, such as flooding and hazardous materials incidents, may require the evacuation of selected areas. The actual emergency situation will, of course, determine the scope of the evacuation and the number of evacuees. In the event of a small-scale evacuation, shelter and care can be provided at the nearest Roanoke County school, and lodging can be obtained at local motels. In the event of a large- scale evacuation/displacement of residents, or when the Coordinator decides that a larger facility is required, he will advise the Superintendent of Schools and the Department of Social Services. The Superintendent of Schools will then activate one or more of the schools in the county as shelter center(s) and will designate a manager to be responsible for operations at the facility. The Department of Social Services will be responsible for registration and record keeping. The American Red Cross will assist with operations at each facility. Evacuees will be advised to bring the following items with them if time and circumstances permit: one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or blankets. Upon arrival, registration forms will be completed for each family. (See Tab 1). Records will be maintained on the whereabouts of all evacuees throughout emergency operations. The American Red Cross and the Salvation Army may provide food and clothing, and assist in shelter operations in accordance with Statement of Understanding with the State of Virginia. The Department of Social Services will assure that handicapped and elderly persons are provided for in time of emergency. A current roster and a resources list should be maintained. • • • Roanoke County Emergency Operations Plan K-3 EMERGENCY MANAGEMENT ACTIONS - SHELTER OPERATIONS Normal Operations Develop plans and procedures to receive and care for an indeterminate number of evacuees. a. Designate shelter center(s). Determine maximum capacities for each. b. Inventory resources/supplies. c. Designate manager(s) and other key staff personnel. d. Negotiate agreements with local motels/hotels or other facilities for lodging small numbers of displaced persons. 2. Increased Readiness A natural or man-made disaster is threatening the local area. a. Review and update plans and procedures. (1) Confirm task assignments and alert key personnel to stand-by status. (2) Prepare the necessary forms. (3) Anticipate and resolve special problems, such as receiving nursing home patients, closing of schools, etc. b. Begin record keeping of disaster -related expenses and continue for the duration of the emergency. 3. Emergency Operations a. Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1) When advised that evacuation order has been issued, activate the shelter centers or activate agreements for other lodging, as required. (2) Provide mass transportation, as required. • • • Roanoke County Emergency Operations Plan Tab 1 to Functional Annex K SHELTER CENTER REGISTRATION FORM K-5 American Red Cross Family Last Name Names Man Medical Problem Atc° Killed Referred ° Injured to Nurse ° Iaptal®d Pardy.'virrbarctn DISASTER SHELTER REGISTRATION Shelter Location Shelter Telephone No. Date of Arrival Predisaster Address and Telephone No. I do. do not, authorize release of the above inUmaticaonceming my whereabouts or general condition. Date Left Shelter Time Left Shelter Signature Postdisaster Address and Telephone Number SHELTERMAS ERBLE FORIv15972(5-79) This "Disaster Shelter Registration" form (#5972) is the standard form used by all American Red Cross Shelter Centers. It is a four-part form with the back copy made of card stock. Copies are distributed within the Shelter Center for various functions such as family assistance and outside inquiry. This form should be kept on hand locally in ready -to -go Shelter Manager Kits. It is available from the American Red Cross National Office through local chapters. They recommend keeping 150 forms for every 100 expected shelterees. • • • Roanoke County Emergency Operations Plan K-7 Tab 3 to Functional Annex K ROANOKE COUNTY PUBLIC SCHOOLS Cave Spring High School 3712 Chaparral Drive SW Roanoke, VA 24018 772-7550 Northside High School 6758 Northside H.S. Road Roanoke, VA 24019 561-8155 William Byrd High School 2902 Washington Ave. Vinton, VA 24179 890-3090 *Cave Spring Jr. High School 4880 Brambleton Ave. SW Roanoke, VA 24018 772-7560 Hidden Valley Jr. High School 4902 Hidden Valley School Rd. Roanoke, VA 24018 772-7570 Northside Middle School 6810 Northside High School Rd. Roanoke, VA 24019 561-8145 William Byrd Middle School 2910 Washington Ave. Vinton, VA 24179 890-1035 *Glenvar Combined 4549 Malus Drive Salem, VA 24153 387-6536 Back Creek Elementary School 7130 Bent Mountain Rd. SW Roanoke, VA 24018 772-7565 *Bent Mountain Elementary School 10148 Tinsley Lane Bent Mountain, VA 24059 929-4281 Burlington Elementary School 6533 Peters Creek Rd. Roanoke, VA 24019 561-8165 Cave Spring Elementary School 5404 Springlawn Ave. Roanoke, VA 24018 772-7558 *Clearbrook Elementary School 5205 Franklin Rd. SW Roanoke, VA 24014 772-7555 Fort Lewis Elementary School 3115 W. Main St. Salem, VA 24153 387-6594 Glen Cove Elementary School 5901 Cove Road Roanoke, VA 24019 561-8135 Glenvar Elementary School 4507 Malus Drive Salem, VA 24153 387-6540 • • • Roanoke County Emergency Operations Plan L-1 FUNCTIONAL ANNEX L: GENERAL SERVICES/PARKS AND RECREATION MISSION To coordinate with public utilities and other resource providers; to conduct hazard mitigation activities prior to and following an emergency situation; to assist in debris removal; to conduct emergency repair and/or restoration of county facilities and structures; to assist with damage assessment; and to assist in implementing emergency response actions to protect life and property. ORGANIZATION In Roanoke County, the majority of the public works function is handled by the General Services and Parks and Recreation Departments. These departments will be assisted by, and work in conjunction with, a variety of other county departments and state agencies, private utility companies, contractors, heavy equipment operators, and waste management firms to fulfill their mission. Roanoke County is served by the following utilities: American Electric Power, Craig-Botetourt Electric Cooperative, the Roanoke Gas Company, Bell Atlantic Telephone Company and privately -owned water companies.. CONCEPT OF OPERATIONS The General Services Department and the Parks and Recreation Department will coordinate their public works responsibilities under the direction of the Director/Coordinator of Emergency Services. A representative from one or more of the above departments will report to the County EOC to assist in this effort. Contingency plans to provide emergency lighting, water, debris removal and disposal, and sewage disposal will be developed. The General Services Department will also assist other county departments in developing and implementing mitigation strategies, response actions, and recovery activities to protect life and property, as well as bring about a prompt recovery. The General Services Department will be responsible for securing and providing the necessary resource material and expertise in its respective areas, through public as well as private means, to efficiently and effectively perform its duties in the event of an emergency. Resource lists will be developed and maintained that detail the type, location, contact arrangements, and acquisition procedures of the resources identified as being critical. Mutual aid agreements will be developed and maintained with adjacent jurisdictions, private industry, quasi -public groups, and volunteer groups, as appropriate, to facilitate the acquisition of emergency resources and assistance. • • • Roanoke County Emergency Operations Plan L-3 EMERGENCY MANAGEMENT ACTIONS - GENERAL SERVICES DEPARTMENT/PARKS AND RECREATION DEPARTMENT 1. Normal Operations a. Develop plans and strategies to prevent and/or mitigate damage resulting from potential emergency events that have occurred locally in the past or that have a high probability of occurring in the future (i.e., spill cleanup). b. Procure and store appropriate resource material to effectively deal with common emergency response incidents (i.e., snow, ice, spills). c. Identify and maintain liaison with business, industries and local contractors, as well as federal and state agencies, who could provide additional expertise, equipment/resources and personnel if necessary. d. Make task assignments and delineate emergency roles of staff. 2. Increased Readiness A natural or man-made disaster is threatening the local area. a. Alert personnel; place off -duty personnel on standby. b. Review existing plans and procedures. c. Ensure that the necessary equipment and resources are available and ready to be activated. d. Contact and maintain liaison with state and federal agencies, as well as private industry, to ensure that backup resources are available and can be quickly dispatched, if necessary. e. Notify public of proper policies and procedures to follow to ensure their safety. Roanoke County Emergency Operations Plan L-5 d. Compile and submit, to the Coordinator of Emergency Services, records of disaster - related expenses incurred by the various departments that fulfill the public works role and responsibilities. • • • • • Roanoke County Emergency Operations Plan M- 1 FUNCTIONAL ANNEX M: UTILITY DEPARTMENT MISSION To develop and maintain an effective and efficient County -owned water and sanitary sewer service in the county by conducting daily monitoring of the systems, protecting and maintaining the systems during emergency situations, implementing prompt and proper repairs to the systems to minimize loss of service. ORGANIZATION The Utility Department has 58 employees. The Department maintains its own equipment and supplies to handle normal and emergency water and sewer conditions. A Utility Department representative will be assigned to the EOC in order to coordinate the utility service response. The Utility Department representative will be part of the EOC staff and will assist with the overall direction and control of emergency operations. OPERATIONS The Roanoke County Utility Department has operational control of County -owned water and sewer systems and is prepared to protect and maintain these systems in all conditions. The Utility Department will direct and coordinate all water and sewer mitigation response and recovery strategies leading up to, during, and following an emergency disaster situation. The Utility Department, in coordination with General Services and other county departments, will assist in damage assessment. Contingency plans to provide emergency water and sewage disposal will be developed. The Utility Department will assist other county departments in developing and implementing mitigation strategies, response actions, and recovery activities to protect life and property, as well as bring about a prompt recovery. The Utility Department will be responsible for securing and providing the necessary resource material and expertise in its functional area, through public as well as private means, to effectively perform its duties in the event of an emergency. Mutual aid agreements will be developed and maintained with adjacent jurisdictions and private industry, as appropriate, to facilitate the acquisition of emergency resources and assistance. Roanoke County Emergency Operations Plan M-3 • 4. Recovery a. Continue normal operations. b. Bring damaged facilities back on line as soon as possible (those that affect the most customers get priority). c. Assist with clean-up operations when possible. d. Compile records of expenses and damages and submit to Coordinator. • • • • • Roanoke County Emergency Operations Plan N-1 FUNCTIONAL ANNEX N: COMMUNITY DEVELOPMENT DEPARTMENT MISSION To provide the EOC with necessary maps, charts, and status boards; to assist in initial damage assessment; to conduct necessary inspections to ensure the integrity of buildings; to assist with debris removal; and to ensure that any rebuilding complies with existing building codes, zoning and land -use regulations, and Comprehensive Plan. ORGANIZATION The Roanoke County Community Development Department is comprised of the following sections: Planning and Zoning, Development Review, Engineering, Building Inspections, GIS/Drafting, and Drainage Maintenance Program. CONCEPT OF OPERATIONS The county department mentioned above will inspect all buildings for structural, electrical, gas, plumbing, and mechanical damage following a disaster situation. It will ensure that any repairs or rebuilding that occur following the occurrence will comply with the county building codes, zoning and land -use regulations, and Comprehensive Plan. This department will furnish population data, charts and development plans, as required. Liaison will be maintained with Local building, electrical, plumbing, and mechanical contractors to obtain their services when required. • • • Roanoke County Emergency Operations Plan N-3 3. Emergency Operations a. Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1) Representatives should report to EOC. (2) Ca11 into service off -duty personnel. (3) Activate the necessary equipment and resources to address the emergency. (4) Begin to implement record keeping of all expenses and continue to do so throughout the duration of the event. (5) Furnish population data, charts, development plans and personnel, as required. (6) Coordinate response with Fire and Rescue and Police Departments as well as other service departments. b. Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1) Follow established procedures and implement appropriate strategies to address emergency at hand. (2) Continue to coordinate response with other service agencies. (3) Contract with federal and state agencies, as well as private industry for additional resources, equipment, and personnel, if necessary. 4. Recovery a. Inspect buildings for structural, electrical, gas, plumbing and mechanical damage before permitting re -occupancy. b. Assist in initial damage assessment and revisions to it. c. Ensure that all repairs and rebuilding that occur following extensive destruction comply with the county's building codes, zoning, and land -use regulations. • • • Roanoke County Emergency Operations Plan 0-1 ANNEX 0: RESOURCE SUPPORT MISSION To identify, procure, inventory, and distribute critical resources, in coordination with other local and state governments, the federal government, private industry, and volunteer organizations, to effectively respond to and recover from the effects of a disaster. SITUATION Critical resources will be in short supply or unavailable in the disaster stricken area. In order to fulfill the immediate needs of the stricken population, as well as to fulfill local and regional recovery priorities, resources will have to be brought in from outside the disaster area. Resource needs will be met through a variety of sources and means to include local, state, and federal governments, private industry/contractors, mutual aid agreements, and donated goods. ORGANIZATION All departments will be responsible for identifying essential resources in their functional area to successfully carry out their mission of mitigating against, responding to, and recovering from the devastating effects of disasters that could occur within their jurisdiction. All departments will coordinate their resource needs with the local Finance Director and Procurement Director. The Director of the General Services Department will be responsible for resource coordination of the physical recovery and debris removal. He/She will be assisted by, and work in conjunction with a variety of local departments and state agencies, private utility companies, contractors, heavy equipment operators, and waste management firms. The Director of the Social Services Department, assisted by public relief organizations, will be in charge of coordinating the relief effort to meet the immediate needs of the stricken population in terms of food, water, housing, medicine, and clothing. See Annex P. CONCEPT OF OPERATIONS Resource lists will be developed and maintained by each department that detail the type, location, contact arrangements, and acquisition procedures of the resources identified as being critical. Resources can be categorized alphabetically, by hazard, or by response action. However, the process should be standard throughout all local departments to facilitate the development of a master resource listing. Redundancy will be built into the provider lists to • • • Roanoke County Emergency Operations Plan 0-3 EMERGENCY MANAGEMENT ACTIONS - RESOURCE SUPPORT I. Normal Operations a. Identify essential resources to carry out missions in each functional area and to support operation of critical facilities during the disaster. b. Designate local department(s) responsible for resource management. c. Identify personnel requirements and training needs to effectively carry out mission. d. Develop resource lists that detail type, location, contact arrangements, and acquisition procedures for critical resources. e. Prepare mutual aid agreements with surrounding jurisdictions to augment local resources. f. Review compatibility of equipment of local departments and surrounding jurisdictions and identify specialized training or knowledge required to operate equipment. g. Develop SOPS to manage the processing, use, inspection, and return of resources coming into area. h. Identify actual or potential facilities to receive, store, and distribute resources (government, private, donated). i. Develop training/exercises to test plan, and to ensure maximum use of available resources. j. Coordinate and develop pre -scripted announcements with Community Relations Director regarding potential resource issues and instructions (e.g., types of resources required, status of critical resource reserves, recommended contingency actions, etc.). Increased Readiness A natural or man-made disaster is threatening the local area. a. Review and update plans, standard operating procedures, and checklists detailing the disposition of resources in an emergency. b. Ensure personnel, facilities, and equipment are ready and available for emergency use. • • • Roanoke County Emergency Operations Plan 0-5 Tab 1 to Annex 0 ELEMENTS OF A RESOURCE LIST 1. IDENTIFICATION OF RESOURCE - Type of equipment, service, personnel, facilities 2. COMPANY, ORGANIZATION, OR AGENCY THAT CONTROLS THE RESOURCE - Address 3. CONTACT ARRANGEMENTS - 24-hour primary and back-up contact points (work, home, pager, cellular numbers, accessible by radio) 4. ACQUISITION PROCEDURES - Response time - Charges for the use of the resource should be identified or pre -arranged as you develop your list - Resolve any liability issues - Identify any special training requirements to operate equipment - Identify personnel or contract personnel to operate equipment - Develop procedures to receive, inspect, inventory, and return resources 5. DEVELOP THE NECESSARY MEMORANDA OF UNDERSTANDING, MUTUAL AID AGREEMENTS, AND CONTRACTS. BUILD REDUNDANCY INTO RESOURCE LIST - One provider may lack the capability to provide volume of goods, services, or personnel requested - Provider may be unable to respond at the time you requested • • • Roanoke County Emergency Operations Plan P-1 ANNEX P: DONATIONS MANAGEMENT MIS SION To effectively and efficiently manage the flow of donated resources into the disaster area. SITUATION Following a major disaster, government will receive an overwhelming amount of unsolicited goods and services from individuals, corporations, church groups, and volunteer organizations. Donated goods may possibly be transported directly to the disaster area without any prior coordination with state or local governments. If these goods and services are not properly managed or directed, they will interfere with response and recovery efforts and actually exacerbate the disaster situation.. ORGANIZATION The welfare of the people in the event of a disaster is the responsibility of local government. The emergency services organization forms the nucleus of the preparedness force around which volunteer relief agencies and religious/civic groups organize and perform their services during a disaster. The Coordinator of Emergency Services, in coordination with the planning and zoning section of the Community Development Department, will pre -identify potential sites and facilities to coordinate the receipt and distribution of donated goods and services. The Coordinator will also work with state officials and identify regional facilities to coordinate the flow of assistance into the disaster area. The Director of the Social Services Department, assisted by public and private relief organizations, will be responsible for coordinating the local relief effort to meet the immediate needs of the stricken population in terms of food, water, housing, medicine, and clothing. CONCEPT OF OPERATIONS The Coordinator of Emergency Services will identify sites and facilities that will used to receive, process, and distribute the solicited and unsolicited donated goods that will sent to the disaster area. The necessary equipment, staff, communications and security support to these facilities and sites will be provided by local, state, federal governments and volunteer organizations, as required. This process must be closely coordinated with state and federal emergency services officials, local governments in the region, and the media. • • • Roanoke County Emergency Operations Plan P-3 EMERGENCY MANAGEMENT ACTIONS - DONATIONS MANAGEMENT 1. Normal Operations a. Pre -identify potential sites and facilities to manage donated goods and services being channeled into the disaster area. b. Identify the necessary support requirements to ensure the prompt establishment and operation of these facilities and sites. c. Assign the tasks of coordinating auxiliary manpower and material resources. d. Develop procedures for recruiting, registering and utilizing auxiliary manpower. e. Develop a critical resources list and procedures for acquisition in time of crisis. f Develop procedures for the management of donated goods. 2. Increased Readiness A natural or man-made disaster is threatening the local area. Review and update plans and procedures. Alert local staff and volunteer support organizations 3. Emergency Operations a. Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1) Identify/procure the necessary sites and facilities to effectively manage the flow of donated goods and services coming into the area. (2) Activate the necessary support staff and services to make facilities operational (1) Recruit and register volunteers, as required. Provide for the lodging and care of volunteers, if necessary. (2) Assist with emergency operations. Assign volunteers to tasks which best utilize their skills. Maintain records on volunteer man-hours. • • • Roanoke County Emergency Operations Plan Tab 1 to Functional Annex P P-5 VOLUNTEER WORKER REGISTRATION FORM Name Social Security No. II. Organization (if appropriate) III. Skill or Specialized Service (i.e., carpenter, heavy equipment operator, medical technician, etc.) IV. Estimated length of time services can be provided in the disaster area V. Special tools or equipment required to provide services VI. Billet or emergency shelter assignment in local area VII. Whether or not the group or individual is self-sufficient with regard to food and clothing • • • Roanoke County Emergency Operations Plan R-1 FUNCTIONAL ANNEX R: FEDERAL DISASTER ASSISTANCE MISSION To be prepared to coordinate with state and federal officials to obtain needed manpower and equipment resources during both the response period, when such assistance can save lives and protect property, and during the post -disaster recovery period, to help the victims of the disaster. ORGANIZATION The County Administrator/Director of Emergency Services and the Coordinator of Emergency Services are responsible for requesting and coordinating federal disaster assistance. In the event of a major disaster, a federal Disaster Field Office (DFO) will be established near the disaster area. The county may be asked to send a liaison officer to the DFO. CONCEPT OF OPERATIONS Increased Readiness and Response During Hurricanes Hugo and Andrew, state and local response capabilities were overwhelmed. As a result, the federal government developed the Federal Response Plan whereby federal resources and manpower can be made available during the increased readiness and response periods before and during the disaster as well as during the post - disaster recovery period. When feasible (as with an approaching major hurricane), personnel, equipment, and other resources will be pre -positioned in anticipation of need. Resources are to be provided by one or more of 26 federal agencies and the American Red Cross. They are grouped into 12 emergency support functions (ESFs) and will be co - located at a Disaster Field Office (DFO) near the disaster site. See Tab 1. This plan designates local facilities which potentially can be used as DFOs, mobilization centers, and staging areas. See Tab 2. Recovery Federal disaster recovery assistance is authorized under (1) the provisions of the Stafford Act (Public Law 93-288, as amended) when the Governor requests and the President declares an emergency or a major disaster to exist in the state, and (2) federal agencies' own statutory authority (prior to or in the absence of an emergency or a major disaster declaration by the President), when damage sustained by individuals or communities meets • • • Roanoke County Emergency Operations Plan R-3 (2) All others, including home owners, businessmen, churches, and certain non- profit organizations should apply to the Small Business Administration (SBA). (3) Agricultural enterprises which were a major source of employment but no longer in substantial operation because of the disaster should apply to the FmHA. (4) Industries and businesses which were a major source of employment but no longer in substantial operation because of the disaster should apply to the SBA. h. Financial assistance to farmers - Assistance to farmers who perform emergency conservation measures on farmlands damaged by natural disaster, in the form of maximum 80 percent funding by the Agricultural Stabilization and Conservation Service (ASCS), USDA with remaining costs borne by the farmer. i. Tax assistance - Assistance in computing credits based on disaster casualty losses. (U. S. Internal Revenue Service [IRS]) j. Veterans Administration (VA) assistance - Assistance, such as VA death benefits, pensions, insurance settlements, and adjustments to VA -insured home mortgages. k. Social Security assistance - Assistance for recipients in expediting delivery of checks delayed by the disaster; assistance in apply for disability, death, and survivor benefits. (U. S. Social Security Administration, Department of Health and Human Services [HHS], State Department of Social Services) 1. Emergency assistance - Assistance and services to families under the Social Security Act, including funds up to $500 for repair of homes owned by public assistance recipients, other shelter, and medical care. (U. S.. Department of Health and Human Services [HHS], State Department of Social Services) m. Legal services - Legal services to needy individuals who are unable to secure such services. (Young Lawyers Section, Virginia Bar Association; other lawyers) n. Individual and family grants - Grants to meet necessary expenses or serious needs of individuals or families adversely affected by a major disaster; this assistance program is funded in part by the federal government and is administered by the state. (State Department of Social Services) o. Crisis counseling - Referrals to appropriate mental health agencies to relieve mental health problems related to a disaster. (State or local mental health agencies, supported by the National Institute of Mental Health [NMI], U. S. Department of Health and Human Services, State Department of Mental Health and Mental Retardation) • • • Roanoke County Emergency Operations Plan R-5 c. Repair or replacement of water control facilities (dikes, levees, irrigation works, and drainage facilities). d. Repair or replacement of roads, streets, and bridges. e. Repair or replacement of public buildings and related equipment. f. Repair or replacement of public utilities. g. Repair or restoration to pre -disaster condition of public facilities damaged while under construction. h. Repair or restoration of recreational facilities and parks. i. Repair or replacement of private, non-profit educational, utility, emergency, medical, and custodial care facilities, including those for the aged and disabled and facilities on Indian reservations. j. Disaster loans from FEMA for those communities that may suffer a substantial loss of tax and other revenues and have demonstrated a need for financial assistance in order to perform their governmental functions. k. Repairs and operating assistance to public elementary and secondary schools. 1. Use of federal equipment, supplies, facilities, personnel, and other resources (other than the extension of credit) from various federal agencies. m. Procedures A Project Application must be submitted, through the State Coordinator of Emergency Services, to the Regional Director, FEMA within 90 days of the date of the President's declaration of an emergency or a major disaster, unless the Regional Director specifically shortens or extends that period. In addition to the Stafford Act, Public Law 93-288, assistance is available under federal agencies' own statutory authority without a Presidential declaration of an emergency or a major disaster. Examples of such assistance are: (1) Search and Rescue - U. S. Coast Guard (2) Flood Protection - U. S. Army Corps of Engineers (3) Fire Suppression - Regional Director, FEMA (4) Health and Human Services - U. S. Department of Health and Human Services (5) Emergency Conservation Measures - U. S. Department of Agriculture (6) Emergency loans for agriculture - Farmers Home Administration (7) Disaster loans for home owners & businesses - Small Business Administration (8) Repair to Federal Aid System roads - U. S. Department of Transportation • • • Roanoke County Emergency Operations Plan R-7 Tab 1 to Functional Annex R FEDERAL RESPONSE PLAN EMERGENCY SUPPORT FUNCTIONS ESF 1: TRANSPORTATION Responsibility: Provide civilian and military transportation support. Primary Federal Agency: Department of Transportation Supporting Federal Agencies: Agriculture, Defense, Energy, State, GSA, ICC, TVA, and U. S. Postal Service Primary State Agency: Virginia Department of Transportation Primary Local Agency: Virginia Department of Transportation ESF 2: COMMUNICATIONS Responsibility: Provide telecommunications support Primary Federal Agency: National Communications System Supporting Federal Agencies: Agriculture, Commerce, Defense, Interior, FCC, Transportation, FEMA, and GSA Primary State Agency: Department of Information Technology Primary Local Agency: Roanoke County Communications Center ESF 3: PUBLIC WORKS AND ENGINEERING Responsibility: Restore essential public services and facilities Primary Federal Agency: U. S. Army Corps of Engineers, Dept. of Defense Supporting Federal Agencies: Agriculture, Commerce, Energy, Health & Human Services, Interior, Labor, Transportation, VA, EPA, GSA, and TVA Primary State Agency: Department of General Services Housing and Community Development Primary Local Agency: Roanoke County General Services Department ESF 4: FIRE FIGHTING Responsibility: Detect and suppress wildland, rural, and urban fires Primary Federal Agency: U. S. Forest Service, Dept. of Agriculture Supporting Federal Agencies: Commerce, Defense, Interior, EPA, and FEMA Primary State Agency: Department of Forestry Primary Local Agency: Roanoke County Fire and Rescue Department Roanoke County Emergency Operations Plan R-9 FEDERAL RESPONSE PLAN EMERGENCY SUPPORT FUNCTIONS (continued) ESF 9: URBAN SEARCH AND RESCUE Responsibility: Locate, extricate, and provide initial medical treatment to victims trapped in collapsed structures. Primary Federal Agency: Department of Defense Supporting Federal Agencies: Agriculture, Defense, Energy, State, GSA, ICC, TVA, and U. S. Postal Service Primary State Agency: Department of Emergency Services Primary Local Agency: Roanoke County Police Department ESF 10: HAZARDOUS MATERIALS Responsibility: Support federal response to actual or potential releases of oil and hazardous materials. Primary Federal Agency: Environmental Protection Agency Supporting Federal Agencies: Agriculture, Defense, Energy, State, GSA, ICC, TVA, and U. S. Postal Service Primary State Agency: Department of Environmental Quality Primary Local Agency: Roanoke County Fire and Rescue Fire Department ESF 11: FOOD Responsibility: Identify food needs; ensure that food gets to areas affected by disaster. Primary Federal Agency: Food and Nutrition Service, Department of Agriculture Supporting Federal Agencies: Agriculture, Defense, Energy, State, GSA, ICC, TVA, and US Postal Service Primary State Agency: Department of Agriculture and Consumer Services Primary Local Agency: American Red Cross ESF 12: ENERGY Responsibility: Restore power systems and fuel supplies Primary Federal Agency: Department of Energy Supporting Federal Agencies: Agriculture, Defense, Energy, State, GSA, ICC, TVA, and U. S. Postal Service Primary State Agency: Department of Mines, Minerals, and Energy State Corporation Commission Primary Local Agency: Roanoke County Emergency Services • • • • Roanoke County Emergency Operations Plan R-11 NEEDS ASSESSMENT REPORT (To be prepared as soon as possible after submission of the initial situation report with updated information provided daily or whenever changes occur in any category.) Fax to (804) 674-2419 (01) Jurisdiction: (02) Date/Time Report Prepared: Report: ❑ ❑ 0 Initial Updated Final (03) Preparer: Call Back #: Fax #: (04) Emergency Type: Check the box for needs and indicate your point of contact (POC) if assistance is needed inany of the following areas: Human Services: (05) Mass Care (ESF 6) (06) Food/Water (ESF 11) (07) Public Health and Medical (ESF 8) Emergency Services: (08) Firefighting (ESF 4) (09) Emergency Medical (10) Haz-Mat (ESF 10) (11) Law Enforcement (12) Urban Search and Rescue (ESF 9) (13) Emergency Management Assistance (ESF 5) POC: Phone: POC: Phone: POC: Phone: POC: Phone: POC: Phone: POC: Phone: POC: Phone: POC: Phone: POC: Phone: • • • Roanoke County Emergency Operations Plan R-13 Instructions to Complete the Needs Assessment Report: (Line #) (01) Name of Jurisdiction — The name of the jurisdiction where additional resources are needed (Roanoke County). (02) Date/Time Report Prepared — Use 24 hour time; time when report prepared (changes each time an updated Needs Assessment Report is submitted). Report — Check the appropriate box if this is an "Initial", "Updated", or "Final" report. (03) Preparer — Name of person who prepared the report. Call Back # - Telephone number in EOC or wherever the preparer or their representative can be contacted by the VEOC on 24 hour basis, if questions should arise about the report. FAX # - EOC Fax number. (04) Emergency Type — Event that has occurred in your jurisdiction that requires assistance and the subsequent events associated with it. Human Services: (05) Mass Care (ESF 6) — This includes the management and coordination of food, shelter, and first aid for victims; providing bulk distribution of relief supplies and operation of a system to assist in family reunification. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. (06) Food/Water (ESF 11) — This includes emergency food and water and their delivery to the effected areas. Check the box if this type of assistance is needed and provide a point -of - contact (POC) and a telephone number where they can be reached. (07) Public Health and Medical (ESF 8) — This includes health and medical equipment and supplies, and things like a portable sanitation (port -a -potties) to impacted areas. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. Emergency Services (08) Firefighting (ESF 4) — This includes the detection and suppression of wildland, rural and urban fires. Check the box if this type of assistance is needed and provide a point -of - contact (POC) and a telephone number where they can be reached. (09) Emergency Medical Services — This includes additional EMS personnel, mass fatality management, veterinary assistance, and other resources from outside the impacted area. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. • • • Roanoke County Emergency Operations Plan R-15 (19) Debris Management — This provides assistance in debris removal, disposal, and storage. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. Other Assistance (20) Public Information (PIO) — This includes assistance in handling news media and public inquires. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. (21) Legal -. Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. (22) Legislative Liaison - Check the box if this type of assistance is needed and provide a point -of -contact (POC) and a telephone number where they can be reached. (23) Other needs information not covered in report — This is a category to report additional resources needed or anything else not covered in the report. • • • Roanoke County Emergency Operations Plan RESOURCE REQUEST FORM R-17 (Use a seperateform for each Emergency Support Fu.iction (ESF) to help request large-scale resouces. Each ESF should receive this information when requesting resources.) (Line #) (01) Jurisdiction: (02) Date/Time Request Prepared: Report: (03) Preparer: Call Back #: Initial Updated (03) Emergency Type: List Request for Resources in Decending Priority Order (05) Resource (Specific Item) (06) Size (07) Amount (08) Delivery Location (09) Type 1. 2. 3. 4. 5. 6. 7. 8. 9. • • • Roanoke County Emergency Operations Plan T-1 FUNCTIONAL ANNEX T: DAMAGE ASSESSMENT MISSION To assess the overall damage to public and private property, thereby providing a basis for an emergency declaration and/or disaster assistance. The completion of specific information using designated forms is required in order to be eligible for post -disaster assistance. ORGANIZATION The Coordinator of Emergency Services, with assistance from the VPI&SU Extension Agent, the County Assessor, and the Community Development Department is responsible for damage assessment. Department heads will assess damage to their resources and in their area of expertise (see Tabs 1 and 2). All reports are compiled, consolidated, and submitted to the State EOC. CONCEPT OF OPERATIONS Initial Damage Assessment Reports will be compiled and submitted following any disaster or emergency which causes damage to public or private property of a magnitude which requires expenditure of local government funds or which might be eligible for or require a request for state or federal assistance. Part I should be submitted telephonically to the State EOC within 24 hours after occurrence. An updated Part I and Part II should be completed and forwarded within 72 hours. The forms that must be used are included in the State Emergency Operations Plan (See Volume II, Annex I-H: Initial Damage Assessment ; in Tab 2. Part I may be faced to VEOC, with DEC concurrence.) Designated teams will assess damage within the limits of their capability (see Tab 1). Damage to state-owned roads and bridges will be assessed by the Department of Transportation. If the nature of the emergency is such that local resources are incapable of assessing the damage, then state assistance will be requested by the Director of Emergency Services to the state Damage Assessment Coordinator. A central coordinating point should be established in the EOC for receiving disaster -related information. • Roanoke County Emergency Operations Plan Tab 1 to Functional Annex T DAMAGE ASSESSMENT TEAMS I. AGRICULTURE Team Leader: Jon Vest ,VPI&SU Extension II. BUSINESS AND INDUSTRY Team Leader: John Birckhead or Team Leader: Charles Vaden III. RESIDENCE AND OTHER PRIVATE PROPERTY Team Leader: John Birckhead Team Leader: Charles Vaden T-3 651-3022 (H) 772-7524 (0) 562-2941 (H) 772-2040 (C) 890-5821 (H) 772-2039 (W) 562-2941 (H) 772-2040 (0) 890-5821 (H) 772-2039 (0) IV. WATER CONTROL FACILITIES AND PUBLIC UTILITY SYSTEMS Team Leader: Gary Robertson, Utilities Director 540-721-3853 (H) 387-6104 (0) V. PUBLIC BUILDINGS AND EQUIPMENT Team Leader: John Birckhead 562-2941 (H) 772-2040 (0) Team Leader: Charles Vaden 890-5821 (H) 772-2039 (0) VI. PRIVATE, NON-PROFIT FACILITIES, PARKS AND RECREATIONAL FACILITIES, AND FACILITIES UNDER CONSTRUCTION Team Leader: Pete Haislip 977-6253 (H) 387-6165 (0) 0 z Roanoke County Emergency Operations Plan Fax to: VEOC (804) 674-2419 Preparer's call back #: (02) Date/Time Report Prepared: (03) Emergency Type; PART I. : PRIVATE PROPERTY Remarks $ Loss not covered by Insurance Dollar Loss # Affected Habitable #Minor Damage to q #Destroyed (Line a)Type Property (04)CATEGORY A RESIDENTIAL/ PERSONAL (U3)1.a i wORY $ BUSINESS/INDUSTRY (06)CATEGORY C AGRICULTURE INITIAL DAMAGE ASSESSMENT REPORT CON'T PART II: PUBLIC PROPERTY (INCLUDES PRIVATE NON-PROFIT FACILITIES) • r F• Roanoke County Emergency Operations Plan (16)Grand Total • Roanoke County Emergency Operations Plan U- 1 FUNCTIONAL ANNEX U: DEBRIS MANAGEMENT MISSION To facilitate and coordinate the removal, collection, and disposal of debris following a disaster in order to mitigate against any potential threat to the health, safety, and welfare of the impacted citizens, to expedite recovery efforts in the impacted area, and to address any threat of significant damage to improved public or private property. SITUATION Natural and man-made disasters precipitate a variety of debris that would include, but not be limited to, such things as trees, sand, gravel, building/construction material, vehicles, personal property, etc. The quantity and type of debris generated from any particular disaster will depend upon location and kind of event experienced, as well as its magnitude, duration, and intensity. The quantity and type of debris generated, its location, and the size of the area over which it is dispersed, will have a direct impact on the type of collection and disposal methods utilized to address the debris problem, associated costs incurred, and how quickly the problem can be addressed. In a major or catastrophic disaster, many state agencies and local governments will have difficulty in locating staff, equipment, and funds to devote to debris removal, in the short as well as long term. Private contractors will play a significant role in the debris removal, collection, reduction, and disposal process of state agencies and local governments. The debris management program implemented by state agencies and Local governments will be based on the waste management approach of reduction, reuse, reclamation, resource recovery, incineration, and land filling, respectively. ORGANIZATION The Roanoke County General Services Department is responsible for the debris removal function. The Department of General Services will work in conjunction with designated support agencies, utility companies, waste management firms, and trucking companies, to facilitate the debris clearance, collection, reduction, and disposal needs of Roanoke County following a disaster. Due to the limited quantity of resources and service commitments following the disaster, Roanoke County will be relying heavily on private contractors to fulfill the mission of debris removal, collection, and disposal. Utilizing private contractors instead of government workers in debris removal activities has a number of benefits. It shifts the burden of conducting the work from state and local government Roanoke County Emergency Operations Plan U-3 • Site Selection Temporary debris storage and reduction sites will be identified and evaluated by interagency site selections teams comprised of a multi -disciplinary staff familiar with the area. A listing of appropriate local, state and federal contacts will be developed by the appropriate agencies to expedite the formation of the interagency, multi -disciplinary site selection teams. Initially, debris will be placed in temporary holding areas until such time as a detailed plan of debris collection and disposal is prepared. This is not anticipated until after the local road system has been restored. Temporary debris collection sites should be readily accessible by recovery equipment and should not require extensive preparation or coordination for use. Collection sites will be on public property when feasible to facilitate the implementation of the mission and mitigate against any potential liability requirements. Activation of sites will be under the control of the Community Development Director and will be coordinated with other recovery efforts through the EOC. Where appropriate, final disposal may be to the county's sanitary landfill. Site selection criteria will be developed into a checklist format for use by these teams to facilitate identification and assessment of potential sites. Criteria will include such factors as ownership of property, size of parcel, surrounding land uses and environmental conditions, and transportation facilities that serve the site. 41) Debris Removal Priorities • The debris removal process must be initiated promptly and conducted in an orderly, effective manner in order to protect public health and safety following a major or catastrophic disaster. To achieve this objective, the first priority will be to clear debris from key roads in order to provide access for emergency vehicles and resources into the impacted area. The need and demand for critical services will increase significantly following a disaster. Therefore, the second priority that debris removal resources will be assigned is providing access to critical facilities pre -identified by state and local governments. The third priority for the debris removal teams to address will be the elimination of debris -related threats to public health and safety. This will include such things as the repair, demolition, or barricading of heavily damaged and structurally unstable buildings, systems, or facilities that pose a danger to the public. Any actions taken to mitigate or eliminate the threat to public health and safety must be closely coordinated with the owner or responsible party. If access to the area can be controlled, the necessary action can deferred. Debris Classification To facilitate the disposal process, debris will be segregated by type. It is recommended that the categories of debris established for recovery operations will be standardized. The state and its political subdivisions will adapt the categories established for recovery operations by the Corps of Engineers following Hurricane Andrew. The categories of debris appear in Tab I. Modifications to these categories can be made as needed. Hazardous and toxic materials/contaminated soils, and debris generated by the event will be handled in accordance with federal, state, and local regulations. The arei fire chief will be the initial contact for hazardous/toxic materials. (See Hazard -Specific Appendix, "Hazardous Materials" and the Roanoke County Hazardous Substance Plan.) • • • Roanoke County Emergency Operations Plan U-5 c. Relocate personnel and resources out of harm's way and stage in areas where they can be effectively mobilized. d. Review potential local, regional, and debris storage sites that may be used in the response and recovery phases in the context of the impending threat. e. Review resource listing of private contractors who may assist in debris removal process. Make necessary arrangements to ensure their availability in the event of the disaster. 3. Response a. Activate debris management plan, coordinate with needs assessment team 1. Begin documenting costs 2. Coordinate and track resources (public, private) 3. Establish priorities regarding allocation and use of available resources 4. Identify and establish debris storage and disposal sites (local, regional) 5. Address any legal, environmental, and health issues relating to the debris removal process 6. Continue to keep public informed through PIO 4. Recovery a. Continue to collect, store, reduce, and dispose of debris generated from event in a cost-effective and environmentally responsible manner. b. Continue to document costs. c. Upon completion of debris removal mission, close out debris storage and reduction sites by developing and implementing the necessary site remediation and restoration actions. d. Perform necessary audits of operation and submit claim for federal assistance. Roanoke County Emergency Operations Plan U-7 • Tab 2 to Functional Annex U DEBRIS COLLECTION SITES ROANOKE COUNTY SMITH GAP REGIONAL LANDFILL Bradshaw Road, Salem, VA. • • Roanoke County Emergency Operations Plan V-1 FUNCTIONAL ANNEX V: HAZARD MITIGATION MISSION The mission of Roanoke County Emergency Services is to identify the hazards which pose a threat to its citizens and to develop, implement, and enforce mitigation management measures which will prevent a disaster or reduce its effects. ORGANIZATION The organization for developing and implementing effective hazard mitigation measures in Roanoke County is much the same as the organization for disaster preparedness and response. However, the regulatory agencies and governing bodies play a more important role as they must pass and implement the rules, regulations, codes, and ordinances which would reduce the impact of a disaster. The Coordinator of Emergency Services is charged with the overall responsibility of coordinating the development and implementation of hazard mitigation plans. The chiefs of regulatory agencies are responsible for enforcing compliance with rules, codes, regulations, and ordinances. Departments and agencies of county government and volunteer emergency response organizations assigned disaster response duties are responsible for maintaining plans and procedures and the capability to perform their function in response to an emergency or disaster. They are also responsible for bringing to the attention of the County Administrator and the County Board of Supervisors, in coordination with the local Emergency Services Coordinator, any areas where codes, regulations, and ordinances may mitigate a particular hazard. Private businesses are responsible for: A. Adhering to codes, ordinances, and accepted procedures as may apply to them. B. Applying technical expertise to develop and use new technologies that further hazard mitigation. C. Keeping public officials informed of self -generated technological hazards and methods of mitigating emergencies emanating from them. D. Providing technical expertise in drafting regulations and standards to design monitoring systems and monitor compliance with such standards. • • • • Roanoke County Emergency Operations Plan V-3 taken to mitigate future disaster effects. He will direct the implementation of those actions that can be accomplished through repairs or reconstruction during the recovery phase. He will present to the County Board of Supervisors for their consideration those actions which require the passage of an ordinance or regulation. Advantage will be taken of each opportunity to mitigate the effects of any future disaster. AUTHORITIES AND REFERENCES In addition to those listed in the Basic Plan: A. Authorities Public Law 90-448, National Flood Insurance Act of 1968, as amended. B. References "A Mitigation Strategy for Integrated Emergency Management System," FEMA, CPG 1-104 (Draft), February 1984. DEFINITIONS A. Mitigation - Any action taken to eliminate or reduce the degree of long-term risk to human life and property from natural and man-made hazards. B Hazard Mitigation Manager - The local government department/activity head, given the authority and resources, charged with the responsibility to establish and carry out an effective hazard mitigation program. • • • Roanoke County Emergency Operations Plan V-5 4. Department of Community Development a. Administer and enforce existing building codes and zoning ordinances. b. Make recommendations for mitigating codes or ordinances, where applicable. c. Advise the public of private actions that could mitigate individual loss. 5. Police Department a. Enforce hazardous materials transportation regulations. b. Develop, maintain, and exercise disaster response SOPs required by other appendices of this plan. 6. Fire Department(s) and Rescue Squad(s) a. Develop, maintain, and exercise disaster response standing operating procedures required by other appendices of this plan. b. Develop, maintain, and exercise specific response plans for hazardous materials. c. Obtain training and special equipment that may be required for hazardous materials sites located in the jurisdiction. 7. Superintendent of Schools Insure school administrators have a plan to cope with natural hazards to mitigate losses. Procedures should be developed for evacuation or seeking shelter within school buildings (areas). 8. Community Relations Director (PIO) a. Develop and maintain an official working agreement between the county and local EBS stations and newspapers for the release of information in time of emergency. b. Develop public information materials which describe the risks associated with each primary hazard, the appropriate self-help or first -aid actions, and other mitigation measures. • • • Roanoke County Emergency Operations Plan W-1 FUNCTIONAL ANNEX W: SPECIAL FACILITIES MISSION To coordinate the development of emergency operation plans of special facilities with local government response agencies to ensure a prompt and effective response to hazards specific to the facility or to emergencies that may require a modified response due to the nature or character of the facility. This coordination effort will apply only to those facilities that already have an existing facility EOP or feel that one is necessary due to the nature of the facility or because of the type and quantity of hazardous material handled at the facility. ORGANIZATION Special facilities requiring pre -emergency planning and coordination are listed at Tab 1. On -site emergency operations will be directed by facility management in cooperation with designated staff. The management of the facility will notify and coordinate the emergency response with the Roanoke County EOC if there is the possibility that the event could impact areas off site. CONCEPT OF OPERATIONS The welfare of the people employed or residing within the facility is the responsibility of facility management. The facility director/manager will be responsible for developing and implementing an effective safety program in regard to the daily operations of the facility. The facility manager would be responsible for ensuring that a prompt and effective emergency response capability is in place for the potential hazards and emergencies that could occur at the site. The facility director/manager will be responsible for obtaining the necessary assistance from the local emergency response agencies, as well as whatever action is necessary and appropriate to protect the health and welfare of the people residing or working in or around the facility, until such time as the emergency response service agencies arrive. If the nature of the emergency is such that it could spread off -site and impact the surrounding area, the facility representative in charge would be required to notify and coordinate his/her efforts with the local EOC in order to prevent or mitigate the off -site impact of the event. • • • Roanoke County Emergency Operations Plan W-3 b. Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1) Direct and control emergency operations in cooperation with local service chiefs, the EOC, and appropriate state and federal agencies. (2) Ensure that the procedures for the emergency being addressed have been initiated and are being properly executed as detailed in the facility emergency operations plan. (3) Provide emergency information and protective action guidance to facility population and surrounding jurisdictions, if necessary. (4) Provide periodic status reports to the public and appropriate local, state and federal agencies. (5) Ensure that an accurate record of expenses is maintained. 4. Recovery This phase requires that priority attention be given to restoration of essential facilities and an assessment of damage effects. a. Coordinate with in-house emergency staff, the local EOC, and other state and federal agencies, as required, to complete the necessary post -event investigations and restore facility operations as soon as possible. b. Continue to maintain a record of disaster -related expenditures. • • • Roanoke County Emergency Operations Plan Y- 1 FUNCTIONAL ANNEX Y: TERRORISM MISSION To develop a comprehensive, coordinated, and integrated response capability, involving all levels of government; to effectively assess the threat of and vulnerability to terrorism acts within the community; as well as to prevent, mitigate against, respond to, and recover from an actual terrorist incident that may occur. SITUATION All communities are vulnerable to acts of terrorism. Intelligence gathering and tactical capabilities vary amoung jurisdictions as well as levels of government. The fact that an emergency or disaster situation was a result of a terrorist act will not always be evident during the initial emergency response phase and may not be determined until days, weeks, or months after the event has occurred. Terrorist events will occur with little or no warning and involve one or more of a variety of tactics to include but not limited to bombing, chemical, biological, and nuclear incidents, hostage taking, etc. The local and state emergency response organization must develop the tactical capability to quickly recognize and respond to the range of potential tactics that could be employed locally as well as regionally. The effects of a chemical, biological, or nuclear terrorist act will likely overwhelm local, regional, and state capabilities. ORGANIZATION The local emergency services organization is based on a broad, functionally oriented, multi -hazard approach to disasters that can be quickly and effectively integrated with all levels of government. In the initial stages of response to and recovery from a terrorist event, the existing local emergency services organization will provide the framework under which local resources will be deployed and coordinated. • • • Roanoke County Emergency Operations Plan Y-3 finance/administration. An Incident Commander is responsible for ensuring that all functions identified above are effectively working in a coordinated manner to fulfill the established objectives and overall management strategy that were developed for the emergency at hand. An Operations Chief, who reports directly to the Incident Commander, is designated to conduct the necessary planning to ensure operational control during emergency operations. Site Assessment/Security To ensure public safety, as well as facilitate response and recovery initiatives, security and access control measures in and around the disaster site will be implemented immediately by first responders. The area will be quickly evaluated in terms of public health and safety considerations in order to identify the need to implement any protective actions, as well as the use of protective equipment by response personnel entering the area in order to conduct life saving activities. Once it is suspected or determined that the incident may have been a result of a terrorist act, the Roanoke County Coordinator of Emergency Services will notify the Virginia Department of Emergency Services, who will in turn notify the appropriate state and federal agencies. Local law enforcement will immediately begin working with the Director of Emergency Services, the Fire Chief, and other emergency support functions on scene to ensure that the crime scene is preserved to the maximum extent possible. Unified Command Response to a suspected, threatened, or actual terrorist event will typically involve multiple jurisdictions and levels of government. These situations will be managed under a Unified Command organization which is illustrated in Tab 1. Members of the Unified Command are jointly responsible for the development of objectives, priorities, and an overall strategy to effectively address the situation. The Unified Command Organization will be structured very similarly to the Incident Management System already in place and functioning at the local level. All agencies involved in the emergency response report to one Incident Command post and follow one Incident Action Plan similar to a single command structure. The Operations Section Chief, who is designated by the Unified Command, will be responsible for the implementation of the plan. The designation of the Operations Section Chief is based on a variety of factors that may include, but not be limited to, such things as existing statutory authority, which agency has the greatest involvement, the amount of resources involved, or mutual knowledge of the individual's qualifications. A Joint Information Center will be established to support the Unified Command. It will be composed of public information officers from essentially the same organizations that are represented in the Unified Command. Tactical Support Roanoke County Emergency Operations Plan Y-5 Training/Exercising Trained and knowledgeable response personnel are essential in effectively assessing the scene and recognizing situations that may be a of suspicious nature or that could pose additional harm to responders as well as the general population. Roanoke County will ensure that all response personnel have a basic course to enhance their awareness and ability to recognize such situations. Also, responders will be trained to fulfill their functional responsibilities in the context of a crime scene environment that may pose a variety of unique health, safety, and environmental challenges. Responders will have a thorough understanding of their responsibilities in responding to a terrorist act, as well as how their roles and responsibilities interface with other state and federal response components of the terrorist response and recovery team. To ensure an effective response capability, Roanoke County's training for terrorist incidents will be integrated with state and federal training programs and based on state and federal guidance. Training will focus on tactical operations for explosive, chemical, and biological agents, hostage taking, skyjacking, barricade situations, kidnapping, assaults, and assassinations. Local specialized crime units such as gang, organized crime, narcotics, SWAT,as well as haz-mat teams will have skills that terrorism training can use and build upon. • • • • • Roanoke County Emergency Operations Plan Y-7 m. Develop and coordinate with the public information office the necessary pre - scripted announcements regarding the appropriate protective actions for the various terrorist tactics and situations that may confront the jurisdiction. 2. Increased Readiness Although terrorist actions occur with little or no warning, there may be situations where notice of terrorist actions may be received by the jurisdiction, target facility, or individual(s) just prior to the event occurring. a. Alert appropriate local, state, and federal agencies that have the expertise, resources, and responsibility in mitigating against, responding to, and recovering from such events. b. Attempt to prevent event from occurring by locating and eliminating the hazard, and identifying and apprehending responsible party(s). c. Notify public of threat, implement plan and advise risk population of the necessary protective actions to take in context of anticipated event. d. Stage resources out of harm's way and in areas that can be effectively mobilized. Emergency Operations a. Dispatch emergency response teams to disaster area. b. Establish a command post and utilize the Unified Command Management System to effectively integrate and coordinate response resources and support from all levels of government. c. Provide for the security of evacuated areas, critical facilities, resources, and the impacted area to protect crime scene and facilitate response and recovery efforts. d. Develop, implement, and enforce accessibility policies that will define who will be given access to the damaged and impacted areas, any time restrictions regarding access, whether escorts will be necessary, and what protective gear and identification, if any, will be required, to enter these areas. e. Implement the necessary traffic control measures that will facilitate evacuation from the risk area and enhance and complement site security measures following the event. f. Activate mutual -aid agreements as necessary. g. Establish joint information center to coordinate the timely and appropriate release of information during the response and recovery phases. • '7 N o0' ro p7 oD 0 A�7 0 CD • 33PalIS/PP-10 0 cu c ro r i7 1 CD Coordinator of Emergency Serv. i CD O 0 0 a. 0 ao!Iod 31131S Jo tda-I VA iao►UO OuilempiooD awu1S VA Dept. of Emergency Services rrl 'Ty q. slepaleyg snop1UZeH 011:1S3 1 go.n?aS uegin Ieo!paW 251DIEaI1 r ro 1loddnS aamosag m CD m 00 0 0, 7c Public Works & Engineering &le7 uL may Ie►aadS aagsn f Jo pi to . eda(i Federal Coordinating Officer CD ro 5 CDt 'Jo CD 00 CIO 0 n uoilel.toasumj 1N3wa3HO,IN1 ANY-1 'lv3llI'IOd 1N3111a9VNVIAI A3NI`J1131Ala Roanoke County Emergency Operations Plan • • • Roanoke County Emergency Operations Plan 1-1 HAZARD SPECIFIC APPENDIX 1: FLOODING MISSION To protect the public health and safety in the event of severe flooding, primarily flash flooding. ORGANIZATION The Director of Emergency Services or, in his absence, the Deputy Director of Emergency Services, the Coordinator of Emergency Services, and the Deputy Coordinator of Emergency Services, respectively, is responsible for making the decision to order evacuation in the event of a potentially life -threatening flood situation. The Emergency Communications Center will disseminate the warning to evacuate. The Coordinator of Emergency Services will develop and maintain (1) a flood warning system, (2) emergency response plans and procedures, and (3) a hazard mitigation plan. CONCEPT OF OPERATIONS Due to the mountainous terrain, flash flooding constitutes a major hazard in Roanoke County. The county participates in the Integrated Flood Observing and Warning System (IFLOWS) which has been developed through a grant provided by the National Weather Service to provide the earliest possible warning of an impending flash flood. This system is completely automated with radio -reporting rain gauges placed at strategic locations which automatically send reports to the computer in the County Communication Center which interprets the data and provides a warning to dispatchers when appropriate. See Tab 2. • • • Roanoke County Emergency Operations Plan 1-3 Response Phase (1) Direct the evacuation of threatened areas. Designate an on -scene commander for each area. Provide back-up radio communications. (2) Initiate sandbagging and flood -fighting activities if feasible. (3) Relocate public -owned vehicles and equipment to higher ground. (4) Designate and open shelter centers. (5) Provide emergency public information as appropriate. (6) Declare a local emergency. (7) Report situation and support requirements if any to the State EOC. Continue to provide daily status reports throughout the emergency. (8) Activate search and rescue teams. (9) Direct that utilities be shut off in evacuated areas. (10) Establish traffic control for evacuated areas. (11) Direct the testing of drinking water for purity in flooded areas. (12) Evaluate the situation and direct protective action as required. (13) Declare the area safe for re-entry after danger has passed. 4. Recovery Restore facilities and services. Drain flooded areas if appropriate. Assess damages. Request post -disaster assistance, as appropriate. Provide public information as appropriate. Roanoke County Emergency Operations Plan • WOLF CREEK • COVE MTN • DISMAL Tab 2 to Hazard Specific Appendix 1 (FLOWS ORGANIZATION ROANOKE COUNTY NORTH FORK BUTT MTN MINIS BALL HILL DOE CREEK GILES EOC BACK CREEK NRV AIRPORT SPRUC RUN BRUSH MTN BLACKSBURG O MONTGOMERY EOC. MASON COVE . ROANOKE EOC PETERS CREEL CRAWFORO! RIOOS FORT LEWISu1H SALEM EOC Q SUGARLOAF MTN. LAFAYETTE POOR MOUNTAIN . SHAWSVILLE • POOR MOUNTAIN ROSE HILL • Ol 4TAIN VIEW CH VIRGINIA (FLOWS — POOR MOUNTAIN REGION RADIO REPORTING GAGE Qi (FLOWS COMPUTER SYSTEM ® VHF REPEATER COPPER HILL • BLACKBERRY CREEK SANYILLE 1-5 CARVM CREEK NWS NOKE WALNUT ST ® VINTON EOC ROANOKE CITY EOC O HENRY EOC Roanoke County Emergency Operations Plan 2-1 • HAZARD SPECIFIC APPENDIX 2: HAZARDOUS MATERIALS INCIDENTS SARA TITLE III The Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) requires the development of detailed procedures for identifying facilities with extremely hazardous materials and for assuring an adequate emergency response capability by these facilities and by local emergency services. A separately published Roanoke County Hazardous Material Emergency Response Plan has been developed for Roanoke County. This plan is considered to be a part of the Roanoke County EOP and is kept in the County Emergency Services Coordinators Office. • • • • • Roanoke County Emergency Operations Plan 3-1 HAZARD SPECIFIC APPENDIX 3: RESOURCE SHORTAGE MISSION To minimize the impact of a severe resource shortage. ORGANIZATION The Director of Emergency Services, assisted by the Deputy Director, Coordinator, and Deputy Coordinator of Emergency Services, will coordinate the local government response in the event of a critical resource shortage. Conservation measures in the event of fuel or other resource shortages are likely to be directed by the state. State -level Commodity Managers have been designated for each type of resource (see Tab 1). The Department of Social Services will coordinate emergency assistance to individuals. CONCEPT OF OPERATIONS A resource shortage can affect the economic well-being of the area by increasing unemployment, reducing farm or industrial production, or adversely affecting travel and tourism. Shortages can also impose physical and economic hardship on private citizens, particularly those on low or fixed incomes and the elderly. The Coordinator of Emergency Services should analyze the local situation and determine the potential impact of specific resource shortages. This should include a survey of major suppliers and users. A temporary loss of electric power or heating fuel during extremely cold weather could displace or endanger families and individuals. They must be provided with lodging and care. They may need transportation to the lodging and care facility. The public should be kept informed concerning any resource shortage and how to obtain assistance. See Functional Annex D. Problems pertaining to a specific commodity will be referred to the Coordinator of Emergency Services, who will coordinate with the local Department of Social Services, Virginia Department of Emergency Services, and state -level source commodity managers to address the problem at hand. Roanoke County Emergency Operations Plan 3-3 (4) Begin to maintain a record of all expenditures and continue throughout emergency operations. (5) Review procedures for providing lodging and care for displaced persons (see Functional Annex H). (6) Maintain contact and exchange information with major suppliers. Keep the State Commodity Manager advised of the local situation. b. Response Phase Major shortage is affecting the local area, causing severe hardship and economic disruption. (1) Make the public aware of the extent of the shortage, the need to conserve the resource in short supply, and the location and availability of emergency assistance. (2) Allocate available resources to assure the maintenance of essential services. (3) Consider opening an individual Emergency Assistance Center to provide help for those who are unable to otherwise obtain essential services. (4) Assist citizens having difficulty in obtaining scarce essential resources by referring them to local agencies which may have available supplies. (5) Notify the appropriate State Resource Commodity Manager of the extent of the shortage and request assistance in obtaining additional supplies or relief. (6) Enforce state and local government conservation programs. (7) Consider declaring a local emergency. Petition the Governor to declare an emergency to exist when the shortage is of such severity that local government cannot provide an adequate response. 4. Recovery Assist as required. • Roanoke County Emergency Operations Plan 4-1 • HAZARD SPECIFIC APPENDIX 4: WATER CONTAMINATION Public water supply/privately owned water companies water supply contamination would have a quick negative impact on the health and economic well-being of any community. In any water supply contamination situation, whether localized or involving a general area, the public would have to be notified immediately to mitigate the impact of the situation. In the event of water supply contamination, the staff of the Utility Department would make an initial assessment of the extent of the problem and the potential impact on the public. The Roanoke County Health Department will be notified of the type of contamination. The impacted public would be notified promptly and provided with proper guidance until the problem was corrected. Coordination with and assistance from other local, state, and federal agencies as well as private concerns would be necessary to address the problem promptly and effectively and ensure the continuation of essential services during the process. Liaison with private organizations, nursing homes, major industrial users, hospitals, dialysis clinics, etc., must be maintained to ensure their cooperation and allow them to implement their own contingency plans. • • Roanoke County Emergency Operations Plan 4-3 • c. Allocate available resources to assure the maintenance of essential services. d. Consider declaring a local emergency. Petition the Governor to declare an emergency to exist when the situation is of such severity that local government cannot provide an adequate response. 5. Recovery Assist as required. • • • • • Roanoke County Emergency Operations Plan 5-1 HAZARD SPECIFIC APPENDIX 5: DAM SAFETY MISSION To facilitate the evacuation of downstream residents in the event of an imminent or impending dam failure at dam(s) listed at Tab 2. ORGANIZATION The Director of Emergency Services or the Coordinator of Emergency Services, in his absence, is responsible for making the decision to order evacuation in the event of an imminent or impending dam failure. The Police Department and Radio/Television Stations will disseminate the warning to evacuate. CONCEPT OF OPERATIONS Dam owners are responsible for the proper design, construction, operation, maintenance, and safety of their dams. They are also responsible for reporting abnormal conditions at the dam to the Coordinator of Emergency Services and to recommend evacuation of the public below the dam if it appears necessary. Owners of dams that exceed 25 feet in height and impound more than 50 acre-feet (100 acre-feet for agricultural purposes) of water must develop and maintain an Emergency Action Plan. This plan shall include a method of notifying and warning persons downstream and of notifying local authorities in the event of impending failure of the dam. An Emergency Action Plan is one of three items required prior to issuance of an Operation and Maintenance Certificate by the Virginia Department of Conservation and Recreation. In addition to the Virginia Department of Conservation and Recreation, a copy of the plan must be provided to the local Coordinator of Emergency Services and to the Virginia Department of Emergency Services. Standards have been established for Dam Classifications and Emergency Stages. See Tab 1. The affected public will be routinely notified of conditions at the dam during Stage I. If conditions escalate to Stage II, emergency services personnel will immediately notify the public affected to be on alert for possible evacuation of the areas that would be flooded. If conditions deteriorate and overtopping or failure of a dam has occurred or is imminent, as in Stage III, the Coordinator of Emergency Services will warn the public, order evacuation from the affected area, and declare a local emergency. • • • Roanoke County Emergency Operations Plan 5-3 EMERGENCY MANAGEMENT ACTIONS - DAM SAFETY 1. Normal Operations a. Dam Owners (1) Develop an Emergency Action Plan for warning and evacuating the public in the event of dam failure. (2) Obtain an Operation and Maintenance Certificate from the Virginia Department of Conservation and Recreation. (3) Operate and maintain the dam to assure the continued integrity of the structure. b. Local Government Develop compatible procedures to warn and evacuate the public in the event of dam failure. 2. Increased Readiness a. Stage I Conditions Alert on -duty emergency response personnel. b. Stage II Conditions (1) Alert on -duty emergency response personnel. (2) Notify public of possible dam failure. (3) Review warning and evacuation plans and procedures (see Functional Annexes and Tab 1). (4) Place off -duty emergency response personnel on alert. 3. Emergency Operations a. Mobilization Phase - Latter Part of Stage II or at Stage III Conditions (1) Activate EOC (staffing as appropriate). • • • Roanoke County Emergency Operations Plan 5-5 Tab 1 to Hazard Specific Appendix 5 DAM CLASSIFICATIONS AND EMERGENCY STAGES Dam Classifications Dams are classified as to the degree of hazard potential they impose should the structure fail completely. This hazard classification has no correlation to the structural integrity or probability of failure Dams which exceed 25 feet in height and impound more than 50 acre feet in volume, or 100 acre-feet if for agricultural purposes, are required to obtain an Operation and Maintenance Certificate which includes the development of an emergency action plan administered by the State Department of Conservation and Recreation. Class I (High Hazard) - Probable loss of life; excessive economic loss. Class II (Moderate Hazard) - Possible loss of life; appreciable economic loss. Class III (Low Hazard) - No loss of life expected; minimal economic loss. Emergency Stages When abnormal conditions impact on a dam, such as flooding or minor damage to the dam, the dam owner should initiate specific actions that will result in increased readiness to respond to a potential dam failure. The following stages identify actions and response times which may be appropriate. Stage I - Slowly developing conditions; five days or more may be available for response. Owner should increase frequency of observations and take appropriate readiness actions. Stage II - Rapidly developing conditions; overtopping is possible. One to five days may be available for response. Increase readiness measures. Notify local Coordinator of conditions and keep him informed. Stage III - Failure has occurred, is imminent, or already in flood condition; overtopping is probable. Only minutes may be available for response. Evacuation recommended. • • Roanoke County Emergency Operations Nan 5-7 Class II - Regulated Loch Haven Lake Dam Structural Height: 25' Maximum Capacity: 108 acre-feet Type: Earth Purpose: Recreation Owner: Loch Haven Country Club Class II — Non -regulated None Class III - Regulated None Class III - Non -regulated None • • • Roanoke County Emergency Operations Plan 6-1 HAZARD SPECIFIC APPENDIX 6: NUCLEAR ATTACK MISSION To establish open-ended plans and procedures which could be used in conjunction with state plans and guidance to develop an emergency response capability during the anticipated crisis buildup period prior to a full-scale nuclear attack upon the USA. ORGANIZATION The Virginia Department of Emergency Services has developed detailed plans and procedures and will, over a several -day period, direct localities to prepare for a nuclear attack. Local emergency services coordinators maintain copies and have a working knowledge of these plans. CONCEPT OF OPERATIONS A nuclear attack upon the USA would most likely be preceded by a period of increasing international tension and crisis. Sufficient time would be available for protective actions to be taken, to include the large-scale evacuation of probable target areas and the development of fallout shelters. Should the USA be subjected to a full-scale nuclear attack, it is not likely that Roanoke County would be subject to direct weapons effects. However, it may be subject to radioactive fallout. Residents of high -risk areas may be advised to relocate to safer areas such as Roanoke County during a several -day period of intense international tension wherein nuclear war appears likely. Roanoke County, and all localities beyond the high -risk area, may be directed to provide public shelters for several thousand evacuees. See Tab 1. The Roanoke County organization for a war -caused disaster parallels that required for other emergency operations using existing government departments and offices and appropriate private organizations as required for planned emergency functions. For fallout shelter, home basements and selected public buildings need to be upgraded in order to provide adequate protection. Earth should be placed in 5- to 6-inch layers on roofs and/or floors above ground until the desired depth of 15-18 inches is achieved. A list of public buildings to be upgraded, procedures for upgrading them, and manpower and equipment resources needed should be developed during the increased readiness period. • • • Roanoke County Emergency Operations Plan 6-3 ACTION CHECKLIST - NUCLEAR ATTACK 1. Normal Operations a. Develop and maintain an emergency preparedness program. b. Maintain and develop a working knowledge of state contingency plans for nuclear attack. 2. Increased Readiness a. Communications Watch Level (1) Make individual assignments of duties and responsibilities to staff the primary EOC, alternate EOC, shelter centers, and other key facilities as appropriate. (2) Develop mutual support agreements with associated risk -host jurisdictions. (3) Open the primary EOC with a skeletal staff. Begin to submit daily situation reports to the State EOC. (4) Review attack preparedness planning guidance and implement preparedness actions as called for to include radiological monitoring and reporting. (5) Identify buildings and develop procedures to develop public fallout shelters. 3. Initial Alert a. Accelerate emergency preparedness as directed by the State EOC. Ensure the operational capability of all key facilities. b. Call a meeting of key officials. Brief them on the emergency situation and direct preparedness activities. c. Ensure the maintenance of an official record of all expenditures incurred throughout emergency operations. d. Provide guidance to the public about the development of home fallout shelters. Upgrade public buildings to provide fallout shelters as needed. Roanoke County Emergency Operations Plan 6-5 • (3) Provide services to evacuees through the Shelter Centers. (4) Monitor the execution of planned actions and direct modified actions as necessary. Reference state guidelines (5) Continue to submit daily situation reports to the State EOC concerning local preparedness activities, requirements for goods and services, and availabilities. d. Return Movement Phase (1) In coordination with the State EOC, disseminate information to relocatees to return to their homes in the risk area(s). (2) Direct and coordinate clean-up activities. (3) Continue to provide daily situation reports to the State EOC and advise when all relocatees have departed. • • • • • Roanoke County Emergency Operations Plan 6-7 d. Relocation Phase (continued) (1) In coordination with the State EOC, continue to provide emergency information and guidance to the public, to include decontamination procedures and protective measures against residual radiation. (2) Monitor the execution of planned actions and direct modified actions as necessary. Regulate the expenditure of consumable resources as required. Reference state guidelines. (3) Continue to provide daily situation reports to the State EOC concerning local emergency operations. e. Return Movement Phase (1) When directed by the state, disseminate the notification to relocatees that they are to prepare to return. Provide them with a schedule or movement plan. Provide emergency information and continued guidance to the public and to transiting relocatees. This should include information about the risk area. (2) Direct and coordinate clean-up activities. Clear debris as needed. (3) On direction from the State EOC, direct relocatees to return to their homes. (4) Continue to provide daily situation reports to the state concerning local emergency operations, and advise when all relocatees have departed. 4. Post -Attack Recovery After a nuclear attack, emergency operations will continue under the framework of the State Emergency Management of Resources Plan. Economic stabilization procedures must be implemented. Relocatees may have to remain in the host area until community services are restored in the risk area. Should damage in the risk area preclude their return, relocatees will, of course, continue to be cared for. Guidance on preparing for their long- term residence will be provided by the State EOC. • • • Roanoke County Emergency Operations Plan 6-9 Tab 2 to Hazard Specific Appendix 6 SELECTED ATTACK PREPAREDNESS DATA Source: Nuclear Civil Protection Planning Reports, Virginia Department of Emergency Services, May 1990 Critical General Total Workers Persons Public 1990 Pop. 20% w/o Autos (Balance) Washington, D.C. 626,000 125,200 182,700 318,100 Alexandria 109,700 21,900 11,200 76,600 Arlington County 156,300 31,300 17,600 107,400 Falls Church 9,700 1,900 600 7,200 Fairfax City 21,000 4,200 500 16,300 Fairfax County 737,300 147,500 19,000 570,800 Prince William County 192,000 38,400 5,000 148,600 Manassas 21,500 4,300 600 16,600 Manassas Park 7,200 1,400 4090 5,400 Loudoun County (part) 30,000 6,000 600 23,400 Clarke County (part) 3,600 700 1200 2,800 Fauquier County (part) 9,700 1,900 200 7,600 1,924,000 384,700 238,500 1,300,800 RISK AREA ALLOCATION TO ROANOKE COUNTY Prince William County Manassas City Manassas Park City *General Public 148,600 GP* 16,600 GP 5,400 GP 170,600 GP to be hosted in Roanoke County Evacuation Assembly Center: Northside High School (Process and Registration Center) A-111798-3 ACTION NUMBER ITEM NUMBER - 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Request for funding to proceed with demolition of abandoned structure located at 6993 Franklin Road (220 South) in the Cave Spring Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: This is the first time that we have used the General Fund money to remove dangerous and unsightly abandoned buildings. In the future, we will need to adopt a policy and establish a funding source. I strongly prefer establishing a procedure that places a lien on the property so that we may recover County funds. Recommend approval. EXECUTIVE SUMMARY: This is a request for appropriation of funds to allow the County to demolish an abandoned and unsafe structure. This procedure is described in Section 7-68 of the Roanoke County Code. BACKGROUND: This structure has remained abandoned and unsecured for several years. Notices to repair or demolish the structure have been served on the owners of record several times with the most recent being June 26, 1998. Calls and complaints from residents of the area seek to have the building demolished in keeping with the recent improvements to Rt. 220. SUMMARY OF INFORMATION: Acting on complaints received from area residents, the building was inspected 1 " E- 3 to determine its current condition. The structure was found to be vacant and open to the public at the doors and windows, which constitutes a fire hazard. The building was also found to be structurally unsound due to deterioration of the wooden roof structure. Based on these findings the building was declared unsafe by the Building Commissioner as prescribed by Section 7-63 of the Roanoke County Code. The owner of record was found to be the James S. Armstrong Estate and a notice to demolish the structure was sent to Mr. John A. Franks of Boones Mill, administrator of the estate. Mr. Franks received the notice by registered mail on July 16, 1998. To date, no action has been taken by the owner to remedy the situation. Verbal estimates for removal of the structure have been sought from several demolition contractors. Estimates range from a low of $4800 to a high of $10,000. An asbestos survey has been recently performed on the structure. The floor tile and mastic have been identified as containing asbestos, but it is in a non -friable state and should not add greatly to the overall cost of demolition. FISCAL IMPACT: No funds are currently budgeted for this item. An appropriation from the Board Contingency Fund is requested in an amount not to exceed $10,000. Funds expended to correct the situation may be attached to the property as a lien and collected in the same manner as unpaid taxes. ALTERNATIVES: 1. Appropriate the requested funds to allow demolition to proceed in order to remove the threat to the safety of the nearby residents in a timely manner. The county should proceed to have the structure removed and recover the cost of demolition as provided for in the ordinance. 2. The ordinance allows the county attorney to institute legal proceedings to compel the owner to comply by court action. The property has several heirs with joint responsibility rather than a single owner. This alternative could be a lengthy process leaving the area residents exposed to the danger created by this structure for some time. 2 3 3. Take no action. STAFF RECOMMENDATION: Staff recommends Alternative 1. SUBMITTED BY: APPROVED BY: C� 1(43 Arnold'Covey, Director Elmer C. Hodge Department of Community Development County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson x Denied ( ) funding from Board Contingency Fund Harrison Received ( ) McNamara_ x Referred ( ) Minnix _ x To () Nickens cc: File Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney Diane D. Hyatt, Director, Finance 3 NORTH C ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DEMOLITION OF ABANDONED STRUCTURE AT 6993 FRANKLIN ROAD (220 SOUTH). ACTION NO. A-111798-4 ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: November 17, 1998 Acceptance of a Grant by the Roanoke County Circuit Court Clerk's Office for Purchasing a Microfilm Reader and Separate Printer COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Roanoke County Circuit Court Clerk's Office has been notified by the Library of Virginia that it has been awarded a Virginia Circuit Court Records Preservation Program (VCCRPP) grant in an amount not to exceed $13,940.00 for the purpose of purchasing a microfilm reader and separate printer. FISCAL IMPACT: This is a 100% grant in the amount of $13,940.00 from the Library of Virginia which I am requesting to be allocated to the Clerk's office. There are no requirements for matching funds or other contributions by Roanoke County. STAFF RECOMMENDATION: The staff recommends acceptance of the grant from the Library of Virginia. Res ectfully submitted, App ed by,e Steven A. McGraw, Sr., Clerk Roanoke County Circuit Court Elmer C. Hodge` Jr. County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: Fenton F. Harrison to approve Johnson Denied ( ) Harrison _ x Received ( ) McNamara_ x Referred ( ) Minnix _ x To ( ) Nickens cc: File Steven A. McGraw, Sr., Clerk of Circuit Court Diane D. Hyatt, Director, Finance COMMONWEALTH of VIRQIN A THE LIBRARY of VIRGINIA serving the archival and research needs of Virginians since 1823 Nolan T. Yelich (804) 692-3500 STATE LIBRARIAN V/TDD (804) 692-3976 October 7, 1998 Mr. Steven A. McGraw, Sr. Clerk of the Circuit Court Roanoke County P. O. Box 1126 Salem, VA 24153-1126 Dear Mr. McGraw, Sr.: It is our pleasure to inform you that your Reader/Printer grant application from the Virginia Circuit Court Records Preservation Program has been approved, in whole or in part, by the review board, subject to the stated amount, availability of funds, and the provisos stated in the grant agreement, sections 2 and 3. Please review these provisos carefully to determine the scope and/or limitations of the project. You will find the grant agreement enclosed. This agreement, along with the original grant application spells out, in detail, the term of your project, the portion of your project supported with grant funds, and the specific work that is to be accomplished. It will also indicate your fiscal and program reporting requirements. Please read the agreement carefully. When this agreement is signed and returned to the grant administrator's office at the Library of Virginia, along with any applicable documentation, funds will be released to your locality's fiscal office as scheduled in the agreement. Please accept our congratulations on the approval of your application. We appreciate your interest in preserving Virginia's documentary heritage and extend our best wishes for a successful project. Sincerely, olan T. Yelich State Librarian C. Preston Huff S . ' ecords i r., or uel H. I o r, Jr. esident, Circuit Cou Clerk. Association Grant Agreement Number: 1999A - 23 800 East Broad Street • Richmond, VA 23219-1905 THE VIRGINIA CIRCUIT COURT RECORDS PRESERVATION PROGRAM A STATEWIDE PROGRAM OF ASSISTANCE AND GRANTS FOR VIRGINIA'S CIRCUIT COURT CLERKS OFFICES Promoting Effective Protection for Roanoke County's Circuit Court Records GRANT AGREEMENT NUMBER: 1999A - 23 PROJECT TYPE: Reader/Printer ***** Agreement Packet for Circuit Court Records Preservation Grant Program Includes: I. Agreement H. Payment Schedule III. Instructions - Project Status and Financial Expenditure Reports IIIa. Project Status Report IIIb. Financial Expenditure Report The Virginia Circuit Court Records Preservation Program The Library of Virginia 800 East Broad Street Richmond, Virginia 23219-1905 Fax (804) 692 - 3603 Office (804) 692-3605 I• Agreement Number: 1999A - 23 COMMONWEALTH OF VIRGINIA The Library of Virginia Agreement between The Library of Virginia and the Circuit Court Clerk's office of Roanoke County THIS AGREEMENT is made and entered into by and between the Commonwealth of Virginia, The Library of Virginia, hereinafter referred to as the LVA, and the Circuit Court Clerk of Roanoke County, hereinafter referred to as the CLERK. Whereas the LVA, in cooperation with the Virginia Circuit Court Clerks Association, in the exercise of its lawful duties, is the administrator of state funds provided through the Virginia Circuit Court Records Preservation Grant Program, and the program's grant review board has approved an application for records preservation funds submitted by the CLERK, which application is by reference made a part of this agreement; and The CLERK, acting under the authority vested in him/her by the Code of Virginia, Sections 17-44 and 42.1-87, to preserve circuit court records, has applied for records preservation funds; and The LVA and the CLERK agree to cooperate in the implementation of the circuit court records preservation project referenced in the submitted grant application, numbered 1999A - 23. Therefore, the said parties hereby execute this agreement according to the following terms and conditions: 1. The term of this project shall be December 1, 1998 - June 1, 1999, or the completion of the project, whichever comes first. 2. The CLERK agrees to: A. SPEND OR OBLIGATE ALL GRANT FUNDS BY THE END OF THE PROJECT TERM AND RETURN ANY UNEXPENDED OR UNOBLIGATED FUNDS TO THE LVA WITHIN THIRTY (30) DAYS OF THE END OF THE PROJECT FOR REPAYMENT TO THE COMMONWEALTH OF VIRGINIA, CIRCUIT COURT RECORDS PRESERVATION GRANT PROGRAM. In the event this grant is renewed, any funds not spent by the end of this project phase shall be carried over into the renewed grant project. B. To carry out the project as approved in the grant application and/or any provisos thereto stipulated by the grant review board, which consist of the following: 1) Sign and return this grant agreement to the LVA, attention: Glenn Smith. 2) Notify the locality's treasurer, director of finance, or other appropriate person of the forthcoming grant disbursement, which will be transferred electronically by the Commonwealth's treasurer's office. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 2 3) C. Commence work on the project within a reasonable time, and complete the project with diligence and within the scheduled time in accordance with the terms of this project. D. Submit the required Project Status Reports and Financial Expenditure Reports, and any specified reports as scheduled in this agreement, using the forms included herewith. Continued funding and/or satisfactory completion of the project is subject to the receipt and approval of these reports. E. Immediately inform the LVA, in writing, of any events impacting the grant project, including its line -item budget such as: 1) problems, delays or adverse conditions which will impair attainment of the project objectives, along with a statement of contemplated action and/or assistance, if any, needed to resolve the situation; 2) favorable developments which will shorten the time scheduled to complete project objectives, produce greater benefits than anticipated, or decrease project costs. F. Maintain all project financial, programmatic, and inventory records, reports, and supporting documents for a period of three (3) years after completion of project as required under the General Schedule promulgated by the Records Management Program of the LVA. G. Provide to his/her locality's independent financial auditor, the LVA or any of their authorized representatives, access to the books, documents, papers, and/or other records which are pertinent to the grant, for audit, examination, and to make any necessary excerpts and/or transcripts. Support accounting records by such source documentation as canceled checks, paid bills, and payrolls. H. Expend all State funds received for the project for the purpose for which granted, and any such funds not so expended for this specified project, shall be repaid to the LVA, for redeposit in the circuit court records preservation account. Subject to the notification requirements of subparagraph E above, the Clerk shall have the flexibility to shift funds from one line item to another, as determined by the Clerk to be necessary for the efficient completion of the project. I. Comply with state laws, Department of Accounts and Auditor of Public Accounts rules, regulations, policies, procedures, and standards as they relate to the acceptance and use of funds for this state -assisted project. Procure supplies through the state contract, or through approved locality procurement procedures. 3. The LVA agrees to: A. Furnish funds to the CLERK, contingent upon the availability of state funds, in the maximum amount of $13.940.00. Payments will be made in accordance with the Payment Schedule attached to, and made a part of, this agreement. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 3 B. Monitor the activities performed pursuant to this agreement and conduct periodic evaluations to assess the progress toward completion of the project. C. Provide information, consultation, assistance, and forms. D. Review all proposed changes to the project to assure that such changes are consistent with applicable statutes and regulations. E. When applicable, provide one (1) set of duplicate reels to be distributed to each of the following: the CLERK, the public library in the CLERKS' locality, the Archives Reading Room, and the LVA Information Imaging Branch or Photo Lab. 4. The Clerk and the LVA agree that: A. Upon giving notification of unsatisfactory compliance with this agreement, and allowing reasonable time for a response, the agreement will be terminated. Such termination will be by written notice to the CLERK and the local fiscal office using certified or registered mail, with return receipt requested. B. The CLERK has the right, at any time, to request the LVA to terminate and cancel this agreement upon written notice. C. If this agreement is terminated and canceled, unused funds will be returned for redeposit in the circuit court records preservation account. Likewise, if after audit, it is determined that funds were expended for anything not specified in the project agreement, such funds must be returned for redeposit in the said account. D. This agreement supersedes all prior agreements and understandings, both oral and written, with respect to the specified project as covered by the grant application and/or any amendments thereto. Virginia Circuit Court Records Preservation Program Grant Agreement # 1999A - 23 Page 4 ATTEST: Steven A. McGraw, Sr. Clerk, Roanoke County Circuit Court October 27, 1998 Date Commonwealth of Virginia The Library of Virginia Nolan T. Yelich State Librarian Date E Virginia Circuit Court Records Preservation Program II Agreement Number: 1999A - 23 COMMONWEALTH OF VIRGINIA The Library of Virginia PAYMENT SCHEDULE Clerk, please complete the following and return with the agreement: Fiscal Officer (Treasurer, Director of Finance, or locality administrator), Locality, and Phone Number of Fiscal Office: Mrs. Diane D. Hyatt, Director of Finance County of Roanoke 5204 Bernard Dr., SW P. J. Box 29800 Roanoke, VA 24018-0798 Federal Identification Number (FIN) of the Treasurer's Office or Department of Finance: FIN: 54-6001572 Payment(s) by the Library of Virginia shall be made in the manner and according to the schedule indicated below: A maximum of $13,940.00 paid, by electronic transfer(s), to the fiscal office of Roanoke County on or after the following date(s), pursuant to the timely return of the grant agreement, responses to the provisos, and subsequent reports: November 1, 1998 Virginia Circuit Court Records Preservation Program ACTION NO. ITEM NO. P'/ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Requests for Public Hearing and First Reading for Rezoning Ordinances Consent Agenda COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The first reading on these ordinances is accomplished by adoption of these ordinances in the manner of consent agenda items. The adoption of these items does not imply approval of the substantive content of the requested zoning actions, rather approval satisfies the procedural requirements of the County Charter and schedules the required public hearing and second reading of these ordinances. The second reading and public hearing on these ordinances is scheduled for December 15, 1998. The titles of these ordinances are as follows: 1) An ordinance to rezone 11.93 acres from AG-3 to AR and obtain a Special Use Permit to allow a 9-hole golf course, located in the 2600 block of Rutrough Road, Vinton Magisterial District, upon the petition of Randall Wayne Brown. MAPS ARE ATTACHED; MORE DETAILED INFORMATION IS AVAILABLE IN THE CLERK'S OFFICE. STAFF RECOMMENDATION: Staff recommends as follows: (1) That the Board approve and adopt the first reading of these rezoning ordinances for the purpose of scheduling the second reading and public hearing for December 15, 1998. (2) That this section of the agenda be, and hereby is, approved and concurred in as to each item separately set forth as Item 1, inclusive, and that the Clerk is 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 action. Respectfully submitted, 1 Paul M. Mahoney County Attorney Action No Yes Abs Approved ( ) Motion by Harrison Denied ( ) Johnson Received ( ) McNamara Referred Minnix to Nickens l COUNTY OF ROANOK` DEPT. OF PLANNING AND ZONING 5204 aernard Dr.•.. P.O. Box 29800 Roanoke, VA 24018. ( 540' 772-2068 FAX (5 40) 77 2-21 08 rr staff for «, use only date recsiv/ed•' f received pti 6 u + appiica!ia1 r. PC/EZ, �la_cf�S ;SSI. ^.•'/. Casa ,,,.r,.,,_ . Che^ type of application `ile (check ail that apply): REZONING SPECIAL USE CiV�,FIANCE ��-,�" Phone: ,� �fcx ` A,pplicant's name: j'=C c L., Zip Code: Address: i� r ^'� { r , VNC• C Fhone: Jr 4;2 Zip Code: Owner's name: Address: rd J (2 Location of property: D Size of parcel (s): acres sq. ft. P N:Gis1.oGam'N Tax Map Number: 7 0� Magisterial District: C — Community Planning Area: Existing Zoning: y Existing Land Use: Proposed Zoning: A F1 Proposed Land Use: F R r tyn% ,_�r Seth' Use only Use Type: Does the parcel meet the minimum lot area, width, and frontage requirements of the requested district? YES r � NO IF NC, A. VA=,ir.NCE IS REQUIRED PinST. Does the parsel meet the minimum criteria far the requested Use Type? YES NO IF NO, A VARIANCE IS REQUIRED FIRST. If rezoning request, are conditions being proffered with this request? YES NO �.j��}^{{y �f [�X �yyj� �''``{,��.��l'��G;�)�ij.'�j;' ill' i5c{ 'tt�i� is '•i:!ii:[ ,.;,,c;l!,I; I; ;i:,.,.;,.I;I;,, ,;:(I;!ii ijE;ii i'iiiiii:ii i�ii:`:i :;:::; �:i', :'Y•,!"SF''Y'At4 E APP CA2' TS .... 3. 1f..L. ... . . Variance of Section(s) of the Roanoke County Zoning Ordinance in order to: Is the application complete? Please check if enclosed. AFFLICA.TiON WILL NOT EE A.CCEFTE. IF A.NY Cr THESE ITEMS ARE MISSING OR INCOMPLETE. Rrs/v VI Consultation Application Justification RJS V 8 112" x 1 1 " concept plan ;�`'1 <� Metes and bounds description Water and sewer application RS A.ppiicaticn fee Proffers, if acolicatie Adjoining property c' 'ners / hereby certify that / am either the owner of the rro,oerry or the owner's agent or Ccnit ac" ,curcha cer en am acting with the knowledge and c sent of the owner. Owner's Signature: Wayne Brown Estimated Construction Cost: $ 47,000 F- Impact on Neighborhood: I don't see much of an impact factor other than cleaning up the site and improving the way the land looks now. Vehicles and equipment will not be in plain view from the roadway. I have spoke to and have been approached by several people in the area and they all have been happy to hear that a golf course might be built in this area. As far as any year round activity, I won't know until I see how responsive play will be. Future Plans: I have no future plans for expansion. I will be using most of my land for these nine holes. Traffic: On the subject of traffic in the area, I don't feel that more than fifteen to twenty more vehicles a day would travel to the site and some of these are likely to already be driving by to and from home. Most golfers travel in pairs or groups. Reason for Zoning Request: Some of this property is already zoned for A.R. All that is needed is to move the zone line to the property line. If you have any questions or need any additional information please call me at 342-4022. Thank you for your time. Sincerely, Randall Wayne Brown r-/ .PLEA 17,1- CVESOU B'COUNTY ROOK F/ N Cgt: "aR'`LS VICiN1TY MAPi rs 42 I.00 Ac 05 43 1.00 Ac 1.06 Ac 4's,►s 6 4.47Ac NORTH DEPARTMENT OF PLANNING BROWN SITE �� AND ZONING . TAX MAP # 79.02-1-23,2 W ACTION # ITEM NUMBER 1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: First Reading of Ordinance Authorizing the Release and Reconveyance of Sanitary Sewer Easements to Helen Cox Richards COUNTY ADMINISTRATOR'S COMMENTS: de,,,,,„,..,...../e—i/' BACKGROUND INFORMATION: The design of the sanitary sewer line from Valley TechPark to the Spring Hollow Water Treatment Facility required easements across the property of Helen Cox Richards. These easements crossed parcels 64.02-2-7, 8, 9 and 10 and are recorded in Deed Book 1475, pages 1296, 1302, and 1308. SUMMARY OF INFORMATION: During construction of the sanitary sewer line it was discovered that there could be a significant cost savings if the line could be shifted slightly to avoid a large seam of rock. Moving the line would require a revised easement. Staff met with the property owner and a new easement was granted and recorded in Deed Book 1484 pages 792, 798 and 804. The property owner granted the new easement on the condition that staff would recommend vacation of the original easement. FISCAL IMPACT: The cost to record the Deeds of Release will be less than $100.00. , g- 1 STAFF RECOMMENDATION: Staff recommends that the County Administrator be authorized to execute such documents to release these Deeds of Easement following the second reading on December 8, 1998. SUBMITTED BY: APPROVED: Gary Robert on, P.E. Utility Directs r g.f' i‘er Elmer C. Hodge County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Harrison Received () Johnson Referred McNamara to Minnix Nickens G► AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 ORDINANCE AUTHORIZING THE RELEASE AND RECONVEYANCE OF SANITARY SEWER EASEMENTS TO HELEN COX RICHARDS WHEREAS, Section 18.04 of the Roanoke County Charter provides that the conveyance of any interests in real estate of the County be accomplished by ordinance; and WHEREAS, the first reading of this ordinance was held on November 17, 1998, and the second reading of this ordinance was held on December 1, 1998; and WHEREAS, certain utility easements were previously conveyed to the County by this property owner. These easements were subsequently relocated due to the realignment of the sewer line. New easements were conveyed to the County, and said owner has requested that the County release and reconvey the original easements back to her; and WHEREAS, the acquisition of these easements was authorized by Ordinance 82493-9; and WHEREAS, the County having paid a fair market value for these easements, no further payment of consideration is necessary for these transactions; and WHEREAS, in accordance with the provisions of Section 16.01 of the Roanoke County Charter, these easements are hereby declared to be surplus, and are no longer U:\WPDOC\MEET NGS\NOV\RELEASE.2 1 necessary for any other public purposes, and are made available for release and reconveyance back to the original grantors. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the release and reconveyance of the following utility easements to the hereinafter -named party is hereby authorized and approved: 64.02-2-7 and 64.02-2-8 64.02-2-9 64.02-2-10 Helen Cox Richards DB1475 PG1296 Helen Cox Richards Helen Cox Richards DB1475 PG1302 DB1475 PG1308 2. That the County Administrator is hereby authorized to take such actions and execute such documents as may be required to accomplish the purposes of this transaction, all upon form approved by the County Attorney. 3. That this ordinance shall take effect from and after the date of its adoption. U:\WPDOC\MEETINGS\NOV\RELEASE.2 2 • ACTION NO. ITEM NO. G AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Ordinance authorizing the acquisition of a 0.7-acre parcel of land from Eloise P. Clements and Charles Clements for the Roanoke County Public Library COUNTY ADMINISTRATOR'S COMMENTS: ./.‘K .Z4/cPo .)4ur,1111*/ EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to authorize acquisition of a parcel of land, consisting of 0.7 acre, together with any improvements thereon, rights incident thereto, and appurtenances thereunto belonging, from Eloise P. Clements and Charles Clements. This parcel is immediately adjacent to the site of the Headquarters (419) Library of the Roanoke County Public Library. SUMMARY OF INFORMATION: The subject property is necessary for any substantial future improvements to the Headquarters Library building and parking areas. Recent functional studies and current usage data indicate that the current library site is inadequate to accommodate building improvements or the correction of parking and traffic circulation problems. The addition of the Clements' parcel would provide the County with greater flexibility in addressing these needs in the future. An appraisal of the property was conducted by Appraisal Consultants Assoc. in September, 1998. The appraisal indicated that the fair market value of the property is $88,000. A purchase price of $88,000 has been negotiated by the County, and a contract of sale has been obtained subject to Board approval. The second reading of the attached ordinance is scheduled for December 1, 1998. FISCAL IMPACT: An appropriation of $88,000, plus other costs and expenses including various survey, environmental assessment, and settlement costs of approximately $3,550 is required. This amount is available from the unappropriated capital fund balance. The proposed price is consistent with the fair market value indicated by the independent appraisal conducted in September. STAFF RECOMMENDATION: Staff recommends that the Board adopt the first reading of the ordinance authorizing the acquisition of the 0.7-acre parcel of land, together with any improvements thereon, all rights incident thereto and appurtenances thereunto belonging, from Eloise P. Clements and Charles Clements for the sum of $88,000, plus $3,550 for settlement costs, with funds appropriated from the unappropriated capital fund balance. Respectfully submitted, Approved, Spencer Watts Library Director Xe-v Elmer Hodge County Administrator Action Approved ( ) Motion by Harrison Denied ( ) Johnson Received ( ) McNamara Referred Minnix to Nickens Vote No Yes Abs AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, NOVEMBER 17, 1998 ORDINANCE AUTHORIZING ACQUISITION OF .7-ACRE PARCEL OF LAND ADJOINING THE HEADQUARTERS LIBRARY ON ROUTE 419 FROM ELOISE P. CLEMENTS AND CHARLES CLEMENTS FOR FUTURE IMPROVEMENTS AND EXPANSION WHEREAS, in order to provide additional land for future improvements and expansion at the site of the headquarters library on Route 419, the County requires a certain parcel of land, consisting of .7 acre in the Windsor Hills Magisterial District of the County of Roanoke, Virginia, owned by Eloise P. Clements and Charles Clements, her husband; and WHEREAS, staff has negotiated the purchase of said property from the Clements' for the sum of $88,000.00, being the estimated fair market value based upon an independent M.A.I. appraisal, the Clements' and the County have entered into a contract of sale, subject to approval by the Board of Supervisors; 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 November 17, 1998; and the second reading was held on December 1, 1998. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to acquire from Eloise P. Clements and Charles Clements, her husband, a .7-acre parcel of land, identified as Tax Map No. 76.16-2-6, together with all rights incident thereto and appurtenances thereunto belonging, for an amount not to exceed $88,000.00. Grp 2. That the purchase price, and estimated closing costs of $3,550.00, shall be paid out of the Unappropriated Fund Balance in the Capital Fund. 3. That the County Administrator , or an Assistant County Administrator, is authorized to execute such documents and take such actions on behalf of the Board of Supervisors in this matter as are necessary to accomplish the acquisition of this property, all of which shall be approved as to form by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption. G:\ATTORNEY\ V LH\LIBRARY\CLEMENTS\CLEMENTS.ORD s ACTION NUMBER ITEM NUMBER g--- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: ORDINANCE AUTHORIZING THE ACQUISITION OF A PERMANENT DRAINAGE EASEMENT FROM DAVID D. AND CAROL B. GRAYBEAL FOR THE WAKEFIELD AVENUE ROAD AND DRAINAGE IMPROVEMENT PROJECT (CAVE SPRING MAGISTERIAL DISTRICT). COUNTY ADMINISTRATOR'S COMMENTS: „,..,-0 EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to authorize acquisition of a permanent drainage easement (0.017 Ac.) from David D. and Carol B. Graybeal for the Wakefield Avenue Road and Drainage Improvement Project. BACKGROUND: The Wakefield Avenue project was initiated in response to citizen concerns due to the lack of a turnaround at its terminus. At the time staff was contacted, an emergency response vehicle had been unable to turn around during a medical emergency. In order to move forward with this project in an expeditious manner, County staff agreed to develop the construction plans and obtain all the necessary right-of-way and drainage easements. VDOT agreed to handle the construction and pay for the right-of-way improvements out of their maintenance fund. The property owners in the area have been very cooperative (except one) with County staff and have donated all the necessary right-of-way and drainage easements for this project. SUMMARY OF INFORMATION: David D. and Carol B. Graybeal are the current owners of Lot 27, Section 13, Mount Vernon Heights, located on Brandywine Avenue, and designated as Roanoke 1 County Tax Map Number 77.13-02-02, as shown on the attached plat. Staff made numerous attempts to have a 15' drainage easement donated to Roanoke County for constructing this project. Having been unsuccessful, County staff has made a fair market offer in the amount of $881.00 for the easement. Mr. and Mrs. Graybeal have agreed to this offer and will convey the drainage easement. FISCAL IMPACTS: The sum of $881.00 will be expended from the Drainage Maintenance Program to acquire this easement. ALTERNATIVES: Alternative #1: Authorize acquisition of the proposed drainage easement from David D. and Carol G. Graybeal for the sum of $881.00 Alternative #2: Decline to purchase the easement and direct staff to pursue eminent domain proceedings with the current property owner. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors adopt an ordinance in accordance with Alternative #1. SUBMITTED BY: Arnold Covey, Director Department of Community Development APPROVED BY: Elmer C. Hodge County Administrator ACTION Approved ( ) Motion by: Denied () Harrison Received () Johnson Referred () McNamara To () Minnix Nickens pc: Paul Mahoney, County Attorney Virginia Department of Transportation VOTE No Yes Abs G-- 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 ORDINANCE FOR AUTHORIZATION TO ACQUIRE A 15' DRAINAGE EASEMENT ACROSS PROPERTY ON BRANDYWINE AVENUE IN THE CAVE SPRING MAGISTERIAL DISTRICT OWNED BY DAVID D. GRAYBEAL AND CAROL B. GRAYBEAL IN CONNECTION WITH THE WAKEFIELD AVENUE ROAD AND DRAINAGE IMPROVEMENT PROJECT WHEREAS, a permanent fifteen -foot (15') drainage easement across a parcel of land located on Brandywine Avenue in the Cave Spring Magisterial District of the County of Roanoke, Virginia, owned by David D. Graybeal and Carol B. Graybeal, husband and wife, is required in connection with the Wakefield Avenue Road and Drainage Improvement Project; and, WHEREAS, subject to approval by the Board of Supervisors, staff has extended a bona fide offer to purchase the easement for the sum of $881.00, being the estimated fair market value based upon an independent M.A.I. appraisal, and the property owner has agreed to accept the offer; 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 November 17, 1998; and the second reading was held on December 1, 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 drainage easement, fifteen feet (15') in width, together with a 10' temporary construction easement, shown and designated as "NEW 15' STORM DRAIN EASEMENT" and "NEW 10' TEMPORARY CONSTRUCTION EASEMENT" upon a plat entitled `Easement Plat for County of Roanoke Showing A New 15' Storm Drain Easement and a New 10' Temporary Construction Easement Being Conveyed By David D. & Carol B. Graybeal', dated December 3, 1997, made by T. P. Parker & Son, said plat being attached hereto • and by reference incorporated herein, from David D. Graybeal and Carol B. Graybeal for the sum of $881.00 is hereby authorized and approved; and 2. That the consideration of $881.00 shall be paid from the funds of the Drainage Maintenance Program; and, 3. That the County Administrator or an Assistant County Administrator is hereby authorized to execute such documents and take such actions as may be necessary to accomplish this acquisition, all of which shall be on form approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption. G: \ATTORNE Y\ V LH\ENG\DRAINAGE\GRAYBEAL.ORD 2 BRANDYWI'NE AVE. RTE. 1602 40' R/W rT-ez) o�k NEW 15' STORM Q o p DRAIN EASEMENT BOUNDED BY CORNERS gc,f3 Mit2,zcA 1 THRU 4 TO AREA = 770 SQ. 1 FT. PROPERTY OF JENNIFER S. SHAVER' TAX #77.13-02-03 D.B. 1405, PG. 1414 raRg60, 8 .2NO oc Q taiga LEGEND NEW STORM DRAIN ESM'T. ® HEM P. MP. CONST. ESM'T —x— FEND cCb UnuTY POLE -AHW- OVERHEAD YORES *70' TO— WAKEFlELD AVE. PROPERTY OF DA VID D. & CAROL B. GRA YBEAL TAX #77.13-02-02 D.B. 1130, PG. 501 HSE #3634 VINYL SIDED NEW 15' STORM DRAIN EASEMENT LINE DIRECTION DISTANCE 1-2 S 32V0'00" E 15.39' 2-3 S 45'03'04" W 51.30' 3-4 N 32120'00" W 15.39' 4-1 N 45123'04" E 51.30' AREA = 770 SQ. FT. EASEMENT PLAT FOR COUNTY OF ROANOKE SHOWING A NEW 15' STORM DRAIN EASEMENT AND A NEW 10' TEMPORARY CONS7RUC770N EASEMEN BEING CONVEYED BY DAVID D. & CAROL B. GRAYBEAL CAVE SPRING MAGIS7ERIAL DIS7R/CT ROANOKE COUNTY, VIRGINIA TPP&S T. 6PPAA & SON HSE #3630 LUM. SIDED PROPERTY OF PAUL & PAULA WILLIAMS TAX #77. 13- 02- 05 D.B. 1411, PG. 667 TAX NO 77.13-02-02 N.B DRAWN JPR CALL CHK'D DAP CLOSED. JPR OM;$ ENGINEERS SURVEYORS Poet OM" Box 80 PLANNERS 8alem, Virginia 84153 NO. 1335 1ec 97 SCALE: 1 "= 20' DATE• DECEMBER 3. 1997 D_ 47531 w 0. 97-0951 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: November 17, 1998 AGENDA ITEM: Ordinance authorizing quitclaim and release of a water and sanitary sewer easement within boundaries of Scotford Court and located between Lot 47, Block 3, Section 13 and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park, located in the Cave Spring Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to authorize quitclaim and release of water and sanitary sewer easement within the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park. BACKGROUND: In March 1993, Roanoke County obtained from Palm Hermitage Corp., a 25-foot water and sewer easement for the development of the County's south loop water transmission line. Said easement is shown and designated as "New 25-foot Water and Sewer Easement" upon easement plat recorded in the Clerk's office of the Circuit Court of Roanoke County, Virginia, in Plat Book 15, Page 107. In March 1997, Boone, Boone and Loeb, Inc., Palm Hermitage Corp., subsequently subdivided the property by plat showing Section 13, Westchester of Canterbury Park, of record in the aforesaid Clerk's office, Plat Book 19, Page 139, a copy of which is attached hereto as Exhibit A. The 25-foot water and sanitary sewer easement described above lies within Section 13 and is beneath Scotford Court. 1 G`1 SUMMARY OF INFORMATION: In order for this portion of Scofford Court to be accepted into the state secondary road system, the Virginia Department of Transportation (VDOT) requires that the right-of-way be free and clear of any third party rights or encumbrances. The quitclaim and release of the subject portion of the water and sanitary sewer easement to the Commonwealth of Virginia would be subject to VDOT issuing a permit for such facilities and the condition that the facilities located within the 50- foot right-of-way, with the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park, may continue to occupy the street in the existing condition and location. The release would be for so long as the subject section of Scofford Court is used as part of the public street or highway system; however, said easement would not be vacated by the Board and would revert to the county in the event of abandonment of the street or highway. The Utility Department is in agreement with this request. ALTERNATIVES AND IMPACT: (1) Adopt the proposed ordinance authorizing the County Administrator to execute the necessary documents for quitclaims and release of the water and sanitary sewer easement within the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13, of Westchester of Canterbury Park. (2) Decline to adopt the proposed ordinance, which would result in Scotford Court remaining a private road. STAFF RECOMMENDATION: Roanoke County staff recommends that the Board of Supervisors adopt the proposed ordinance as provided in Alternative 1. SUBMITTED BY: APPROVED BY: b./ Arnold ovey, Director i Elmer C. Hodge Department of Community Development County Administrator 2 ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Harrison Received ( ) Johnson _ Referred ( ) McNamara To ( ) Minnix Nickens pc: Vickie Huffman, Assistant County Attorney Gary Robertson, Director, Utility Department 3 AdC1.1.I1914,7rmrvi x 1456 CANTEF(C1R 4p�� O. �% SCOTFORq CTNtra, R\ RY HILLS Ki P. MR9i.' pr T �4,44W2 w« a yr i n: sa a ah VICINITY MAP 30' RATER 6 MR EASEMENT \ \ \\ Xcf;T- 1 \ • 1.16 SECTION 62 'LOAF HALS' 9, PG. 110 i. / 4 / 16.603 p.11. ir"el TO BE QUITCLAIMED a 17,346 MIL52 41,9 1_C-21 _ C-23 -.•l� fp 17.431 W.H. �' m 51 4;17 42 fy 6 O I‹ )79, 36 / 19,233 441.14 11 4 i9 \J 45 ' 35 ��' 11.94619.N. of M1 / 34 s WATER AND SANITARY SEWER EASEMENT TO BE QUITCLAIMED SHOWN IN GRAY DESCRIPTION: DEED 4441 ony1N 419 16,522 W.H. �dTycP ncrt EASEYFMT FOR THE BENEFIT Cr HARMAN ET AL It HAN EY ET Al SFE DETAIL i TAR/ 75.03-4-29 4 * PROPERTY OF 25' WATER AND SANITARY SEWER EASEMENT \9A 4; v 20..307 \16.547NM/ ' 37.9E' 1 i501•/97'111 A 25 foot water and sanitary sewer easement ( P.B. 15, PG. 107 ) within the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park. Exhibit A 4' ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT WESTCHESTER OF CANTERBURY PARK, SECTION 13 25 FOOT WATER AND SANITARY SEWER EASEMENT TO BE QUITCLAIMED AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 ORDINANCE AUTHORIZING QUIT -CLAIM AND RELEASE OF WATER AND SANITARY SEWER EASEMENT WITHIN THE BOUNDARIES OF SCOTFORD COURT AND LOCATED BETWEEN LOT 47, BLOCK 3, SECTION 13, AND LOT 56, BLOCK 1, SECTION 13, OF WESTCHESTER OF CANTERBURY PARK IN THE CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, in order for Scotford Court to be accepted into the state secondary road system, the Virginia Department of Transportation (VDOT) requires that the right-of-way be free and clear of any third party rights or encumbrances; and, WHEREAS, VDOT has requested quit -claim and release of an existing water and sanitary sewer easement, twenty-five feet (25') in width, within the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13, of Westchester of Canterbury Park, being a portion of the easement acquired by deed recorded in Deed Book 1403, page 52, and shown on plat recorded in Plat Book 15, page 107, to the Commonwealth of Virginia, subject to certain conditions; and, WHEREAS, it will serve the interests of the public to have Scotford Court accepted into the state secondary road system and the release, subject to the issuance of a permit and other conditions, will not interfere with other public services and is acceptable to the Roanoke County Utility Department. 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 November 17, 1998; and a second reading was held on December 1, 1998. 2. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the interests in real estate to be released are hereby made available for other public uses by conveyance to the Commonwealth of Virginia for acceptance of Scotford Court into the state secondary road system by the Virginia Department of Transportation (VDOT). 3. That quit -claim and release of the water and sanitary sewer easement within the boundaries of Scotford Court and located between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13, of Westchester of Canterbury Park, to the Commonwealth of Virginia, is hereby authorized subject to the following conditions: a. VDOT issuance of a permit for the water and sanitary sewer lines or facilities. b. The facilities located within the 50-foot right-of-way, between Lot 47, Block 3, Section 13, and Lot 56, Block 1, Section 13, of Westchester of Canterbury Park, may continue to occupy the street or highway in the existing condition and location. c. The release would be for so long as the subject section of Scotford Court is used as part of the public street or highway system. 4. That the subject easement is not vacated hereby and shall revert to the County in the event of abandonment of the street or highway. 5. 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. 6. That this ordinance shall be effective on and from the date of its adoption. G:\ATFORNEY\ V LH\AGENDA\SCOTFORD.ORD ACTION NO. ITEM NUMBER: G-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Amending Ordinance 42793-7, enacted April 27, 1993 that adopted a fee schedule for Police Department services related to traffic control for parades and background investigations for concealed weapons permits and Conservators of the Peace. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The General Assembly has amended the Code of Virginia 1950 as amended, § 18.2 - 308 (K) Concealed Weapons, and § 19.2 - 13 (A) Conservators of the Peace. The changes made to both § 18.2 - 308(K) and § 19.2 - 13(A) amend the fees that can be charged by a police department for background investigations. SUMMARY OF INFORMATION: Request that Roanoke County Ordinance 42793-7 be amended as follows: The language concerning concealed weapons read "Initial application and issuance for five years $35.00. All language concerning biennial renewal should be removed from the ordinance as it is not consistent with COV § 18.2 - 308(K). The language concerning Conservators of the Peace read "Initial application and issuance for two years $300.00. All language concerning biennial renewal should be removed from the ordinance as it is not consistent with COV § 19.2 - 13(A). FISCAL IMPACT: May increase General Fund revenues depending on the number of applicants. STAFF RECOMMENDATION: The staff recommends the adoption of the proposed ordinance. SUBMITTED BY: APPRO ____---z avinder of of Police /47 Elmer C. Hodge County Administrator G -5 ACTION VOTE Approved ( ) Motion by: No Yes Absent Denied ( ) Harrison _ Received ( ) Johnson Referred ( ) McNamara To ( ) Minnix Nickens cc: File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 ORDINANCE AMENDING ORDINANCE 42793-7 ADOPTING A FEE SCHEDULE FOR POLICE DEPARTMENT SERVICES RELATED TO BACKGROUND INVESTIGATIONS FOR CONCEALED WEAPONS PERMITS AND CONSERVATORS OF THE PEACE WHEREAS, Ordinance 42793-7 adopted on April 27, 1993 established a fee schedule for certain police department services; and WHEREAS, the Virginia General Assembly amended Sections 18.2-308 and 19.2-13 of the 1950 Code of Virginia, changing the fees that can be charged by a police department for background investigations; and WHEREAS, a first reading of this ordinance was held on November 17, 1998; and the second reading and public hearing was held on December 1, 1998. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the following schedule of administrative fees is to be charged by the Roanoke County Police Department for the services described: Concealed weapons permit background investigation and report: Initial application and issuance for five (5) years $35.00 Conservator of the Peace appointment: Initial application and issuance for two (2) years $300.00 2. Any fees collected under this ordinance shall be deposited in an account for the benefit of the Roanoke County Police Department personnel costs. 3. This ordinance shall be in full force and effect from and after its adoption. U:\WPDOCS\AGENDA\CODE\FEES ACTION NUMBER ITEM NUMBER 1+ I— r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BLUE RIDGE COMMUNITY SERVICES The three year terms of Bonnie Pollock, County Representative, and Reverend William L. Lee, Member at Large, will expire 12/31/98. The Member at Large appointment must be confirmed by the County, and Cities of Salem and Roanoke. 2. BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS The four year term of Larry W. Degen, Alternate, expired July 28, 1998. The four year term of Richard L. Williams, Consulting Engineer expired October 24, 1998. The four year term of Wilmore T. Leffell, Building Contractor, will expire 12/12/98. They are eligible for reappointment. Mr. Degen, Mr. Williams, and Mr. Leffell have been contacted and they indicated that they were willing to serve another term. 3. GRIEVANCE PANEL The two year term of Raymond C. Denney, alternate, expired October 10, 1998 The new terms will be for three years. Mr. Denny has been contacted and he is willing to serve another term. 4. LEAGUE OF OLDER AMERICANS - ADVISORY COUNCIL 1 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. He has continued to serve until someone is appointed but has now officially resigned. 5. LIBRARY BOARD The four year term of Nancy Greene, Cave Spring District, will expire 12/31/98. 6. NEW CENTURY VENTURE CENTER BOARD OF DIRECTORS Owen Poole has served on the New Century Venture Center Board of Directors as Roanoke County's representative. He has moved to Tennessee and the position is now vacant. The Center has requested that the Board of Supervisors appoint an individual to serve as the County's representative. The Board may appoint a member of the County staff or a citizen to this position. 7. ROANOKE COUNTY PLANNING COMMISSION The four year term of A. Kyle Robinson, Vinton District, will expire 12/31/98. 8. ROANOKE VALLEY RESOURCE AUTHORITY The four year term of Diane D. Hyatt will expire 12/31/98. 9. 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. Additionally, Wilton B. "Webb" Johnson recently passed away. While Mr. Johnson lived in the Cave Spring Magisterial District, he was appointed by Supervisor Bob Johnson. SUBMITTED BY: APPROVED BY: OV Mary H. Allen, CMC/AAE Elmer C. Hodge Clerk to the Board County Administrator 2 HI 9 ACTION Approved ( ) Motion by: Harrison Denied ( ) Johnson Received ( ) McNamara Referred ( ) Minnix To ( ) Nickens cc: File VOTE No. Yes Abs 3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5 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: 1. that the certain section of the agenda of the Board of Supervisors for November 17, 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 October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 3. Resolution of Support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the 1 1 right-of-way. 7. Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. 8. Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. 9. Request for acceptance of Wales Court and portions of Salisbury Drive into the Virginia Department of Transportation Secondary System. 10. Request from Schools for appropriation of $11,444 to the School Grant Fund for a truancy reduction initiative. 11. Request from Schools for appropriation of $3,915.28 for the dual enrollment program with Virginia Western Community College. 12. Request from Schools for appropriation of $56,335.35 Technology Literacy Challenge Grant for technology training. 13. Request from Schools to appropriate $46,121 to the Roanoke Valley Regional Special Education budget. 14. Acceptance of Water and Sanitary Sewer Facilities serving Winterberry Pointe, Sections 2 and 3. 15. Acceptance of donation of a sanitary sewer easement from Larry G. Conner and Ida Jane E. Conner in connection with the Peters Creek Detention Basin Project. 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Minnix to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: ynt,A.,s- )N. CLe-ce-vt/ Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: Timothy W. Gubala, Director, Economic Development J. R. Lavinder, Chief of Police Terrance L. Harrington, County Planner Diane D. Hyatt, Director, Finance Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development Michael J. Lazzuri, Director, Court Service Unit Joseph Sgroi, Director, Human Resources Brent Robertson, Budget Manager C. JoAnn Burkholder, Student Assistance Program Coordinator Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board Lorraine S. Lange, Assistant Director of Instruction Dr. Jane James, Director, Technology Dr. Carol Whitaker, Regional Program Director October 13, 1998 T 1 663 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 October 13, 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 October, 1998. N RE: CALL TO ORDER Chairman Johnson called the meeting to order at 3:02 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; John M. Chambliss, Assistant County Administrator; Anne Marie Green, Director, Community Relations IN RE: OPENING CEREMONIES The invocation was given by Reverend John Hartwig, Good Shepherd Lutheran Church. The Pledge of Allegiance was recited by all present. October 13, 1998 665 Director Pete Haislip, and Special Events Coordinator Ricky Showalter. Mr. Showalter updated the Board on the improvements at Camp Roanoke. Captain Adams reported that there were over 1,000 participants in the Mud Run this year. Mr. Haislip announced that Captain Adams is being transferred and Supervisor Harrison responded that he hoped that his replacement would continue with the Mud Run. IN RE: NEW BUSINESS 1. Request for appropriation of $22,790 to the Commonwealth of Virginia Department of Environmental Quality. for final cost share payment for Matthews Electroplating Superfund remediation Project. (Paul Mahoney, County Attorney) A-101398-1 Mr. Mahoney reported that this appropriation would close out the SuperFund remediation project at the Matthews Electroplating site in west Roanoke County, also called the Big Hill Water Project. The electroplating facility released and discharged heavy metals into the groundwater and the EPA decided that the solution was to supply public water to those with contaminated wells. The EPA has determined that the County still owes this final payment of $22,790. A letter dated November 29, 1983, from the County committed the County to pay for the cost of engineering and construction associated with enlarging the proposed water extension to this area, and a letter dated May 10, 1984, from the County to DEQ confirmed that the County allocated $300,000 for its share of the costs for the project. The Finance Department has reviewed County payment records and October 13, 1998 667 Palmerton Zinc Pile Superfund Site in Palmerton, Pennsylvania. The Environmental Protection Agency has notified the County of the settlement. The share of the settlement for the County and Roanoke Electric Steel is $12,100.20, which will be paid by Horsehead which had established an escrow account to pay all of these allocations. Mr. Mahoney requested that the Board authorize the County Administrator to execute the Consent Decree. Supervisor Harrison moved to approve execution of the Consent Decree. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None IN RE: FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing quitclaim and release of a water and sanitary sewer easement within the cul-de-sac of Otter Park Court and located between Lot 8. Block 2, Section 3 and Tract A-1. Block 2. Section 3 of the Groves. in the Cave Spring Magisterial District. (Arnold Covey. Director of Community Development) Mr. Covey advised that in July 1993, Roanoke County obtained from Nicholas H. and Susan Cocke Beasley a 20 foot water and sewer easement for the development of the County's south loop water transmission line. Soon thereafter, Palm Land Company, L.C. purchased the Beasley property for the development of a single October 13, 1998 669 construction plans in order to maintain Roanoke County and VDOT standards for the future extension of Thomas Drive. In response to questions from Supervisor Nickens, Mr. Covey explained this was not the fault of the builder, and that the developer will pay the legal fees and all costs to correct the mistake. Supervisor Harrison moved to approve the first reading and set the second reading and public hearing for October 27, 1998. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None 3. First reading of ordinance enacting Sections 10-9.1, 2 3, and 4 in Article I of Chapter 10 Licenses of the Roanoke County Code to incorporate and conform with recent General Assembly legislation regarding limitation on gross receipts for pari-mutuel wagering, real estate brokers, providers of funeral services, and staffing firms for business, professional and occupational license tax purposes. {Vickie Huffmanm. Assistant County Attorney) Ms. Huffman advised that on July 1, 1998, the General Assembly approved changes to Chapter 37, Section 58, which limits gross receipts in determining business, October 13, 1998 671 carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens, Johnson NAYS: None RESOLUTION 101398-3 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 October 13, 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 6, inclusive, as follows: 1. Approval of Minutes for August 18, 1998. 2. Confirmation of committee appointment to the Grievance Panel. 3. Resolution requesting the acceptance of new portions of Old Cave Spring Road, Crystal Creek Drive, Pleasant Hill Drive to the Virginia Department of Transportation Secondary System; and abandonment of those portions of the above roads and Route 221 (Brambleton Avenue, Bent Mountain Road) which no longer serve public need. 4. Resolution requesting the acceptance of new portions of Valley Forge Avenue, Concord Place, Bunker Hill Drive, Valley Forge Circle to the Virginia Department of Transportation Secondary System, and abandonment of those portions of the above roads which no longer serve public need. 5. Resolution requesting the acceptance of new portions of West River Road and Dry Hollow Road to the Virginia Department of Transportation Secondary System, and abandonment of those portions of the above roads which no longer serve public need. 6. Resolution requesting the acceptance of Starlight Lane to the Virginia Department of Transportation Secondary System and abandonment of those portions of the above road which no longer serves public need. October 13, 1998 673 Recorded Vote Moved By: Seconded By: Yeas: Nays: Absent: Supervisor Minnix None Required Supervisors McNamara, Minnix. Harrison, Nickens, Johnson None None RESOLUTION 101398-3.c TO REQUEST THAT THE VIRGINIA DEPARTMENT OF TRANSPORTATION ADD INTO THE SECONDARY SYSTEM OF STATE HIGHWAYS NEW PORTIONS OF ROUTE 1520 (VALLEY FORGE AVENUE) AND ROUTE 1602 (CONCORD PLACE, BUNKER HILL DRIVE, VALLEY FORGE CIRCLE) AND ABANDON THOSE PORTIONS OF ROUTE 1520 (VALLEY FORGE AVENUE) AND ROUTE 1602 (CONCORD PLACE, BUNKER HILL DRIVE, VALLEY FORGE CIRCLE) WHICH NO LONGER SERVE THE PUBLIC NEED. WHEREAS, Route 1602, from the intersection of Route 221 to 0.035 miles west of Route 682, a distance of 0.133 miles, has been altered by the Virginia Department of Transportation and a new road has been constructed under Project 1602-080-248, and WHEREAS, the Virginia Department of Transportation hasprovided the Board with a project sketch dated October 31, 1994, revised dated March 21, 1995, attached hereto and incorporated herein by reference depicting the additions and abandonments required in the secondary system of state highways as a result of this project; and WHEREAS, the new road serves the same citizens as those portions of old road identified in the project sketch to be abandoned, and those segments no longer serve a public need, and NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, requests the Virginia Department of Transportation to add Sections #4, 5, 7, 8 and 10, shown shaded on the project sketch, to the secondary system of state highways, pursuant to §33.1-229 of the Code of Virginia, and BE IT FURTHER RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby abandons Sections #1, 2, 3, 6, and 9, shown cross -hatched on the project sketch, as part of the secondary system of state highways, pursuant to §33.1- 155 of the Code of Virginia, and BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Seconded By: Supervisor Minnix None Required October 13, 1998 675 RESOLUTION 101398-3.e TO REQUEST THAT THE VIRGINIA DEPARTMENT OF TRANSPORTATION ADD INTO THE SECONDARY SYSTEM OF STATE HIGHWAYS NEW PORTIONS OF EXISTING ROUTE 615 (STARLIGHT LANE) AND ABANDON THOSE PORTIONS OF ROUTE 615 WHICH NO LONGER SERVE THE PUBLIC NEED. WHEREAS, Route 615, from 0.90 miles south of Route 613 to 1.00 miles south of Route 613, has been altered by the Virginia Department of Transportation and a new road has been constructed under Project 0615-080-230, M-501, B-671, and WHEREAS, the Virginia Department of Transportation has provided the Board with a project sketch dated October 12, 1994, depicting the additions and abandonments required in the secondary system of state highways as a result of this project, which sketch is attached hereto and is hereby incorporated herein by reference, and WHEREAS, the new road serves the same citizens as those portions of old road identified by the sketch to be abandoned and those segments no longer serve a public need, and NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, requests the Virginia Department of Transportation to add Sections #3 and #4, shown shaded on the project sketch, including new structure #6021, to the secondary system of state highways, pursuant to §33.1-229 of the Code of Virginia, and BE IT FURTHER RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby abandons Sections #1 and #2, shown cross -hatched on the project sketch, including old structure #6021, as part of the secondary system of state highways, pursuant to §33.1-155 of the Code of Virginia, and BE IT FINALLY RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Seconded By: Yeas: Nays: Absent: Supervisor Minnix None Required Supervisors McNamara Minnix. Harrison. Nickens. Johnson None None IN RE: REPORTS Supervisor Johnson moved to receive and file the following reports. The motion carried by a unanimous voice vote. October 13, 1998 677 NAYS: None RESOLUTION 101398-4 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 IN RE: WORK SESSIONS 1. Work Session with Rescue Chiefs concerning charging for EMS Calls The work session was held from 4:45 p.m. until 5:45 p.m. and was presented by Rescue Chiefs Joe Coyle and Lee Bibb. Mr. Hodge explained that several years ago, fire and rescue volunteers requested 30 additional staff. At that time, several additional people were hired. Staff decided to look at a way to increase funding by charging a fee for rescue calls in order to hire the staff requested by the volunteers. Fire and Rescue Chief Rick Burch was asked October 13, 1998 679 Following additional discussion, the rescue chiefs indicated that they will support a flat tax or a telephone tax, but not charging for the emergency medical services calls. It was the consensus of the Board that Mr. Hodge and Chief Rick Burch will work with the rescue chief to bring back a plan that can be implemented in the next budget process. 2. Six Year Secondary System Construction Plan for fiscal year 1999-2005 and review of Revenue Sharing Priority List for 1999- 2000. The work session was held from 5:45 p.m. until 6:10 p.m. and was presented by Arnold Covey. Also present were County Engineer Steve Barger and VDOT Resident Engineer Jeff Echols. He reported that Roanoke County's allocation this year is estimated to be approximately $3.5 million, and $2.8 million per year over the next five years. There are three funding categories in the six -year plan: Countywide items, Incidental Items and Numbered Projects. Under Countywide Items, the County has included $175,000 for rural additions and $225,000 for traffic signs and entrance culverts. They anticipate receiving $3.1 million to be allocated toward reconstruction. Mr. Covey noted the changes included in this year's six year plan. Mr. Covey also presented proposed procedures for the installation of "Watch for Children" signs and a proposed policy for rural additions. It was the consensus of the Board to approve the proposed policy for "Watch October 13, 1998 681 sold their property, that the County has committed to improving traffic conditions in the area and that the rezoning is consistent with the Comprehensive Plan. He outlined the steps that were taken since last spring on the rezoning, including purchasing property for road access, and meeting with the neighbors. Mr. Hodge advised that if the rezoning is approved, he would like to establish a committee of residents from the community to work with Home Depot and the staff to follow through on the commitments that have been made. Tim Gubala, Economic Development Director presented an overview of the process his office went through in qualifying Home Depot as an economic development prospect. He explained that Home Depot contacted the County in April looking for land to locate a 132,000 square foot facility. The Economic Development Department studied the records of Home Depot and estimated revenue projections at $597,000. Home Depot must enter into a Performance Agreement with the County and meet the $40 million goal or the County will be repaid. County Planner Terry Harrington reviewed the Planning Commission involvement in the project. He noted that the property was listed as Core in the 1985 Future Land Use Map, and was designated as Core in the 419 Frontage Development Plan in 1987. The 419 plan also made policy recommendations concerning development in the Route 419 corridor. The Planning Commission held a public hearing on August 4, and scheduled a work session for August 17. On August 17, the Planning Commission reported that they felt this was an appropriate use of the land and recommended approval of the rezoning request. They further recommended that the ordinance include eleven site characteristics that must be achieved in order for the ordinance to be effective. October 13, 1998 683 signalization. In response to questions from Supervisor Nickens, Mr. Aldrich advised that the traffic count was done during the middle of the week, and that the hours of operation for Home Depot will be 6 a.m. to 9 p.m. Ed Natt, attorney representing Springwood Associates, advised that every parcel of land that was purchased was sold voluntarily and was handled by contract or option to purchase. He indicated that some individuals offered their property for as much as five times more than their assessed value. He pointed out that this was an appropriate use of the land which was designated as Core and encourages C-2 zoning. He also noted that with signalization, traffic flow would improve as indicated by Mr. Aldrich's grading scale. Mr. Natt reviewed other C-2 rezonings in the area from the 1980's to the present time. Bill Axcelle, an attorney representing a group from the Cave Spring area who were opposed to the rezoning, explained they did not wish to sue the County and requested that the Board withdraw the rezoning request. He pointed out that the County filed the petition instead of Home Depot, and that the Board first denied the request then reconsidered and approved it without another public hearing. He outlined some of his groups opposition as follows: (1) questions regarding how Supervisor Johnson eliminated his conflict of interest by giving up the commissions on the sale of the parcels involved in the Home Depot location and seeking the opinion of the County Attorney instead of the Commonwealth's Attorney to vote on the issue; (2) determining their rezoning vote on the proposed tax revenues that might be generated; (3) the negative impact of the additional traffic and the lack of a full traffic analysis at the intersection; (4) the affect to the residents October 13, 1998 685 12. Gregory Alien Facig. 8398 Bradshaw Road 13. Richard Baldwin. 3326 Westmoreland Drive 14. Mary MacMichael, 3551 Forester Road 15. Ruth L. Moseley. 3425 Greencliff Road 16. Paul Bell. 2705 Hillbrook Drive 17. Yvonne Johnson. 3515 Poplar Drive 18. Laurie Beane Perry, 227 Brakton Avenue 19. Betty Tanner, 5214. Lipps Road 20. Mike Naughton. 3827 View Avenue 21. Steve Noble. 5376 Canter Drive 22. Carl Herbst. 7331 Carriage Hills Drive 23. Christie Smith. 3304 Woodland Drive 24. Brent Riley, 5280 Wade Road 25. Doug Hale, 3418 Westmoreland Drive 26. Robert Perdue. 4515 Girard Drive 27. James Davis. 2919 Dover Drive 28. Roberta Bondurant, 11577 Bottom Creek Speaking in support on the rezoning were: 1. Renee Freeman. 4823 Merriman Road 2. Tommy Booze. 5604 Williamson Road 3. Reed B. McGhee. 1076 Quail Drive October 13, 1998 687 NAYS: Supervisors McNamara, Minnix ORDINANCE 101398-5 TO CHANGE THE ZONING CLASSIFICATION OF A 20-ACRE TRACT OF REAL ESTATE LOCATED IN THE VICINITY OF BRAMBLETON AVENUE (ROUTE 221) AND ELECTRIC ROAD (ROUTE 419) IN THE CAVE SPRING MAGISTERIAL DISTRICT FROM THE ZONING CLASSIFICATION OF R-1, R-2, AND C-2 CONDITIONAL TO THE ZONING CLASSIFICATION OF C-1 AND C-2 UPON APPLICATION OF ROANOKE COUNTY BOARD OF SUPERVISORS WHEREAS, by Resolution 071498-6 the Board of Supervisors initiated this amendment to the zoning classification and zoning maps for this real estate; and, WHEREAS, public necessity, convenience, general welfare and good zoning practice require this 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, the Roanoke County Planning Commission held a public hearing on this matter on August 4, 1998; and held another meeting on August 17, 1998, heard from interested citizens, and recommended its approval of this rezoning; WHEREAS, the first reading of this ordinance was held on July 28, 1998, and the second reading and public hearing were held August 18, 1998; and, WHEREAS, legal notice and advertisement has been provided as required by law; and WHEREAS, this ordinance was denied on August 18, 1998; and WHEREAS, the denial of this ordinance was reconsidered and said ordinance was adopted by the Board of Supervisors on September 8, 1998; and WHEREAS, the Board of Supervisors held another public hearing, after due legal notice and advertisement as required by law, on October 13, 1998, and adopted this ordinance. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the zoning classification of a certain tract of real estate containing 20 acres, as described by tax map numbers herein, and located in the vicinity of Brambleton Avenue (Route 221) and Electric Road (Route 419) in the Cave Spring Magisterial District, is hereby changed from the zoning classifications of R-1, Low Density Residential District; R-2, Medium Density Residential District; and C-2, General Commercial District, Conditional, to the zoning classification of C-1, Office District, and C- 2, General Commercial District. 2. That this action is taken upon the application of the Roanoke County Board of Supervisors. October 13, 1998 6_89 77.13-5-53, 54, 55, and 56. A six-foot stockade fence shall be installed within this buffer. A private access drive serving the above -referenced parcels shall be allowed to be constructed within the buffer. (D) Final site plan for the Home Depot site shall designate a "truck waiting area" located in front of the building. All trucks shall remain within the "truck waiting area" between the hours of 10 p.m. and 6 a.m. (E) Sound from any speaker located on the exterior of the building or within the Garden Center shall not exceed 65 Dba at any residential property line. (F) No parking lot pole lighting shall exceed 22 feet above grade. (G) No off -premises advertising signs shall be allowed on the property. (H) The maximum height of any free standing sign installed on the property shall be measured from the base elevation of -the Route 419. (I) All retaining walls constructed on the property shall be constructed of split -faced architectural block. (J) The property shall be developed in general conformance with the conceptual site plan entitled "The Home Depot South Roanoke, Virginia, VA-71e" dated 3/20/98, revised through 8/14/98. (K) The developer shall prepare and the Virginia Department of Transportation shall accept a traffic impact study of the proposed use prior to the approval of final site plans for the project. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. 5. That it is hereby declared to be the intention of the Board of Supervisors that the provisions of this ordinance are not severable, and if any portion or provision of this ordinance shall be declared unconstitutional or invalid by a valid judgement or decree of a Court of competent jurisdiction, this ordinance shall be null and void in its entirety. On motion of Supervisor Nickens to adopt the ordinance with paragraph H amended by Supervisor McNamara, and carried by the following recorded vote: AYES: Supervisors Harrison, Nickens, Johnson NAYS: Supervisors McNamara, Minnix October 13, 1998 691 reading of this ordinance was held on September 22, 1998; the second reading was held on October 13, 1998. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator is hereby authorized to exercise the option to purchase from Kenneth A. Keeney and Catherine L. Keeney following described real estate, to -wit: 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' 51" 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. 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 are necessary to accomplish the exercise of the option, all of which shall be approved as to form by the County Attorney. October 13, 1998 693 that he thought that there was a payback from recycling newspapers. Supervisor Johnson advised that it was not cost effective to recycle newspaper at this time, but it may be in the future. 2. Supervisor Nickens: (1) He suggested that Mr. Baldwin serve on the Home Depot Advisory Committee. (2) He noted that there is a tax on movies at theaters, but none when videos are rented. He asked staff to look at the possibility of a short term rental tax for the next budget process. (3) He attended the funeral for Darnall Vinyard and advised that Mr. Vinyard served on the Industrial Development Authority for 25 years and donated 86 acres of parkland to the County. Mr. Vinyard recently noted that for years to come the parkland will be used by young people. He suggested that the County recognize him in some way by a presentation to his wife. Supervisor Minnix also advised that Parks and Recreation employee, William Harbor, recently passed away. 3. Supervisor McNamara expxlained that he felt that the Home Depot issue has reached closure tonight even though it has been an unfortunate period in the County. He emphasized that it would be counterproductive for citizens not to shop at the proposed Home Depot store because the County needs to support all opportunities for increased tax revenues. IN RE: ADJOURNMENT At 11:10 p.m., Chairman Johnson adjourned the meeting. October 27, 1998 695 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 October 27, 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 October, 1998. N RE: CALL TO ORDER Vice Chairman Nickens called the meeting to order at 3:03 p.m. The roll call was taken. MEMBERS PRESENT: Vice Chairman Harry C. Nickens, Supervisors Fenton F. "Spike" Harrison, Joseph McNamara, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: Chairman Bob L. Johnson STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Brenda J. Holton, Deputy Clerk; John M. Chambliss, Assistant County Administrator; Don C. Myers, Assistant County Administrator; Anne Marie Green, Director, Community Relations IN RE: OPENING CEREMONIES The invocation was given by John M. Chambliss, Jr., Assistant County Administrator. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF October 27, 1998 and supports public relations within his or her organization, and Mr. Hodge was chosen to receive the award this year based on his commitment to two-way communications with the citizens of Roanoke County and his support of the Blue Ridge Chapter of PRSA. IN RE: BRIEFINGS 1. Annual Report from Blue Ridge Community Services (BRCS) Board. (Rita Gliniecki, Roanoke County representative) Ms. Gliniecki advised that a report was provided previously to the members of the Board listing services the BRCS provided during 1998. She emphasized several points in the report including that the Mental Heath, Mental Retardation and Substance Abuse Divisions provided 2,435 units of prevention and 49,805 units of treatment services to the County residents. She also updated the Board on three recent mandated legislative actions, and advised that the five participating localities have adopted resolutions designating the BRCS as an operating board rather than an advisory board. Also. all localities have approved the Performance Contract, and the ratio of consumers and family members on the BRCS will be addressed as the terms expire. IN RE: NEW BUSINESS 1. Request to appropriate refund from Virginia Public School Authority on Refundina of Series 1994B VPSA Bond Issue. (Diane Hyatt. Director._ Finance) October 27, 1998 699 WHEREAS, the Virginia Public School Authority (the "Authority") pursuant a resolution duly adopted on June 26, 1991, as amended, supplemented and restated (the "1991 Resolution") issued, amongst other series, two certain series of bonds designated as "Virginia Public School Authority School Financing Bonds (1991 Resolution) Series 1992" and "Virginia Public School Authority School Financing Bonds (1991 Resolution) Series 1994 B" (the "1991 Resolution Bonds") for the purpose of purchasing general obligation school bonds of certain cities and counties within the Commonwealth of Virginia; WHEREAS, the Authority used a portion of the proceeds of the 1991 Resolution Bonds to purchase certain duly authorized and issued general obligation school bonds of the County of Roanoke, Virginia designated County of Roanoke, General Obligation School Bond, Series 1994 A ("Local School Bonds"); WHEREAS, the Authority refunded certain of the 1991 Resolution bonds (the "Refunded Bonds") from a portion of the proceeds of its Virginia Public School Authority School Financing and Refunding Bonds (1997 Resolution) Series 1998 A (the "Refunding Bonds") issued pursuant to a resolution duly adopted by the Authority on October 23, 1997 (the "1997 Resolution"); WHEREAS, the Authority anticipates delivering to the County of Roanoke, its allocable share of the savings realized from the refunding of the Refunded Bonds; WHEREAS, the Authority in effecting the refunding has pledged the Local School Bonds for the benefit of the holders of Bonds issued under its 1997 Resolution; WHEREAS, the Authority is required to assist the underwriters (the "Underwriters") of the Refunding Bonds with their duty to comply with Securities and Exchange Commission Rule 15c2-12 (the "Rule"); WHEREAS, the Authority has requested the County of Roanoke, Virginia to execute a Continuing Disclosure Agreement in order for the Authority to assist the Underwriters in complying with the Rule, and; WHEREAS, the Authority has requested the County of Roanoke, Virginia to execute a Use of Proceeds Certificate and any other instruments necessary or useful to evidence compliance with the requirements for maintaining the tax-exempt status of the Virginia Public School Authority's bonds; WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia considers it to be advisable for the County to fulfill the request of the Authority to execute a Continuing Disclosure Agreement, Use of Proceeds Certificate and other instruments necessary or useful to comply with requirements for maintaining said tax exempt status; NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. Continuing Disclosure Agreement. The County Administrator and such officers as he may designate are hereby authorized to enter into a Continuing Disclosure Agreement in the form presented at this meeting as Exhibit A hereto, containing such covenants as may be necessary in order for compliance with the provisions of the Rule. October 27, 1998 701 businesses and individuals. Project Impact was created by FEMA to aid in creating disaster resistant communities. It is a public -private partnership involving the federal govemment, the state and local governments, along with the private sector and individual citizens. The Roanoke Valley was chosen as the Project Impact community for the State of Virginia because of its past experience with disasters, particularly flooding and the mutual response which the localities use in reacting to those situations. The interjurisdictional Stormwater Master Plan was also a deciding factor in choosing the Valley for this designation. She asked that the Board approve the resolution so that it could be included in the grant application and Roanoke County can continue to participate in Project Impact. There was no discussion. Supervisor Minnix moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson RESOLUTION 102798-2 EXPRESSING SUPPORT FOR PROJECT IMPACT AND AGREEMENT TO COMMIT STAFF AND RESOURCES TO THE PROJECT WHEREAS, millions of dollars are spent every year by the Federal Emergency Management Agency on disaster relief and clean-up; and WHEREAS, the Roanoke Valley has experienced several natural disasters over the past fifteen years, including flooding, hurricanes and severe winter storms; and WHEREAS, FEMA has created Project Impact to assist communities across the United States in becoming disaster resistant, thereby identifying and preventing potential damage, saving money, lives and property; and 1. Second reading of ordinance authorizing quitclaim and release of a water and sanitary sewer easement within the cul-de-sac of Otter Park Court and located between Lot 8. Block 2. Section 3 and Tract A-1. Block 2, Section 3 of the Groves. in the Cave Spring Magisterial District. (Arnold Covey. Director of Community Development) 0-102798-3 Mr. Covey advised that there have been no changes since the first reading of the ordinance. There was no discussion and no citizens to speak on this issue. Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson ORDINANCE 102798-3 AUTHORIZING QUIT -CLAIM AND RELEASE OF WATER AND SANITARY SEWER EASEMENT WITHIN THE CUL-DE-SAC OF OTTER PARK COURT AND LOCATED BETWEEN LOT 8, BLOCK 2, SECTION 3, AND TRACT A-1, BLOCK 2, SECTION 3, OF THE GROVES IN THE CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, in order for Otter Park Court to be accepted into the state secondary road system, the Virginia Department of Transportation (VDOT) requires that the right-of-way be free and clear of any third party rights or encumbrances; and, WHEREAS, VDOT has requested quit -claim and release of an existing water and sanitary sewer easement, twenty feet (20') in width, within the cul-de-sac of Otter Park Court and located between Lot 8, Block 2, Section 3, and Tract A-1, Block 2, Section 3, of the Groves, being a portion of the easement acquired by deed recorded in Deed Book On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson IN RE: APPOINTMENTS 1. Blue Ridge Alliance for Organ and Tissue Donation Supervisor Nickens reappointed Mary Allen for another two year term. 2. Building Code Board of Adjustment and Appeals Supervisor Nickens asked the Clerk to see if the members would be willing to serve another term. 3. Grievance Panel Supervisor Nickens asked the Clerk to see if the members would be willing to serve another term. 4. New Century Venture Center Board of Directors Supervisor Nickens asked that a staff member or citizen be appointed at the next meeting. 5. Virginia's First Regional Industrial Facilities Authority Roanoke County representatives were appointed at the beginning of the evening session. IN RE: CONSENT AGENDA October 27, 1998 707 5. Acceptance of off -site sanitary sewer facilities serving Winnbrook, Section 1. 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Minnix to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson RESOLUTION 102798-5.b REQUESTING ACCEPTANCE OF BELMONT COURT AND A PORTION OF DERBY DRIVE 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 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 Moved By: Seconded By: Yeas: Nays: Absent: Supervisor Minnix None Required Supervisors McNamara, Minnix Harrison and Nickens None Supervisor Johnson • October 27, 1998 709 ABSENT: Supervisor Johnson IN RE: WORK SESSIONS 1 Long Range Development Planning (Brent Robertson. Budget Manager) The work session was held from 3:30 p.m., until 4:25 p.m. and presented by Brent Robertson and Steve Kleiber. Mr. Robertson explained that at the E-Team's direction (a group comprised of departmental directors, assistant county administrators, and constitutional officers), a team was formed to examine possible long range planning needs of the county and to develop a proposal to addresses those needs. On October 2, 1998, a report was made to the E-Team, and it was decided to make this same presentation to the Board members. Mr. Robertson advised that successful organizations have a unity of purpose, a clear sense of direction, a map for where they are headed, and a plan to get there, and that is what this team is attempting to accomplish. 2. Discussion on the Community Plan (Janet Scheid. Senior Planner The work session was held from 4:25 p.m. until 6:00 p.m. and was presented by Janet Scheid, David Holladay, Terry Harrington, and Don Witt, Chairman, Planning Commission. Supervisor Nickens presented his list of possible changes to the document and several were discussed. It was the consensus of the Board that: (1) a work session October 27, 1998 711 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 NAYS: None ABSENT: Supervisor Johnson IN RE: APPOINTMENTS 1. Virginia's First Regional Industrial Facility Authority A-102798-4 Supervisor Nickens advised that there will be a meeting of this Authority before the next Board Meeting, and that Roanoke County representatives need to be appointed at this meeting. Supervisor Nickens moved to appoint Timothy W. Gubala, Economic Development Director, and Supervisor Bob L. Johnson; and to appoint Joyce W. Waugh, Economic Development Assistant Director, and Supervisor Fenton F. Harrison as alternates. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson IN RE: EXECUTIVE SESSION October 27, 1998 713 Comments were received from many organizations, and staff prepared written responses. The Planning Commission held a series of workshops to review the document, and additional meetings were held with neighborhood councils. On October 6, 1998, the Planning Commission held a public hearing when representatives from the Roanoke Regional Homebuilders Association asked for more time for citizen input. This plan has been developed in accordance with Section 15.2 of the Code of Virginia and is a flexible document and subject to interpretation. Amendments may be initiated by any County landowner andlor the Board of Supervisors. Ms. Scheid asked for approval of the Roanoke County Community Plan dated September 30, 1998, along with the following: (1) Roanoke County Demographic and Economic Profile, dated September, 1996; (2) Roanoke County Community Plan Citizen Participation Process, dated 1997; (3) Route 419 Frontage Development Plan, originally approved February, 1987; (4) Roanoke River Corridor Study, adopted in December, 1990; (5) Conceptual Greenway Plan, adopted April, 1997, and (6) Roanoke Valley Regional Stormwater Management Plan, adopted March, 1998. Mr. Don Witt, Chairman of the Roanoke County Planning Commission, advised that the Planning Commission believes that this document reflects the values of the community. He feels that the plan encourages industry. He highlighted features of the plan that are unique and urged the Board to support the plan. October 27, 1998 715 inclusion of greenways in the plan, and advised that in May, 1999, the first Governor's Conference on greenways and trails will be held in Roanoke. 4. Keith Austin. 5320 Twilight Rd, General Manager, Lamar Advertising, advised that he believes that amortization of existing billboards is impractical and unconstitutional, and that since 1991, only 4 billboards have been erected but 12 taken down. 5. Leon T. McGhee. P. O. Box 667. Vinton, advised that he was concerned about individual property rights, and that areas east of 460 are being down zoned. 6. Rick Phlegar. 5867 Chagal Circlet asked if the plan dealt with Route 419 and warned that this could lead to situations found in Fairfax and northern Virginia. 7. David Radford._5337 Longridge Dr, had concerns about land use map; did not have sufficient time to study; asked for more information in the economic development section and to identify quantative issues. 8. Joe Miller. 2812 Longview Ave advised that the plan is based on the vision process to the year 2010 without constraints, and would like for staff to supply the data and a road map to get there. 9. Charles Blankenship. 5215 Sugar Loaf Dr. Roanoke Valley Urban Forestry Council, advised that they have been working on greenways and trees, and that he supports the plan and the protective measures. October 27, 1998 717 Supervisor McNamara asked that these comments from interested groups also be copied to the Board members. Supervisor Nickens advised that copies of the plan are already in all of the County libraries and within the next few days, it will be on the Roanoke County Home Page on the Internet. Supervisor Minnix moved to approve the first reading and set the second reading and public hearing for January 12, 1999. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson IN RE: PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to vacate a 6-foot portion of a 60- foot unimproved right-of-way referred to as Thomas Drive as recorded in Plat Book 9. Page 179. located in the Catawba Magisterial District. (Arnold Covey. Director of Community Development) 0-102798-7 Mr. Covey advised that staff is recommending that the 6-foot portion of the unimproved right-of-way be vacated on the condition that an additional 6-foot portion of the new right-of-way be dedicated so that the new right- of -way for Thomas Drive remains October 27, 1998 719 WHEREAS, in exchange, the Petitioner has agreed to dedicate additional right-of-way on the opposite side of Thomas Drive to maintain the right-of-way at the same width; and, WHEREAS, this vacation, subject to the conditions herein, will not involve any cost to the County and the affected County departments have raised no objection; and, WHEREAS, notice has been given as required by §15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on October 13, 1998; the public hearing and second reading of this ordinance was held on October 27, 1998. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That a portion of Thomas Drive, 6' in width and extending along the southern boundary of Lot 18-A, being designated and shown as "0.040 ACRE BOUNDED BY CORNERS 3, 8, 9, 10, 6, 5, 4 TO 3 INCLUSIVE BEING VACATED BY COUNTY OF ROANOKE" on Exhibit A attached hereto, said right-of-way having been dedicated on the subdivision plat entitled "Map of Section No. 3, Campbell Hills" dated May 28, 1980, and recorded in the aforesaid Clerk's Office in Plat Book 9, page 179, and being further shown on plat entitled "Resubdivision For Thomas, Ltd.", recorded in the aforesaid Clerk's Office in Plat Book 19, page 176, in the Catawba Magisterial District of the County of Roanoke, Virginia, be, and hereby is, vacated pursuant to Section 15.2-2272 of the Code of Virginia (1950, as amended), subject to the following conditions: a. That the section of Thomas Drive which is located within the area designated as'55 ft. radius temporary turnaround' shall be excepted from this vacation and shall continue to constitute a portion of the temporary turnaround until such time as Thomas Drive may be extended and the temporary turnaround may be vacated. b. That additional right-of-way, 6 feet in width, on the opposite side of Thomas Drive, being designated and shown as "0.065± ACRE BOUNDED BY CORNERS 11 THRU 17 TO 11 INCLUSIVE BEING DEDICATED TO COUNTY OF ROANOKE BY THOMAS, LTD." on Exhibit A attached hereto, be dedicated by subdivision plat as part of Thomas Drive. c. That the vacated portion of Thomas Drive is hereby reserved and retained as a public utility easement for a total easement width of 21' when added to the existing 15' public utility easement along Thomas Drive on Lot 18-A. d. That fee simple title to the vacated portion of Thomas Drive shall vest in the owner of the abutting property (Lot 18-A) as provided in §15.2- 2274 of the Code of Virginia (1950, as amended), subject to the October 27, 1998 721 Mr. Mahoney advised that this is the second reading and public hearing of a proposed ordinance to incorporate recent legislation into the Roanoke County Code. These state statutes contain special provisions for limitations on gross receipts in determining business, professional and occupations license taxes due from the following specific businesses: pari-mutuel wagering, real state brokers, providers of funeral services and staffing firms. The ordinance will be effective as of January 1, 1999 to coordinate with the County's license tax year of January 1 to December 31. He advised that there have been no changes since the first reading and no citizens were present to speak on the issue. There was no discussion. Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson ORDINANCE 102798-8 ENACTING SECTIONS 10-9.1, 10-9.2, 10-9.3 and 10-9.4 IN ARTICLE I OF CHAPTER 10 LICENSES OF THE ROANOKE COUNTY CODE TO INCORPORATE AND CONFORM WITH RECENT LEGISLATION ENACTED BY THE GENERAL ASSEMBLY REGARDING LIMITATION ON GROSS RECEIPTS FOR PARI-MUTUEL WAGERING, REAL ESTATE BROKERS, PROVIDERS OF FUNERAL SERVICES, AND STAFFING FIRMS FOR BUSINESS, PROFESSIONAL, AND OCCUPATIONAL LICENSE TAX PURPOSES WHEREAS, pursuant to the authority of Chapter 37 (Section 58.1-3700, et seq.) of the Code of Virginia, 1950, as amended, the County of Roanoke, Virginia, imposes a business, professional, and occupational license (BPOL) tax through the adoption of an ordinance codified in Chapter 10 of the Roanoke County Code; and, October 27, 1998 723 Sec. 10-9.3 Limitation on "gross receipts" - Providers of funeral services. Gross receipts of providers of funeral services for license tax purposes under this chapter and under Chapter 37 (§58.1-3700 et seq.) of the Code of Virginia shall not include amounts collected by any provider of funeral services on behalf of, and paid to, another person providing goods or services in connection with a funeral. The exclusion provided by this section shall apply if the goods or services were contracted for by the provider of funeral services or his customer. A provider of funeral services claiming the exclusion shall identify on its license application each person to whom the excluded receipts have been paid and the amount of the excluded receipts paid by the provider of funeral services to such person. As used in this section, "provider of funeral services" means any person engaged in the funeral service profession, operating a funeral service establishment, or acting as a funeral director or embalmer. Sec. 10-9.4 Limitation on "gross receipts" - Staffing Firms. (a) Gross receipts for license tax purposes under this chapter and under Chapter 37 (§58.1-3700 et seq.) shall not include employee benefits paid by a staffing firm to, or for the benefit of, any contract employee for the period of time that the contract employee is actually employed for the use of the client company pursuant to the terms of a PEO services contract or temporary help services contract. The taxable gross receipts of a staffing firm shall include any administrative fees received by such firm from a client company, whether on a fee -for -service basis or as a percentage of total receipts from the client company. (b) For the purpose of this section: "Client company" means a person, as defined in §1-13.19, that enters into a contract with a staffing form by which the staffing firm, for a fee, provides PEO services or temporary help services. "Contract employee" means an employee performing services under a PEO services contract or temporary help services contract. "Employee benefits" means wages, salaries, payroll taxes, payroll deductions, workers' compensation costs, benefits, and similar expenses. "PEO services" or "professional employer organization services" means an arrangement whereby a staffing firm assumes employer responsibility for payroll, benefits, and other human resources functions with respect to employees of a client company with no restrictions or limitations on the duration of employment. "PEO services contract" means a contract pursuant to which a staffing firm provides PEO services for a client company. "Staffing firm" means a person, as defined in §1-13.19, that provides PEO services or temporary help services. "Temporary help services" means an arrangement whereby a staffing firm temporarily assigns employees to support or supplement a client company's workforce. "Temporary help services contract" means a contract pursuant to which a staffing firm provides temporary help services for a client company. October 27, 1998 725 NAYS: None ABSENT: Supervisor Johnson ORDINANCE 102798-9 GRANTING A SPECIAL USE PERMIT TO UNITED STATES CELLULAR TO CONSTRUCT A 100 FOOT CELLULAR MONOPOLE TOWER AND SUPPORT BUILDING ON CATAWBA VALLEY DRIVE. 0.75 MILE WEST OF OAKEY-DOLON ROAD (TAX MAP NO. 8.04- 1-42), CATAWBA MAGISTERIAL DISTRICT WHEREAS, United States Cellular has filed a petition to construct a 100 foot cellular monopole tower and support building located on Catawba Valley Drive, 0.75 mile west of Oakey-Dolon Road (Tax Map No. 8.04-1-42) in the Catawba Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this matter on October 6, 1998; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on September 22, 1998; the second reading and public hearing on this matter was held on October 27, 1998. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board finds that the granting of a special use permit to United States Cellular to construct a 100 foot cellular monopole tower and support building located on Catawba Valley Drive, 0.75 mile west of Oakey-Dolon Road (Tax Map No. 8.04- 1-42) in the Catawba Magisterial District is substantially in accord with the adopted 1985 Comprehensive Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the following conditions: 1) The height of the tower structure, including any antenna attached to the structure, shall be no more than 87' or 20' above the surrounding trees, whichever is higher. Only a monopole broadcasting tower design with 7' whip antennas shall be permitted. 2) The final site development plan shall generally conform with the "Concept Plan of Mason Cove Cellular Site" prepared by Engineering Concepts, Inc. in July of 1998. 3) No grading or clearing shall be done outside of the 100' X 100' leased lot except for what is necessary for the 12' access road at a 20 grade. 4) The tower structure, antenna, and all attached support hardware shall be a brown flat matted color so as to better blend into the landscape and reduce visibility and Tight reflection. In addition any other October 27, 1998 727 the petition of David and Lucy Downs. (Terry Harrington. County Planner 0-102798-10 Mr. Harrington advised that this is a request for a special use permit to operate a bed and breakfast from an existing home, and is compatible with the rural village land use designation. Staff anticipates that there will be no negative impacts on the rural community. The Planning Commission recommended approval with one recommended condition: signage will be limited to 3' by 4'. There was no discussion and no citizens present to speak on the issue. Supervisor Harrison moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson ORDINANCE 102798-10 GRANTING A SPECIAL USE PERMIT TO DAVID & LUCY DOWNS TO OPERATE A BED AND BREAKFAST FROM AN EXISTING HOME AT 5209 CATAWBA VALLEY DRIVE (TAX MAP NO. 7.00-2-4.17), CATAWBA MAGISTERIAL DISTRICT WHEREAS, David and Lucy Downs have filed a petition to operate a bed and breakfast from an existing home located at 5209 Catawba Valley Drive (Tax Map No. 7.00-2-4.17) in the Catawba Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this matter on October 6, 1998; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on September 22, 1998; the second reading and public hearing on this matter was held on October 27, 1998. October 27, 1998 729 offset from the immediate front of the building. The site is designated transition by the 1985 Comprehensive Plan. The Planning Commission expressed concern about buffering requirements, that there are no topography plans and no elevation is provided, building material, stormwater detention, and parking areas. The Planning Commission recommended approval with five recommended conditions: (1) Signage on the site shall comply with all C-1 sign standards; (2) The display of portable signs shall be prohibited; (3) There shall be no vehicles missing major mechanical or body parts or having substantial damage maintained or stored on the site; (4) There shall be a 25-foot rear setback for the buildings; (5)AII denuded embankments will be replanted or landscaped; and (6) The service bay doors will be oriented to the side. The following citizens were present and spoke on this issue: 1. Rudy Cox. Rudy Cox Realtors. 3512 Brambleton Ave. spoke in favor of granting the special use permit and advised that he has been trying to sell the property for six years. He related that there are 162 businesses from the County line to Route 419 with 10 automobile related services. 2. Horace McPherson. 3661 Forester Road, who lives directly behind this property, asked that the special use permit be denied because it cannot be controlled, and there is a safety problem with this location. 3 Ellen Holtzman. 3511 Forester Road. asked that the special use permit be denied because she does not believe the .753 acre parcel of land can accommodate the display and sale of vehicles. October 27, 1998 731 WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on September 22, 1998; and the second reading and public hearing on this matter was held on October 27, 1998. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: On motion of Supervisor Minnix to DENY the ordinance, and carried by the following recorded vote: AYES: Supervisors Minnix, Harrison, Nickens NAYS: Supervisor McNamara ABSENT: Supervisor Johnson 6. Second reading of ordinance on a proposal of the Roanoke County Planning Commission to amend and re-enact Section 30- 28.30-29-7 and 30-87-2 of the Roanoke County Zoning Ordinance to adopt new standards pertaining to the development of broadcasting towers within Roanoke County. (Terry Harrington, County Planner) 0-102798-12 Mr. Harrington advised that this is the final draft of an ordinance with proposed changes to the zoning regulations pertaining to broadcasting towers, and the ordinance was approved by the Planning Commission after holding a public hearing on October 6, 1998. The draft reflects the work of the Citizens Advisory Committee and the suggestions of the Commission. The proposed changes can be classified into three major categories. First, the ordinance contains a series of policy statements and statements of intent that lay out Roanoke County's objectives regarding the siting of towers and the provision of wireless communication services. Second, significant changes have been October 27, 1998 733 WHEREAS, the Planning Commission for Roanoke County did hold its public hearing on this amendment on October 6, 1998, and made a recommendation concerning approval of the ordinance adopting these amendments to the Board of Supervisors of Roanoke County, Virginia; and, WHEREAS, in the interest of public necessity, convenience, general welfare, and good zoning practice, the Board of Supervisors hereby amends certain provisions concerning broadcasting towers in the various zoning districts of the County; and WHEREAS, legal notice and advertisement has been provided as required by law, and that the first reading of this ordinance was held on September 22, 1998; and the second reading and public hearing will be held on October 27, 1998. BE IT ORDAINED, by the Board of Supervisors of Roanoke County, Virginia, that the Zoning Ordinance for Roanoke County, be, and hereby is, amended and reenacted, as follows: 1. That Sections 30-28, 30-29-7, and 30-87-2 be amended and reenacted as follows: Amend Section 30-28 Definitions as follows: Add the Following Definitions: Antenna Any exterior apparatus designed for telephonic, radio, or television communications through the sending and/or receiving of electromagnetic waves. Antenna types include, but are not limited to; omni-directional "whip" antenna, directional panel antenna, parabolic antenna and other ancillary antenna designs. An antenna does not include the broadcasting tower or other support structure to which it is attached. Stealth Design Any broadcasting tower that is designed so that all of its structural components including associated antennas are camouflaged, disguised or otherwise hidden for the purpose of making the tower and antennas unnoticeable to the casual observer, or otherwise unrecognizable as a broadcasting tower. Amend Section 30-29-7 Miscellaneous Use Types as follows: Delete: Add: October 27, 1998 735 Add: 30-87-2 Broadcasting Tower A. Intent. The intent of these provisions is to regulate the placement of new and replacement broadcasting towers within Roanoke County. These provisions provide broadcasting tower applicants, property owners, and all other Roanoke County citizens clear guidance on the official policies and standards of the County. These policies and standards shall be used by applicants as a guide when selecting altemative broadcasting tower sites and broadcasting tower designs within the County. In addition, the County staff, Planning Commission and Board of Supervisors shall use these policies and standards, the Roanoke County Community Plan and the general Special Use Permit criteria found in Section 30-19 as a guide for evaluating any future requests for broadcasting towers. In the interest of preserving and enhancing the scenic and natural beauty of Roanoke County it is the goal of the County to achieve a long term reduction in the number of broadcasting towers within the County, and where possible, to achieve a reduction in the height of existing broadcasting towers throughout the County, with special emphasis on towers located along or near the ridgetops of major mountains and land forms. In addition, it is the goal of the County, where possible, to achieve the relocation of existing broadcasting towers and associated utility and access corridors which have a high visual impact on scenic resources_ To this end, the County will work cooperatively with broadcasting tower owners and applicants and land owners to achieve these goals. It is the official policy of the County to encourage and promote the co -location of antennas on existing public and private structures within the County. To achieve this end, the County encourages all wireless communication providers to locate new antennas on existing structures . Permits for new broadcasting towers should only be requested when no other reasonable alternative exists for locating needed antennas. When new broadcasting towers are proposed as a last alternative, the requested. broadcasting tower location, height and design should be chosen to protect and enhance the scenic and natural beauty of Roanoke County. Broadcasting tower locations at elevations lower than surrounding ridge lines are preferred. The use of stealth designs should be considered for any new broadcasting tower. It is the intent of the County to fully comply with all of the applicable provisions of the federal Telecommunications Act of 1996 and other applicable federal and state laws as said laws address and preserve Roanoke County's zoning authority and provide to the communication industry the right and responsibility to provide communication services within their service areas. B. Applicability: 1. These standards shall apply to all new and replacement broadcasting towers within Roanoke County with the exception that new and replacement broadcasting towers and associated antenna not exceeding thirty (30) feet in height and located within any commercial or industrial zoning district shall be permitted by right provided: October 27, 1998 737 c. Accurate, to scale, photographic simulations showing the relationship of the proposed broadcasting tower and associated antenna to the surroundings. Photographic simulations shall also be prepared showing the relationship of any new or modified road, access or utility corridors constructed or modified to serve the proposed broadcasting tower site. The number of simulations and the perspectives from which they are prepared, shall be established with the staff at the consultation required in Section C.1. above. d. A computerized terrain analysis showing the visibility of the proposed broadcasting tower and antenna at the requested height and location. If new or modified road, access or utility corridors are proposed, the terrain analysis shall also show the visibility of these new or modified features. e. Information on how the proposed site relates to the applicants existing communication system, including number of other sites within the Roanoke Valley, and the location of the antenna at each site f. All broadcasting tower applicants shall be required, at their expense to conduct an on -site "balloon" or comparable test prior to the Planning Commission and Board of Supervisors hearings on the Special Use Permit. The purpose of this test shall be to demonstrate the potential visual impact of the proposed tower. The dates and periods of these tests shall be established with the applicant at the pre -application consultation. g. Written verification that all required submittals to the FAA as required by Section 30-87-2 D. 6 of this ordinance have been submitted. 3. The applicant shall be responsible for all fees associated with the filing of the application including the reasonable cost of any independent analysis deemed necessary by the County to verify the need for the new broadcasting tower. The Board of Supervisors shall establish these fees, which shall be discussed with the applicant at the pre -application conference. D. General Standards: 1. The maximum height of any proposed broadcasting tower and associated antenna shall be made as a condition of the special use permit, but in no case shall any broadcasting tower and antenna exceed 199 feet in height. Applicants shall request the lowest broadcasting tower and antenna height necessary to accomplish their specific communication objectives. 2. The setback for any proposed broadcasting tower shall, at a minimum, conform to the requirements for principal structures for the proposed zoning district. However, in no case shall the minimum setback from the base of the broadcasting tower to any residential structure on an adjoining lot be Tess than 40 percent of the height of the tower, measured from the closest structural member of the broadcasting tower (excluding guy lines). Guy lines shall be exempt October 27, 1998 739 11. By applying and being granted the special use permit, the applicant and the owner of the land agree to dismantle and remove the broadcasting tower and associated facilities from the site within ninety days of the broadcasting tower no longer being use for wireless communications. Dismantling and removal from the site shall only be required after notice by the County. If antennas on any approved tower are relocated to a lower elevation, the tower shall be shortened to the height of the highest antenna. A bond or similar performance guarantee may be required as part of the special use permit approval. Said guarantee will be in an amount sufficient to ensure removal of the tower and all associated facilities and the reclamation of the property and road, access and utility corridors to a condition that existed prior to tower construction. 12. All broadcasting tower structures and associated hardware, antennas, and facilities shall be a flat matted finish so as to reduce visibility and light reflection unless otherwise required by the FCC or FAA. 13. No business signs shall be allowed on the property identifying the name of, or services offered by, any business associated with the broadcasting tower. E. General Review Policies All special use permit requests for new broadcasting towers, including the replacement or modification of existing broadcasting towers shall be reviewed by the staff, Planning Commission and Board of Supervisors on the basis of the following criteria: 1. The extent to which the broadcasting tower proposal conforms to the general special use permit criteria in Section 30-19 of this ordinance, and the intent, application requirements, and general standards for broadcasting towers found in these provisions. 2. The demonstrated willingness of the applicant to evaluate co -location opportunities within the proposed communication service area, and the demonstrated history of the applicant choosing co -location sites within the Roanoke Valley. 3. The base and top elevation of the proposed broadcasting tower relative to surrounding natural land forms. Notwithstanding any other provision of this section, broadcasting tower locations below surrounding ridge lines are preferred. 4. Broadcasting tower locations already served by existing roads and utilities are preferred due to the potential detrimental environmental and visual impacts resulting from the construction of new road and utility corridors. 5. Within the needed service area, the availability of other existing structures that are, based upon independent analysis, of suitable height, design, and location for the needed antenna. 6. The visibility of the broadcasting tower from the surrounding community and neighborhood compatibility of the tower as determined by the submitted computer simulations, terrain analysis and balloon or comparable test. October 27, 1998 741 asked Supervisor Nickens if he received a copy of the contract; and asked the Board to carefully consider the Special Use Permit for the new South County High School when it is considered by them. IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor McNamara: (1) He suggested that the Police Department make an extra effort to patrol the streets on Halloween. (2) He advised that he and Supervisor Minnix attended the Governor's Class at Cave Spring High School and commended the students for their excellent attitude and complimented the staff. (3) He asked for an update on the South County Park from Pete Haislip. Supervisor Minnix: (1) He advised that he attended a meeting with the Clearbrook Civic League, and asked Mr. Hodge to contact the Police Chief to have the area patrolled when the new speed limit signs are posted along Route 220. Supervisor Harrison: (1) He made several supportive comments in relation to the Glenvar speakers, and their request for full funding. He asked Ms. Toler if the bricks that the Glenvar supporters used for their display tonight were those given at the grand opening at Fort Lewis. He advised the Board members that the school has bricks with their names on them. He advised that he signed one of the petitions presented in support of the Glenvar Schools and invited the other supervisors to visit the schools to see the situation for themselves. October 27, 1998 743 ABSENT: Supervisor Johnson RESOLUTION 102798-13 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 NAYS: None ABSENT: Supervisor Johnson IN RE: ADJOURNMENT At 10:30 p.m., Vice Chairman Nickens moved to adjourn the meeting. The motion carried by a unanimous voice vote with Supervisor Johnson absent. Submitted by, Approved by, Brenda J. Holton, CMC Harry C. Nickens Deputy Clerk to the Board Vice Chairman A-111798-5. a ACTION NUMBER ITEM NUMBER - Al:: AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: Confirmation of appointment to the Blue Ridge Alliance for Organ and Tissue Donation COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The following nomination was made at the October 27 meeting and should now be confirmed. 1. BLUE RIDGE ALLIANCE FOR ORGAN AND TISSUE DONATION Supervisor Nickens nominated Mary H. Allen to a two year term which will expire November 12, 2000. STAFF RECOMMENDATION: It is recommended that the above appointment be confirmed by the Board of Supervisors. SUBMITTED BY: APPRCak/ED BY. Mary H. Allen, CMC/AAE Clerk to the Board evr) Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x _ Denied ( ) Harrison _ x Received ( ) McNamara_ x Referred ( ) Minnix _ x To () Nickens _ _ x cc: File Blue Ridge Allowance for Organ and Tissue Donation File I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5.b ENDORSING VIRGINIA'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY'S APPLICATION FOR VIRGINIA INDUSTRIAL SITE DEVELOPMENT FUNDS Whereas, the Virginia Industrial Site Development Fund was passed by the 1998 General Assembly; and Whereas, the objectives of the Fund are: to assist in the development of publicly owned, marketable regional industrial sites; to strengthen the capacities of distressed communities to stimulate and promote economic development activity; to encourage the development of regional cooperation and marketing concepts for economic development purpose; and to increase Virginia's total industrial site inventory; and Whereas, the Department of Housing and Community Development has prepared program guidelines for the Virginia Industrial Site Development Fund; and Whereas, the General Assembly has provided $3 million in State financial assistance to distressed communities to assist with the development of regional industrial sites; and Whereas, the legislation gives "preference to regional sites (two or more localities), sites purchased or placed under option and engineering study contracted for or completed;" and Whereas, the 1997 Virginia General Assembly adopted the Virginia Regional Industrial Facilities Act; and 1 Whereas, the Act provided localities in the New River Valley and the Fifth Planning Districts a legislative mechanism to enhance the economic base of this region by allowing local governments to jointly develop, own and operate one or more industrial facilities on a cooperative basis; and Whereas the Act provided that participating localities could share the revenue generated from a cooperative regional industrial facility; and Whereas, Virginia's First Regional Industrial Facility Authority formed in 1998 in response to the Virginia Regional Industrial Facilities Act; and Whereas, the counties of Bland, Craig, Giles, Montgomery, Pulaski, Roanoke, and Wythe, the cities of Radford, Roanoke, and Salem, and the towns of Pulaski, Dublin, Narrows, Pearisburg, and Christiansburg are the members of Virginia's First Regional Industrial Facility Authority. Now, Therefore be it resolved, that the Board of Supervisors of Roanoke County, Virginia, does hereby support the Authority's application for $1.375 million from Virginia Industrial Site Development Funds for construction of the New River Valley Commerce Park ; and Be it further resolved that the remaining $7,464,089 construction costs will come from: $500,000 ARC (application submitted), $4,139,089 participating localities; $450,000 VDOT, and $1 million EDA; and Be it further resolved that Elmer C. Hodge, County Administrator, is the chief administrative officer for the County of Roanoke and is authorized to sign and submit all appropriate information necessary for Virginia's First Regional Industrial Facility Authority 2 to apply for VISDF funds. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: .0ac.--, Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Timothy W. Gubala, Director, Economc Development David W. Rundgren, Executive Director, New River Valley Commerce Park Study Committee 3 Item No. ..7 3 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: AGENDA ITEM: November 17, 1998 Request for a Resolution of support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: The Virginia's First Regional Industrial Facility Authority is applying for $1,375,000 from the Industrial Site Development Fund for the development of the New River Valley Commerce Park in Pulaski County. The Industrial Site Development Fund can be used for the development of regional industrial sites by two or more "distressed" localities, as defined by the Virginia Department of Housing and Community Development in the Fund application. Roanoke County could not apply for this fund as we do not meet the distressed criteria nor have preliminary engineering completed on 200 developable acres. The Authority is applying on behalf of all its fifteen member localities. Each member of the authority must endorse the application so that funding can be obtained from the Commonwealth of Virginia. Other funding requests have been made to the Appalachian Regional Commission ($500,000), Economic Development Administration ($1 million), and Virginia Department of Transportation ($450,000), to match $4,139,089 from participating localities. Roanoke County is a charter member of the Authority, which was formed as a regional economic development organization under the provisions of the Virginia Regional Industrial Facilities Act in 1998. Roanoke County will have an opportunity to consider participation in funding the New River Valley Commerce Park at a later date. Staff requests that the Board of Supervisors approve the attached resolution and authorize the County Administrator to execute the grant application for Virginia Industrial Site Development Funds to the Virginia Department of Housing and Community Development on its behalf } FISCAL IMPACT There is no fiscal impact at this time. Roanoke County will have an opportunity to consider funding the New River Valley Commerce Park as a participating locality at a later date. ALTERNATIVES 1. Approve the attached Resolution and authorize the County Administrator to execute the grant application from the Virginia's First Regional Industrial Facility Authority for Industrial Site Development Funds 2. Decline to approve the resolution at this time. STAFF RECOMMENDATION Staff recommends that the Board of Supervisors approve Alternative 1 authorizing a resolution of support for the grant application from Virginia's First Regional Industrial Facility Authority. Respectfully submitted: Approved: "\kit4A1 Timothy Gubala, Director Elmer C. Hodge Department of Economic Development County Administrator ACTION No Yes Abs Approved () Motion by: Harrison Denied () Johnson Received () McNamara Referred to 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, NOVEMBER 17, 1998 RESOLUTION ENDORSING VIRGINIA'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY'S APPLICATION FOR VIRGINIA INDUSTRIAL SITE DEVELOPMENT FUNDS Whereas, the Virginia Industrial Site Development Fund was passed by the 1998 General Assembly; and Whereas, the objectives of the Fund are: to assist in the development of publicly owned, marketable regional industrial sites; to strengthen the capacities of distressed communities to stimulate and promote economic development activity; to encourage the development of regional cooperation and marketing concepts for economic development purpose; and to increase Virginia's total industrial site inventory; and Whereas, the Department of Housing and Community Development has prepared program guidelines for the Virginia Industrial Site Development Fund; and Whereas, the General Assembly has provided $3 million in State financial assistance to distressed communities to assist with the development of regional industrial sites; and Whereas, the legislation gives "preference to regional sites (two or more localities), sites purchased or placed under option and engineering study contracted for or completed;" and Whereas, the 1997 Virginia General Assembly adopted the Virginia Regional Industrial Facilities Act; and Whereas, the Act provided localities in the New River Valley and the Fifth Planning Districts a legislative mechanism to enhance the economic base of this region by allowing local governments to jointly develop, own and operate one or more industrial facilities on a cooperative basis; and Whereas the Act provided that participating localities could share the revenue generated from a cooperative regional industrial facility; and Whereas, Virginia's First Regional Industrial Facility Authority formed in 1998 in response to the Virginia Regional Industrial Facilities Act; and Whereas, the counties of Bland, Craig, Giles, Montgomery, Pulaski, Roanoke, and Wythe, the cities of Radford, Roanoke, and Salem, and the towns of Pulaski, Dublin, Narrows, Pearisburg, and Christiansburg are the members of Virginia's First Regional Industrial Facility Authority. Now, Therefore be it resolved, that the Board of Supervisors of Roanoke County, Virginia, does hereby support the Authority's application for $1.375 million from Virginia Industrial Site Development Funds for construction of the New River Valley Commerce Park ; and Be it further resolved that the remaining $7,464,089 construction costs will come from: $500,000 ARC (application submitted), $4,139,089 participating localities; $450,000 VDOT, and $1 million EDA; and Be it further resolved that Elmer C. Hodge, County Administrator, is the chief administrative officer for the County of Roanoke and is authorized to sign and submit all appropriate information necessary for Virginia's First Regional Industrial Facility Authority to apply for VISDF funds. (499'S' INDUSTRIAL SITE DEVELOPMENT FUND PART I - PROPOSAL SUMMARY 1. Lead Applicant: Virginia's First Regional Industrial Facility Authority 2. Chief Official: William Freeman, Chairman (temporary) 3. Lead Applicant Government Address: c/o NRVPDC P.O. Box 3762 Radford, VA 24143 4. Project Type: Track I - Construction 5. Project Name: New River Valley Commerce Park 6. Contact Person: Dave Rundgren Phone (540) 639-9313 7. Total Project Cost: a. ISDF $1,375,000 8, Regional Participants (List all localities): a. Bland County 1. Town of Dublin b. Local Cash State (Loan) b. Craig County m. Town of Narrows c. Giles County n. Town of Pearisburg Fed. (Loan) 2,100,000 d. Montgomery County o. Town of Christiansburg Other (Loan) 1,179,089 e. Pulaski County Local Revenue 860,000 f. Roanoke County c. Non Cash State Grant 450,000 (VDOT) g‘ Wythe County h. City of Radford Fed Grant 1,500,000 (ARC & EDAM i. City of Roanoke Other, j. City of Salem Private/Other k. Town of Pulaski Total S7,464,089 9. List Each Activity: a. site control 10. Distress Thresholds: Locality Unem COLG AGI a._Giles. Wythe XXX XXX XXX b. road construction b Bland County XXX X XX c. site preparation c. -Craig County M d. offsite d.Mont. Co., Rad. City, Salem City XXX e e. Pulaski Co., Roanoke City XXX XXX 11. Site Control Threshold: -Site is publicly owned XX 12. Engineering Design Threshold: -Preliminary Engineering Completed XX -Under fixed -price option XX -Preliminary Engineering Contracted 13. Match Threshold: -ISDF S 1375,000 14. Match Commitment: -Total Project Match -Total Local Cash -Total Non Cash Y N -Total ISDF Match (1:1) $4.139089 -25%1 Local Cash $4.139.089 _XX _ Y N -25% Non Cash $ _XX_ Y N 15. To the best of my knowledge and belief data in this proposal are true and correct, the proposal has been duly authorized by the governing bodies of the participants and the proposal was submitted for PDC review. Chief Administrative Officer: Name: Elmer C. Hodge Signature: Title: Roanoke County Administrator Date: (Please include a Resolution(s) in ATTACHMENT 1 - See Instructions) ISDF-1 ACTION NO. A-111798-5.c ITEM NUMBER: . '" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17 1998 AGENDA ITEM: Request to donate damaged surplus uniform jackets to charitable organizations COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Current policy requires that surplus County property be sold at auction. The following is a request for an alternative to that procedure. SUMMARY OF INFORMATION The Police Department routinely has uniform jackets that are outmoded, damaged, or in a frayed condition which are not appropriate to issue to patrol personnel. However, this clothing could still be utilized for protection against winter weather. The agency proposes to remove all police insignia from these jackets and donate them to area charitable organizations that care for disadvantaged individuals. The agency requests approval to dispose of this County surplus property in this manner. FISCAL IMPACT: None. These jackets are currently being replaced as their condition requires. ALTERNATIVES (1) Continue with the present policy of returning the jackets to Procurement for destruction or auction; or (2) donate them to a charitable organization. STAFF RECOMMENDATION Staff recommends that the Police Department be authorized to donate these uniform jackets to charitable organizations for disadvantaged individuals. • r SUBMITTED BY: APPRO Ender Cl4ief of Police --- 14r) Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson Denied ( ) Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To () Nickens cc: File J. R. Lavinder, Chief of Police THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION 1117998-5.d REQUESTING ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF SCOTFORD COURT 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 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 Moved By: Supervisor Minnix Seconded By: None Required Yeas: Supervisors McNamara, Minnix. Harrison. Johnson Nays: None Absent: Supervisor Nickens 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 ADDITIONS Attachment ution 0 Surety Instrument Attachment to (check one only) O z 0 .Name of Subdivision: WESTCHESTER OF Addition Length Centerline Miles in 0 in 0 O — O cv O Mlsceiianeous Notes Notes: Guaranteed width of right of way exclusive of any necessary easements for cuts, fills, and drainage. Total Mileage b .r fi 0 0 in 0 Street Addition Termini From: THE NORTHWEST CUL—DE—SAC To: THE INTERSECTION OF HAMPSHIRE DRIVE Plat Recorded Date: 3 / 10 / 9 7 trLLgook: 19 Page: 139I From: THE INTERSECTION OF HAMPSHIRE DRIVE To: A POINT 248' SOUTHEAST Plat Recorded Date: 3 / 10 / 9 7 : 19 Page: 139 1 From: THE EAST CUL—DE—SAC jo: THE INTERSECTION_ OF_SCOTFORD COURT YLH1 j Plat Recorded Date: 3 / 10 / 9 7 _deed -sock:. 19 Page: 139 u- o F Plat Recorded Date: Deed Book: Page: FF b U. o i- a a a v � o m a lg v g cc a C. • F b tr. • F- m o a d a a a 2 o a ui p h- Plat Recorded Dale: Deed Book:. Page: 1 N Y V Cco Z SCOTFORD COURT SCOTFORD COURT HAMPSHIRE DR. (L Z' •- N elf cal co n a, of State HI he Seconder osed Additions to O L a 111 ADDITIONS FORM SR Attachment a olution 0 Surety lnstrumen of Supervisors Attachment to (check one c 0 U O z 0 Name of Subdivision: WESTCHESTER OF CANTERBURY PARK, SECTION 10 Addition Length 1 Centerline Miles M 0 0 • M 0 01 S Is z i Is V _n i Notes: Guaranteed width of right of way exclusive of any necessary easements for cut; fills, and drainage. Total Mileage ez 3 — (J.)y v Q 5 o In Street Addition Termini From: INTERSECTION OF CHADSWORTH COURT To: A POINT 144 r ± NORTHWEST 1 CT m m a a N In m 40 O � 2 a FF U. u - r Plat Recorded Date: Deed Book: Page: U. -. r- Plat Recorded Date: Deed Book: Page: FF c. o r- m co a a 1 O m a 0 O V a a g Z. c F- Plat Recorded Dale: Deed Book: Page: 1 FF U. o r- m cc, a a 1 0 m a 0 a U a a FF IL r- Plat Recorded Date: Deed Book:. Page: I co m g Z SCOTFORD COURT S Z .- N' l7 .1. kg,m r• m a f the document In a ment is certified a 47. D 4 ' 9 NDV/fjO ` \NP VICINITY MAP SCOT FOR6I CTN 4/ ° te r CT LA. °�'kA 5'�c e'g4 / M /456 Q�.a �� CASTE ,C1R 0(,, � au Z� 4ut; wl `cd BURY HILLS Ji et - CURT 441qq / q e ,a i !/4 4 - 0 l � R �N. 4.4 461. IA4 ER 2 (1./4 AWL], 11.9. IIVV. IL A16 30' WARR 0 SERER CASEMENT _-- \ `\ + \\ 14.16' \ \ 45 \\1 $ \ \ .053 3 \p4\�i s 44\ \ 14.4o-n &OCII 5. SECTION 92 \ >> •SVCJRLOAF HILLS' �1 �9� 43 8A P.B. 9, PC. 110 \ 15,918 44.11. V WESTCHESTER OF CANTERBURY PARK, SECTION 10 ( DES: 1 ) NEM PRIVATE ACCESS LASE19ENT (pi THE BENEFIT Cr HARRAH CT AL 0 HARLEY CT AL SEC OEUll TAX/ 75.03-4-29 WESTCHESTER OF CANTERBURY PARK, SECTION 13 (DES: 2,3. & 4 ) a a • mow OJ HOC 17.346 4R.11.•, � 4Y C-23 r fi 17,43420.14. �� 51 19.233 ]Q.I1. F PROPOSED ADDITION SHOWN IN GRAY 4, ' a0 0EE0 NORTH r /47 6.533 4¢II./ / 37* DESCRIPTION: 1) Scotford Court - from the intersection of Chadsworth Court to a point 144' northwest. 2) Scotford Court - from the northwest cul-de-sac to the intersection of Hampshire Drive . 3) Scotford Court - from the intersection of Hampshire Drive to a point 248' southeast 4) Hampshire Drive - from the east cul-de-sac to the intersection of Scotford Court. 4 TAX/ 76.03-4-23.5 PROPERTY OF GARY w. CROWDER 0.2. 1375, PC. 709 TAX 066.01-I- / ROWING PROPER BOON(, BOONE k LC LENGTH: (1) 0.03 MILES (2) 0.05 MILES (3) 0.05 MILES (4) 0.16 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 50 FEET (4) 40 FEET ROADWAY WIDTH: (1) 38 FEET (2) 28 FEET (3) 38 FEET (4) 28 FEET SERVICE: (1) * HOMES (2) * HOMES (3) * HOMES (4) 4 HOMES *COMBINED TOTAL HOMES - 3 C ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF SCOTFORD COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WESTCHESTER OF CANTERBURY PARK, SECTION 10 WESTCHESTER OF CANTERBURY PARK, SECTION 13 J ACTION NUMBER ITEM NUMBER -5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Boone, Boone and Loeb, Palm Hermitage Corp., the developer of Westchester of Canterbury Park, Section 10, and Westchester of Canterbury Park, Section 13, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation requesting that they accept 0.03 mile of Scotford Court, from the intersection of Chadsworth Court to a point 144'+ northwest, 0.10 miles of Scotford Court, from the northwest cul-de-sac to a point 496' southeast, 0.16 mile of Hampshire Drive, from the east cul-de-sac to the intersection of Scotford Court. The staff have inspected these roads along with representatives of the Virginia Department of Transportation and find these roads are acceptable. FISCAL IMPACT: No county funding is required. RECOMMENDATIONS: The staff recommends that the Board approve a resolution to VDOT requesting that they accept Hampshire Drive and portions of Scotford Court into the Secondary Road System. 1 SUBMITTED BY: old ovey, Direc or APPROVED: Elmer C. Hodge Department of Community Dev Iopment County Administrator ACTION VOTE Approved () Motion by: Denied () Harrison Received () Johnson Referred McNamara to Minnix Nickens 2 No Yes Abs THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF SCOTFORD COURT 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 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 Moved By: Seconded By: Yeas: Nays: A Copy Teste: Mary H. Alien, Clerk Roanoke County Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation • as as s O a ADDITIONS FORM SR-5 Attachment Attachment to (check one only)] Board of Supervisors Resolution 0 Surety Instrument C 0 U W 0 z 0 Addition Length Centerline Miles rn O • Ln o O •O — O N 0 Miscellaneous Notes Notes: Guaranteed width of right of way exclusive of any necessary easements for cuts. fills, end drainage. Total Mileage a g th 0 o 0 Id i0 E C I CO From: THE NORTHWEST CUL—DE—SAC To: THE INTERSECTION OF HAMPSHIRE DRIVE Plat Recorded Date: 3 / 1 0 / 9 7 r eaASook: 1 9 Page: 139 From: THE INTERSECTION OF HAMPSHIRE DRIVE To: A POINT 248' SOUTHEAST Plat Recorded Date: 3 / 1 0 / 9 7 tread Book: 19 Page: 139 From: THE EAST CUL—DE—SAC To: THE INTERSECTION OF_SCOTFORD COURT L Plat Recorded Date: 3/ 10/97 _GeedYA1-Book:. 19 Page: 139 iF Plat Recorded Date: Deed Book: Page: i )° w a a 8 m Ts ig iS CLrz a i t° 1 Plat Recorded Date: Deed Book: Page: m co a 8 0 • b m a. I b co b 0 g Z SCOTFORD COURT SCOTFORD COURT HAMPSHIRE DR. 2 Z ... a ro • r of coPs CERTIFICATION OF AT he document Ind a osed Additions to the Seconder FORM SR-5 ADDITIONS Attachment eedution 0 Surety Instrument of Supervisors O 0 O z O PARK, SECTION 10 Name of Subdivision: WESTCHESTER OF CANTERBURY m c 3 < U C1 0 0 M O 0 8 z z i 5 0 a n i Notes: Guaranteed width of right of way exclusive of any necessary easements for cuts, fills, and drainage. Total Mileage b z ac � O tri c E v v 1 From: INTERSECTION OF CHADSWORTH COURT To: A POINT 144' + NORTHWEST Plat Recorded Date: 5 / 2 / 94 W&,,, 16 Page: 1 19 IA.. o f- Plat Recorded Date: Deed Book: Page: o 1.- Plat Recorded Date: Deed Book: Page: FF b it o t- Plat Recorded Date: Deed Book: Page: LL. I- a o+ o a � 0 O0 b g CL a a FF a ti t-c m a a a 0 b It a a D ii c I- Plat Recorded Date: Deed Book:. Page: I co 15 0 g SCOTFORD COURT ; Q - N' N) f 1a m r- z 0 1- 1- 0 z 0 U CC W U E .52 166P N q, b UhVA ' �y'`�C7461 C7 r 3vL>JU 31 �F ,yP-. xT456 �C i �` Y2>i W pC�ANTERS a' e� •v� 5 4�' S ud SCOTFO !r ^in a u4 I v�� b��, I- ;let �rj / mac t� L�eccoou ,,� / ro o� `a¢ ti �'''' in " C / / 4irhVR ¢ VICINITY MAP 1 NORTH _I) 2 Au251 O.M. IIw, w. 405 30' WATER 4 SEWER EASEMENT 0 3 r , I EN 1,1 • i \ �v 47 \ 112,867 p.l \\ %�iSyt \5, A\N� * i s 14.16' \\' 45 '\\> \ \.3689 p. 11.04 • $\ \ rt 1 /35O' 7 9 • 2 BOCK 5 16.6035 , �G.aa O� / \ 14,4704aft q \mCb \b\ \\ \J BLOCX 5. SECTION /2 4 °s\ \ ,y1; \�, '91CARLOAF HUT'�1 /,9 43 4?`, P.B. 9, PC. 110 \ N' 15.918 1R.11. / \ WESTCHESTER OF CANTERBURY PARK, SECTION 10 ( DES: 1 ) �\ \ s\ • \. 09 sw 0' J'I 1 mC.A 116.5 NEW PRIWATE ACCESS EASEMENT FOR THE BENEFIT OF HARMAN ET AL 4 HAWEEY ET AL 5EE OETAR TAX/ 76.03-4-29 WESTCHESTER OF CANTERBURY PARK, SECTION 13 ( DES: 2,3. & 4 ) I 17.346 p.IL . 52 diaC 714 44 C-23 A• e 17,414 4.2.11. " 0 51 4 19.233 p.11. ?� BELOW 41_ 12.721 spit a V 11.44086,, �L0Y 43 13,495 ptl,c O'\ 'A 4J, F 44 4 3.203 r ,' PROPOSED ADDITION SHOWN IN GRAY q 1 K 45 11.948 Galt. • W $, M1 `CA IP .4 75' 46 26.606 p.0. .' DEED e6sr TAX/ 76.03-4-23.5 PROPERTY OF GARY W CROMDER D.B. 1375. PO. 709 50 ,/ 1.239 a41L S6 U r 119 1022 4411. ,0 \9 0154 M1j A 47 \16.533 p.it./ ti }7pi ' 50 si¢ w s DESCRIPTION: 1) Scotford Court - from the intersection of Chadsworth Court to a point 144' northwest. 2) Scotford Court - from the northwest cul-de-sac to the intersection of Hampshire Drive . 3) Scotford Court - from the intersection of Hampshire Drive to a point 248' southeast 4) Hampshire Drive - from the east cul-de-sac to the intersection of Scotford Court. • 3091 , ,.� 501Y516'w 02) ,pl ccj / TAX 06.01-I- 04904NG PROPER B00NE. BOOMS A EE LENGTH: (1) 0.03 MILES (2) 0.05 MILES (3) 0.05 MILES (4) 0.16 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 50 FEET (4) 40 FEET ROADWAY WIDTH: (1) 38 FEET (2) 28 FEET (3) 38 FEET (4) 28 FEET SERVICE: (1) * HOMES (2) * HOMES (3) * HOMES (4) 4 HOMES * COMBINED TOTAL HOMES - 3 C ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ACCEPTANCE OF HAMPSHIRE DRIVE AND PORTIONS OF SCOTFORD COURT INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WESTCHESTER OF CANTERBURY PARK, SECTION 10 WESTCHESTER OF CANTERBURY PARK, SECTION 13 A-111798-5.e 1 ACTION NO. // ITEM NO. J. (O . A.# AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Acceptance of Donation from North Lakes Civic League to be used Towards Purchase of North Lakes Community Identification Sign COUNTY ADMINISTRATOR'S COMMENTS: 4,. BACKGROUND: Since Roanoke County began its median landscape program in 1995, nine separate locations have been planted and maintained. Most of these sites also include general County identification signage. During the Community (Comprehensive) Plan neighborhood council meetings held in 1997, representatives from several areas expressed interest in obtaining landscaping and signage identifying their communities. Recently, the North Lakes Civic League collected approximately $325.00 from its members towards the purchase of a sign identifying their community. This sign will be purchased and installed in the North Lakes Drive median adjacent to its intersection with Peters Creek Road. The new sign will replace an aging identification sign installed many years ago. Existing landscaping in the median will continue to be maintained by the Civic League. FISCAL IMPACT: The cost of one sign is approximately $675.00. Roanoke County's share of this cost is estimated at $350.00. These funds had previously been allocated as part of the median landscaping program. No new appropriations are requested. G, 2 STAFF RECOMMENDATION: Staff recommends as follows: That Roanoke County accept the $325.00 donation from the North Lakes Civic League and credit these funds back into the Department of Community Development budget for use in the median landscaping program. Respectfully Submitted, Approved, st..,.. ifeeie, Terrance L,/Harr tl`igton, AICP Elmer C. Hodge Departme of Community Development County Administrator VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To ( ) Nickens x ACTION cc: File Terrance L. Harrington, County Planner Diane D. Hyatt, Director, Finance f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION REQUESTING APPROVAL BY THE VIRGINIA DEPARTMENT OF TRANSPORTATION OF ONE REPLACEMENT IDENTIFICATION SIGN IN THE NORTH LAKES COMMUNITY WITHIN A PUBLIC RIGHT- OF-WAY IN ROANOKE COUNTY WHEREAS, the Virginia Department of Transportation shall review specifications for the design, installation and maintenance of community identification signs on public roads in Roanoke County, and, WHEREAS, Roanoke County has previously selected, received approval for, established and maintained numerous community welcome signs and gateway beautification sites in highway medians, and WHEREAS, the North Lakes Civic League has indicated its desire for and has agreed to fund one-half of the design and installation cost of this project and the Board of Supervisors hereby expresses its willingness to fund one-half of said cost of this project - sum total not to exceed $700 - and that the Board of Supervisors will provide for the perpetual maintenance of this project in lieu of a permit fee or continuous bond. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia requests that the Virginia Department of Transportation approve the submitted specifications and permit a replacement community identification sign at the following location: VA 1524 (North Lakes Drive) at VA 117 (Peters Creek Road) On motion of Supervisor to adopt the resolution, and carried by the following recorded vote: AYES: NAYS: v AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-5.f REQUESTING APPROVAL BYTHE VIRGINIA DEPARTMENT OF TRANSPORTATION OF ONE REPLACEMENT IDENTIFICATION SIGN IN THE NORTH LAKES COMMUNITY WITHIN A PUBLIC RIGHTOF-WAY IN ROANOKE COUNTY WHEREAS, the Virginia Department of Transportation shall review specifications for the design, installation and maintenance of community identification signs on public roads in Roanoke County, and, WHEREAS, Roanoke County has previously selected, received approval for, established and maintained numerous community welcome signs and gateway beautification sites in highway medians, and WHEREAS, the North Lakes Civic League has indicated its desire for and has agreed to fund one-half of the design and installation cost of this project and the Board of Supervisors hereby expresses its willingness to fund one-half of said cost of this project - sum total not to exceed $700 - and that the Board of Supervisors will provide for the perpetual maintenance of this project in lieu of a permit fee or continuous bond. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia requests that the Virginia Department of Transportation approve the submitted specifications and permit a replacement community identification sign at the following location: VA 1524 (North Lakes Drive) at VA 117 (Peters Creek Road) On motion of Supervisor Minnix to adopt the resolution , and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Alien, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Terrance L. Harrington, County Planner Virginia Department of Transportation ITEM NO. A-111798-5.g ACTION NO. 1 7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: November 17, 1998 Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. to the Board of Supervisors of Roanoke County. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves donation of the following easement to the Board of Supervisors for sanitary sewer purposes in connection with the development of Valley Centre Commercial Park in the Catawba Magisterial District of the County of Roanoke: a) Donation of a sanitary sewer easement, twenty feet (20') in width, together with temporary construction easements, 40' in width and 50' in width, from Preferred Leasing Company, Inc., a Virginia corporation, generally across the southeastern boundary of property owned by G. J. Hopkins, Inc., (Deed Book 1204, Page 655; Tax Map No. 37.06-1-25), said easement having been acquired by the Grantor from G. J. Hopkins, Inc, by deed of easement dated April 8, 1998, and recorded in the Clerk's Office of the Circuit Court of Roanoke County in Deed Book 1574, page 1530, being shown and designated as "20' SSE" on a plat dated March 1, 1998, prepared by Robert G. Cantley, Inc., 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. g _71 7 Respectfully submitted, ck Vickie L. Huffma Assistant County Attorney ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison _ x Received ( ) McNamara x Referred ( ) Minnix _ x To () Nickens x cc: File Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development G:\ATTORNE Y\VLHWGENDA\PREFERRD.RPT DR 157L¢PG 1533 VALLEY CENTRE COMMERCIAL PARK PROPERTY PORTION OF TAX # 37.10-1-4 9Z9 "3XU03S VA ' iaVO8I 3NV7W11H1 0 OI U co 3,1 0) m N3rv3SV3 NOLLOf JSNO0 ,Ob O z N f: S a corn 'ZI 0cool q Op Ai:), G4 m 0, i s�4 9ss mco y0 I O9 m soP s''„S O z P N f O 11 z A CO 0 f m O z co co z A A 2 0 IN O 0 O o O 0 O 0 O m z to Imo m S i0 U m 0 s O on cn G u 0 m n 2 In tO 0 s O N In N In G Co f' U ROBERT G. CANTLEY, INC. LAND SURVEYORS 5312 PETERS CREEK ROAD - SUITE B ROANOKE, VIRG/NIA 24019 PHONE: (540) 366-6268 FAX: (540) 366-8321 EXHIBIT A ACTION NO. A-111798-5.h 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: November 17, 1998 AGENDA ITEM: Request to Establish Full Time Grant Funded Positions for the 3 positions funded by the Virginia Juvenile Community Crime Control Act COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: kjIr r"..144A 4111.41r1/.1r/ For the past two fiscal years, we have had 3 positions funded through the Virginia Juvenile Community Crime Control Act to serve programs of the Court Service Unit. These positions have been 32 hour per week part time positions of Intensive Probation Officer; Community Service Worker; and Probation Officer Aide. It has been difficult to retain these professional level employees on a part- time basis and the turn -over has slowed the progress of their work. Staff requests that the Board of Supervisors classify these 3 positions as Full -Time, Grant Funded positions which would be terminated should the funding source not be provided. Funding is available within the grant categories already approved by the County and the State to cover the expansion to 40 hours and to cover the full-time benefits. No new appropriation of monies would be required. ALTERNATIVES: 1. Authorize the amendment to the County's Pay and Classification Plan by adding the three positions of Intensive Probation Officer (Grade 22); Community Service Worker (Grade 17); and Probation Officer Aide (Grade 19) to the list of employees assigned to the Court Service Unit and that the listing be as Grant -Funded wherein the position would cease to exist should the grant funding source be terminated by the State. 2. Leave the status of the three positions as part-time as currently used in the department. FISCAL IMPACT: None. The funding for these positions and related benefits 1 T- are from the Virginia Juvenile Community Crime Control Act (grant) to serve the juveniles before the court system. No new appropriation is required. RECOMMENDATIONS: Staff recommends approval of the positions as full-time effective December 1, 1998 as grant funded positions and allow these employees to participate in the same benefits afforded to other full-time employees. Should the VJCCCA funds cease or if their guidelines change so as to prohibit the use of such employees, then the positions would be terminated. Respectfully submitted, Appryved b Michael J. Lazzuri Elmer C. Hodge Director, Court Service Unit County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix To () Nickens cc: File Michael J. Lazzuri, Director, Court Service Unit Joseph Sgroi, Director, Human Resources Brent Robertson, Budget Manager Diane D. Hyatt, Director, Finance 2 THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION 111798-5.i REQUESTING ACCEPTANCE OF WALES COURT AND PORTIONS OF SALISBURY DRIVE 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 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 Moved By: Supervisor Minnix Seconded By: None Required Yeas: Supervisors McNamara. Minnix. Harrison. Johnson Nays: None Absent: Supervisor Nickens 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 Mlscelleneous Notes Addition Length Centerline Miles M © O 0.03 Notes: Guaranteed width of right of way exclusive of any necessary easements for cut; fills, and drainage. Total Mileage 3 sO Street Addition Termini From: THE INTERSECTION WITH CAVALIER DRIVE To: A POINT 175SOUTH Plat Recorded Date: 12/17/86 US Book: 10 Page: 33 _ 1 From: o - IPlat Recorded Date: Deed Book: Page: F Li a r- Plat Recorded Date: Deed Book: Page: F it e )- o o a m 0 m a n v b ¢ o a F uL c i- a o c a 0 m a 0 a 25 rt o a b E u`. o r Plat Recorded Date: Deed Book: Page: From: b f- Plat Recorded Date: Deed Book:. Page: , I co • 1 Z SALISBURY DRIVE ¢ Z N c/ - f ,.• m f- r-y (Name and Tld.) 01 s O E N he Seconder a, z O osed Addl O a ADDITIONS FORM SR-5 m W E o z 0 x co rn N O 0 eedution 0 Surety Instrument z 0 F--� CANTERBURY PARK, STEEPLEHUNT OF Name of Subdivision: Addition Length 1 Centerline Miles M .- 0 v1 O p a) O 1 8 a z A i 5 i Notes: Guaranteed width of right of way exclusive of any necessary easements for cut; fills, and drainage. Total Mileage 3 d E ci 0 0 Street Addition Termini From: THE SOUTH CUL—DE—SAC l ZNIIOD NOIZOJSNR INI AO HllION , 0L 1 ,INIOd V :°1 O 00 m co e a 0" N o a D 9 �' , a From: THE EAST CUL—DE—SAC l To: THE WEST I_NTERSECTION OF SALISBURY DRIVE Plat Recorded pate: 12/4/96 19 Page: 80 From: 1-FF° Plat Recorded Date: Deed Book: Page: I ti t Plat Recorded Date: Deed Book: Page: I FF° `. r Plat Recorded Date: Deed Book: Page: 1 FF° ` r Plat Recorded Date: Deed Book: —Page_- FF u: °o f m 0 a 1 O ei o o m b m a 1 CC o z W b H A >y P4 pia cil F.4 WALES COURT Q Z — N' el 'r ‘a m ti CERTIFICATION OF ATTACHMENT This attachment is certified as a part of the document Indicated above: (Name and Tld.) 47 48 49 a DESCRIPTION: 7 50 26,475 S.F. 1.8 NEW 20' 5.5.E 15 23,831 SF. 22.785 S.F. CANTERBURY PARK, SECTION 3 (DES: 1) STEEPLEHUNT OF CANTERBURY, SECTION 11 (DES: 2,3) 0.774 S.F 7 PROPOSED ADDITION SHOWN IN GRAY .' `NEW 20' S.S.E. 31.712 S.F. S G�W't�'iS 1) Salisbury Drive, from the intersection with Cavalier Drive to a point 175' south. 2) Salisbury Drive, from the south cul-de-sac to a point 170' north of the intersection with Wales Court. 3) Wales Court, from the east cul-de-sac to west intersection with Salisbury Drive. LENGTH: (1) 0.03 MILES (2) 0.13 MILES (3) 0.05 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 40 FEET ROADWAY WIDTH: (1) 30 FEET (2) 28 FEET (3) 28 FEET SERVICE: (1) * HOMES (2) * HOMES (3) 3 HOMES * Combined Total = 4 Homes 34,131!1 SF BOON ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ACCEPTANCE OF WALES COURT AND PORTIONS OF SALISBURY DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM CANTERBURY PARK, SECTION 3 STEEPLEHUNT OF CANTERBURY PARK, SECTION 11 AGENDA 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: November 17, 1998 SUBJECT: Acceptance of Wales Court and portions of Salisbury Drive into the Virginia Department of Transportation Secondary System. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: ege,°#" Boone, Boone and Loeb, Inc., the developer of Canterbury Park, Section 3, and Steeplehunt of Canterbury Park, Section 11, request that the Board of Supervisors to approve a resolution to the Virginia Department of Transportation requesting that they accept 0.03 miles of Salisbury Drive, from the intersection of Cavalier Drive to a point 175' south, 0.13 miles of Salisbury Drive, from the cul-de-sac to a point 170' north of the intersection of Wales Court, and 0.05 miles of Wales Court, from the east cul-de-sac to the west intersection of Salisbury Drive. The staff has inspected these roads along with representatives of the Virginia Department of Transportation and finds that the roads are acceptable. FISCAL IMPACT: No county funding is required. RECOMMENDATIONS: The staff recommends that the Board approve a resolution to VDOT requesting that they accept Wales Court and portions of Salisbury Drive into the Secondary Road System. 1 SUBMITTED BY: 1(9) 1 ' APPROVED: Arnold Covey, Director Elmer C. Hodge Department of Community Dev opment County Administrator Approved () Motion by: ACTION VOTE No Yes Abs Denied () Harrison Received () Johnson Referred McNamara to Minnix Nickens 2 1-p THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 17TH DAY OF NOVEMBER 1998, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF WALES COURT AND PORTIONS OF SALISBURY DRIVE 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 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 Moved By: Seconded By: Yeas: Nays: A Copy Teste: Mary H. Allen, Clerk Roanoke County Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation N 03 o the Seconder osed Additions O a • t, ADDITIONS FORM SR Attachment °solution 0 Surety Instrum of Supervisors Attachment to (c Name of Subdivision: CANTERBURY PARK, S S 1 s i M O O Mlaceltanecus Notes 0 0 a a H Ei 01 i Z a n Um m C 5 x x m a Z L CI O L 9 ii Z = 0 6 O Ln Street Addition Termini From,; THE INTERSECTION WITH CAVALIER DRIVE To: A POINT 175SOUTH Plat Recorded Date: 12/17/86 444 Book: 10 Page: 33 o Plat Recorded Date: Deed Book: Page: o Plat Recorded Date: Deed Boot: Page: . u`. •b o I-1 o a a a 0 m 0 0 v 2 a From: o /- Plat Recorded Date: Deed Book: Page: FF b tr.r- m a a 0 m 0 0 a a a U. o F IPlat Recorded Date: Deed Book:. Page: tp 1 m SALISBURY DRIVE Q- N' (7 r h m ry a document Ind! is certified as a part of th E 0 N.m. and Tide) • a, ea s 0 E m 0, V) o the Seconder 0 -`a T1 N 0 0 ADDITIONS FORM SR-5 Attachment co 0' N esolution 0 Surety Instrument Attachment to (check one only) 1 Board of Supervisors 0 U 0 z 0 0 H 0 Name of Subdivislon: Addition Length Centerline Miles c"1 O In O- O O 8 a z 5 0 m Notes: Guaranteed width of right of way exclusive of any necessary easements for cuts. fills, and drainage. Total Mileage 3 F- d 3 o O Street Addition Termini From: THE SOUTH CUL—DE—SAC rT, Plat Recorded Date: 12/4/96 Geed Bodo: 19 page: 80 From: THE EAST CUL—DE—SAC To: THE WEST I.NTERSECTION OF SALISBURY DRIVE Plat Recorded Date: 12/4/96: 19 Page: HO From: . t- tl, O u a From: 1 o Plat Recorded Date: Deed Boric: Page: F . m a° O ° a.. lPlat Recorded Date: Deed Book: Pege: b tr. . )-- 1 Plat Recorded Date: Deed Book:. Page: I to • SALISBURY DRIVE WALES COURT �0 _ N' e, f N m ment is certified (Nam* and Tid.) r 1400 5 Cr oo BETE! M 26,A75 S.F. 17 _a6 AB NORTH STEEPLEHUNT OF CANTERBURY, SECTION 11 (DES: 2,3) 7 0,774 SF, 11 1', \--E%. 20' SS.0 23,402 S.F. NEW '20' S.S.E. EX. S.S.E. 12 Ew 20' S.S.E. 'b. 31, 712 S.F. 15 23,631 SF. 16 e 22.765 SF. CANTERBURY PARK, SECTION 3 (DES: 1) 7 PROPOSED ADDITION SHOWN IN GRAY DESCRIPTION: 34,21! SF BOON S��t�O nN}CR6 S p1 7 p0 1) Salisbury Drive, from the intersection with Cavalier Drive to a point 175' south. 2) Salisbury Drive, from the south cul-de-sac to a point 170' north of the intersection with Wales Court. 3) Wales Court, from the east cul-de-sac to west intersection with Salisbury Drive. LENGTH: (1) 0.03 MILES (2) 0.13 MILES (3) 0.05 MILES RIGHT OF WAY: (1) 50 FEET (2) 40 FEET (3) 40 FEET ROADWAY WIDTH: (1) 30 FEET (2) 28 FEET (3) 28 FEET SERVICE: (1) * HOMES (2) * HOMES (3) 3 HOMES * Combined Total = 4 Homes " r l C ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ACCEPTANCE OF WALES COURT AND PORTIONS OF SALISBURY DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM CANTERBURY PARK, SECTION 3 STEEPLEHUNT OF CANTERBURY PARK, SECTION 11 A-111798-5. j ACTION ITEM NUMBER " /00 MEETING DATE: November 17, 1998 AGENDA ITEM: Request for Appropriation to the School Grant Fund. COUNTY ADMINISTRATOR'S COMMENTS: #40.744,744.."0" BACKGROUND: The Virginia Department of Education awarded $11,444 as a matching grant for a truancy reduction initiative for identified students at Roland E. Cook. SUMMARY OF INFORMATION: A Family Outreach Service Worker will be hired for four hours per day to work with parents and students to reduce truancy. The goal of the project is to increase school attendance and punctuality of the targeted population by 40% above the 1997-98 school year. FISCAL IMPACT: None. The needed matching funds are in -kind service contributions. STAFF RECOMMENDATION: Staff recommends appropriation of the $11,444 to the School Grant Fund. C 4 i'o r-k 401 ciQr f- As I -tact 6 -c. d"rdric�2 L.�OO vGL!/L�3�i/Y' Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson Denied ( ) Harrison Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To () Nickens cc: File C. JoAnn Burkholder, Student Assistance Program Coordinator Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board A-111798-5. k ACTION # z— /l ITEM NUMBER MEETING DATE: November 17, 1998 AGENDA ITEM: Request for additional appropriation from Board of Supervisors COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County Schools and Virginia Western Community College have an agreement whereby the college provides college level courses in English, US History, and certain vocational subjects. These courses are taught by Roanoke County teachers who meet the college's criteria for adjunct professors. Monies that have been collected exceed the expenses; therefore, there is a request for these additional funds to be appropriated for inservice and materials that will be used in the program. SUMMARY OF INFORMATION: Roanoke County Schools collected $14,760.00 tuition from 328 students. VWCC will reimburse Roanoke County Schools $36,306.23 for services rendered (teachers, administrating expenses, rooms, utilities, and maintenance). Roanoke County Schools owes VWCC $47,150.95 for tuition and technology fees and college service fees. The difference between what was collected and what was spent is $3,915.28. FISCAL IMPACT: Roanoke County Schools requests that $3915.28 be appropriated to the instructional program for use in the dual enrollment program. STAFF RECOMMENDATION: Staff recommends Associate Director of Instruction (J11-- 11( Lorraine S. Lange C Elmer C. Ho••e County Administrator VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x _ Denied ( ) Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To () Nickens ACTION cc: File Lorraine S. Lange, Assistant Director of Instruction Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board A-111798-5.1 ACTION ITEM NUMBER _ 12" MEETING DATE: November 17, 1998 AGENDA ITEM: Technology Literacy Challenge Grant COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County Schools has received funding under the Technology Literacy Challenge Grant. The grant is to be used for inservice training and supportive software to help stimulate programs focused on fully integrating technology into teaching and learning. Roanoke County received $56,335.35. SUMMARY OF INFORMATION: It is proposed that the money be used to provide training to a core group of teachers in strategies for integrating technology into existing curricula. Participants would become trainers within each building to further disseminate information and strategies. This training will take place during the winter and spring of 1999. Funding will be used for consultants, substitutes, stipends for teachers, expenses for teachers to attend a professional development conference, allotments for related software and laptop computers for loan to teachers in the program. FISCAL IMPACT: None, no matching is required. STAFF RECOMMENDATION: Appropriation of $56,335.35 to the Grant Fund for the purpose of providing training in strategies for integration of technology into curricula. Dr. Je James Elmer C. Hod Director of Technology County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson Denied ( ) Harrison _ x Received ( ) McNamara_ x Referred ( ) Minnix To ( ) Nickens cc: File Dr. Jane James, Director, Technology Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board A-111798-5. m ACTION # ITEM NUMBER .r "' % MEETING DATE: November 17, 1998 AGENDA ITEM: Appropriation to the 1998-1999 Regional Special Education Fund COUNTY ADMINISTRATOR'S COMMENTS: Airvryr-,•LA-1 BACKGROUND: See attached board reports from the Regional Board. SUMMARY OF INFORMATION: Roanoke City is requesting to increase its portion of the budget by $39,671 to employ instructional assistants for the elementary MD program. Craig county is requesting to increase its portion of the budget by $6,450 to employ an instructional assistant for an elementary SPD student. FISCAL IMPACT: Tuition charged by the Regional Board will offset the costs. STAFF RECOMMENDATION: Approval of appropriation of $46,121 to the Roanoke Valley Regional Special Education's budget. )/ 1, ggi)r1 Dr. Carol Whitaker Elmer C. Hodge Regional Program Director County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison Received ( ) McNamara_ x Referred ( ) Minnix _ x To ( ) Nickens cc: File Dr. Carol Whitaker, Regional Program Director Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board ITEM NO. VI.2 MEETING DATE: AGENDA ITEM: ROANOKE VALLEY REGIONAL BOARD BOARD REPORT October 19, 1998 Budget Adjustments for Roanoke City Schools SUMMARY OF INFORMATION: 1. Roanoke City is housing a new intermediate Multiple Disabilities Class at Fishbum Park Elementary School. The need for several students to have one- on-one assistance based on their current IEPs has created an increase in the City's operating budget for elementary MD. The projected amount of this adjustment to cover personnel cost is $39,671. 2. Several hearing impaired students have moved into the valley and have been added to Regional programs at Virginia Heights Elementary School and Woodrow Wilson Middle School. To provide them with appropriate itinerant interpreter services, Roanoke City would like to hire an interpreter. Roanoke City can fund all but $2,700 through the current budget. Roanoke City is requesting board approval to transfer $2,700 from the Summer School account to elementary Hearing Impaired account to cover the salary for the interpreter. Shifting funds from Summer School to Hearing Impaired will alleviate an increase in the budget. FISCAL IMPACT (Altematives. if applicable): There will be an overall increase in the Regional budget of $39,671 to cover elementary MD cost. Providing one-on-one instructional assistance is an available purchase service through the Regional program. The tuition charged for this service will offset the cost. There will be no increase in the budget in the hiring of the interpreter. This cost will be absorbed in the City's portion of the budget. STAFF RECOMMENDATIONS: Staff recommends board approval of the requested budget adjustments for Roanoke City Schools. Adjust Roanoke City's budget by increasing elementary MD by $39,671 and transferring $2,700 from Summer School to Elementary MD. ATTACHMENTS: Memo from Roanoke City Public Schools i,e aid-, el/A A A-111798-5. n ACTION # ITEM NUMBER __ Z - / 7 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 SUBJECT: Acceptance of Water and Sanitary Sewer Facilities Serving Winterberry Pointe, Sections 2 and 3 COUNTY ADMINISTRATOR'S COMMENTS: Aterrex,vw. lide4./ta SUMMARY OF INFORMATION: The Developers of Winterberry Pointe, Section 2 and Section 3, Boone, Boone, & Loeb, Inc., have requested that Roanoke County accept the Deed conveying the water and sanitary sewer facilities serving the subdivision along with all necessary easements. The water and sewer facilities are installed, as shown on plans prepared by Lumsden Associates, P.C. entitled Winterberry Pointe, Section 2 and Section 3, which are on file in the Community Development Department. The water and sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the water and sanitary sewer construction is $9,000 and $ 16,000 respectively. RECOMMENDATION: Staff recommends that the Board of Supervisors accept the water and sanitary sewer facilities serving the Winterberry Pointe, Section 2 and Section 3 subdivision along with all necessary easements, and authorize the County Administrator to execute a Deed for the transfer of these facilities. SUBMITTED BY: Gary Roberts'+n, P.E. Utility Director APPROVED: Elmer C. Hodge County Administrator VOTE No Yes Absent Approved (x) Motion by: H. Odell Minnix to approve Johnson _ x Denied ( ) Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To () Nickens _ _ x ACTION cc: File Gary Robertson, Director, Utility Arnold Covey, Director, Community Development THIS CHATTEL DEED, made this %' 3 4'1 day of il') 4 l `' , 19 97 , by and between: Boone, Boone & Loeb, Inc. , a Virginia corporation, hereinafter referred to as the "Developer," party of the first part; and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, its successors or assigns, hereinafter referred to as the "Board," party of the second part. :WITNESSETH: THAT FOR AND IN CONSIDERATION of the mutual benefits accruing to the parties, the receipt and sufficiency of which is hereby acknowledged, the Developer does hereby GRANT, CONVEY, ASSIGN AND TRANSFER, with the covenants of GENERAL WARRANTY OF TITLE, in fee simple unto the Board all water and/or sewer lines, valves, fittings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto belonging, in and to the water and/or sewer systems in the streets, avenues, public utility, easement areas, water and sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is more particularly shown, described and designated as follows, to wit: Page 1 of 4 As shown on the plan entitled Winterberry Pointe, Section 2 , made by _1--- / 2/ Lumsden Associates, P.C. and on file in the Office of the Clerk of Circuit Court of Roanoke County in Plat Book 19 at Page 54 . The Developer does hereby covenant and warrant that it will be responsible for the proper installation and construction of the said water and/or sewer systems including repair of surface areas affected by settlement of utility trenches for a period of one (1) year after date of acceptance by the Board and will perform any necessary repairs at its cost. Elmer C. Hodge, County Administrator of Roanoke County, Virginia, hereby joins in the execution of this instrument to signify the acceptance of this conveyance pursuant to Resolution No. adopted by the Board of Supervisors of Roanoke County, Virginia, on the day of , 19 Page 2 of 4 WITNESS THE FOLLOWING signatures and seals: Developer: Boone, Boone 0. r oeb. Inc. By: As: State of: County/City of: wit: (SEAL) The foregoing instrument was acknowledged before me this: 23 , day of U , 19 97 By: �`�V Its ly authorized officer Title on behalf of Boone, Boone & Loeb. Inc. Notary Public My Commission expires: Page 3 of 4 Approved as to form: Board of Supervisors of Roanoke County, Virginia By: (SEAL) County Attorney Elmer C. Hodge County Administrator State of: Virginia County/City of: Roanoke , to wit: The foregoing instrument was acknowledged before me this: , day of , 19 by Elmer C. Hodge, County Administrator, on behalf of the Board of Supervisors of Roanoke County, Virginia. Notary Public My Commission expires: Page 4 of 4 9 RETURN TO: ROANOKE COUNTY ATTORNEY'S OFFICE THIS CHATTEL DEED, made this 22nd day of October , 19 98 , by and between: Boone, Boone & Loeb, Inc. , a Virginia corporation, hereinafter referred to as the "Developer," party of the first part; and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, its successors or assigns, hereinafter referred to as the "Board," party of the second part. :WITNESSETH: THAT FOR AND IN CONSIDERATION of the mutual benefits accruing to the parties, the receipt and sufficiency of which is hereby acknowledged, the Developer does hereby GRANT, CONVEY, ASSIGN AND TRANSFER, with the covenants of GENERAL WARRANTY OF TITLE, in fee simple unto the Board all water and/or sewer lines, valves, fittings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto belonging, in and to the water and/or sewer systems in the streets, avenues, public utility, easement areas, water and sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is more particularly shown, described and designated as follows, to wit: Page 1 of 4 As shown on the plan entitled Winterberry Point Section 3 , made by Lumsden Associates, P.C. and on file in the Roanoke County Engineering Department. The Developer does hereby covenant and warrant that it will be responsible for the proper installation and construction of the said water and/or sewer systems including repair of surface areas affected by settlement of utility trenches for a period of one (1) year after date of acceptance by the Board and will perform any necessary repairs at its cost. Elmer C. Hodge, County Administrator of Roanoke County, Virginia, hereby joins in the execution of this instrument to signify the acceptance of this conveyance pursuant to Resolution No. adopted by the Board of Supervisors of Roanoke County, Virginia, on the day of , 19 Page 2 of 4 My Commission expires: Developer: By: WITNESS THE FOLLOWING signatures and seals: Jack Loeb, As: President State of: Virginia County/City of: Roanoke , to wit: By: (SEAL) The foregoing instrument was acknowledged before me this: 22nd day of October , 19 98 Its Pp es tot-�'� Duly authorized officer Title on behalf of Boone, Boone & Loeb, Inc. otary Publiq' irbAt2 v,477 2431 Z-4 2- Page 3 of 4 Approved as to form: Board of Supervisors of Roanoke County, Virginia County Attorney By: Elmer C. Hodge County Administrator State of: Virginia County/City of: Roanoke , to wit: The foregoing instrument was acknowledged before me this: (SEAL) , day of , 19 , by Elmer C. Hodge, County Administrator, on behalf of the Board of Supervisors of Roanoke County, Virginia. Notary Public My Commission expires: Page 4 of 4 ROANOKE COUNTY UTILITY DEPARTMENT NORTH ACCEPTANCE OF WATER AND SEWER FACILITIES SERVING WINTERBERRY POINT, SECTION 2. 1 NORTH 1 ' .ECTRIC ROAD EAXEMENr (VA. RTE. #419) -_ _�'713-6_ z AMROX. 44477ON V907 EX,sT, i,RE HYDRANT ===�i�" J i I L L i- 1 \ • i6NNE67,ON Tp INE PV411.4 IM/E& 4NAµ iE MROE M /NE IAINOKE COuNrr UIMN1Y 9EIAR/MENT Ni b'MN,GEY EIE@ EAEEMEN/ TAY• 7i.,li • 11- f PAWS 3,1W 4TJR EERRY Penal r GA99OMIN/UM zDNE1i R•4 EXIETINg OUIt9INN —1148-- — — —1146- — — - ROANOKE COUNTY UTILITY DEPARTMENT ACCEPTANCE OF WATER AND SEWER FACILITIES SERVING WINTERBERRY POINT, SECTION 3. A-111798-5. o ACTION NO. ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: November 17, 1998 ACCEPTANCE OF DONATION OF A SANITARY SEWER EASEMENT FROM LARRY G. CONNER AND IDA JANE E. CONNER TO THE BOARD OF SUPERVISORS IN CONNECTION WITH THE PETERS CREEK DETENTION BASIN PROJECT COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves the acceptance of the following sanitary sewer easement in the Catawba Magisterial District conveyed to the Board of Supervisors of Roanoke County, Virginia, said easement being a relocation of an existing easement necessary in connection with the City of Roanoke's Peters Creek Detention Basin Project: a) Donation of a sanitary sewer easement, twenty feet (20') in width, from Larry G. Conner and Ida Jane E. Conner (Deed Book 1312, page 1304; Tax Map No. 36.15-1-2), as shown on a plat prepared by Mattern & Craig, dated September 4, 1998, a copy of which is attached hereto as Exhibit A. The location and dimensions of this easement have been reviewed and approved by the County's engineering staff. STAFF RECOMMENDATION: Staff recommends acceptance of the donation of this easement. Respectfully submitted, VV(.9 Vickie L. HufT'„ ian Assistant County Attorney ACTION Approved (x) Motion by: H. Odell Minnix to approve Johnson Denied ( ) Harrison Received ( ) McNamara Referred ( ) Minnix To ( ) Nickens cc: File Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development G:WTTORNEY\VLH\AGENDA\CONSENT\CONNER.RPT VOTE No Yes Absent x x x x x 1- z 0 z 0 DRAINAGE & IMPOUNDMENT EASEMENT 131,892 SQ. FT. (3.028 ACRES) a — =z cc z — 3vi > uJw E uc LJJ §§ k zZ\ ¥ di 0 \ -0 0 0« I 0 u \ — a \ La 0 0 0 LJ Z0 § \ 0 2 s 6 2 < c u g } \ \ ƒ ) E. CONNER APPROVED APPROVED SECTION 9 MONTCLAIR ESTATES 5! % 10 �� Nb $ # ) �< ©� - ` » z / ct E d� rI a§ oR .o : ® u°6- ®°_© L3 q ƒ � >&d k}@� @0 P.B. 9 PG. 279 ) La co o - -J ova Ce \} ,0 $ 0 1 ACTION NO. ITEM NO. .T AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Request Work Session on December 1, 1998 to Review the Draft Roanoke County Community Plan COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: On September 8, 1998 the Board of Supervisors held their first work session on the draft Roanoke County Community Plan. On October 6, 1998 the Planning Commission forwarded the Community Plan to the Board for review and approval. On October 27, 1998 the Board held a second work session and public hearing on the Community Plan. Based on Board comments and comments from interested citizens and organizations the Board asked staff to schedule a third work session on December 1, 1998 and to schedule second reading and public hearing on January 12, 1999. SUMMARY OF INFORMATION: At the October 27, 1998 work session the Board asked staff to continue to work with interested groups and individuals to resolve outstanding issues. Staff has met with several organizations and will provide the Board with a status report at the December 1 work session. Respectfully Submitted, Approved, Janet Scheid, Senior Planner Elmer C. Hodge Department of Community Development County Administrator 2 ACTION VOTE No Yes Abs Approved ( ) Motion by: Johnson Denied ( ) Harrison Received ( ) McNamara Referred ( ) Minnix To ( ) Nickens cc: File M-/ GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA July 28, 1998 Beginning Balance at July 1, 1998 Amount % of General Fund Revenues $7,993,609.14 7.75% Second installment on West County Business Park ($1,115,300.00) Balance at November 17, 1998 $6,878,309.14 6.67% Changes below this line are for information and planning purposes only. Balance from above West County Business Park - balance $6,878,309.14 (1,057,650.00) $5,820,659.14 5.65% 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, Approved By, Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Gen98.WK4 4., IV. -t7 Elmer C. Hodge County Administrator CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Beginning Balance at July 1, 1998 $735,313.64 Projects appropriated in 1998-99 original budget Center for Research and Technology Blue Ridge Parkway Interpretive Center South County Park Development North County Soccer Field Police Firing Range Courthouse Renovations McDonald Farm (100,000.00) (30,000.00) (100,000.00) (50,000.00) (50,000.00) (75,000.00) (100,000.00) Balance at November 17, 1998 $230,313.64 Note: $100,000 of these funds have been temporarily advanced to the Mayflower Hills Park project. Respectfully Submitted, ziterziq Diane D. Hyatt Approved By, ire /4") Elmer C. Hodge Director of Finance County Administrator M:\Finance\Common\Board\Cap98.WK4 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA June 23, 1998 Sept 8, 1998 Oct 13, 1998 From 1998-99 Original Budget Roanoke Valley Convention & Visitors Center Contribution to TAP Transitional Living Center Matthews Electroplating SuperFund Remediation Amount $210,000.00 (107,500.00) (9,650.00) (22,790.00) Balance at November 17, 1998 $70,060.00 Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board\Board98.WK4 4.. FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA June 23, 1998 Savings from 1996-97 debt budget Transfer from County Capital Projects Fund FY97-98 Original budget appropriation Savings from 1997-98 debt fund FY98-99 Original budget appropriation Amount $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 Balance at November 17, 1998 $6,104,815.00 Respectfully Submitted, Approved By, JU.(.cur,Q / �V• � Diane D. Hyatt Director of Finance ger) Elmer C. Hodge County Administrator MAFinance\Common\Board\Schoo198.WK4 ACTION NO. 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: November 17, 1998 AGENDA ITEM: Report on establishing a tax for short term rental COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the October 13 Board meeting, Supervisor Nickens asked for information on establishing a short term rental tax for the Roanoke County. This issue was previously discussed in 1995 and in 1996, at which time I contacted the Commissioner of Revenue Wayne Compton for additional information. At that time, Mr. Compton informed me that revenue from short-term rentals is classified as a personal property tax and is set at one percent of the gross receipts. He estimated that approximately $35,000 annual revenue could be generated. This tax would include all items that are rented on a short-term basis such as videos, household furnishings, hardware rentals, lawn and garden equipment, and party equipment among others. The only exemption is hospital and medical equipment. In 1995, the County Attorney's Office also did some research on this issue and drafted an ordinance for your review. Attached is that memo and the draft ordinance. Staff is in the process of updating the figures for potential revenues that could be generated and investigating whether there would be additional staff time and costs to implement the ordinance which would offset the revenues. I am concerned that this would have a negative impact on many of our small businesses. If the Board decides to adopt an ordinance establishing the tax, we should adopt guidelines to determine which short-term rentals would be covered under the ordinance. If the Board of Supervisors is interested in pursuing this new source of revenue, we will include it in the budget process for the 1999-2000 budget. ACTION Respectfully Submitted by: Elmer C. Hodge County Administrator Approved ( ) Motion by: Harrison Denied ( ) Johnson Received ( ) McNamara Referred ( ) Minnix To ( ) Nickens 5 VOTE No. Yes Abs TO: FROM: SUBJECT: DATE: ROANOKE COUNTY ATTORNEY'S OFFICE 772-2007 MEMORANDUM Board of Supervisors Paul M. Mahoney County Attorney Daily Rental Property Tax Ordinance November 2, 1995 At the request of Commissioner of Revenue Wayne Compton, this office has prepared a draft of an ordinance for daily rental property tax. Mr. Compton estimates that this tax would generate approximately $35,000.00 annually for the County. Prior to 1989, the inventory of short-term rental businesses was being taxed as business personal property. Apparently, these businesses undertook lobbying efforts, which resulted in the adoption of state legislation designating daily rental property as merchants' capital. In jurisdictions where the business, professional and occupational license tax is in effect, these businesses are classified as 'retail' for tax rate purposes. In addition, the legislature enacted statutory provisions authorizing localities to adopt an ordinance for a 1% tax on the consumer/lessee of daily rental property, similar to sales and use tax, as the alternative to the business personal property tax. This tax has been imposed in a number of localities, including the City of Salem. The draft of this ordinance has been circulated among County staff for review and comment. The suggestions of the Department of Economic Development are to give the draft ordinance to both Chambers of Commerce for their comment and to change the application requirement for a beginning business from thirty (30) days prior to commencement of the business, to thirty (30) days after commencement of the business. Such a change, however, would be inconsistent with the practice of other localities, as well as could create administrative and enforcement difficulties for this type of consumer tax. 5 Board of Supervisors Page Two November 2, 1995 Mr. Compton has requested that adoption of this ordinance, which would require two readings and a public hearing, be placed on the agenda for consideration by the Board of Supervisors. The daily rental property tax is administered on a calendar year basis; in order for it to be effective for 1996, this item would need to be on the agenda for the November 21st and December 12th meetings. Please feel free to call Vickie Huffman or me if you should have any questions or need additional information during your review of the draft ordinance. If you wish to have this matter placed on the next agenda, please contact the County Administrator and me by November 13, 1995. cc: Elmer C. Hodge, County Administrator R. Wayne Compton, Commissioner of Revenue %v/-5 ARTICLE X. DAILY RENTAL PROPERTY TAX Section 21-250. Definitions. For purposes of this article, the following words and phrases shall have the meanings respectively ascribed to them by this section, except where the context clearly indicates a different meaning: (a) "Affiliated" means any common ownership interest, in excess of five percent (5%), of any officers or partners in common with the lessor and lessee. (b) "Certificate of Registration" refers to the annual certificate issued by the Commissioner of Revenue to persons engaged in the short term rental business in Roanoke County who make application for such certificate pursuant to Section 21-254 of this article. (c) "Commissioner of Revenue" means the Commissioner of the Revenue of the County of Roanoke, Virginia, and any of the Commissioner's duly authorized deputies, assistants, employees or agents. (d) "County" means the County of Roanoke, Virginia. (e) "Daily rental property" means all tangible personal property held for rental and owned by a person engaged in the short-term rental business as defined in Section 21-252 of this article, except trailers as defined in Section 46.2-100 of the Code of Virginia and other tangible personal property required to be licensed or registered with the Department of Motor Vehicles, the Department of Game and Inland Fisheries, or the Department of Aviation. Except for daily rental of passenger cars, all rental property that is not daily rental property shall be classified for taxation pursuant to Virginia Code Section 58.1-3503. (f) "Gross proceeds" means the total amount charged including penalties, late charges or interest, to each person for the rental of daily rental property, excluding any state and local sales tax paid pursuant to Chapter 6 of Title 58.1 of the Code of Virginia (Virginia Retail Sales and Use Tax Act). (g) "Person" means and includes any individual, association, partnership, or corporation, or any combination of such individuals or entities in whatever form and character. (h) "Treasurer" means the Treasurer of the County of Roanoke, Virginia, and any of the Treasurer's duly authorized deputies, assistants, employees or agents. Section 21-251. Daily Rental Property Tax - Levy and Amount. Pursuant to Section 58.1-3510.1 of the Code of Virginia, and in addition to all other taxes of every kind now or hereinafter imposed by law, the County of Roanoke hereby levies and imposes a tax in the amount of one percent (1%) on the gross proceeds of any person engaged in the short-term rental business. Such tax shall be in addition to the tax levied pursuant to Section 58.1-605 of the Code of Virginia. Section 21-252. Short-term Rental Business Defined. A person is engaged in the short-term rental business if not less than eighty percent (80%) of the gross rental receipts of such business in any year are from transactions involving rental periods of ninety-two (92) consecutive days or less, including all extensions and renewals to the same person or a person affiliated with the lessor. For purposes of this test, (i) any rental to a person affiliated with the lessor shall be treated as rental receipts but shall not qualify for purposes of the eighty percent (80%) requirement, and (ii) any rental of personal property which also involves the provision of personal services for the operation of the personal property rented shall not be treated as gross receipts from rental. For purposes of this section, the delivery and installation of tangible personal property shall not mean operation. Section 21-253. Exclusions and Exemptions from Daily Rental Property Tax. (a) No tax under this article shall be assessed or collected on: (1) rentals by the Commonwealth of Virginia, by any political subdivision of the Commonwealth of Virginia, or by the United States; (2) any rental of durable medical equipment as defined in subdivision 2 of Section 58.1-609.7 of the Code of Virginia. (b) All exemptions applicable to the Virginia Sales and Use Tax pursuant to Chapter 6 of Title 58.1 of the Code of Virginia (§ 58.1-600, et. seq.) shall apply mutatis mutandis to the daily rental property tax. (c) All exemptions from this tax claimed by short-term rental businesses at the time of payment of collected taxes shall be proved by filing of appropriate documentation as directed by the Commissioner of Revenue, and are subject to verification by the Commissioner of Revenue at any time. 2 -5 (5) (3) Section 21-254. Short-term Rental Business Application for Certificate of Registration. (a) Every person engaging in the business of short-term rental of tangible personal property as defined in Section 21-252 of this Code shall file annually an application for a certificate of registration with the Commissioner of Revenue for each place of business in the County from which a short-term rental business will be conducted by the applicant. Such application shall be filed by December 31 of each year or within thirty (30) days prior to the beginning of a short-term rental business. The application shall be on a form prescribed by the Commissioner of Revenue and shall contain: (1) the name under which the applicant intends to operate the rental business; (2) the location in the County from which the rental business will be conducted, as well as the location of the rental business headquarters; the total gross receipts from all business conducted by the applicant at the business location during the preceding year, the applicant's total gross rental receipts for the preceding year, and the applicant's total receipts from short-term rental of daily rental property for the preceding year; (4) for a beginning business, an estimate of the expected gross receipts, gross rental receipts, and gross rental receipts from short term rental from the beginning date to the end of the then current calendar year; such other information as the Commissioner of Revenue may require; (b) Each applicant shall sign the application as owner of the rental business. If the rental business is owned by an association, partnership or corporation, the application shall be signed by a member, partner, executive officer or other person specifically authorized by the association, partnership or corporation to sign. Section 21-255. Issuance and Effect of Certificate of Registration. Upon approval of the application by the Commissioner of Revenue, a certificate of registration shall be issued for each location from which a short-term rental business is to be conducted or operated in the County by the applicant. This certificate shall be conspicuously displayed at all times at the place of business for which it is issued. The certificate is not assignable and shall be valid only for the person in whose name it is issued and the place of business designated. 3 Al-5' No person renting any property or services to any other person shall collect from the lessee the daily rental property tax authorized by this article unless a valid Certificate of Registration has been issued for the current year by the Commissioner of Revenue. Section 21-256. Collection and Recordkeeping. (a) Every person engaged in the short-term rental business with a valid certificate of registration from the Commissioner of Revenue shall collect the rental tax from the lessee of the daily rental property at the time of the rental. (b) The person collecting the daily rental property tax shall maintain a record of all rental transactions for which this tax is collected, which record shall contain: (1) a description of the property rented; (2) the period of time for which the property was rented; (3) the name of the person to whom the property was rented; and (4) the amount charged for each rental, including all late charges, penalties, and interest. (c) In addition to the information specified in subsection (b) of this section, every person engaged in a short-term rental business shall maintain a complete record of all exemptions from payment of this tax granted to lessees of short-term rental property including: (1) a copy of the Virginia Department of Taxation Tax Exemption Certificate; or (2) a copy of the U.S. Department Tax Exemption Certificate which U.S. State Department card must specify the lessee by name as exempt from sales tax; or (3) other explanation and proof of claimant exemption. Section 21-257. Taxes held in Trust for County. The taxes required to be collected under this article shall be deemed to be held in trust by the person required to collect such taxes until remitted to the County as required in this article. Section 21-258. Filing of Quarterly Tax Returns and Remittance of Tax. (a) The lessor of the daily rental property shall file a quarterly tax return with the Commissioner of Revenue, indicating for the immediately preceding quarter the following: 4 - +5 (1) the total business gross receipts; (2) the gross proceeds derived from the short-term rental business; (3) all rental gross proceeds claimed to be exempt from the daily rental property tax and documentation of each such claim; and, (4) the total daily rental property tax due and owing to the County and the total taxes collected by the certified short-term rental business for the immediately preceding quarter. (b) The return shall be upon such forms and set forth such additional information as the Commissioner of Revenue may require, and shall be signed under oath by the person in whose name the Certificate of Registration has been issued. It shall be unlawful and a violation of this article for any person to file a false or fraudulent return. (c) Full payment of all taxes due and owing to the County of Roanoke for the quarter shall be remitted with the quarterly return. (d) The quarterly return and payment of tax shall be filed with the Commissioner of Revenue on or before the 20th day of each of the months of April, July, October and January, representing, respectively, the gross proceeds and taxes collected during the preceding quarters ending March 31, June 30, September 30 and December 31. Section 21-259. Assessment and Collection of Daily Rental Property Tax. Upon receipt of the quarterly return, the Commissioner of Revenue shall assess the daily rental property tax due and transmit the tax so assessed, together with any tax payment received, to the Treasurer. The Treasurer shall have the power and duty to collect the daily rental property tax imposed and levied hereunder pursuant to and in accordance with Chapter 39 of Title 58.1 of the Code of Virginia. Section 21-260. Penalty and Interest. (a) If any person, whose duty it is so to do, fails or refuses to file the return required under this article, or fails or refuses to remit to the County the tax required to be collected and paid under this article, in the time and manner specified in this article, there shall be added to such tax a penalty in the amount of ten percent (10%) of the tax assessable or due, or the sum of ten dollars ($10.00), whichever is the greater; provided, however, that the penalty shall in no case exceed the amount of tax assessable or due. Any such penalty when so assessed shall become a part of the tax. The assessment of such penalty shall not be deemed a defense to any criminal prosecution for failure to comply with any of the requirements in this article. 5 ' ' i E (b) Interest on late payments of all taxes due shall be added at the rate of ten percent (10%) per year. (c) Penalty and interest for failure to file the return or pay the tax due pursuant to this article shall be assessed on the first day following the day such quarterly return or tax payment was due. Section 21-261. Procedure Upon Failure to Collect, Report or Remit Taxes. (a) If any person, whose duty it is so to do, fails or refuses to collect the tax imposed or to make the returns and remittances required, in the time and manner specified in this article, such person shall be responsible for the payment of all taxes due and owing to the County. (b) The Commissioner of Revenue shall proceed in such manner as he may deem best to obtain facts and information upon which to base an estimate of the tax due and to determine and assess against such person the tax, penalty and interest provided for by this article. (c) The Commissioner of Revenue shall notify such person, by certified or registered mail, sent to his last known address, of the total amount of such tax, penalty and interest and the total amount thereof shall be payable within ten (10) days from the date of such notice. (d) In the event such tax is not paid within ten (10) days from the date of the notice, the Treasurer shall proceed to collect same in accordance with Chapter 39 of Title 58.1 of the Code of Virginia. Section 21-262. Taxes Collected Erroneously or Unlawfully. Any person who has collected the daily rental property tax in a manner not authorized by law shall forfeit and transmit such erroneously or illegally collected taxes to the County, unless or until he can affirmatively show that the tax has since been refunded to the lessee or credited to the lessee's account. Section 21-263. Revocation of Certificate of Registration for Violation of Article. Whenever any person fails to comply with any provision of this article, the Commissioner of Revenue, upon hearing after giving such person ten days' notice in writing, specifying the time and place of hearing and requiring him to show cause why his certificate of registration should not be revoked or suspended, may revoke or suspend any one or more 6 of the certificates of registration held by such person. The notice may be personally served or served by registered mail directed to the last known address of such person. Section 21-264. Criminal Penalties for Violation of Article. (a) Any person who engages in the short-term rental business without obtaining a certificate of registration, or after a certificate of registration has been suspended or revoked, and each officer of any corporation which so engages in business, shall be guilty of a Class 2 misdemeanor. (b) Any person who advertises or hold out to the public, directly or indirectly, that he will absorb all or any part of the daily rental property tax, or that he will relieve the lessee of the payment of all or any part of such tax except as may be authorized by law, shall be guilty of a Class 2 misdemeanor. (c) Any person subject to the provisions of this article who neglects, fails, or refuses to pay or collect the tax herein imposed, either by himself or through his agents or employees, shall be guilty of a Class 1 misdemeanor. (d) Any person subject to the provisions of this article who fails or refuses to file a return herein required to be made, or who makes a false or fraudulent return with intent to evade the tax hereby levied, or who makes a false or fraudulent claim for refund, or who gives or knowingly receives a false or fraudulent exemption certificate, or who violates any other provision of this article, punishment for which is not otherwise herein provided, shall be guilty of a Class 1 misdemeanor. (e) Conviction of a violation under this section shall not relieve any person from the payment, collection or remittance of the taxes provided for in this article. This ordinance shall be effective on and from January 1, 1996. 7 Item No. % AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER IN ROANOKE, VIRGINIA, ON TUESDAY, MEETING DATE: AGENDA ITEM: November 17, 1997 Report of expenditures and commitments for public private partnerships from the Economic Development Capital Fund COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Board of Supervisors readopted the Public Private Partnership Policy on November 19, 1996. The County Administrator and Economic Development staff review requests for partnership funding under the terms of the readopted policy. The Finance Department has provided a schedule showing a history of public private partnership commitments made during FY 97-98 totaling $664,363.32. Significant partnership projects include the expansions of ITT Night Vision ($100,000), Optical Cable Corporation ($33,613.30), the location of Winn -Dixie ($72,302), and P. D. Lodging ($78,148). Project support for mapping, prospect presentations and regional special events such as the Roanoke Valley Horse Show, Miss Virginia Pageant, and Archery Shooters Association Tournament. Unappropriated funds at the end of the fiscal year totaled $2,802.40. During the current fiscal year, in the period July 1 through October 31, 1998, partnership commitments have been made to assist the Home Depot project with the acquisition of the Rose property, a small business expansion (Cycle Center), and project support activities. A total of $354,359.76 has either been committed or expended under the policy for the current FY 98-99 Year and $178,094.75 is unappropriated at this time. Respect ay submitted: Timothy W. Approved: bala, Director Elmer C. Hodge Department of Economic Development County Administrator I' Y)-4o ACTION No Yes Abs Approved () Motion by: Harrison Denied () Johnson Received () McNamara Referred to Minnix Nickens Attachment County of Roanoke Public Private Partnership As of June 30, 1998 Description Category Total Budget Total Remaining Committment Complete Incomplete Appropriations: Original Budget Rollover - prior year projects Rollover - prior year unappropriated balance Board Actions Total Available 750€ 00 33125f 50 8797776 (a702 541 667,165.72 Projects: Commercial: J.M. Kane, Tanglewood Affordable Efficiency Inn Winn -Dixie Project Acme Business Machines PD Lodging Associates Relax FA Properties (Famous Anthony's) Greenbrier Nurseries, Inc. Alpha Christian Child Care Center Virginia Western Copy Systems Valley Centre Business Park HCRI Industrial: M & W Fire Apparatus Optical Cable Liberty Property Trust Flex Space Interstate Commerce Park & Building Custom Tool & Machine, Inc. 6545 Commonwealth Drive ITT 1 2118600 6,188,00 3061330 15,524.00 00 38,768.50 4800 3.09 2009600 X X X X X X X X X X X X X X X X X X X m:/finance/common/PTSHP98B.WK411/12/98 ACTION NO. ITEM NUMBER PI- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998. AGENDA ITEMS: Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1998. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BANKERS ACCEPTANCE: BANK OF AMERICA 1,805,706.25 CRAIGIE 3,323,680.22 SUNTRUST 995,127.90 WACHOVIA 992,144.44 7,116,658.81 CERTIFICATE OF DEPOSITS: FIRST AMERICAN 100,000.00 SOUTHWEST VIRGINIA SAVINGS & LOAN 100,000.00 200,000.00 COMMERICAL PAPER: BANK OF AMERICA 2,985,736.66 PAI N E-WEBBER 1,986,007.78 SUNTRUST 1,986,025.00 WACHOVIA 1,063,341.72 WHEAT 1ST UNION 1, 982, 083.33 10, 003,194.49 GOVERNMENT: CRAIGIE • 1,476,854.17 JC BRADFORD 2,000,000.00 NATIONS 1,001,665.75 4,478,519.92 LOCAL GOV'T INVESTMENT POOL: GENERAL FUND 10,277,950.02 RESOURCE AUTHORITY 1,748,721.31 12,026,671.33 MONEY MARKET: CRESTAR 9,626,764.61 9,626,764.61 CASH INVESTMENTS: WACHOVIA 2,204,790.18 MENTOR (GEN. OPER) 5,007,195.78 MENTOR (RES. AUTH.) 5,332,577.06 LB&T 2,017,724.78 14,562,287.80 TOTAL 58, 014, 096.96 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: November 17, 1998. AGENDA ITEMS: Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1998. COUNTY ADMINISTRATOR'S COMMENTS: STAFF RECOMMENDATION: Respectfully Submit,-d by Approved by: r-d C. And-rson Elmer C. Hodge ounty Treasurer County Administrator ACTION Approved () Motion by: Denied ( ) Received ( ) Referred ( ) To () Referred ( ) To () Harrison Johnson McNamara Minnix Nickens Johnson Minnix Nickens VOTE No Yes Abs ACTION NO. ,� i � ITEM NUMBER l `— AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Work Session on the Results of Operations for the Year Ended June 30, 1998 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to review the audit and the results of operations for the year ended June 30, 1998. Information for this work session is included with the Action Item that will be taken at the 7:00 pm session. SUBMITTED BY: APPROVED: Diane D. Hyatt Director of Finance z4- /6,, Elmer C. Hodge County Administrator Approved () Motion by Denied () Harrison Received () Johnson Referred () McNamara To () Minnix Nickens No Yes Abs m:\fmance\common\board110-28-97b November 13, 1998 ACTION NO. ITEM NUMBER he.- :2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Work Sessions on FY 98-99 Revenue Projections: First Quarter Update and Fiscal Year Projections and Review of Departmental Rollover Appropriations from FY97-98. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for a budget work session to update the Board on revenues through the first quarter of FY 1998-99 and to discuss current year revenue estimates. The performance of several key categories of revenue in FY 1997-98 necessitates a careful monitoring of the FY 1998-99 revenues. The first quarter general government revenue summary and updated projections for FY 1998-99 is attached for your review. Also attached is a summary schedule of Departmental Rollover Requests resulting from expenditure savings from FY97-98. The adopted rollover policy allows operating departments to request up to 60% of year end unexpended funds to be rolled into the preceding fiscal year for certain expenditures. Allowable expenditures are stipulated in the Rollover Policy and are primarily capital and other one-time purchases that do not commit future funds. Respectfully submitted, Brent Robertson Budget Manager Approv, Elmer C. Hodge County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Harrison _ _ _ Received () Johnson _ _ _ Referred () McNamara _ _ _ To () Minnix _ Nickens FY 1998-99 Bud Adiustment 0 o a o 0 0 0 0 0 o v co o et. (a O (All� O N O N .- O O (C) 0 0 0 0 0 0 0 0 0 0 0 0 Q) n Is.-O 0 I,-aD O CO CO O "I' N N O O (0 10 O .- V O O (V N co O O O O O O O O O O O O O O O O O O O M 0 0 0 o O o 0 0 o O O O O o 0 o O O o or-- o O o coo 0 0 0 o O O o o 0 0 o O o o to co 6 6 O tf) O O O O O O O O O O r- O O N- 10 O N co t- a h tf) 0 0 CD N Cr) V CO LC) M CD 0 CO N O 0 7 (0 e- to t- N (O () 10 0 (0 CO 6�9 (0 N- Cf) � o.) (0 to to CO CO � N to 0-N CO •- V,' N 69 E9 69 69 N E 9 69 (A (A 69 69 69 (D O 0 0 0 0 0 0 O O 0 0 O 0 0 0 0 0 0 0 69 O 0 0 0 0 0 O 0 0 O 0 0 0 0) O O 0 0 0 O O O O O 0 LC) 0 CO O to O u) 0 to (f) O (n (n O O O O to M W <t 0 CO O c() o O O O O O O O O O O O O O O O co O o)co O O O ,6O O O O O O O O O O O O O O O O N. O O O O O O O O O O O O O O O O (n O O co Co O O to (n O (n O O (C) to O to to O r- O Oi h (n (3) N CD CO 0) I's (n v 0 (n (0 (O CO N- CA M CD 0 N. N CO O) et CO CD '- in 0) (n 0) CO N M CO N- (f) (D N (O '— CO t0 N to 'ct M N (D 'et N V) $103,376,873 0) W O CD 69 $103,015,982 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I-(n co. O Q) O CO CO N 1,, n M N Ch I` O O) r• co (D 0) '- N (O - '- O C) 4 O) 0) (NV V (NV co 00 N 0) O N '- co 7 � 1- m 0 coco a) Cp p) M } cr), LLCd co t0 7 U Q } LL N a (0 CO CO 00 0 CO O 0 0 0 CO N f` to f` CO CO O Co (0 0) N st E9 N (n r` (0 00 to Lc) 0) to Real Estate Taxes Personal Property Taxes N O co co r- O CO N CO CO h CO CO 0 CO CO CO 0) <t O CO N V (n 0) CO CO 0) r (n O) 'et et C` to CT e- h a O CO 10 I` - Qi c. 0) c0 0) h NI - LC) N CO CV CO 'etN (D 0) CD e- N tt CO CO a CO CO 0) CO 0) CO h '- N 0) N. CO 0 (n 0 CO a etet CO Cn Cr CO 0") 'ct 'r 0 0) (n CO N _ N--0 . CO Cn Cn .- CO to O 0) CO 10 0) .- CO co CO O) CD (n to N 0') N (O O) C`5 ,- o5 'ct 0) 4 O to CD O CD O) et e- e- h (n 1- a 0) Cn CO , v N Cn 0 0) CO I,- (3) (0 N (n N (n O u) M V 10 n (n n C') co (n CO 0) N to v 0) (4 '- CD N CO to N 0) 0 (0 CD V CO n 0) I` CO N r- r V in CO CO N (0 OO COU) 0) 0) (n 0) N 0 CO V V 0 CO 0 (3) N. (n h N 0 a 0 0) h CO •- '— CO N O 'to N '— N e- 0) 0) N to N N- h o5 N C) (n N � 4 4 4 (0 R) (!) ch CD N a O N 0 CO CO ) r (0 CON CD03 N (n 0) (O CO a N- CD CO (n a N (n M 0) .- N (O N Other Property Taxes Local Sales Tax Utility Consumer Tax Business License Tax Bank Franchise Tax Motor Vehicle License Tax Recordation and Conveyance Tax Hotel/Motel Tax X CC 1- 0) 0) N 2 Cellular Phone Tax Other Local Taxes Permits, Fees & Licenses Fines and Forfeitures Charges for Services Miscellaneous Revenue Recovered Costs Commonwealth 0) co (0 O O N 4- 0) 0) Cr) N 0) O Total Revenue M:\finance\budget\book-wk\yrend98.xls Year to Date Revenue Summary 11/12/98 12:55 PM INTER OFFICE MEMO To: Members Board of Supervisors From: Elmer Hodge County Administrator Subject: Rollover Request Summary Date: November 17, 1998 The Rollover Policy, previously adopted by the Board of Supervisors, allows each department to request up to 60% of their unexpended, unencumbered funds at year end to be rolled over into the next budget year for specific expenditures. The policy limits rollover requests to one-time purchases that do not require increases in future budgets through increased operational costs. Departmental requests have been reviewed by Budget staff and have been approved by the County Administrator. The attached summary schedule specifies the cost and description of each departmental request for rollover appropriation. Department Board of Supervisors County Administrator Community Relations Human Resources Econ. Development Sheriff Clerk of the Circuit Court General District Court J & DR Court Court Service Unit Asst. Co. Admin. - Mgmt. Real Estate Management Public Transportation Management and Budget Procurement Police Department Community Development Parks and Recreation Health Department Social Services County of Roanoke Rollover Appropriation FY 1997-98 to FY 1998-99 Rollover Description Hardware/software upgrades for Indexing system and Intranet development Staff Development; Training opportunities for Management Team Re -printing of Citizen's Handbook; approximately 10,000 copies PC replacement for new Payroll/HR Reporting package Marketing costs associated with Center for Research and Technology Accreditation fee for certification (total fee $11,000) Defray costs of DP upgrades required by Sepreme Court of Virginia. Expenses related to judge's appointment to Board of National Bar Association Defray costs associated with office renovations Allocation toward Courthouse upgrades per BOS discussion Staff Development; Training opportunities for Management Team Replace 1988 Ford Tempo Expenses related to 33% ridership increase Replace PC for Financial Analyst Negotiation Training for staff Consolidation of non -compliant Y2K contracts Patrol vehicle replacement pool Upgrade PCs (5) for GIS and Drafting applications Replace Inspector's vehicles (2) Replace Planning sedan w/ Passenger Van 2nd Floor renovations associated with re -engineering proposals Fumiture replacement at Brambleton Center Capital upgrades at Vinton location ADAPT Conversion; CD Net Universal Tower and 3 Laser printers Department Library Cooperative Extension Elections Total General Gov't Exp MIS: Total All Funds County of Roanoke Rollover Appropriation FY 1997-98 to FY 1998-99 Rollover Description Complete master planning process for Library facilities Instructional area renovation at headquarters Replacement of Microform reader/printer PC replacement (2) and shared printer for intemet access Office equipment replacement Filing system supplements/replacement for Motor Voter laws Training and education needs for FT staff Fumiture replacement --desk chairs and conference table Office Technology upgrades --printer, software, and PC's (2) Development training AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-6 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 member's knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive meeting to 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, Harrison, Johnson NAYS: None ABSENT: Supervisor Minnix, Nickens A COPY TESTE: • ��c%-C U)...i Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Executive Session A-111798-7 ACTION NO. ITEM NUMBER 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended June 30, 1998 COUNTY ADMINISTRATOR'S COMMENTS: kt,d-krt/v01-4.44101,,,A.4-4.A4Vr SUMMARY OF INFORMATION: KPMG Peat Marwick, LLP has completed their audit of the financial operations of the County of Roanoke and County of Roanoke Schools for the year ended June 30, 1998. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board as soon as it is received from the printers. The Audit Committee will meet prior to this Board meeting to review the results of the year's operations. County Operations: The County operations for the year ended June 30, 1998 resulted in expenditure savings of $773,551, as shown on Attachment A. Based upon the policy for the rollover of year end savings, the departments were able to request up to 60% of the savings within their own department for special purchases and programs as approved by the County Administrator. These approved departmental rollovers total $302,294. This leaves a net expenditure savings of $471,083. Based upon the rollover policy, this amount will be transferred to the Capital Unappropriated Balance. The actual general fund revenues were $37,494 under budget as shown on Attachment B. The main source of this difference was personal property taxes. In the afternoon work session, staff will review with the Board the impact that this will have upon our 1998-99 budget projections. The $37,494 from revenues under budget plus $9,068 from transfers to the general fund under budget total $46,388. This is shown on Attachment A as the decrease to the general fund unappropriated budget. The general fund unappropriated balance at June 30, 1998 is $7,947,221. This is a decrease of $1,667,652 from the general fund unappropriated fund balance at June 30, 1997. This decrease was the result of appropriations from the fund balance for one time expenditures, of which the majority is related to economic development. M:\FINANCE\COMMON\BOARD\11-17-98.WPD November 4, 1998 School Operations: In addition, the School operations for the fiscal year 1997-98 resulted in a year end surplus of $1,144,867, as a result of expenditure savings. Of this amount, $63,455 are encumbrances and commitments from the 1997-98 operations. The Schools have committed to add $500,000 of their surplus each year to the bus fund. This year, they are adding $650,000 to the bus account to help with the large amount of buses that will be replaced within the next few years. The remainder of the surplus will be allocated as shown on Attachment C. At their meeting on October 20, 1998 the School Board approved the use of surplus as shown on Attachment C. They are requesting County Board concurrence on these items. STAFF RECOMMENDATION: Staff recommends the following: 1. The County net surplus of $471,083 be appropriated to the Capital Unappropriated Fund, according to the rollover policy. 2. The School net surplus of $1,144,087 be appropriated as shown on Attachment C, as requested by the School Board. 3. The net decrease of $46,388 be appropriated to the General Fund Unappropriated Balance. SUBMITTED BY: APPROVED: Diane D. Hyatt Director of Finance Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: Joseph McNamara to Johnson _ x Denied ( ) appropriate funds Harrison _ x _ Received ( ) McNamara_ x Referred ( ) Minnix _ x To () Nickens _ _ x cc: File Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board M:\FINANCE\COMMON\BOARD\11-17-98.WPD November4, 1998 County of Roanoke General Operating Fund Results of Operations For the Year Ended June 30,1998 Revenues Expenditures and commitments Beginning balance Transfer in Transfers out Proceeds from lease/purchase Budget $99,757,907 (47,849,403) 12,433,661 189,640 (57,295,145) 756,949 Actual Attachment A Variance $99,720,413 (47,075,852) 12,433,661 180,572 (57,295,145) 756,949 Amount % ($37,494) -0.04% 773,551 -1.62% 0 0.00% (9,068) -4.78% 0 0.00% 0 0.00% $7,993,609 $8,720,598 Departmental rollover Transfer to Capital Unappropriated Balance per rollover policy Reduction of General Fund Unappropriated Fund Balance Preliminary General Fund Unappropriated Balance at June 30, 1998 Adjusted General Fund Unappropriated Balance at June 30, 1998 726,989 (302,294) (471,083) (46,388) 7,993,609 $7,947,221 Attachment B c own Q. v coca mm ti O } M we E w 0 C C CO H of ti m _v aW O my- C ELL = O � 0 0 me, OM= 0 a m p CD C9 C a) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 g- CO Co Co f` CO LII CO O) N CO to O) 8 CO M 1 N CA fib d' N-NON-ONT-cONCOMlncO O)030T-000) 0 OCOOO,MO)�OONCo6N46NMuihCO O i (O O M �' �' CO �h M CO � 00 I� � � N f� I� N � r• O 0 N. Tr to M to UD M T' ct O) O) T O M I- Tr CA T- OD Tr Tr Cn 00 CO UD O O) 00 00 O) 00 O I- v ('7 T 00 In O IN M I` OD O) c0 M I` T O) N N CO M I -Mx- CON-NNN-I-MNTrNTJ-%-00M I- c0d'MCOd'000OMOCA00N. NO 000Lf) Cn00 Tt`TrTrMCnT•InMTrTr O)MUlMM f-r-'rO•-000TrCnT-00 OO)00toO)T-TrO) MoOo COInLnNMNOOM,-00 MToOL)Co r-COO)N'•-I`LOT-'rMOMN-d•NOOO)O NMTI- ONONOOLOMTrON. )I`MCO O) TO) N Cn C 09- N O O O O O O O O O O O O O O N O O O) 1 L000000p0000poop000,m Trd7 0 0 0 0 0 0 0 0 0 0 0 0 0 I- O O Co N OD,L LO0LOOCf)LCnOLO OMN 00M M O 00 In In O O N M N O N M O) O O i` Tr0 N N-MT COT -Tr MOMCONMd'CO1.0N.NC0 M d' A N l[) I: C f N O O O O O O O O O O O O O O O cO 0 0 0 T- I- O O O O O O O O O O O O O O CO O O O c 0 O) O) 0 0 0 0 0 0 0 0 0 0 0 0 0 Tr0 0 0— Mr- OLOOtf)(nCn0InO OLOO)C ON M O 00 In to O O N M N O N M O) O O M M 0 00 Md'Cfl TrMU)O)CoNMd'COLC)CONCO c0 (Nti f N x c 1-- a) C) X n3 o H N w Q X 0) X H X (6 I_ X c O U N d N ij!j1 I0)IU X N C N J X H X o2S m m N 2 N m C) -E Pc O �- wa QO CJ CL O 0) X= VLLu- O O W cacAU g36 2 �J (a� N O (0 L c op WmoJ0mm2W22U0aDU Miscellaneous Revenue Tr O) Tr I` M H> Total Revenue m:\finance\budget\revenue\fy9798\FinaI98 Attachment C ACTION NO ITEM NO. AT A REGULAR MEETING OF THE COUNTY SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY SCHOOLS ADMINISTRATION BUILDING MEETING DATE: October 20, 1998 AGENDA ITEM: Final quarterly report of revenues and expenditures for FY1997-98 and request for appropriation of year-end balance. BACKGROUND: As per school board request, the attached report reflects the final quarter revenues and expenditures for FY1997-98. This report uses the format recommended by the VSBA Budget Manual for Virginia School Boards, appendix D. As with past years the board of supervisors has allowed the school board to purchase school buses with year-end funds and set aside the remaining funds for other specific purposes. Diane Hyatt will present this request to the board of supervisors as part of her year-end audit report. SUMMARY OF INFORMATION: As is noted in the final quarterly report, the audited FY1997-98 year- end fund balance for operations is $1,144,086.77. Staff recommends that the school board ask the board of supervisors (per Diane Hyatt) to appropriate the fund balance as follows: Outstanding Encumbrances $ 63,454.69 Capital and One -Time Items Band Uniforms 20,000.00 Actuarial Study Rollover 7,756.67 Purchase of School Buses. 650,000.00 Upgrade Gas Tanks at Northside & Cave Spring High Schools 20,000.00 Printing Equipment 93,000.00 Vocational Education Matching Equip. Funds 25,000.00 Other Instructional Equipment 92,000.00 Glen Cove Wall Repairs 28,875.41 Oak Grove Building Repairs 15,000.00 Cave Spring High Phone System 35,000.00 Adm. & Bus Radio System 73,000.00 Demolition of Graham House @ Hidden Valley 15,000.00 Dual Enrollment Funds from VWCC 3,000.00 Staff Development (SOVRAC Leadership Academy) 3,000.00 Totals $ 1,144,086.77 FISCAL IMPACT (Alternatives, if applicable): See attached spreadsheets STAFF RECOMMENDATION: Staff recommends acceptance of the final quarterly report of expenditure and revenues for FY1997-98 and request for appropriation of year-end balance. Si gnature: ure: �C� ,, � ar 6! Name Jerry D. Haafdy - Title Director, Budget & Data Management ACTION VOTE No Yes Abs Approved () Motion by: Canada — — — Denied () Irvin Received () Leggette Referred () Roark To () Stovall — AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-8 APPROVAL AND ADOPTION OF THE SECONDARY ROAD SYSTEM SIX YEAR CONSTRUCTION PLAN FOR FISCAL YEAR 1999- 2005 AND APPROVAL OF THE ALLOCATION OF FUNDS FOR FISCAL YEAR 1999-2000. WHEREAS, a public hearing was held on November 17, 1998 to receive comments on the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005; and the adoption of the Funding for Fiscal Year 1999- 2000; and WHEREAS, the Board of Supervisors does hereby approve the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 and allocations for Fiscal Year 1999-2000 as set out on the attached Secondary System Construction Program. NOW, THEREFORE, BE IT RESOLVED that a copy of this resolution duly attested be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office along with a duly attested copy of the proposed Second Road System Six Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 by the Clerk to the Board. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Virginia Department of Transportation 4- 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: November 17, 1998 AGENDA ITEM: Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Year 1999-2005 and the allocation of funds for Fiscal Years 1999-2000. COUNTY ADMINISTRATOR'S COMMENTS: de,exiiii4o.t.t...,4( ed-tAe.17 EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to adopt the attached resolution to approve the Secondary Road System Six -Year Construction Plan for Fiscal Years 1999-2005 and approve the allocation of funds for Fiscal Years 1999-2000. SUMMARY OF INFORMATION: In accordance with Section 33.1-70.01 of the Code of Virginia, as amended, the Board of Supervisors is required to conduct a public hearing on the Secondary Road System Six -Year Construction Plan to receive public comment. The plan before the County Board of Supervisors was presented to you at a work session on October 13, 1998. At the work session, County staff explained the evaluation process for inclusion of projects in the plan and also reviewed the estimated funding for the next five years and how this year's allocation ($3.5 million) would be distributed among the three funding categories. We have included a new transportation booklet with the latest information available. The funding shown ($3.5 million) may be adjusted once the final allocations are made public in July 1999. 1 • SUMMARY OF INFORMATION: (continued) Staff is now requesting the Board of Supervisors to conduct the Public Hearing and approve one of the following alternatives and impacts. ALTERNATIVES AND IMPACTS: 1) Conduct the public hearing and adopt the resolution approving the Six -Year Secondary Road Construction Plan for Fiscal Years 1999-2005 and allocation of funds for Fiscal Years 1999-2000. 2) Conduct the public hearing and defer approval of the Six -Year Secondary Road Construction Plan for Fiscal Years 1999-2005 until staff can review (if any) additional comments received at the Public Hearing. STAFF RECOMMENDATION: Staff recommends alternative 1. SUBMITTED BY: Arnold Covey, Director of Department of Community Development APPROVED BY: Elmer C. Hodge County Administrator VOTE Approved ( ) Motion by: Denied () Harrison Received () Johnson Referred McNamara To Minnix Nickens ACTION pc: Virginia Department of Transportation 2 No Yes Abs AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION APPROVAL AND ADOPTION OF THE SECONDARY ROAD SYSTEM SIX YEAR CONSTRUCTION PLAN FOR FISCAL YEARS 1999- 2005 AND APPROVAL OF THE ALLOCATION OF FUNDS FOR FISCAL YEARS 1999-2000. WHEREAS, a public hearing was held on November 17, 1998 to receive comments on the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Years 1999-2005; and the adoption of the Funding for Fiscal Years 1999-2000; and WHEREAS, the Board of Supervisors does hereby approve the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Years 1999-2005 and allocations for Fiscal Years 1999-2000 as set out on the attached Secondary System Construction Program. NOW, THEREFORE, BE IT RESOLVED that a copy of this resolution duly attested be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office along with a duly attested copy of the proposed Second Road System Six Year Construction Plan for Roanoke County for Fiscal Years 1999-2005 by the Clerk to the Board. U I1111111111111111111111111111111111111111111111111111111111111111I I I I I I I I I I I I I I I I I I I I111111111111111111111111111111111111111111 � NIA MN AM IN Mil MI _. AGENDA ITEM NO.. ... . /C — / _ .....--. _ OW 2111 APPEARANCE REQUEST _ _ IWO PUBLIC HEARING ORDINANCE CITIZENS COMMENTS MN - SUBJECT: a f s ' 5'x C `-,.� . > a-� -� QC ,-1 \ '‘ ra NM MOM IMMI I would like the Chairman of the Board of Supervisors to recognize me during the MIMI meeting on the above matter so that I may comment. iOM NM _ MO NM WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: 111 a _ MIN • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will = decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to =MIdo otherwise. _ - — ■ Speaker will be limited to a presentation of their point of view only. ill MEI Questions of clarification may be entertained by the Chairman. 21112 • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. SIMI MEM • Both speakers and the audience will exercise courtesy at all times. _ ■ OMNI Min INIMM IMMII Speakers are requested to leave any written statements and/or comments = with the clerk. ll = 11111111 111111 ■ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP11 11111111 ALLOWING THE INDIVIDUAL TO REPRESENT THEM. 11212 MINN NMI 1221 21211 PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK _ MOM NM Il _ MOB IMO - NAME N\ o ADDRESS `J wSC N��, Ow �c IIIIIlIIlilllllllllilllllllllllllllilllllllllilllllllliilllllllllllllilllilltllllllllllillllllllllllllillliilliltllll11111IiIIII�`I PHONE - 0 11111111111111111111111111111111111111111111l l l l l 1111111l l l l l i l l l l l 1111111l l l l l i 11111111111111111111111111111111111111111111111111111 SUBJECT: f' * 5 / W rr r �� . cram .= . = - AGENDA ITEM NO. APPEARANCE REQUEST VUBLIC HEARING ORDINANCE IMMO - MOM - NOM MEI - OMS - O MNI MOO 111 11111111 - 1111 N INE Inn 11111111 CITIZENS COMMENTS I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: ■ Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speakingon 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 with the clerk. ■ ■ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NAME ADDRESS PHONE 1111 NNE 1111 11111111 MIM gotrAyrou RluQ. �cno7 osal)1\).r) fijQ• 4Ail(),6),1 eft (a4d 1l Ek\icizJcl� OMB - 1▪ 1 111111 - - lam MIN OEM M▪ IN 111111 - IMP MID - - N▪ M. MIS - - MID MIM - O MI 11▪ 1 - 11 I▪ nn O M- B - - ME- D Mal MOM RIM Una - IMM- O - - - 111▪ 1111 11 - - - MIN OMB - MEM 11 110101 UM▪ W 1111▪ 11 O ENN ISM - - Inn - - IM▪ ME - 11 IMON IMO O MNI — 11 fi—mminimmimmummumminnumnimmimmintimummiiimmimmumminimmimmilmiilllillllmiiiillillliillllllll millllllilllllilllilmi SIX Y AR SECONDARY SYSTEM -CONSTRUCTION PLAN FOR FISCAL YEARS REVENUE SHARING FOR FISCAL YEAR 1999-2000 TABLE OF CONTENTS AGENDA PAGE(S) 1. SIX YEAR SECONDARY CONSTRUCTION PLAN FOR FY 99-05 a. INTRODUCTION (BOARD REPORT AND RESOLUTION) 1-4 b. COUNTYWIDE ITEMS - CHILDREN AT PLAY SIGN SOP 5-8 ▪ RURAL ADDITION PRIORITY LIST 9-11 NEW RURAL ADDITION SOP 12-13 c. INCIDENTAL CONSTRUCTION ITEMS 13-14 d. NUMBERED PROJECTS 14 1. PROJECTS SCHEDULED TO RECEIVE 14-25 FUNDING IN FY 99/00 2. PROJECTS ADDED/REVISED 26-27 3. PROJECTS CONSIDERED/NOT ADDED 28 e. VDOT'S SIX -YEAR ROAD PLAN 29-33 2. REVENUE SHARING FOR FY 99-00 a. INTRODUCTION (BOARD REPORT AND NOTICE) 34-38 b. REVENUE SHARING PRIORITY LIST AND MAPS 39-74 c. PROJECTS CONSIDERED/NOT ADDED 75 d. VDOT'S REVENUE SHARING FORM 76-84 • • • COUNTY OF ROANOKE SIX YEAR SECONDARY CONSTRUCTION PLAN FOR FY 1999 THRU 2005 1. a. INTRODUCTION: Roanoke County and the Virginia Department of Transportation (VDOT) are continuously reviewing and updating the six -year plan. Staff receives requests throughout the year concerning secondary roads in Roanoke County. The requests are reviewed and classified as maintenance or construction. Maintenance items are normally referred to VDOT's resident engineer by letter, or verbally, for correction. Construction requests are put on file to be reviewed during the six -year plan and revenue sharing yearly updates. These requests normally require additional funding and/or engineering. VDOT and Roanoke County staff have reviewed and evaluated each request for inclusion in the six -year plan (revenue sharing program). In deciding which projects would be included, staff considered traffic counts, existing and future development, pavement conditions, drainage, safety, and the economic benefit. We cannot fund all the requests received due to budget constraints; therefore, we have prioritized the requests based upon the criteria above. Roanoke County received additional funding last year (4.3 million) due to the recent changes in legislation. As you may or may not know the Commonwealth contributes more into the Federal Transportation Funds than we receive. Recently, this percentage has been reduced to approximately 10%; therefore, we are receiving approximately 90°/0 of the funds back into the State of Virginia for highway related projects. Roanoke County's allocation this year is estimated to be approximately $3.5 million and $3.9 million per year over the next five years. Even with the increase in funding, we need to be selective and supportive of the projects we identify on the six -year plan. Staff has included roads that are substandard and have a high, or a potentially high, traffic counts due to proposed or existing development. The Board of Supervisors is required by State law to review and update the six -year plan every other year. However, due to the funding changes several years ago, originally ISTEA now TEA-21, VDOT has requested, that the Board of Supervisors update the plan every year. There are three funding categories in the six -year plan: COUNTYWIDE ITEMS, INCIDENTAL ITEMS, AND NUMBERED PROJECTS. Unpaved roads are included under numbered projects. Staff will attempt to summarize each category and project on the following pages: • • • 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: November 17, 1998 AGENDA ITEM: Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Year 1999-2005 and the allocation of funds for Fiscal Year 1999-2000. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to adopt the attached resolution to approve the Secondary Road System Six -Year Construction Plan for Fiscal Year 1999-2005 and approve the allocation of funds for Fiscal Year 1999-2000. SUMMARY OF INFORMATION: In accordance with Section 33.1-70.01 of the Code of Virginia, as amended, the Board of Supervisors is required to conduct a public hearing on the Secondary Road System Six -Year Construction Plan to receive public comment. The plan before the County Board of Supervisors was presented to you at a work session on October 13, 1998. At the work session, County staff explained the evaluation process for inclusion of projects in the plan and also reviewed the estimated funding for the next five years and how this year's allocation ($3.5 million) would be distributed among the three funding categories. We have included a new transportation booklet with the latest information available. The funding shown ($3.5 million) may be adjusted once the final allocations are made public in July 1999. 2 SUMMARY OF INFORMATION: (continued) Staff is now requesting the Board of Supervisors to conduct the Public Hearing and approve one of the following alternatives and impacts. ALTERNATIVES AND IMPACTS: 1) Conduct the public hearing and adopt the resolution approving the Six -Year Secondary Road Construction Plan for Fiscal Year 1999-2005 and allocation of funds for Fiscal Year 1999-2000. 2) Conduct the public hearing and defer approval of the Six -Year Secondary Road Construction Plan for Fiscal Year 1999-2005 until staff can review (if any) additional comments received at the Public Hearing. STAFF RECOMMENDATION: Staff recommends alternative 1. SUBMITTED BY: APPROVED BY: Arnold Covey Director of Elmer C. Hodge Department of Community Development County Administrator ACTION VOTE Approved ( ) Motion by: Denied () Harrison Received () Johnson Referred McNamara To Minnix Nickens pc: Virginia Department of Transportation 3 • No Yes Abs AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION APPROVAL AND ADOPTION OF THE SECONDARY ROAD SYSTEM SIX YEAR CONSTRUCTION PLAN FOR FISCAL YEAR 1999- 2005 AND APPROVAL OF THE ALLOCATION OF FUNDS FOR FISCAL YEAR 1999-2000. WHEREAS, a public hearing was held on November 17, 1998 to receive comments on the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005; and the adoption of the Funding for Fiscal Year 1999- 2000; and WHEREAS, the Board of Supervisors does hereby approve the adoption of the Secondary Road System Six -Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 and allocations for Fiscal Year 1999-2000 as set out on the attached Secondary System Construction Program. NOW, THEREFORE, BE IT RESOLVED that a copy of this resolution duly attested be forthwith forwarded to the Virginia Department of Transportation Salem Residency Office along with a duly attested copy of the proposed Second Road System Six Year Construction Plan for Roanoke County for Fiscal Year 1999-2005 by the Clerk to the Board. 4 • • 1. b. COUNTYWIDE ITEMS: Items included in this category are traffic signs, entrance culverts and rural addition roads. Roanoke County's rural addition list (pages 3 and 4) is still very long. We have included the maximum ($175,000) allowed by state law. An additional $425,000 has been allocated to handle traffic signs and entrance culverts for a total budget of $600,000. In addition, the general assembly adopted a new policy for the installation of a new sign alerting motorist children may be at play nearby. VDOT and Roanoke County's policy follows for your information and approval. This is a working SOP and changes may have to be made periodically. WATCH FOR CHILDREN I. BACKGROUND: The purpose of this report is to inform the Board of Supervisors and general public of Roanoke County and VDOT's policy on the installation of "Watch for Children" sign. The 1997 General Assembly enacted an amendment to the Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of signs alerting motorist children may be at play nearby. In accordance with this law, effective July 1, 1997, counties may request the Virginia Department of Transportation (VDOT) to install and maintain these signs. II. VDOT'S PROCESS: The following process has been established by VDOT: a. A resolution shall be submitted to VDOT for each request. b. The resolution shall include the source of funding for the installation of the sign. The cost to install the sign today is approximately $150.00. This cost will change periodically due to inflation. c. The resolution will also explain the preferred location of the sign; however, VDOT reserves the right to make the final determination. d. Upon receipt of the resolution, the resident engineer, with assistance from the district traffic engineer as necessary will conduct a review of the request and approve/disapprove within thirty days. e. The sign shall be in accordance with the design standards. 5 • The only other guideline is the signs shall be installed primarily on secondary roads within residential areas. Any requests to install such a sign on a primary road will require approval from the state traffic engineer in Richmond. Basically, 90% of all the Roads in Roanoke County would qualify under VDOT's guidelines. To eliminate numerous requests and to save staff time, we have added additional requirements (discussed below) per our work session on September 13, 1998. Staff has consulted with VDOT and formulated the following procedure. III. ROANOKE COUNTY ADDITIONAL PROCEDURES: a. The street is classified as a minor collector or local road. No signs will be installed on a major collector or arterial highway. Typically these signs will be installed at transitions from major collectors to minor collectors and from minor collectors to local streets. b. A petition is signed by at least 75% of the property owners along the street. For long streets, signatures shall be required within 1000 ft of the requested sign location. c. The property owners agree to pay 100% of the costs at the time of installation. Today's estimate to purchase the sign and install is $150.00 total. Again, this figure may need to be adjusted periodically due to inflation. d. The street must have a minimum traffic count of 200 vpd or twenty lots. The minimum distance between signs is 1000 feet. Relatively short streets (dead -ends) would not receive consideration. In general, residential streets with through traffic would be a higher priority and a sign would be installed at the major points of ingress and egress. e. Other streets to be considered regardless of traffic count would be streets adjacent to a public park, parallel streets in the vicinity of schools, and any other public facility where children frequent. f. Staff presents the request(s) (approved/disapproved) and resolution to the Board semi-annually, typically December and July. The Community Development Department must receive all submittals at least thirty days in advance of the Board meeting. Staff has included a brochure in this packet for your information. VDOT's Traffic Engineer will make the final determination if a sign is installed; however, if the guidelines above are met, there is a greater possibility the sign will be installed. 6 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: November 17, 1998 AGENDA ITEM: Adoption of a new Watch for Children Policy. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisor to adopt a new Watch for Children policy by resolution. This policy is outlined in the Six Year Secondary System Construction Plan for Fiscal Years 1999 through 2005. This policy was presented to the Board of Supervisors at the October 13, 1998 work session. Staff has made the requested change to this policy. SUMMARY OF INFORMATION: The 1997 General Assembly enacted an amendment to the Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of signs alerting motorist children may be at play nearby. Staff has estimated that approximately ninety percent of the secondary roads in Roanoke County would qualify under the current process. VDOT and County staff believe that these signs will have a limited impact on the average motorist's awareness, especially if installed on every road. To manage the impact to the County's secondary road funds, staff time and the visual character of the residential neighborhoods, VDOT and County staff has developed this policy. ALTERNATIVES AND IMPACT: 1) Adopt the resolution approving the proposed policies for Watch for Children signs. 2) Defer approval of the proposed policy. • STAFF RECOMMENDATION: Staff recommends Alternative 1. %SUBMITTED BY: !1 Arnold -Covey, Director Department of Community Development APPROVED BY: Elmer C. Hodge County Administrator ACTION VOTE Approved ( ) Motion by: Denied ( ) Harrison Received ( ) Johnson Referred ( ) McNamara To ( ) Minnix Nickens pc: Virginia Department of Transportation Paul Mahoney, County Attorney No Yes Abs • • 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: November 17, 1998 AGENDA ITEM: Adoption of a Rural Addition Policy. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to adopt this policy by resolution. This policy is outlined in the Six Year Secondary System Construction Plan for Fiscal Years 1999 through 2005. This policy was presented to the Board of Supervisors at the October 13, 1998 work session. SUMMARY OF INFORMATION: Roanoke County's current Rural Addition Policy allows roads to be added to the list even though physical construction of the road is impractical. Staff is requesting the necessary surveying and engineering to be completed prior to the road being added to the list. In addition, staff will recommend a homeowner's association be established to maintain the road until funding is available to complete the construction. This new change will let the homeowner's know in a relatively short time if the road is eligible and practical to construct to VDOT standards rather than waiting 10 to 12 years. ALTERNATIVES AND IMPACT: 1) Adopt the resolution approving the proposed policy for the amended Rural Addition Program. 2) Defer approval of the proposed policy. 8 • • • STAFF RECOMMENDATION: Staff recommends alternative 1. Sb MITTED BY: APPROVED BY: Arrold Covey, Director Department of Community Development Elmer C. Hodge County Administrator ACTION VOTE Approved () Motion by: No Yes Abs Denied () Harrison Received () Johnson Referred () McNamara To () Minnix Nickens pc: Virginia Department of Transportation Paul Mahoney, County Attorney • • • RURAL ADDITION UPDATE The following is a review of each road staff worked on or is working on: Signatures for ROW have finally been acquired for LAKEDALE ROAD and staff will be submitting this project to VDOT within the next couple of months. Work should begin sometime next summer or fall. The residents on CABIN CREEK DRIVE were unwilling to pursue State acceptance due to various reasons and staff is requesting the Board to officially remove Cabin Creek Drive from the list. Staff discovered LAWYER DRIVE was ineligible due to a note on the Subdivision plat. Staff has agreed to complete the design work and determine a construction estimate to bring the road into compliance with state standards. Staff is about two months behind on this project but we will be completing this request as soon as possible. Staff is currently working on AUTUMN DRIVE ROAD & BLUEBIRD LANE. Already we have encountered right-of-way problems on BLUEBIRD LANE but we are trying to work through with the property owners. One of the original signatures on the petition is unwilling to donate the necessary land to tie Bluebird Lane into the existing state road. Speculative interest exists on AUTUMN DRIVE but the property owners have agreed to pay this cost. Staff anticipates surveying to start within the next month and a rough design to be completed early next spring. At that time, staff will present the information to the homeowners and request ROW donations. Once the deeds are recorded staff will present the road package to the Board to be forwarded to VDOT for construction. Both AUTUMN DRIVE ROAD & BLUEBIRD LANE are on the same time line. The residents on EMPIRE LANE agreed to pay a portion of the construction cost and this road was taken into the system this past year. VDOT completed the work last month. Due to the problems we have encountered the past several years and our long list, staff is contemplating (with Board approval) revising our rural addition SOP (starting on page 7). RURAL ADDITIONS ADDED BROYLES LANE, PRIORITY # 21 TOWNSEND ROAD, PRIORITY # 22 9 RURAL ADDITION PRIORITY LIST FAMILIES PROBLEMS *ESTIMATED 411 ROAD DISTANCE SERVED SEEN COST (1) Autumn Dr. 700' 3 Right-of-way and drainage $150,000 Speculative interest. (2) Bluebird Ln. 3400' 9 Drainage easement required. $340,000 Speculative interest. (3) Creekside Dr. 1100' 3 18% grade. Speculative $130,000 interest. (4) Artrip Ln. 300' 4 Right-of-way and drainage $40,000 (5) Smokey Ridge Rd. 800' 6 Right-of-way and drainage $120,000 Private property damage. (6) Indian Hill Rd. 1300' 4 Right-of-way and drainage $130,000 Speculative interest. (7) Hemlock Ave. 1500' 5 Right-of-way and drainage $150,000 Significant private property damage. .8) Raintree Rd. 2600' 15 Right-of-way and drainage $325,000 Adjacent to Parkway. (9) Chestnut Mtn. Cir. 500' 6 Right-of-way and easements $50,000 required. (10) Southview Dr. 800' 5 Right-of-way and easements $80,000 required. (11) Williams Ave. 300' 6 Right-of-way easements $30,000 required. (12) Lucado St. 700' 5 Right-of-way easements $87,500 required. (13) Kathryn Dr. 790' 4 ROW required, stream $79,000 crossing and difficult horizontal alignment. (14) Cowman Rd. 400' 4 ROW required, homes $80,000 (15) Harmony Ln. 900' 8 Right-of-way and drainage $90,000 (16) Alcoa Rd. 1109' 8 APCO lines, row required, $160,000 • stormwater management 10 RURAL ADDITION PRIORITY LIST ROAD (17) Willow Valley (18) Falling Crk. (19) Rusty Rd. (20) Crescent Ln. Woodland Ln. (21) Riverview Rd. (22) Broyles Ln (23) Townsend Ln FAMILIES DISTANCE SERVED 3600' 4 800' 3 300' 7 1000' 11 PROBLEMS SEEN ROW required, possible speculative interest, SWM. Adjacent to Wolf Creek, ROW required, spec interest ROW required, steep terrain, sight distance problems. ROW required, spec. interest, utility reloc. 1200' 5 ROW required, spec. interest. 500' 10 Possible citizen participation 400' 5 Sight distance problems TOTAL *ESTIMATED COST $360,000 $ 80,000 $200,000 $100,000 $120,000 $3,000 $20,000 $2,924,500 *THE ESTIMATED COST IS FOR CONSTRUCTION OF THE ROAD ONLY. THE ESTIMATED COST DOES NOT INCLUDE: UTILITY RELOCATION, RIGHT-OF-WAY, CONSTRUCTION STAKEOUT, ENGINEERING, OR ROCK WALLS. THE HOMEOWNER AND/OR ROANOKE COUNTY ARE RESPONSIBLE FOR THESE COSTS. RURAL ADDITION SOP • • • I. BACKGROUND: There are several sections in the state code, which govern Rural Addition Roads. The sections vary depending upon the date the road was opened for public use regardless of speculative interest. All the sections require the County to adopt the Virginia Department of Transportation's (VDOT) subdivision street requirements and to not allow any future private roads. The most common section is Section 33.1-72.1, Subsection D. This section requires the road to meet the following criteria. (1) The road has to be in use prior to July 1, 1984 (this date changes periodically). (2) A minimum of three homes must use the road. (3) 75% of the property owners living on the road must petition the County for state acceptance. The road is not eligible for state funding if the following note is on the plat: "the roads shown on this subdivision plat are private and the homeowner's association or developers are responsible for maintenance." Funds for rural addition roads are generated from our yearly six -year secondary allocation. Below is a review of our current and proposed policy. II. RURAL ADDITION: CURRENT POLICY 1. STEPS: a) Homeowners' petition Roanoke County to add their road to the rural addition priority list. b) Staff checks the road for: Minimum of three homes per mile. Use prior to July 1, 1984. 75% of property owners signed the petition. Checks subdivision plat for private road language. c) Staff adds the road to the rural addition list with a preliminary cost estimate. d) The Board officially adds the road to the list at the annual meeting. e) Once, the road is the number one priority and funds are available, staff contacts the property owners and work begins on the road. Staff completes field survey, engineering, plat and deed preparation, construction estimates, speculative interest review, and utility relocation. Problems with any of the items listed above can delay or kill the project. 2. FUNDING: a) VDOT: Road construction funds are limited to five (5) percent of our yearly secondary allocation. Construction costs include grading, pavement, drainage, guardrail, erosion control and restoration. b) Roanoke County: Administrative costs Includes: surveying, design, and ROW. Engineering and Inspections' operating budget (professional services account) covers surveying and plat recordation. County staff performs all other related work. In addition, Roanoke County covers all utility relocation. Water and sewer relocation is a combination of the road capital improvement account and the utility department. Occasionally, we have to pay 100% percent of these costs and the capital improvement account is used. Telephone poles and other underground utility relocation is also paid out of this account. This account does not receive annual funding. Rollovers and homeowner participation are the source of these funds. c) Homeowner: Cost incurred include: ROW donation, retaining walls, individual landscaping, private fence relocation, and speculative interest. 12 • • • III. RURAL ADDITION: PROPOSED POLICY 1. STEPS: a) Homeowners petition Roanoke County to add their road to the rural addition priority list. b) Staff checks the road for: Minimum of three homes per mile. In use prior to July 1, 1984. 75% of property owners signed the petition. Checks subdivision plat for private road language. c) If the road qualifies: preliminary surveying and engineering is completed immediately. ROW, easement and speculative interest are determined. A more detailed cost estimate is determined and funding sources identified (see funding options below). Individual and collective meetings are held with all the property owners explaining the ramifications of construction. Agreements are signed by the property owners agreeing to pay speculative interest, donate ROW and generally approve the design of the road. d) A homeowner's association is strongly recommended by the County. A draft homeowner's agreement is given to the property owners along with a list of attorneys who handle associations. (Costs incurred: $75.00 filing fee, $300 - $500 attorney fee, and $25/year to keep in good standing.) Maintenance cost of the road will vary depending upon length and road surface. e) Staff adds the road to the rural addition list. f) The Board officially adds the road to the list at the annual meeting. g) Once, funding (construction) is available, staff finalizes the construction plans and other documents and forwards to VDOT for acceptance and construction. 2. FUNDING: a) VDOT: Road construction funding is limited to five (5) percent of our yearly secondary allocation. All costs associated with the road construction are covered, to include grading, pavement, drainage, guardrail, erosion control and restoration. Roanoke County: Administrative costs include; survey, design, and ROW. Community Development's operating budget (professional services account) covers surveying and plat recordation. County staff performs all other related work. Water, sewer, utility relocation is paid for from the Countywide account. This account does not receive funding every year and additional funds may be required in the future. Rollover's and homeowner's previous participation remains the source of these funds. Homeowners costs incurred include ROW donation, retaining walls, individual landscaping, private fence relocation, and speculative interest. 1. c. INCIDENTAL CONSTRUCTION: Items include minor construction that can be completed normally within one year such as pavement overlays, drainage improvements and minor curve improvements. Again, staff has not included any funds for incidental construction in the six -year plan since all incidental 13 items have been addressed under the revenue sharing program for this year. The use of the revenue sharing fund for incidental projects is based on the assumption that Roanoke County will participate in the revenue sharing program. If the Board decides not to participate, we will incorporate approximately $250,000 from our secondary yearly allocation to fund the prioritized projects (pages ). 1. d. NUMBERED PROJECTS: The bulk of Roanoke County's allocation funds are for numbered projects. This year, staff anticipates approximately $3.0 million to be allocated toward reconstruction. The entire six - year plan is enclosed for your review (pages 35-40). The funding we have shown is only an estimate and adjustments will have to be made once the allocation is published next July. The balance to complete the roads currently on the six -year plan is $4.3 million. This is the lowest balance we have had for several years. The increased funding last year is allowing staff to start the PE for a couple of the larger projects currently in the plan. Staff has added three new projects to the six -year plan. Following is a summary of our current and proposed plan for next year: The following roads have been completed or have received sufficient funds to be completed, and no longer appear on the six -year plan: MERRIMAN ROAD/RANCHCREST DRIVE, YELLOW MOUNTAIN ROAD, LOST MOUNTAIN ROAD AND CARLOS DRIVE are completed. 1 d. 1. PROJECTS SCHEDULED TO RECEIVE FUNDING IN FY 99/00: THE FOLLOWING ROADS ARE CURRENTLY IN THE SIX YEAR PLAN AND ARE SCHEDULED TO RECEIVE FUNDING THIS FISCAL YEAR: The first two roads shown in the plan (Woodhaven Road and Verndale Drive bridge replacement) are awaiting bids and appear in the plan for finance or administrative purposes. Priority #1-10 is scheduled to receive funding this year and are highlighted over the next several pages: Priority #11-13 will not receive any funding this year. Priority #14-16 is unpaved roads. Priority # 14 & 15 will receive funding this year. Unpaved roads are a separate account and the allocation is based upon the number of qualifying lane miles within each County. Unfortunately only 5.7 miles of our unpaved roads (24.16 total miles) qualify for funding. Our allocation for unpaved roads' averages around $30,000 per year. The additional funding shown is from construction dollars. If we do not supplement this account, it would take six or seven years to fund just one road. 14 ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS HOLLINS ROAD Rt 702 Cedar R'\d Rd, 0 Cave ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN E tectric Rd. Rt, 419 Rt.1574 pt `' cave 631 Crept Rt 1638 RQ PROPOSED IMPROVEMENTS (z v tO 0 o -5 g .1639 Rt, 1663 MCVITTY ROAD, OLD CAVE SPRING ROAD ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS COLONIAL AVENUE 57S cP ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN \_obrook Rd 8, 8 immommimmonnels PROPOSED IMPROVEMENTS J 3 0 ORIGINAL SCOPE OF WORK Parkway ADDITIONAL SCOPE OF WORK COTTON HILL ROAD ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN o. Cafoo,s L� PROPOSED IMPROVEMENTS MOUNTAIN VIEW ROAD Branch Rt. 677 ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN d 0 0 PROPOSED IMPROVEMENTS 1 13 BOONES CHAPEL ROAD Cies ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN E Ls) � / � \S\-5 Y PROPOSED IMPROVEMENTS / Missimer Ct Rt,1042 HARDY ROAD ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS 1 CATAWBA CREEK ROAD ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS FLORIST ROAD ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS N et- c c O PATTERSON DRIVE 3 O (D 0 3 a>jounoN ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN PROPOSED IMPROVEMENTS KING BROTHERS ROAD A- ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN LAYMAN ROAD PROPOSED IMPROVEMENTS 9L 9- cdc Senw'ont ROANOKE COUNTY SECONDARY SYSTEM SIX YEAR ROAD PLAN c i` 2 1,7 v �r • 167 c c a� 4a o ffer`i Dr p R 16g2 W PROPOSED IMPROVEMENTS T,,,bn h� II� I� Green Valley o ,, Elementary School 9-d• COLONIAL AVENUE \1\e • • 1. d. 3. ROADS CONSIDERED, BUT NOT ADDED (INSUFFICIENT FUNDS) CARVINS COVE DAM ROAD: Frontage road adjacent to interstate 81 at the end of Plantation Road. Future commercial potential. INDIAN HEAD ROAD: Replace existing low water bridge on BOHON HOLLOW ROAD. As stated last year, bridge records indicate the bridge is in fair condition. HONEYSUCKLE ROAD: This is an unpaved road and only a short section of road meets the minimum vehicles per day requirement. Staff will continue to monitor traffic counts. CROWELL GAP ROAD: Updated traffic counts were insufficient. MONCAP TRAIL: Unpaved road which does not meet minimum vehicles per day. TWO FORD ROAD, ADDITIONAL SECTIONS OF HARDY ROAD, HERSHBERGER ROAD, VIEW AVENUE, POPLAR DRIVE, MANASSAS DRIVE AND FRANKLIN STREET were evaluated, but not considered a high priority at this time. Staff will review these projects in the field to determine if revenue sharing funds could be utilized to correct the worst areas. TRAFFIC SIGNAL AT TECHNOLOGY DRIVE (VALLEY TECH PARK) VDOT has notified us that the intersection does not warrant a traffic light based upon the existing traffic counts. GLENMARY DRIVE This frontage road is part of the State's Primary and Interstate System and any funding to upgrade this road would come from the Primary and Interstate Six Year Plan. Revenue sharing funds or industrial access funds are not authorized for this road, unless we request Glenmary Drive to become a secondary road. Staff is working with economic development, VDOT and potential consultants to review funding options. There is a "limited access line" associated with this road which may cause problems. If revenue sharing is an option, we may need to adjust this year's prioritized list. CARSON ROAD Staff has met with property owners concerning a couple of curves (horizontal and vertical) and may fund portions of this road this year if agreements can be worked out under the revenue sharing program. BIKEWAY PLAN , As projects are added to the six -year plan which are included in the bicycle plan, staff will request the Board to make recommendations whether to fund or not. Staff would like the Board to adopt a Bikeway Plan for Roanoke County. 28 0 A a • O • 0 F 8 - N m a en 2 m a 0 8 ,-.: o a H U F •• M m lA x O O o U C1 m m .1 12/16/1997 N O .1 b N r a a W H H gy g M W U U M N N a o 0 a1 0 + - + - + + + + 0000 + m 8 O 0 O A Oa a 0 0 v 0 T O O 0 N N 0 O N N 0 O O N 0 0 + + + - + 0 0 01 m 01 .i 0 0 0 0 0 0 0 0 0000 0 0 0 0 0 0 0 0 + 0 0 0 0 0 0 0 0 • 0 0 b b 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 + + 0000 O O r r 00 00 00 HH O O 00 met 00 a a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 • 00 O O O O 0 0 b b 0 0 - 0, M m N .i M O O 0 0 0 0 0 0 0 0 N N 0 0 0 0 0 0 0 0 0 0 Lelin 0000 00 00 00 M M 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 .I M 0 0 N + + 0000 00 00 00 00 a V 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0000 00 00 0000 00 OM 0 0 Lel M 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 Mtn 1n 0 0 0 0 0 O O 0 0 O O 00 10 b 0 0 0 0 O 0 0 0 + + + + + + 0000 0000 0 0 b b 0000 0 0 0 0 0 N N 0 0 0 0 0 0 O .-I - 0 0 0 0 N O + + 0000 0000 0 0 0 0 0 0 0 0 00 WO 0 0 N N 0 v a 1l1 m M M 0000 00 0 00 0 0 0 0 0 N 01 N + - 4 + + + + + 0000 0000 0 0 M M 0 0 0 0 0 0 M M 0 0 0 0 0 0 N N 00 00 C;C;NN M M m 0 0 0 0 M M un Y1 N N H 111 N CO 0000 0 0 C7 (a 0 0 0 .i O0 0 0 F M O M 0 N N 0000 VI 0 0 0 O 8 0 0 0 N M 0 0 0 0 O O .i 0 0 a N 0 MI a 0 130 N 61 M 0 0a .1 .1 0000 00 00 0 0 .1 .1 0 0 0 0 0 0 O O 0 0 0 0 N N O O 0 0 0 0 0 0 0 0 0 0 0 b O 1l1 0 0 0 0 0 0 0 0 0 0 00 0 MM T i N 0000 0000 0000 0000 MOOM MMO N N 0 0 0 0 0000 00 00 0 0 a M M 0000 00 00 • 00 00 VV 0000 00 00 0 0 0 0 O 0 0 0 0 0 a 0000 0 0 0 00 0 0 0 0 HW r + + 0000 0 0 0 0 0 0 01 01 + + 0000 OO O O O O O O O 0 0 O 0 u1 O .1 N m M .•1 .I N + + + + + + + 0000 0000 0000 0000 0000 u O n n MH M 0000 0000 0000 N 0 0 0 0 0 0 000000 .1 .1 b 01 N N N N 0 .1 a 3 O 0 oq 0 a a U F M pl + 0000 0 0 0 0 0 0 • N O 0000 0 0000 .1 M V1 N N N N O .1 09 3 0 O a U F 8 C07 m00,9)) Q 6 0 !C m 0 a a x00rn0 Faa o o• • 46 M FF N O 9 .+ M X•ua -• 00*0 0 o 0 0 0 0 0 0 0 0 O O O 0 0 0 0000 0 0 0 0 0 0 N O 0000 0 0 0 0 0 .i a N N Y1 N 0 .d • 3 0 F j CI:\a U H p1 M un .0 b U .9) O .i M M aa 0 m a 0s a1 v Qa pap 0 o 0 F O N M 5° O "•4 0N M, b Mapp b 0M 00#U 0000 0 00 0 00 O 00 0 00 Y MN 0000 0 0 0 0 0000 0 0 0 0000 0 0 0 N M • N M 0 0 0 0 0 0 O 0000 N O O m 0 0 0 0000 M N N N N .i M T N N .1 M 01 4 OH at3004U a a U E. 0 H 0 U m ZO m 0 .I M m b r• M F F F v• 0 40Fo za.Eza.o1 0 o ii ei 00y 0 00 n 0 0 U U o a F .7 m .1 0 ./ 0000 O O O 0 O N N N + + 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o V • M N 000000 000000 V004.00 0 0 0 In 0 0 0 M N .4 N N H N m .i M N N M !1 O 0 .+ .1 N .i 01 A 0 Z0 0 04a• - 000040 o•3004U a a U En • M a a U En M a a U F M + + + + fo M0 m u HH qq m Q o 0 a 0 F • .7 R v01 Fa•• 0 I-. • a w a 0 0 0 1.1 .1 14•0 o U a 0 o > q • 0 a .1 0 .Ni F 0 F el 0. 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F .1 0 O 01 0 01 m 0 m .r 00 a O 40 b O b O 0 O .1 0 .1 O .1 .1 O m CO 0 0 0 V• r N N O O 0 0 O 0 O O O O N - O 0 0 0 + + 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0000 O 000 n n 01 01 r n O O .I r1 O 0 0 0 O 0 0 0 O 0 0 0 O 0 0 0 O 000 0000 0000 O 000 0 0 0000 O 000 O O 0000 O 0 0 0 O O 0 0 O O 0 0 O O 0 0 o N o U1 0 0 U1 n U1 r o 0 N m N 40 N N 40 CO 01 0 0 • O. ac°1E.20 0613-060-000,C 0• ..4 • 0 0 01 10 N z a .4 z M F O pUq P.F .1 n 0 0 N N O b O 0 o.no0 00 o A .� 00 ▪ 0 01 0 0Fi 0 0 0 0 O O O O O O O O V` 0 U1 n n a O 0 0 0 + O 0 0 0 0 0 0 0 0 0 0 0 0 0 O O 0 0 0 0 • . m 0 .d .1 01 0 000000 01 o O o 0 0 0 0 .i N M 0 Uf n N N N b 01 eV -4 b .1 O 0 0 0 X 0 0 e U 04 00 U F 00 b 0 a O r 0b a �. m 40 60 ~ 0 OU.. H 0 a .. O 0 10 b m 0 N N 111 41 N N O 0 0 0 0 0 O 0 0 0 b 10 0 0 0 0 0 0 O 0 0000 O 0 O 0 U1 0 b 10 O 0 0 0 O 0 0 0 0 a ✓ r O 0 0 0 0 0 co 0 O 000 0 0 0 01 0 01 N O N N U1 0000 0 0 0 O .1 .1 U1 r N N O O 0 0 O 0 0 0 0000 O 0 0 0 et. .nm N N O 0 N N O 0 0 0 O 0 0 0 + + 0000 O 000 O 000 111 O r 0 0 r O 0 0 0 O 0 0 0 O 0 0 0 O 0 0 0 O O 0 0 O 1(1 O U1 4 N 10 N .+ t + O 0 n r + 0000 + 0000 O 0 .1 r.1 0000 1 ,0V0 o .1 P ' eY N + O 0 ..1 01 0000 OONN 0000 0 0 01 n 0000 T 01 . N to 01 0 N r O. 0 UI O 111 0 0 0 H V' 0 001 01 V RI CO 0 0 • .1 01 .i N N N N 0 W C0 U F N N .i N O r1 N .I 00 3 0 O pp U • U F 00 0 9 o o a 00 U E. 0 1000.1Z m.4 Po OHHON .4000.• C o t.4 a O ci" El o al al r,O U o n. F .7 ▪ 0 DI a + + O 000 O 000 O 000 N 01 O N O O1 0 0 .I 0 10 0 0 N .I N N .i N H .1 W• 3 0 O 09 U a a U I. 00 01 U1 M O • i vCa a 0 0 pp000 71 0 U In O 6 F a a • • .. 0 al 0 O I N O 4 0 14 • o a. H a 04 Dr. O V 01 b 0 m r O N 0 b O • 4 H N 00 F 0 U m REVENUE SHARING 2. a. INTRODUCTION: The Virginia Department of Transportation (VDOT) annually provides counties the opportunity to receive State matching funds for the construction, maintenance, and improvements to primary and secondary roads in the State's highway system. The Commonwealth of Virginia recently increased the pot from ten million dollars to 15 million dollars for the matching program and limits participating localities to $500,000 each. However, if more or Tess than 20 counties participate, our share of money will be reduced/increased proportionately. Last year, Roanoke County's matched funds were reduced approximately $28,000 ($56,000 total). However, supplemental funding added back approximately $25,000 ($50,000 total) and we were able to fund all the projects. Roanoke County and the Virginia Department of Transportation staff have been continuously reviewing and evaluating streets and drainage requests throughout the year. In addition to reviewing citizen's inquiries, staff contacted Roanoke County's Economic Development Department, Utility Department and VDOT's area superintendents. VDOT and County staff have reviewed and evaluated each request received for inclusion in the revenue sharing plan. In deciding which projects would be included, the following criteria were used; traffic counts, pavement width (18' or greater for plant mix) existing and future development, overall pavement conditions (alligator cracking, depressions and utility cuts), drainage, vehicular safety, and the economic benefits. Following is a draft priority or projects to be completed in the summer of 2000. Several of the proposed projects require work outside the right-of-way and staff is still in the process of acquiring the necessary temporary agreements. If we are unable to acquire permission from the homeowner, the projects will be dropped from this year's list. 34 • • SUMMARY OF INFORMATION: County and VDOT staff presented a proposed priority project list for the FY 1999- 2000 Revenue Sharing Program at the October 13, 1998 Board of Supervisors work session. Staff provided the Board a report containing the 66 projects ($727,000) with maps and justification on how projects were evaluated for inclusion in the revenue sharing plan at the work session on October 13, 1998. Since then staff has shortened the list to $500,000 ($1,000,000) worth of construction improvements. Staff was unable to acquire temporary easements necessary for some projects to be included in this year's prioritized list. We will keep these projects on file and continue to acquire the necessary documents. Staff is requesting the Board of Supervisors to approve the priority list of projects for FY 1999-2000 Revenue Sharing Program. ALTERNATIVES AND IMPACTS: 1) Approve the project list and authorize the County Administrator to sign the letter of intent and defer appropriation of the funds ($500,000) until July 1, 1999. 2) Decline to participate in the Revenue Sharing Program for Fiscal Year 1999- 2000. STAFF RECOMMENDATION: Staff recommends alternative 1. ITTED BY: _ APPROVED BY: Arnold Covey, Director of Elmer C. Hodge Department of Community Development County Administrator 36 • • • LETTER OF INTENT (Date) Mr. James S. Givens State Secondary Roads Engineer 1401 East Broad Street Richmond, VA 23219 Re: County Primary and Secondary Road Fund (Revenue Sharing Program) Code of Virginia, Section 33.1-75.1 Fiscal Year 1999-2000 - County of Roanoke Dear Mr. Givens: The County of Roanoke, Virginia, indicates by this letter its official intent to participate in the "Revenue Sharing Program" for Fiscal Year 1999-2000. The County will provide $500,000 for this program, to be matched on a dollar -for -dollar basis from funds of the State of Virginia. The County worked with its Resident Engineer and developed the attached prioritized list of eligible items of work recommended to be undertaken with these funds. The County also understands that the program may be reduced on a pro rata basis if requests exceed available funds. Having requested the maximum amount of state funds, the County further requests the opportunity to match additional funds if they are made available. Sincerely, Elmer C. Hodge County Administrator pc: Jeff Echols, Resident Engineer, VDOT Attachment: Priority Listing of Projects 38 Leo_ R t,/ tr ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING C' 0 L 9 `� .� ti2 o - /13 -5 <_ Wayburn ,d <' Dr Rt,1712 2 L m GreenRiaQ d L -5 C ' Ri d on -� 1711 N N� o-`t\aC't °hn x+ PROPOSED IMPROVEMENTS Q MONTCLAIR ESTATES Rd, 780 ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING q - Winter 2 Park Dr 2)� o Rt,1560 -70 PROPOSED IMPROVEMENTS de Mort. 'p. .f NORTH SPRING DRIVE 4, ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS PENN FOREST ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS BELLVIEW GARDENS ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING n w Ii n °C 4 Burlington 0 -, `� ) Elementary School -P ? s� o Rt, 622 PROPOSED IMPROVEMENTS £ 0 CY c0 PLYMOUTH COLONY m 1 ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING tn 0 co 86 - tlington -3 ''' 1784 +, Cr' 0 v q L m a� Wittow R1dge Rd 73- RT,1783 a, E LiQl d n) Robin Lynn Rd v 0 Rt.1528 PROPOSED IMPROVEMENTS tiQ WILLOW CREEK Q o scf)- In GO 0 (4- 0 c5 0 ,c\ ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING Horn Cr, Rt,1071 PROPOSED IMPROVEMENTS Pedigo Ln / Rt,1064 MONTGOMERY VILLAGE 1 ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING 4 Qh1'7 Qh 301 PROPOSED IMPROVEMENTS HOLLY RIDGE ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS WILDWOOD ROAD Wilson , Mountain Rd, ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING \Q� 1(g)) ()Qo- 2,` GOodo- 1 Dickerson Rt, 79Q Valley \J\e`14 Rd. Rt, 906 CO 0 Quarry Dr PROPOSED IMPROVEMENTS 0 9 0 0 4- -20 W Rd WILSON MOUNTAIN ROAD ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING DWIGHT HILLS PROPOSED IMPROVEMENTS any/3 Co(onia( ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING �o PJ e PROPOSED IMPROVEMENTS 75 L d Rci 4 Rt 720 ETON HILL ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING s ro Gh Rt, 13 3 Roxburyro n x 3 rD 1 Rox �� Q N � r y � v Glen C ` Father Banbury Lr .� �� Cr _`� Rd Ether\dge- 0 Rt,1� 6 5c 3 rD co Bower PROPOSED IMPROVEMENTS Rt 1306 WYNMERE DRIVE 1' ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS CARSON ROAD i ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS COTTON HILL ROAD ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING zMU i e w Ct, PROPOSED IMPROVEMENTS o 0 MOUNT VERNON HEIGHTS 7 ate ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING WHISPERING PINES PARK w• PROPOSED IMPROVEMENTS rin (7-7 rTh J 00 N. ce 912 ro ro Wlndfa�_/----_, jt I i co 'S Gh1Gk° Saw �r Rt'98 ABSALOM SMITH ROAD Rd • ROANOKE COUNTY DESIGNATION OF FUNDS FOR FY 99-00 REVENUE SHARING PROPOSED IMPROVEMENTS BLACKSBURG ROAD DISTRICtSALEM DESIGN!ON OF FUNDS FOR PAGE 1 O,5 RESIDENCY: SALEM FY 99/00 REVENUE SHARING November 04, 1998 ROANOKE COUNTY i o z w w>. Q C z v z z z z z z z z z z = [:. o w o V 0 Z 0 0 o > z 0 F 0 0 F 0 0 F S > H 0 0 F 0 0 F 0 0 H 0 0 F- 0 0 F 0 0 F 0 0 WORK TO BE DONE PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX I65#/SY PLANT MIX 1654/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY F CZw a a. w) w ea 0 w w v>z ao >, '44z z z z z z z z z z z CURRENT ROAD SURFACE .a d ._1 ai ww > N b b n V1 R 00 O- N r1 rt ?M. ? N en .. `G FROM: TO: FR INTERS OF RTE 1536 TO INTERS OF RTE 1713 FR ROANOKE CITY LIMITS TO CUL-DE-SAC FR INTERS OF RTE 1720 TO INTERS OF RTE 1711 FR ROANKE CITY LIMITS TO INTERS OF RTE 1712 FR INTERS OF RTE 1711 TO CUL-DE-SAC FR NCL TO INTERS OF RTE 1715 FR INTERS OF RTE 1711 TO INTERS OF RTE 1413 FR INTERS OF RTE 1713 TO DEAD END FR 0.05 M NW OF RTE 1711 TO CUL-DE-SAC FR INTERS OF RTE 1708 TO CUL-DE-SAC r 0 F 0 >G 9 ¥ F.1 0 o r1 0 r1 0 en 0 r1 o en 0 M o r1 0 r1 0 r1 0 r1 x0 C> a' wO ..7 0 O2 oo O O d\ O N O O O O O _ O s. O O O �. O > F 0 za O. Q z Q z -.Z.. Q z Q z Q z Q z Q z ¢ z QO zF. MATCHING FUNDS (S) R 10O N M H — 10 N H N N .0 44 0 '0 00 H C '0 N rt 44 4, c0 N N H O a v1 rt 44 N EN N 4, Nf 'O N H O 0\ r1 $ 40,800I COUNTY CONTRIBUTION (S) so N rl 49 10 CV 44 O N 0GO' H 10 H b N en 64 00 N CV H 0' v1 r1 44 N N vl 44 10 N 4Y pH Vt. r1 44 $ 40,800I PROJECT # OR INCIDENTAL BUDJ ITEM # 9999-080-bbb,nbb BYRON DR RTE 1705 9999-080-bbb,nbb GREEN RIDGE CR RTE 1725, 9999-080-bbb,nbb WAYBURN DR RTE 1713 9999-080-bbb,nbb JUNE DR RTE 1711 9999-080-bbb,nbb BYRON CR RTE 1714 9999-080-bbb,nbb LONNA DR RTE 1413 9999-080-bbb,nbb JANDA DR RTE 1715 9999-080-bbb,nbb MONTCLAIR DR RTE 1721 9999-080-bbb,nbb JUNE/WABURN RTE 1712 9999-080-bbb,nbb LEGATE DR RTE 1398 •- N CI4 0) 0] n CO 0) 0^ 76 ' DISTRICT: SALEM DESIGNATION OF FUNDS FOR PAGE 2 OF 5 RESIDENCY: SALEM FY 99/00 REVENUE SHARING ROANOKE COUNTY W F W a w >. <<z�- z z z z z z z z z z 1 n F;, O GC W© U 0 z c 0 0 > s F 0 0 H 0 0 F 0 0 F 0 0 F 0 0 F 0 o F 0 0 F 0 0 F 0 > F 0 o WORK TO BE DONE PLANT MIX 165#/SY INSTALL CUL-DE-SAC PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY F m wz C off. A Z a w W a x > >. r >. >. >- r >. >.. >, 0 W W ao m z z z z z z z z z z z CURRENT ROAD SURFACE H cn o, F vi F rn F cn F in F in F cn F cn F n w } U O C w W > I. N o 00 W °° v rn co 00 .-. oo {` ,o N `p - 0 OF a FR INTERS OF RTE 1398 TO CUL-DE-SAC FR0.15MIS RTE 1556 TO0.16MIS RTE1556 FR INTERS OF RTE 687 TO INTERS OF RTE 1532 W FR INTERS OF RTE 1532 W TO INTERS OF RTE 1752 FR INTERS OF RTE 1530 E TO.21MINOF RTE 1530 FR INTERS OF RTE 687 TO INTERS OF RTE 1530 FR INTERS OF RTE 1530 TO.IOMINOF RTE 1530 FR INTERS OF RTE 800 TO.10MINOF RTE 800 FR INTERS OF RTE 800 TO .05 MI N OF RTE 1585 FR INTERS OF RTE 1587 TO CUL-DE-SAC 0 xa E- 0 y; 0 ci v 3 0 o rn 0 rn 0 rrl so rn 0 rn 0 N1 0 M 0 m ,.o rn 0 m C., = '-' Z a V ..7 O O O O O 10 O .�- O rn ,n O to O O O O — O o O } > Z Z z >. >. > >- >- >^ > >. >. Y } F z z z} a z-4 a a z a z a z a z a z a z a z a z a z a z MATCHING FUNDS (S) 0o G\o - 4) o O 01 ^ 4) r N 0 N co, w Q 0 69 o1 N N — 44 r- O rn 69 v N wo r'1 44 < N 0 41 o o Q 41 00 0 N 41 0 'O 00 41 COUNTY CONTRIBUTION (S) co C\ 4) S 15,000 S 20,237 V R 01 4/ cc, N 1. 4f 1- O N cn Q N rn- V) -orO INO� on V/ 4f oo 0 N 4) O on N 10 oo 4/ PROJECT # OR INCIDENTAL BUDJ ITEM # 9999-080-bbb,nbb DEPUTY DR RTE 1399 1839-5300 NORTH SPRING DR RTE 1839 - 9999-080-bbb,nbb KENWICK TR RTE 1530 9999-080-bbb,nbb KENWICK TR RTE 1530 9999-080-bbb,nbb VERONA TR RTE 1532 9999-080-bbb,nbb OVERHILL TR RTE 1531 9999-080-bbb,nbb HARTLEY CR RTE 1533 9999-080-bbb,nbb TREE TOP LN RTE 1563 , 9999-080-bbb,nbb PURPLE FINCH RD RTE 1587 9999-080-bbb,nbb SKYLARK CR RTE 1585 ,-- 4- CO ^ 07 Of O N 77 DISTRIC SALEM DESIGNATION OF FUNDS FOR PAGE 3 OF 5 RESIDENCY: SALEM FY 99/00 REVENUE SHARING ROANOKE COUNTY a7 F m z m ,, a Z z z z z z z z z z z z m F- O a O U O z C O 3 O > a 0 F- 0 0 > H 0 ❑ > H 0 ❑ > F O ❑ > H 0 ❑ > F 0 ‘z❑ > H 0 > F 0 ❑ > F 0 ❑ > H 0 ❑ > WORK TO BE DONE PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX l65#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY F m w a as o z aW:a a >- >- r >-. >- >- >- > r >- BRIDGE INVOLVED (Y/N) z z z z z z z z z z CURRENT ROAD SURFACE 0 en 00 0 0 00 0 00 00 0 00 a a Vcrs r=i a W W > 1 r rsc h Qs _ C V ^ O .�F.. 0 r N N �. M FROM: TO: FR INTERS OF RTE 605 TO CUL-DE-SAC FR INTERS OF RTE1511 TO DEAD END FR INTERS OF RTE 1921 TO INTERS OF RTE 1919 FRO.11MIWOF RTE 1918 TO0.28MEOF CUL-DE-SAC FR INTERS OF RTE 623 DEAD END FR INTERS OF RTE 11 TO INTERS OF RTE 623 FR INTERS OF RTE 628 I TO INTERS OF RTE 1785 FR INTERS OF RTE 1519 CULDESAC FR INTERS OF RTE 1519 TO INTERS OF RTE1785 FR INTERS OF RTE 1783 TO 0.4 MI NE RET 1519 Q0a 3 o V O O O O 00 00 '0 O O cc x-, F 0 — Ci wO a O T N 00 O 00 O 00 N O 00 en O a0 O O M O so — O N O N Fe O >"w > „-4 Z .. >- >+ >• >- >- >^ >.. > >- >. b...y Z a a Z a a a z ¢ z $ z a z a z Q z a z ¢ z a z z MATCHING FUNDS (S) o M so Vf — es 00 Vl M u1 -. Vf M O 00 49 O1 so 00 GY F F. 01 VI O N V/ N N 01 G9 h 00 'p VI 00 M ^ V) b on b 0 H COUNTY CONTRIBUTION (S) O_ M so 44 O 00 6, M , ^ Vf M O so Vi OS "p b 69 of p 01 G9 O N ^ 69 N N N r VI eT 00 00 V V1 as 0 t : M - V) so 00 0 V1 PROJECT # OR INCIDENTAL BUDJ ITEM # 9999-080-bbb,nbb TIMBERVIEW RD RTE 1923 9999-080-bbb,nbb HUNTERS TR RTE 1921. 9999-080-bbb,nbb SEAN LN RTE 1918 9999-080-bbb,nbb OLDE TAVERN RD RTE 1919 9999-080-bbb,nbb PENDLETON AVE RTE 822 9999-080-bbb,nbb PLYMOUTH DR RTE 836 9999-080-bbb,nbb WILLOW CREEK DR RTE 1519 9999-080-bbb,nbb ROBIN LYNN RD RTE 1528 9999-080-bbb,nbb WILLOW RIDGE RD RTE 1783 9999-080-bbb,nbb BRUBAKER DR RTE 1785 N N N IPV N N N co N <09 78 DISTRICT: SALEM DESIGNATION OF FUNDS FOR PAGE 4 f 5 RESIDENCY: SALEM FY 99/00 REVENUE SHARING ROANOKE COUNTY w az y z z z z z z z z z z :L :a F O �wOU 30>a F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > WORK TO BE DONE PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY DRAINAGE ADD/REPLACE DROP INLETS PLANT MIX 165#/SY PLANT MIX 165#/SY DRAINAGE T-TURN AROUND DOUBLE ARCH 64X43 DOUBLE CONC 48" F ca wa a i ❑ z a. w a >- > >- >- > > >- >- >- >..w ❑ w w ao >� m z z z z z z z z z z CURRENT ROAD SURFACE 44 54 a Q U❑ xm w w > S N — O OQO N O _- co N CO� NI . 00 • a OF FR INTERS OF RTE 1785 CUL-DE-SAC FR INTERS OF RTE 1519 TO INTERS OF RTE1785 FR INTERS OF RTE 1519 TO INTERS OF RTE 1785 FR INTERS OF RTE 1043 TO CUL-DE-SAC FR INTERS OF RTE 752 TO CUL-DE-SAC FR INTERS OF RTE 1765 TO CUL-DE-SAC FR0.4MW RTE 1144 TO 0.50 MI NW RTE 1144 FR O. I0 M W RTE 668 TO0.15MW RTE 668 FR0.20MW RTE 1840 TO0.21MW RTE 1840 FR 0.02 M N RTE 1522 TO 0.03 M W RTE 1522 ❑ x a A0 >G a 0 o O o O O N 00 00 00 00 5 -0 O „ ��^ Z C6 4 a O CO o 0 0 00 0 - 0 00 0 s 0 — 0 - 0 o o a O > w w a z a r Ow w 3 >" > >- >- >- > r >- >- >- F a z z a a z z z z z z z z z z MATCHING FUNDS (S) _ .O N 4! _ .O N 4f V N 41 O O O O 44 N '0 Ht R 41 to N — V1 S 90,000 O O O O IA O O O O VI O O O O 4) 00 h t'1 CO COUNTY CONTRIBUTION (S) _ 74 N 41 _ ‘O N 6A _ 7O N 4) 0 0 O r iv, N t�+t r N COO vNi — 44 O O 0 V! 0 0 O — 4! pO O O r VI 00 O O — V/ CO t` N1 V1 PROJECT OR INCIDENTAL BUDJ ITEMI # 9999-080-bbb,nbb BULLINGTON CR RTE 1784 9999-080-bbb,nbb REEDLAND RD RTE 1786.. 9999-080-bbb,nbb NORTHLAND DR RTE 1787 1046-5301 ELIZABETH DR RTE 1046 9999-080-bbb,nbb HOLLEYBERRY RD RTE 1765 9999-080-bbb,nbb HOLLEYBERRY CR RTE 1766 0619-5302 WILDWOOD RD RTE 619 0819-5303 WILSON MNT RD RTE 819 1839-5304 NOVER AVE RTE 1839 1521-5305 GIRARD DR. RTE 1521 01 CO CO g M A M M 0 79 DISTRI• SALEM DESIGNPON OF FUNDS FOR PAGE 5 05 RESIDENCY: SALEM FY 99/00 REVENUE SHARING ROANOKE COUNTY O O on H G s 14 W r C./'Z'z z z z z z z z CO c: o o z 0 0 3 0 > a 0 F 0 > F 0 > F 0 > 0 0 > F 0 > F 0 > F 0 > WORK TO BE DONE DOUBLE CONC 48" DOUBLE ARCH 42X29 HORIZONTAL CURVE DRAINAGE PAVED DITCH VERTICAL CURVE CULVERTS 64X43 PLANT MIX 165#/SY F coa g o z 0. W W dy, >. > >- >. > >- >- G W W ac m > " Z z z z z z z Z CURRENT ROAD SURFACE 00 00 00 00 00 00 0 En a a U CI a W ',,T..'> 0. o N N N N N — o0 r o0 0 - r N N n r r a o c. FR0.15MW RTE 1521 TO0.16MIW RTE 1521 FR 0.01 M N RTE 925 TO 0.02 MN RTE 925 FR 0.25 M NE RTE 991 TO0.45MNE RTE 991 FR O.10 M W RTE 653 TO 0.20 M W RTE 653 FR INTERS OF RTE 1628 TO INTERS OF RTE 1612 FRO.10MW RTE 740 TOO.11MW RTE 740 FR INTERS OF RTE 311 TO 1.0 MI SW OF RTE 311 0 Ho a W 30 —G - - 0 oa xo C7 4 r Z G k. O. O O _ O O N O — O — O _ O 0 O — r > Z W °z T Z > > r >-. >� r >.. H a z a' a a d Z a z a z d z d z a z a z ' MATCHING FUNDS ($) 000`SI $ o o o H N- 0 en H o 0 o H 000`51 $ 0 0 V H 000 a H $ 147,605 COUNTY CONTRIBUTION (5) o O vi H o co, H N co. r H O O O H O O — H 0 O ten H 0000 " a: H co0 .O r — H PROJECT # OR INCIDENTAL BUDJ ITEM # 1522-5306 HAMMOND DR RTE 1522 0924-5307 WYNMERE DR RTE 924 0 00 h 2 c- 0 a U 0688-5310 COTTON HILL RD RTE 688 0682-5311 MANASSAS DR RTE 682 0912-5314 ABSALOM SMITH RD RTE 912 9999-080-bbb,nbb BLACKSBURG RD RTE 785 v v v v v Q 80 DISTRIP SALEM DESIGNATION OF FUNDS FOR PAGE 1 1P4 RESIDENCY: SALEM FUTURE REVENUE SHARING ROANOKE COUNTY G z yzy, C: G G41 e, z z z z z z z z z z z > :G m �:. O 0 Z O 0 3 O - C G F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > F 0 > WORK TO BE DONE VERTICAL CURVE HORIZONTAL CURVE VERTICAL CURVE PLANT MIX I65#/SY PLANT MIX I65#/SY DRAINAGE PLANT MIX 165#/SY PLANT MIX I65#/SY DRAINAGE PLANT MIX 165#/SY PLANT MIX l65#/SY PLANT MIX 165#/SY F m� a i G Z a. w w a C 2- 2. 2.. 2 2-Y. >- >- 2- Y- c w 64 ao z z z z z z z z z z z CURRENT ROAD SURFACE co En En co co ch co co co U C �. 00 en N Q. 00 a0 fit OM N N M T T Zia* N r b 00 g Q w FR INTERS OF RTE 1616 TOO.IOMINW RTE 1607 FR INTERS OF RTE 1607 TO0.10MINW RTE 1607 FR O.1 MI NE RTE 991 TOO.I5MINE RTE 991 FR INTERS OF RTE 1315 TO INTERS OF RTE 1324 FR INTERS OF RTE 6986 TO CUL-DE-SAC FR INTERS OF RTE 1338 TO INTERS OF RTE 1316 FR INTERS OF RTE 692 TO INTERS OF RTE 1315 FR INTERS OF RTE 1 I TO INTERS OF 828 FR INTERS OF RTE 643 TO INTERS OF RTE 1119 FR INTERS OF RTE 1119 TO INTERS OF RTE 777 G 0 a, V 0 co- — OM N N CV CV ErON F O Ci a z� .4 0 o a En O o O N a N N o M 0 r N 0 R M 0 N 0 ? 0 a Z x> r r >0 r >0 r r r >0 > > z a^ 2. a z z 'z z z z z z z z MATCHING FUNDS ($) o o O H 0 O !A 0 O O fA N ' 49 O R H '0 CO' V1 O. r O T 69 M CO' 69 N O 4 64 CV4, CC,'o CO- 69 N CV `A II COUNTY CONTRIBUTION (S) 000'SI S O O K 0 O O 49 N `O H O �n vt 44 'O r 00 49 cr.M_ r O M 69 00 44 N O 4n H N 0., 00 49 r .o N N 44 PROJECT# OR INCIDENTAL BUDJ ITEM # 1520-5312 VALLEY FORGE DR RTE 1520 0682-5313 MANASSAS DR RTE 682 0758-5308 CARSON RD . RTE 758 9999-080-bbb,nbb CARRIAGE DR RTE 1323 1331-5316 SUGAR LOAF DR RTE 1331 9999-080-bbb,nbb BIGHORN DR RTE 1358 1329-5317 ELBERT DR RTE 1329 9999-080-bbb,nbb DAUGHERTY RD RTE 643 9999-080-bbb,nbb TOBEY RD RTE 828 9999-080-bbb,nbb TOBEY RD RTE 828 81 DISTRIt SALEM DESIGN!ON OF FUNDS FOR PAGE 2 0,4 RESIDENCY: SALEM FUTURE REVENUE SHARING ROANOKE COUNTY w F cQ,4 Qz z z z z z z Z z z z :C m F• o C w 0 0 Zo>ce 0 F 0 > F 0 > h^ 0 F 10 0 > F 0 > F 0 > f- 0 F 0 > F 0 > F 0 > WORK TO BE DONE PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 16511/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/S Y PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY F rW W z a o Z d w w x r r r r r r r r r r BRIDGE INVOLVED (Y/N) z z z z z z z z z z CURRENT ROAD SURFACE rJ w C G x ai w w > .o O O N _. N N NI .0 r 1- b t o0 r N N Q N Y b co N d N K N FROM: TO: FR INTERS OF RTE 117 W TO INTERS OF RTE 1880 FR INTERS OF RTE 117 W TO DEAD END FR INTERS OF RTE 1832 E TO DEAD END FR INTERS OF RTE 1832 TO INTERS OF RTE 1839 FR INTERS OF RTE 1832 E TO DEAD END FR INTERS OF RTE 1832 E TO INTERS OF RTE 1832 W FR INTERS OF RTE 1832 TO CUL-DE-SAC FR INTERS OF RTE 634 TO INTERS OF RTE 1045 FR INTERS OF RTE 634 TO INTERS OF RTE 1045 FR INTERS OF RTE 1061 TO DEAD END Q Q 0>< 30 0 co ono 00 co co 00 o 0 co 0 FE o En .. n F0,-, U Z w .7 O N 0 _ 0 v 0 - 0 e 0 ry 0 m 0 coO° 0 m 0 co 0 CZ Z a w 3 w m r r r r r r r r r r YE n Z z z O. O. ¢ z a z ¢ z ¢ 'z a z ¢ z ¢ z ¢ z ¢ z a z MATCHING FUNDS ($) ono 0, 44 v N N W o N 0' 44 00 Q, N 44 �- b3. 00 44 o 00 R 44 00 00 r- 44 o of 00 44 0 T N co 0 of N co $ 78,336I COUNTY CONTRIBUTION ($) 0000 V h 44 O 00 N H 0 N ON 44 N1 O: N co b 00 69 0co. tow 49 P01 0 44 $ 12,403 0m. ? F 44 0 e{ N 44 S 78,336I PROJECT# OR INCIDENTAL BUDJ ITEM 8 9999-080-bbb,nbb ALPINE RD RTE 1832 9999-080-bbb,nbb DWIGHT ST RTE 1841 9999-080-bbb,nbb NOVER AV RTE 1839 9999-080-bbb,nbb NORTHMONT AV RTE 1840 9999-080-bbb,nbb VIVIAN AV RTE 1818 9999-080-bbb,nbb STARMOUNT AV RTE 1819 9999-080-bbb,nbb STARMOUNT AV RTE 1846 9999-080-bbb,nbb FINNEY DR RTE1043 9999-080-bbb,nbb FINNEY DR RTE1043 9999-080-bbb,nbb FINNEY DR RTE1043 82 DISTRIC SALEM DESIGNATION OF FUNDS FOR PAGE 3 O• RESIDENCY: SALEM FUTURE REVENUE SHARING ROANOKE COUNTY W F 66 6.1 w °, ,, '0!Z z z Z z z Z Z Z Z Z = F O cC w 0 U O z 0 0 i O > C G F O 0 > F O 0 > F O 0 > F 0 0 > F 0 0 > F 0 0 > F 0 0 > F 0 O > O 0 > F O 0 > O w Z :C O a o O w m PLANT MIX 1654/SY PLANT MIX 1654/SY PLANT MIX I65#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 1654/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX I65#/SY PLANT MIX 1654/SY F m w a aa. ° z 64 a W a r >. >-. >-. r >-,r >. >-. >* 0 0 o >� z z z z z z z z z z z CURRENT ROAD SURFACE en cn N ce) vf'i Cn N VJ ti VF] en U d a > a N M nr N r4 enV N M 0 O Gc FR INTERS OF RTE 1043 TO 0.06 MI SE RTE 1043 FR 0.06 MI SE RTE 1043 TO 0.05 MI NW RTE 1043 FR INTERS OF RTE 1043 TO 0.20 MI W RTE 1043 FR INTERS OF RTE 1043 TO INTERS OF RTE 1064 FR INTERS OF RTE 1043 TO INTERS OF RTE 1064 FR 0.03 MI N RTE 1069 TO INTERS OF RTE 1063 FR INTERS OF RTE 1065 TO INTERS OF RTE 1067 FR INTERS OF RTE 1043 TO INTERS OF RTE 1061 FR INTERS OF RTE 1062 TO DEAD END FR INTERS OF RTE 1062 TO INTERS OF RTE 1043 0 0 0 30 M M o o en o en M o o M o M o o •n r n E`- O C7 a .. Z 64 .7 O o 0 0 0 IN o 0 — 0 oN 0 o 0 r 0 a 0 rry 0 o 0 w > a z z >. r r r Y. r r Y. Y. Y. r r a z 0 a z z z z z z z z z z MATCHING FUNDS ($) co O N 69 rrn ,O 69 N ,O 69 O rV sG 69 tr1 co I: 69 M O, N H Or h C 69 ...Ico h h 69 co r 69 h ,D 69 $ 46,888I COUNTY CONTRIBUTION ($) O N 69 ‘o '+ H kn. ,p 69 N ,O H co r- 69 N N .o N vt h GA co r 69 `O .. 69 I S 46,888I PROJECT OR INCIDENTAL BUDJ ITEM 8 9999-080-bbb,nbb MUSE DR RTE 1044 9999-080-bbb,nbb MUSE DR RTE 1044 9999-080-bbb,nbb ABBEY CI RTE 1045 9999-080-bbb,nbb CRANWELL DR RTE 1069 9999-080-bbb,nbb PEMBROOK DR RTE 1063 9999-080-bbb,nbb PEDIGO LN RTE 1064 9999-080-bbb,nbb PEDIGO LN RTE 1064 9999-080-bbb,nbb HOWELL DR RTE 1062 • 9999-080-bbb,nbb HALIFAX CIRCLE RTE 1068 9999-080-bbb,nbb PARKER LN RTE 1061 83 II IV V DISTRICT: SALEM DESIGNATION OF FUNDS FOR PAGE 4 OF 4 RESIDENCY: SALEM FUTURE REVENUE SHARING ROANOKE COUNTY • l S 272,448 I A W s,, r - Lz z z z z a a' F o o z c o 3 c > a 0 o 0 > 0 o 0 > WORK TO BE DONE PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY PLANT MIX 165#/SY H oa.—z a w w a a r r >. A w w _ z z o - z z z z z CURRENT ROAD SURFACE F F F F ; > Q U A A W w > a' — v o - c, FROM: TO: FR INTERS OF RTE 1043 TO CULDESAC FR INTERS OF RTE 1046 TO INTERS OF RTE 1045 FR INTERS OF RTE 1066 TO CULDESAC FR0.03MW RTE 1066 TO CULDESAC A xc G as W 30 o 0 0 0 F C ti = iZiA a GL 4 ..7 0 b - O — , O O O — M O >. W W Z aZ C „.. w 3 h r >- >^ >. Fya,z rrd ° z z a a z ¢ z a z a z MATCHING FUNDS ($) 4, a e 49 o a Wf — e — H 4, o a; :R e ,o N 6, COUNTY CONTRIBUTION ($) r 'o a` a" 49 oo vn o cr H 'o v — o, ao �+ s a. o, I $ 24,545 PROJECTS OR INCIDENTAL BUDJ ITEM # 9999-080-bbb,nbb ELIZABETH DR RTE 1046 9999-080-bbb,nbb BEAVERS LN RTE 1066 9999-080-bbb,nbb HORN CR RTE 1071 9999-080-bbb,nbb BEAVERS CR/ MONTGOMERY CR RTE 1067 84 A-111798-9 ACTION # ITEM NUMBER %E " 2.. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: • 2 al,r&ec#11"4'( Staff is requesting the Board of Supervisors to approve the prioritized list of projects for the FY 1999-2000 VDOT Revenue Sharing Program and authorize the County Administrator to sign the letter of intent to participate in the Revenue Sharing Program for Fiscal Year 1999-2000. BACKGROUND: The Virginia Department of Transportation (VDOT) annually provides localities the opportunity to receive state matching funds for the construction, maintenance, and improvement to primary and secondary roads in the state's highway system. The Commonwealth of Virginia provides $15,000,000 for the matching program and limits participating localities to $500,000 each. However, if more or fewer than 20 counties participate, our share of money will be reduced/increased proportionately. 1 SUMMARY OF INFORMATION: County and VDOT staff presented a proposed priority project list for the FY 1999- 2000 Revenue Sharing Program at the October 13, 1998 Board of Supervisors work session. Staff provided the Board a report containing the 66 projects ($727,000) with maps and justification on how projects were evaluated for inclusion in the revenue sharing plan at the work session on October 13, 1998. Since then staff has shortened the list to $500,000 ($1,000,000) worth of construction improvements. Staff was unable to acquire temporary easements necessary for some projects to be included in this year's prioritized list. We will keep these projects on file and continue to acquire the necessary documents. Staff is requesting the Board of Supervisors to approve the priority list of projects for FY 1999-2000 Revenue Sharing Program. ALTERNATIVES AND IMPACTS: 1) Approve the project list and authorize the County Administrator to sign the letter of intent and defer appropriation of the funds ($500,000) until July 1, 1999. 2) Decline to participate in the Revenue Sharing Program for Fiscal Year 1999- 2000. STAFF RECOMMENDATION: Staff recommends alternative 1. ITTED BY: Arnold Covey, Director of Department of Community Dev:Iopment 2 APPROVED BY: Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Johnson Denied ( ) projects Harrison _ x Received ( ) McNamara_ x _ Referred ( ) Minnix _ x To () Nickens _ _ x cc: File Arnold Covey, Director, Community Development 3 LETTER OF INTENT (Date) Mr. James S. Givens State Secondary Roads Engineer 1401 East Broad Street Richmond, VA 23219 Re: County Primary and Secondary Road Fund (Revenue Sharing Program) Code of Virginia, Section 33.1-75.1 Fiscal Year 1999-2000 - County of Roanoke Dear Mr. Givens: The County of Roanoke, Virginia, indicates by this letter its official intent to participate in the "Revenue Sharing Program" for Fiscal Year 1999-2000. The County will provide $500,000 for this program, to be matched on a dollar -for -dollar basis from funds of the State of Virginia. The County worked with its Resident Engineer and developed the attached prioritized list of eligible items of work recommended to be undertaken with these funds. The County also understands that the program may be reduced on a pro rata basis if requests exceed available funds. Having requested the maximum amount of state funds, the County further requests the opportunity to match additional funds if they are made available. Sincerely, Elmer C. Hodge County Administrator pc: Jeff Echols, Resident Engineer, VDOT Attachment: Priority Listing of Projects AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-10 ESTABLISHING A POLICY FOR THE REVIEW AND RECOMMENDATION FOR THE INSTALLATION OF "WATCH FOR CHILDREN" SIGNS WHEREAS, the 1997 General Assembly enacted an amendment to the 1950 Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of "Watch for Children" signs in order to alert motorists that children are at play nearby; and WHEREAS, in accordance with this law, effective July 1, 1997, counties may request the Virginia Department of Transportation (VDOT) to install and maintain these signs; and WHEREAS, VDOT has established a process for handling such requests, and this process will require a resolution from the local governing body, said resolution to identify the source of funding for the cost of sign installation; and WHEREAS, Roanoke County has developed the following policies and procedures to comply with the VDOT guidelines, to minimize administrative burdens, and to assure uniform and consistent policies for the installation of these signs. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the installation of "Watch for Children" signs: a. The street must be classified as a minor collector or local road. No signs will be installed on a major collector or arterial highway. These signs will be installed at transitions from major collectors to minor 1 collectors and from minor collectors to local streets. b. A petition is signed by at least 75% of the property owners along the street. For long streets, signatures shall be required within 1000 feet of the location of the request. c. The property owners agree to pay 100% of the costs at the time of installation. Today's estimate to purchase the sign and install is $150 total. This figure may be adjusted periodically due to increased costs and inflation. d. The street must have a minimum traffic count of 200 vpd or twenty lots. The minimum distance between signs is 1000 feet. Relatively short streets (deadends) will not be considered. In general, residential street with through traffic would be a higher priority and a sign would be installed at the major points of ingress and egress. e. Other streets to be considered regardless of traffic count would be streets adjacent to a public park, parallel streets in the vicinity of schools, and any other public facility were children frequent. f. The Community Development Department must receive all submittals at least thirty days in advance of the Board meeting. Staff will present the requests (approved/disapproved) and resolution to the Board semi-annually, in December and July. g. VDOT's Traffic Engineer will make the final determination if a sign is to be installed. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of 2 Transportation. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: -yam- . Q.eQ.e.,,tJ Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Jeff Echols, Resident Engineer, Virginia Department of Transportation Paul M. Mahoney, County Attorney Mary E. Hicks, Executive Secretary 3 1' ACTION NUMBER ITEM NUMBER 7i-4-'3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Adoption of a new "Watch for Children" Sign Policy. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to adopt a new "Watch for Children" sign policy by resolution. This policy is outlined in the Six Year Secondary System Construction Plan for Fiscal Years 1999 through 2005. This policy was presented to the Board of Supervisors at the October 13, 1998 work session. Staff has made the requested change to this policy. SUMMARY OF INFORMATION: The 1997 General Assembly enacted an amendment to the Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of signs alerting motorists that children may be at play nearby. Staff has estimated that approximately ninety percent of the secondary roads in Roanoke County would qualify under the current process. VDOT and County staff believe that these signs will have a limited impact on the average motorist's awareness, especially if installed on every road. To manage the impact to the County's secondary road funds, staff time and the visual character of the residential neighborhoods, VDOT and County staff has developed this policy. ALTERNATIVES AND IMPACT: 1) Adopt the resolution approving the proposed policies for "Watch for Children" signs. 1 2) Defer approval of the proposed policy. STAFF RECOMMENDATION: Staff recommends Alternative 1. SUBMITTED BY: Arnold ovey, Director Department of Community Development APPROVED BY: ;4CP Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Denied ( ) Harrison _ Received ( ) Johnson _ Referred ( ) McNamara To ( ) Minnix Nickens Approved ( ) Motion by: pc: Virginia Department of Transportation Paul Mahoney, County Attorney 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION ESTABLISHING A POLICY FOR THE REVIEW AND RECOMMENDATION FOR THE INSTALLATION OF "WATCH FOR CHILDREN" SIGNS WHEREAS, the 1997 General Assembly enacted an amendment to the 1950 Code of Virginia, adding Section 33.1-210.2 regarding the installation and maintenance of "Watch for Children" signs in order to alert motorists that children are at play nearby; and WHEREAS, in accordance with this law, effective July 1, 1997, counties may request the Virginia Department of Transportation (VDOT) to install and maintain these signs; and WHEREAS, VDOT has established a process for handling such requests, and this process will require a resolution from the local governing body, said resolution to identify the source of funding for the cost of sign installation; and WHEREAS, Roanoke County has developed the following policies and procedures to comply with the VDOT guidelines, to minimize administrative burdens, and to assure uniform and consistent policies for the installation of these signs. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the installation of "Watch for Children" signs: a. The street must be classified as a minor collector or local road. No signs will be installed on a major collector or arterial highway. These signs will be installed at transitions from major collectors to minor collectors and from minor collectors to local streets. b. A petition is signed by at least 75% of the property owners along the street. U:\W PDOCSWGENDA\GENERAL\CH I LDREN. W PD For long streets, signatures shall be required within 1000 feet of the location of the request. c. The property owners agree to pay 100% of the costs at the time of installation. Today's estimate to purchase the sign and install is $150 total. This figure may be adjusted periodically due to increased costs and inflation. d. The street must have a minimum traffic count of 200 vpd or twenty lots. The minimum distance between signs is 1000 feet. Relatively short streets (deadends) will not be considered. In general, a residential street with through traffic would be a higher priority and a sign would be installed at the major points of ingress and egress. e. Other streets to be considered regardless of traffic count would be streets adjacent to a public park, parallel streets in the vicinity of schools, and any other public facility were children frequent. f. The Community Development Department must receive all submittals at least thirty days in advance of the Board meeting. Staff will present the requests (approved/disapproved) and resolution to the Board semi-annually, in December and July. g. VDOT's Traffic Engineer will make the final determination if a sign is to be installed. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of Transportation. U:\W PDOCS\AGENDA\GENERAL\CH ILDREN. W PD AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION 111798-11 ADOPTING A POLICY FOR THE REVIEW, ACCEPTANCE AND RECOMMENDATION FOR RURAL ADDITION PROJECTS UNDER THE SIX -YEAR SECONDARY ROAD ALLOCATION WHEREAS, by Resolution 021098-5.c the Board of Supervisors rescinded Resolution 1727 (which was adopted in 1977), said resolution established a County policy for certain street improvements, including streets to be accepted into the Rural Addition Program; and WHEREAS, the acceptance of rural addition roads into the State Secondary System is governed by the 1950 Code of Virginia, as amended; and WHEREAS, funds for rural addition roads are generated from the County's annual six -year secondary road allocation; and WHEREAS, it is the intention of the County to adopt a policy for the review, acceptance, and recommendation to the Virginia Department of Transportation of road projects for inclusion in the Rural Addition Program. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the Rural Addition Program: Steps a. Property owners petition Roanoke County to add their road to the 1 Rural Addition priority list. b. Community Development staff checks the road for VDOT subdivision street requirements: (I) minimum of three homes per mile; (ii) in use prior to July 1, 1984; and (iii) 75% of property owners signed the petition. Check of subdivision plat for private road language. c. If the road qualifies: preliminary surveying and engineering is completed immediately. Right-of-way, easement, and speculative interest are determined. A more detailed cost estimate is determined and funding sources identified (see funding options below). Individual and collective meetings are held with all the property owners explaining the ramifications of construction. Agreements are signed by the property owners agreeing to pay speculative interest, donate right-of-way, and generally approve the design of the road. d. A homeowner's association is strongly recommended by the County. A draft homeowner's agreement is given to the property owners along with a list of attorneys who handle associations. (Costs incurred: $75 filing fee; $300-$500 attorney's fee; and $25/year to keep in good standing.) Maintenance cost of the road will vary depending upon length and road surface. e. Community Development staff adds the road to the Rural Addition list. f. The Board officially adds the road to the list at the annual meeting. g. Once construction funding is available, Community Development staff finalizes the construction plans and other documents and forwards to VDOT for acceptance and construction. Funding a. VDOT: road construction funding is limited to five percent of our yearly secondary allocation. All costs associated with the road construction are covered, to include grading, pavement, drainage, guardrail, erosion control, and restoration. Roanoke County: administrative costs include: survey, design, and right-of-way. Community development's operating budget (professional services account) covers surveying and plat recordation. County staff performs all other related work. Water, sewer, utility relocation is paid for from the County wide work. This account does not receive funding every year and additional funds may be required in the future. Rollover's and homeowner's previous participation remains the source of these funds. Homeowners costs incurred include right-of-way donation, retaining walls, individual landscaping, private fence relocation, and speculative interest. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of Transportation. 3 On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Johnson NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Jeff Echols, Resident Engineer, Virginia Department of Transportation Paul M. Mahoney, County Attorney Mary E. Hicks, Executive Secretary 4 ACTION NUMBER ITEM NUMBER N y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 17, 1998 AGENDA ITEM: Adoption of a Rural Addition Policy. ge/tek1441,tvif ir' l COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Staff is requesting the Board of Supervisors to adopt this policy by resolution. This policy is outlined in the Six Year Secondary System Construction Plan for Fiscal Years 1999 through 2005. This policy was presented to the Board of Supervisors at the October 13, 1998 work session. SUMMARY OF INFORMATION: Roanoke County's current Rural Addition Policy allows roads to be added to the list even though physical construction of the road is impractical. Staff is requesting the necessary surveying and engineering to be completed prior to the road being added to the list. In addition, staff will recommend a homeowner's association be established to maintain the road until funding is available to complete the construction. This new change will let the homeowners know in a relatively short time if the road is eligible and practical to construct to VDOT standards rather than waiting 10 to 12 years. ALTERNATIVES AND IMPACT: 1) Adopt the resolution approving the proposed policy for the amended Rural Addition Program. 2) Defer approval of the proposed policy. 1 STAFF RECOMMENDATION: Staff recommends alternative 1. MITTED BY: APPROVED BY: old Covey, Director ACP Elmer C. Hodge Department of Community Development County Administrator VOTE Approved ( ) Motion by: Denied () Harrison Received () Johnson Referred () McNamara To () Minnix Nickens No Yes Abs ACTION pc: Virginia Department of Transportation Paul Mahoney, County Attorney AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 17, 1998 RESOLUTION ADOPTING A POLICY FOR THE REVIEW, ACCEPTANCE AND RECOMMENDATION FOR RURAL ADDITION PROJECTS UNDER THE SIX - YEAR SECONDARY ROAD ALLOCATION WHEREAS, by Resolution 021098-5.c the Board of Supervisors rescinded Resolution 1727 (which was adopted in 1977), said resolution established a County policy for certain street improvements, including streets to be accepted into the Rural Addition Program; and WHEREAS, the acceptance of rural addition roads into the State Secondary System is governed by the 1950 Code of Virginia, as amended; and WHEREAS, funds for rural addition roads are generated from the County's annual six - year secondary road allocation; and WHEREAS, it is the intention of the County to adopt a policy for the review, acceptance, and recommendation to the Virginia Department of Transportation of road projects for inclusion in the Rural Addition Program. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors as follows: 1. That the following policies are hereby established for the purpose of developing recommendations to the Virginia Department of Transportation for the Rural Addition Program: Steps a. Property owners petition Roanoke County to add their road to the Rural Addition priority list. b. Community Development staff checks the road for VDOT subdivision street requirements: (i) minimum of three homes per mile; (ii) in use U:\WPDOCS\AGENDA\GENERAL\RURAL.ADD . -7? ... Li prior to July 1, 1984; and (iii) 75% of property owners signed the petition. Check of subdivision plat for private road language. c. If the road qualifies: preliminary surveying and engineering is completed immediately. Right-of-way, easement, and speculative interest are determined. A more detailed cost estimate is determined and funding sources identified (see funding options below). Individual and collective meetings are held with all the property owners explaining the ramifications of construction. Agreements are signed by the property owners agreeing to pay speculative interest, donate right-of-way, and generally approve the design of the road. d. A homeowners' association is strongly recommended by the County. A draft homeowner's agreement is given to the property owners along with a list of attorneys who handle associations. (Costs incurred: $75 filing fee; $300-$500 attorney's fee; and $25/year to keep in good standing.) Maintenance cost of the road will vary depending upon length and road surface. e. Community Development staff adds the road to the Rural Addition list. f. The Board officially adds the road to the list at the annual meeting. g. Once construction funding is available, Community Development staff finalizes the construction plans and other documents and forwards to VDOT for acceptance and construction. Funding a. VDOT: road construction funding is limited to five percent of our yearly U:\WPDOCS\AGENDA\GENERAL\RURAL.ADD secondary allocation. All costs associated with the road construction are covered, to include grading, pavement, drainage, guardrail, erosion control, and restoration. Roanoke County: administrative costs include: survey, design, and right- of-way. Community Development's operating budget (professional services account) covers surveying and plat recordation. County staff performs all other related work. Water, sewer, utility relocation is paid for from the County wide work. This account does not receive funding every year and additional funds may be required in the future. Rollovers and homeowners' previous participation remains the source of these funds. Homeowners' costs incurred include right-of-way donation, retaining walls, individual landscaping, private fence relocation, and speculative interest. 2. That the Clerk of the Board of Supervisors is directed to mail a copy of this Resolution to the Resident Engineer for the Salem District, Virginia Department of Transportation. U:\WPDOCS\AGENDA\GENERAURURAL.ADD PETITIONER: MARK HARRELL CASE NUMBER: 33-11/98 Planning Commission Hearing Date: November 2, 1998 Board of Supervisors Hearing Date: November 17, 1998 A. REQUEST Petition of Mark Harrell to rezone approximately 0.50 acre from R-1 to C-1 to allow an accounting office in an existing house, located at 3716 Colonial Avenue, Cave Spring Magisterial District. B. CITIZEN COMMENTS Hal Jones representing the Green Valley neighbors, Bill Land and Carol Land voiced the following concerns: increased traffic; lower residential property values; increase water runoff causing more flooding; the area is designated Neighborhood Conservation in the County's comprehensive plan and should remain that way; this rezoning will set a precedent for others along Colonial Avenue; no objection to the type of business being proposed but opposed to rezoning of the property. C. SUMMARY OF COMMISSION DISCUSSION The Commission inquired about the number of clients served each day, days and hours of operation, and other uses on the site. The applicant responded as follows: about five clients a day (more during tax season); hours of operation will be 7 a.m. to 9 p.m., Monday through Friday (longer during tax season); and uses will be restricted to accounting and financial services. D. PROFFERED CONDITIONS 1) Signage shall be limited to a maximum of 30 square feet in area with soft lighting. 2) No additional exterior lighting shall be allowed. 3) Uses shall be limited to accounting/financial services business. 4) Parking lot access shall be off Thompsons Lane and shall be limited to a maximum of eight spaces. 5) Parking shall be confined to the rear yard and on side facing C-2 building. 6) Hours of operation shall be limited to 7:00 a.m. until 9:00 p.m., 7 days a week. 7) All external changes to the building shall be residential in appearance. 8) Any additions to the building shall be approved only through the Special Use permitting process. E. COMMISSION ACTION(S) Mr. Witt stated that this is a tough one to call; however, the plan calls for Neighborhood Conservation designation. We have told the residents this is a Neighborhood Conservation area even though it is against a high traffic area like Colonial Avenue. This facility does not belong in a Neighborhood Conservation area and if it were rezoned, we are then obligated to allow the house next door to do the same. Mr. Witt moved to recommend denial of the petition with the proffered conditions. The motion carried with the following roll call vote: AYES: Hooker, Ross, Thomason, Witt NAYS: Robinson ABSENT: None F. DISSENTING PERSPECTIVE Mr. Robinson said the owner is going to maintain the house in its present residential appearance, the hours of operation are going to be a little off schedule during tax season, the average trips are indicated at five per day; and even though the intrusion into the community, is a breach in zoning; I'm not totally against the petition. G. ATTACHMENTS: _ Concept Plan _ Vicinity Map _ Staff Report _ Other Terrance Harr gton, Se retar Roanoke C. my Planning mmission STAFF REPORT S PETITIONER: S. Mark Harrell CASE NUMBER: 33-11/98 PREPARED BY: Dave Tickner, AICP DATE: 11/03/98 PART I A. Executive Summary The request is to rezone an approximately .50 acre parcel from R-1 Residential to C-1 Office District in order to operate an accountant's office located at 3716 Colonial Avenue. Additionally, the applicant is proposing a possible use for the upstairs portion of the structure as an accessory apartment. The property is designated Neighborhood Conservation in the Comprehensive Plan. This use change does not conform to the goals and objectives of the plan. There is an existing single-family residence on the property. The surrounding environs consist of single-family residential and a few commercial uses. Access for the proposed project is off Thompsons Lane. A parking lot serving the building is proposed to be located to the rear (when facing the property from Colonial Avenue) of the structure. B. Description This is a request by Mr. S. Mark Harrell to rezone a .50 acre parcel of property located at the intersection of Colonial Avenue and Thompsons Lane, in the Cave Springs Magisterial District. The proposal is to rezone the property from R-1 Residential to C-1 Office District. The property is located in an established residential neighborhood. At this time, no structural additions to the building are planned, although the applicant did discuss possible expansion in the future. The degree and design of possible expansion is unknown. C. Applicable Regulations General offices are permitted as uses by -right in the C-1 Office District. No specific use and design standards apply per Section 30-84-1 of the Zoning Ordinance. However, the following requirements are applicable. An accessory apartment would have to meet the standards set forth in Section 30-82-1 for Accessory Apartments. Site Plan review and approval by County Staff, in accordance with Section 30-90 of the Zoning Ordinance, will be required Off street parking, including handicapped spaces, will be in accordance with Section 30-91 of the Zoning Ordinance. Screening, landscaping, and buffer yards shall be in accordance with Section 30-92 of the Zoning Ordinance. Building codes may require structural modifications to comply with ADA standards. Applicant will need to check with Inspections Department. VDOT will require a commercial entrance permit. PART II A. Analysis of Existing Conditions Location The property is located in the Cave Spring Magisterial District, at the southwest intersection of Colonial Avenue (Rte. 720) and Thompsons Lane, approximately 500 feet from the intersection of Colonial Avenue and Electric Road. Lot The lot consists of a single family dwelling, a fish pond adjacent to the western property line, and a frame shed towards the southern corner of the lot. Access The developer proposes access to the property off Thompsons Lane, and parking to the rear of the main structure. Surrounding Neighborhood Adjacent land uses consist mostly of single-family dwellings, with the exception of three businesses to the northeast, Computer Wizards, Amoco Jiffy Mart, and a dentist's office. The computer store and Amoco are zoned C-2 General Commercial, and the dentist's office is zoned C-1 Office District (with conditions). B. Analysis of Proposed Development Property Characteristics: The property is proposed to be rezoned from R-1 Residential to C-1 Office Commercial. This particular zoning district allows such uses as accessory apartments, home beauty/barber salons, two- or multi -family dwellings, a variety of civic uses, financial institutions, general offices, medical offices, business support services, business or trade schools, clinics, communication services, fine arts studios, and veterinarian hospitals/clinics. The proposed use is for an accounting office, with an accessory apartment on the second floor of the structure. Site Layout/Architecture: The petitioner's proposal includes a one and one-half story vinyl sided structure approximately 1570 square feet in area. The developer does not anticipate removing any of the existing trees. There is an existing brick wall approximately 4 feet in height along the southwestern property between this home and an adjacent home. The proposed parking area is to the rear of the property with respects to Colonial Avenue, the street which carries greater traffic than Thompsons Lane. Additionally, one or two spaces are proposed for the western side of the structure. Because of the natural vegetation to the rear of the property and wall to the east, the parking areas will not be very visible from adjacent residential lots. The lot where parking will be most visible from is the C-2Commercial lot to across Thompsons Lane The parking lot is less conspicuous to a majority of the vehicular traffic in the area. Access/Traffic Generation: Parking will be behind the building (as seen from Colonial Avenue) and will be accessed via Thompsons Lane. The developer has proposed to move the access to the parking further back from Colonial Avenue on Thompsons Lane than the existing entrance is. A commercial entrance will be required by VDOT. According to Section 30-19-9 (D), 3.5 parking spaces per 1000 square feet are required as well as 1 handicapped parking space per Section 30-91-3. The County Engineering staff have noted that the current location of the driveway is less than ideal. Economic Development: According to the Economic Development Department, the location of the accounting firm would fulfill one of the areas of the economic development strategy through business attraction. Additionally, the department notes that the development of the property has the potential of improving the appearance of the building and surrounding area. Fire & Rescue: Emergency vehicle rescue time is estimated at four minutes. Drainage/Floodplain: A stormwater management basin for the parking lot is not indicated on the conceptual plan. It is unclear at this point if one is needed; a plan will have to be submitted to the Engineering staff. They have noted that there appears to be a drainage problem on the lot at the corner of Thompsons Lane and Colonial Avenue (northern corner of property). The property is not located in a floodplain district. Screening & Buffering: A type "C" buffer will be required along the rear property lines between this lot and lots 77.18-3-25 (to the south of the property) and 77.18-3-31 (to the east of the property). There are two options under this section. The first is a 6 foot screening and 15 foot buffer yard. The second is a series of small evergreen trees (1 planted for every 15 feet) and one row of evergreen shrubs (planted five feet on center) and a twenty-five foot buffer yard. No interior landscaping for the parking area will be required. The existing brick masonry wall does not appear to have the required height for screening. If the screening option were taken, the wall would have to be increased in height. Water/Sewer: The lot is serviced by County sewer and a private well, although public water is available. The Utility Department has determined that the use would not significantly affect the existing public facilities. Community Meeting: Mr. Mark Harrell (applicant) and Greg Harrell (applicant's father) held a community meeting on Tuesday, October 28, 1998, at Green Valley Elementary School starting at 7:00 p.m., to discuss with neighbors his proposal for development of the property. There were approximately 28 citizens present. Mr. Harrell distributed an informational packet elaborating on his intentions and several topics of particular interest. A copy of the literature is attached. Of particular notability are the following points: 1) the voluntary limitation of sign size; 2) limited outside lighting, and; 3) possible future construction. The citizens present expressed several concerns. The primary one was the thought that if this property is rezoned to commercial, it could "open the door" to further commercial encroachment from Electric Road. Stormwater runoff was another concern, although much of the conceived problem appears to be existing and not related to this development. Increase in traffic as a result of the use, and traffic safety were also discussed. Other issues discussed included the location and type of signage, number of employees, future expansion, and a change in character of the area. C. Conformance with the Comprehensive Plan This property is designated Neighborhood Conservation in the 1985 Comprehensive Plan. The Neighborhood Conservation category encourages the conservation of the existing development • pattern, and "certain residential neighborhoods". The proposal is not consistent with Land Use Policies NC-1 (protect residential neighborhoods from disruptive impacts of land use change) NC- 2 (provide screening and buffering — a landscaping plan was not submitted), and NC-3 (encourage housing rehabilitation). Additionally, Land Use Policies NC-4 through NC-8, all referencing residential housing and infill development, are not directly met by this project, although the proposed accessory apartment could meet NC-8, permitting limited attached residential development, and NC-4 could be met, by maintaining open space in the front of the structure by placing parking in the rear yard. The property is also currently designated as Neighborhood Conservation in the draft Community Plan. D. Conformance with County Development Standard The proposed project could likely comply with the requirements of the Zoning Ordinance, dependent on use type and required parking. General Office uses would be required to have 7 parking spaces (3.5 per 1,000 square feet of building), one of which would be a handicapped space. Review and approval of site and building plans, VDOT entrance permit, and erosion and sediment control and stormwater management plan will be required. PART III Staff Conclusions According to the Comprehensive Plan, this area has been designated as Neighborhood Conservation, which assumes protection from encroachment of commercial uses. Allowing a commercial use in this area has the possibility of "opening the door" to further commercial intrusion. If the future policy is to allow additional commercial development, then it should be based upon a well thought out plan for the entire Colonial Avenue corridor, for conversion of residences to office uses. The plan should include critical design standards for facade improvements or maintenance, landscaping, parking, circulation (both vehicular and pedestrian) systems, permitted/prohibited structure expansion and lot coverage, drainage, use types, and a general neighborhood concept. Rezoning an individual parcel to commercial prior to such a plan would be premature. The neighborhood is near a significant commercial area along Electric Road, with a small "pocket" of commercial development adjacent to the subject property. The area itself is designated as Neighborhood Conservation, which, according to the Comprehensive Plan affords "the highest degree of protection" to existing neighborhoods. Although a few adjacent parcels that border this are commercial, there are homes and a church between this lot and the "main" commercial area on Electric Road. The area is predominantly residential. If the Commission is in support of the change in land use, then the following issues merit further consideration: 1) Retaining existing vegetation not taken by construction, and implementing appropriate screening between this lot and adjacent residential properties. 2) The type of signage (height, area, lighting) in relation to the residential character of the area. 3) Access to the lot (Colonial Avenue versus Thompsons Lane). 4) Hours of operation. 5) Number of employees. 6) Number of parking spaces. Suggested proffers for 33-11 /98: 1) Signage shall be limited to a maximum of 30 square feet in area. 2) No additional exterior lighting shall be allowed. 3) Uses shall be limited to accounting/financial services business. 4) Parking lot access shall be off Thompsons Lane and shall be limited to a maximum of eight spaces. 5) Parking shall be confined to the rear yard. 6) Hours of operation shall be limited to 7:00 a.m. until 9:00 p.m., 7 days a week. 7) All external changes to the building shall be residential in appearance. 8) Any additions to the building shall be approved only through the Special Use permitting process. Nov-03-98 03:58P (540) 343-0095 P.02 ZO'd "1W01 S-o I, S. Mark Harrell, submit the following voluntary proffers in association with my request to rezone approximately .50 acres from R-1 Residential to C-1 Commercial located at 3716 Colonial Avenue: • 1) Signage shall be limited to a maximum of 30 square feet in area. t,.j ,th, S 2) No additional exterior lighting shall be allowed. 3) Uses shall be limited to accounting/financial services business. 4) Parking lot access shall be off Thompsons Lane and shall be limited to a maximum of eight spaces, 5) Parking shall be confined to the rear yard? c,rnd a n 5; ae C-2 u• t , 6) Hours of operation shall be limited to 7:00 a.m. until 9:00 p.m., 7 days week. 7) All external changes to the building shall be residential in appearance. 8) Any additions to the building shall be approved only through the Special Use permitting process. Signed: S. Mark Harrell c0.'30'd 80TZZLL©-S r13Q WOO -,'.ID 3:1d Zt:Ot 866T-£0-riON • • fPA YCHECK$] PLUS 2728 Colonial Avenue, SW • Suite 101 Roanoke, Virginia 24015 (540) 343-0083 • FAX (540) 343-0095 Monday, October 19, 1998 Ms. Margaret Sharpe Green Valley Civic League 3651 Cedar Lane Roanoke, VA 24018 5-, RE: 3716 Colonial Ave., SW; Rezoning Application Information Dear Ms. Sharpe, I have enclosed the detailed information which I hope will fully inform you of our intentions in the above referenced rezoning matter. I hope that the enclosed material will assist you in answering every question your might have pertinent to such rezoning application. _ If not, please do not hesitate to contact me with any need for more information. I want to thank you in advance for your help in getting this information out to your group. Si rely, Harrell "We Snive PPvroll Problems" • • • [PAYCHECK$01 PLUS 2728 Colonial Avenue, SW • Suite 101 Roanoke, Virginia 2401 5 (540) 343-0083 • FAX (540) 343-0095 Monday, October 19, 1998 Ms. Julia Knott Georgetown Park Civic Association 3548 Georgetown Road, SW Roanoke, VA 24018 RE: 3716 Colonial Ave., SW; Rezoning Application Information Dear Ms. Knott, 5-1 I have enclosed the detailed information which I hope will fully inform you of our intentions in the above referenced rezoning matter. I hope that the enclosed material will assist you in answering every question your might have pertinent to such rezoning application. If not, please do not hesitate to contact me with any need for more information. I want to thank you in advance for your help in getting this information out to your group. Greg V. HarreIl "We So/ve Payroll Problems" • • S. Mark Harrell purchased the subject property on April 15, 1998. The original plan was to improve both the inside and outside of the property and operate a "home -based" accounting service to small businesses located in the Roanoke Valley. Specifically, the business was to provide a payroll, bookkeeping and tax service to the small businesses. Improvements were made to the property and a business license was secured on Wednesday, September 23 last. Once the business license was in hand (copy enclosed with restrictions), it was discovered that a small business with one employee could not operate such a business. On Thursday, September 24 we visited the Roanoke County Zoning office to confirm our concerns that we could not move forward without a petition for rezoning to C-1. We immediately returned the business license secured the day before and were refunded our license fee. Our application for rezoning was completed and filed the next day with Roanoke County. Our application set forth the following justification for rezoning. 1) "This request offers a better use of subject property. The existing traffic is not conducive to family (children) use. Too, the proposed use will eliminate a most dangerous situation at the entrance to the property. The proposed landscaping will greatly improve the appearance of subject property; considerable work has been done to date to enhance the property. "This request, if approved, will enhance and improve the existing property. This request will have only a minimal impact on the use of water/sewer; no impact whatsoever on schools, parks and recreation. A most positive impact on the existing entrance off of Thompson Lane which is dangerously close to Colonial Avenue will result from our plan to move the driveway away from Colonial Avenue. We anticipate no more than five clients visiting our office daily. We work primarily in our clients' place of business and deliver paychecks throughout the Roanoke Valley. Applicant plan- ned to operate a home office at this location. Upon securement of business license from Roanoke County, applicant learned that he could not have the employee needed. Too, the 10% space limita- tion also prevented home office use. Therefore, C-1 zoning must be secured to use property for intended use." We would now like to speak to concerns that we would have should someone in our neighborhood seek rezoning. • • 1) COMMUNITY MEETING - We understand that Roanoke County is most interested in holding a community meeting with all interested parties in attendance to fully discuss all aspects of this rezoning. We welcome this meeting as we have been proactive in calling both the Green Valley and Georgetown civic group leaders. It is our understanding that Roanoke County will set a meeting as soon as possible since the Planning Commission meeting is now scheduled for November 2 next. 2) C-1 ZONING - We have been advised that C-1 zoning is the proper zoning for an accounting office with light use. We currently have two full-time employees and a high school student who comes to our office at 1 p.m. and leaves at 4 p.m. Monday thru Friday. Additionally, we work closely with an insurance agent who services our client needs in the area of insurance and investments. This person would occupy an office on a part-time basis. 3) GENERAL LANDSCAPING & FENCING PLAN - The property is protected naturally with vegetation and a most attractive serpentine brick fence. We see very little need to do anything to the property, however, we will be agreeable to whatever fencing our neighbors feel i s necessary. ry 4) PARKING SPACES - We have been advised that we will need four (4) spaces; we currently have an area behind the house that exceeds the four (4) required spaces. 5) SIGNAGE - We have been advised that C-1 zoning allows up to 100 square feet of signage. We propose something encased in a brick frame that would certainly be more in the 20-25 square feet size at most; probably smaller. The sign would be tastefully done and would look something like the "Sunscape Apartments" sign at the entrance of their development on Colonial Avenue. 6) STORM WATER RU N OFF PLAN - We do not anticipate any additional water run off than exists at the present time. Roanoke County Engineering has been asked to advise us if there is any problem. 7) OUTSIDE LIGHTING - No additional lighting is planned other than a soft lighting of the sign mentioned in Item #5 above. 8) ACCESSORY APARTMENT - Mark Harrell plans to live in the upstairs area of the property. 9) FUTURE CONSTRUCTION - Next summer we would like to add two offices to the east side of the house. These two offices would simply give one present full-time employee and the part-time insurance/investment person a more comfortable work area. We have no plans to add staff. The two offices would be tastefully done by retaining the existing roof line and possibly adding a gable to balance the appearance of the house's exterior. Much effort has gone in to current improvements. We have removed all of the carpet and returned the hardwood floors to their original beauty. Additionally, much effort has been made to reclaim the outside area of the property. This house is almost seventy (70) years old; its charm is real; we have no plans, whatsoever, to do anything other than improve what we found when we purchased the property. • • COUNTY OF ROANOKE DEPT. OF PLANNING AND ZONING 5204 Bernard Dr, P.O. Sox 29800 Roanoke, VA 24013 ( 540` 7 7 2-20E3 FAX (540 ) 2-21 08 f-or statt use only date received:',, ,..__ived-ay: appiicalcn e9 ..;^OLD do /) ^/ placards (slued: FCC ate Case '-lu-cer: v Cheek type of application filed (check ail that apply): fir'' / REZONING E SFECIAL USE ❑VAFIANCE 0 st Applicant's name: S. Mark Harrel _1 Fri -on:/:/ /76-8lap Address: 3716 Colonial Ave. , SW, Ronaoke, VA Zip Code: 2a01 8 r =,an ) Owner's name: S. Mark Harrell P`Tcn.: 776-8748 Address: 3716 Colonial Ave . , SW, Roanoke, VA Zip Code: 24018 Location of property: `37 (C CcLci-:)tA,'L Tax Map Number: ") ? t•t -' —3 —2 I I District: C ' C irlsylste(la 'v ��2���- Community Planning Area: C ,7.` _5 P`i N C�--- Size of parcel (s): acres Existing Zoning: i Existing Land Use: Residential Single-F amity sq.ft. Proposed Zoning: C-1 Proposed Land Use: Account Inc Office ir:r Sean" Use Orly useType: Does the parcel meet the minimum lot area, width, and frontage requirements of the requested district? YES X NO IF NO, A VARIANCE IS REQUIRED FIRST. Does the parcel meet the minimum criteria for the requested Use Type? YES X NO F NO, A VARIANCE IS REQUIRED FIRST. If rezoning request, are conditions being proffered with this request? YES X NO Variance of Section(s) of the Roanoke County Zoning Ordinance in et -per to: Is the application complete? Please check if enclosed. APPLICATION WILL NOT SE ACCEF T E= iF ,-,N? OF THESE ITEMS ARE MISSING OR INCOMPLETE. E. x I 1 Consultation Application Justification ars v 8 1 i 2" x 1 1" concept plan xgq Metes and bounds description xtNi3 Water and sewer application X a; s r-.pGl� ,.iicat :iCn lee 1��>'%' Proffers, if ace ollcabi 1.1 I A..icining property cV.nei3 I hereby certify that ! am either the owner of the y^r oberry or the owner's agent or conrr ac' ourc"as=, _.-C am acting with the knowledge and consent or the owner. Owner's Signature: c For Starr Use Only; Case Number Applicant S. Mark Harrell The Planning Commission will study/ rezoning and Special use pe"Kilt requests tO determine the need and justification for the change in terms of public health, safety, and general welfare. Please answer the fciic.rinc questions as thoroughly as possible. Use additional space If nPnc"art /. Please explain how the request furthers the purposes of the Zoning Ordinance (Section :30-2) as 'Neil as tne purpose found at the beginning of the applicable zoning district c aSSiTICation in the :chine ordinance. This request offers a better use of subject property. The existing trot% is not conducive to family (children) use. Too, the proccsed use will eliminate a most dangerous situation at the entrance to the property. The proposed landscapinc will are-atly improve the apoearance of subject property; considerable work has been done to date to enhance the property. Please explain how the project conforms to the General guidelines and policies contained in the Roanoke County Comprehensive Plan. The proposed use (C-1) as an accounting office does not conform to the Roanoke County Comprehensive Plan. This application is beinc submitted as a request for "spot zoning" consideration. It should he noted that the adjoining property to the east on Colonial Ave. is zoned C-2. Please describe the impact(s) of the request on the property itself, the adjoining properties, and the surrounding area, as well as the impacts on public services and facilities, including water/sewer, roads, schools, parksirecreation, and fire/rescue. This request , if approved, will enhance and improve the existing property. This request will have only a minimal impact cn th use of water/sewer; no impact whatsoever on schools, parks and recreation. A most positive impact on the existing entrance off of Thompson Lane which is dangerously close to Colonial Avenue will result from cur plan to move the driveway awayfrom Colonial Avenue.. We anticipate no more than five clients visiting our office daily. We work primarily in our clients_ place of business and deliver paychecks throughout the Roanoke Valley.knolicent planned to operate a home office at this location. Upon securement of business license from Roanoke County, applicant learned that he could not have the employee needed. Too, the 10% space limitation also prevented home office use. Therefore, C-1 zoning must be secured to use property intended use. 1 1. THIS PLAT IS SUBJECT TO INFORMATION WHICH M'AY BE DISCLOSED BY A TITLE REPORT BY A LICENSED ATTORNEY. • 2. TH•E SUBJECT PROPERTY IS WITHIN THE LIMITS OF ZONE "X__ AS SHOWN ON THE FEMA FL00D INSURANCE RATE MAP. THIS DETERMINATION IS BASED ON SAID MAP AND HAS NOT BEEN VERIFIED BY ACTUAL FIELD ELEVATIONS. M.B.L.= MINIMUM BUILDING LINE S.P.= SCREENED PORCH P= PORCH S= STOOP s\W= SIDEWALK COLONIAL AVE LOT 5 30' M.B.L. OLD PIPE LOT 6 50' WIDE N 52'49'30" E LOT 2 NOT SET = 93'35' R = 23.48' T = 25.00' L = 38.85' CH= S 80'23' E 34.23' 7 to • /6 31 5 18 /7 A\ 36 2348 0• a6 Aux 41111111111111 I /11/t[[ ft[[ vrinmumninnir 11111,41411aLrilMr1/4,, NM" 25�. J 290 53 20 9 2' 5.7 :.. 5 2 a' CB17 `1 / /O / / ,ts,O 09,'- 52 s 33 /• / J, 1 a ,F ri. 51 / / co 2. i0 f � ROANOKE COUNTY S.Mar1C Harrell DEPARTMENT OF 3716 Colonial Av COMMUNITY DEVELOPMENT Rezone from R-1 to C-1 77. 18-3-24 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, NOVEMBER 17, 1998 ORDINANCE TO CHANGE THE ZONING CLASSIFICATION OF A 0.50-ACRE TRACT OF REAL ESTATE LOCATED AT 3716 COLONIAL AVENUE (TAX MAP NO. 77.18-3-24) IN THE CAVE SPRING MAGISTERIAL DISTRICT FROM THE ZONING CLASSIFICATION OF R-1 TO THE ZONING CLASSIFICATION OF C-1 WITH CONDITIONS UPON THE APPLICATION OF MARK HARRELL WHEREAS, the first reading of this ordinance was held on October 27, 1998, and the second reading and public hearing were held November 17, 1998; and, WHEREAS, the Roanoke County Planning Commission held a public hearing on this matter on November 2, 1998; and WHEREAS, legal notice and advertisement has been provided as required by law. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the zoning classification of a certain tract of real estate containing 0.50 acres, as described herein, and located at 3716 Colonial Avenue (Tax Map Number 77.18-3-24) in the Cave Spring Magisterial District, is hereby changed from the zoning classification of R-1, Low Density Residential District, to the zoning classification of C-1, Office District. 2. That this action is taken upon the application of Mark Harrell. 3. That the owner of the property has voluntarily proffered in writing the following conditions which the Board of Supervisors of Roanoke County, Virginia, hereby accepts: (1) Signage shall be limited to a maximum of 30 square feet in area with soft lighting. (2) No additional exterior lighting shall be allowed. (3) Uses shall be limited to accountingfinancial services business. (4) Parking lot access shall be off Thompsons Lane and shall be limited to a maximum of eight spaces. (5) Parking shall be confined to the rear yard and on side facing C-2 building. U:\WPDOCS\AGENDA\ZONING\HARRELL.RZ 1 (6) Hours of operation shall be limited to 7 a.m. until 9 p.m., 7 days a week. (7) All external changes to the building shall be residential in appearance. (8) Any additions to the building shall be approved only through the Special Use permitting process. 4. That said real estate is more fully described as follows: BEING all of Lot 1, according to the Map of Section 2 of Green Valley made by T. P. Parker, SCE, November 19, 1955, of record in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 3 at page 192. 5. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinanc&be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. U:\WPDOCS\AGENDA\ZONING\HARRELL.RZ 2 111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111 ION MIS INN AMP WSW inn USW WEE WEE IMMO IMS - MIME MEE MEN EMI ME/ - - - MEW EEEM EWE - EWE MEM - 11 MEM MEM MEM EMS ESMO IMES MEE MEM EMS EIENE IMO GERM OEM SEMI IMES SEM IMES - WIMP MIER SEEM OEM MSS EMI MIMS IMMO NENE NMI MEM 11111 1111 IMMO MEM EMS SEMI - MEE MEM - IEEE WEE OEM PUBLIC SUBJECT: AGENDA ITEM NO. -S — / APPEARANCE REQUEST HEARING ORDINANCE CITIZENS COMMENTS ✓7 7 c'' /v I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN,' WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speakingon 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 with the clerk. • INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NAME /%/fiL ADDRESS ?, 4 4 7/4=6 Pk( PHONE 7 7 t f - - UMW - IMES - MEI UMW EMI MEW - EMS St Min 41 SEEM UMW MUM - MEW - MEW lEmt - WEE EWE IEEE IEEE IME OEM - - OEM OEM MEW - OEM UWE MSE IEEE - IME - MOM EMI - IEEE - UWE IMO MEI EMI OEM EMI IMEE EWE MEM MMi - SEM MOD 11 IME MEW MESE - - MEM - OWE MEE SEWN EMI Ulm OEM MEW MEI - UMW MAO EWE - SEM ORM MEW AMEM EWE EMS EMS MOW inimmiiiimmumminummiumnimummimminnimmunimmimumminimminimmual-illillilllllllillllllllllllilllllillll milliilllil ual- Ea AINI a === la NM N M AGENDA ITEM NO. S -/UM N▪ M MB APPEARANCE REQUESTIMIIIIE lila MD Ma lM PUBLIC HEARING ORDINANCE ITIZENS COMMENTS ID M Ill a UM MIMI": lEle IMP Mil N M MEI MIMI MI SUBJECT: >, ; /�'. A)/ < / =_ IMO IMP 11 iM▪ IO MMII I would like the Chairman of the Board of Supervisors to recognize me during the MI a MIMI IMO meeting on the above matter so that I may comment. M▪ B OM - WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESSSIM MID VAM IM THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED =111....: II vliMMI mla IMM BELOW: MO ....---; ■ Each speaker will be given between three to five minutes to commentMUM = whether speaking as an individual or representative. The Chairman will = OE▪ M decide the time limit based on the number of citizens speaking on an issue,INIm Min and will enforce the rule unless instructed by the majority of' the Board to IIMI Min do otherwise. _ AIM Il IMO ■ Speaker will be limited to a presentation of their point of view only. Questions of clarification may be entertained by the Chairman. — MIME 111 IMII ■ All comments must be directed to the Board. Debate between a recognized ....---: = speaker and audience members is not allowed. _ MOM MIN MEI OMNI MIN ■ Both speakers and the audience will exercise courtesy at all times. — NMI MEM ■ Speakers are requested to leave any written statements and/or comments with the clerk. — ■ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP = SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. IIIMMI - _ IIMMI SIMI EMI M▪ UM - MEN PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NAME l/ 4/4/VD ADDRESS l,7 7 / G�� i v I , /ia- /.�v ✓ �,,Cic PHONE 7 7 6 y g - NNE - NEM IMMO - SEIM l 1 illimmiiiimmilmimmumminummiummimmummitimmimmimmummumminminima llllllllllllllllillllllllllllillllllilllllllllillllllllllllllllllillllllllllllllllllllllllllilllllllllllllllllllllllllllllllilllllj1 PUBLIC HEARING ORDINANCE SUBJECT: : �>/t`,/A/C-- i ■ Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speakingon an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. AGENDA ITEM NO. S — J APPEARANCE REQUEST RIM OEM MUM IMMO OMEN 10111.11 Ian MINN IMN INNIS NEN - SIMS aka ✓ INE INNIS CITIZENS COMMENTS I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED BELOW: Speaker will be limited to a presentation of their point of view only. Questions of clarification may be entertained by the Chairman. All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. Both speakers and the audience will exercise courtesy at all times. Speakers are requested to leave any written statements and/or comments with the clerk. • INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NAME / 7 (7 i1, -71%1`=-` 1154'- / ADDRESS ��-G C-" / , 4— PHONE MIN MIS MEM NIMIN 611.1111 .11111 MOM - MOM 111111111111111111111 Iihmilllillllllllllllllllllllliilllllllllililllllllllll milllllillillllillllllllilllllilllllllllilllillllllllillllllliliilll a 11III111IIIIIIIIIIIII1111111111IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII1111111111111II11IIIIIIIIIIIIIIIIIIII1111 NM MOW NWP NW WE AM OWN NNW WWW OWE MI AGENDA ITEM NO. S — / _ — WE EWE WWI NW WM ME 111 APPEARANCE REQUEST _ IOW NM _ A▪ M PUBLIC HEARING ORDINANCE CITIZENS COMMENTS =1111- M▪ O E M▪ N WNW WM _ f'7l Ck�►1 iCt EAvow. WEI __ SUBJECT: czon ►t -�f -- I -tp cD 10- ,'1 `� ` ►t a _ WNW NW I would like the Chairman of the Board of Supervisors to recognize me during the OEM NNW WWI MEW OM meeting on the above matter so that I may comment. — OM WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS = FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED WEN BELOW: - EWE _ WEE OWN alW WNW ■ Each speaker will be given between three to five minutes to comment AWEwhether speaking as an individual or representative. The Chairman will MEW decide the time limit based on the number of citizens speakingon an issue, and will enforce the rule unless instructed by the majority of the Board to = do otherwise. — WNW ■ Speaker will be limited to a presentation of their point of view only. NMI y = Questions of clarification may be entertained by the C airman. _ _ W▪ NW in All comments must be directed to the Board. Debate between a recognized WNW speaker and audience members is not allowed. _ W EN WM II OWN ■ Both speakers and the audience will exercise courtesy at all times. _ WM = _ WEN ■ Speakers are requested to leave any written statements and/or comments with the clerk. — _ W▪ IW NNW MN W.1 ■ INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP = SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. ...: — ....! - PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NMI MOM WWW OWE EW NNW WNW - III NEW WWI OWE III MEI NAME e inn . )-6eJv- _ I ADDRESS ac,s Clue %LAC' hcb\cu, c.)40l6- I — i1TTA1TT ( iX mliiil11111111111111111111111111111111111111111111111111111111illiiillillliillilliililliliilllliiilliiiillllllillilili1111111111111 Ullllllllilllllilllllllllllllllilllllllllllllilllllllllllllllllllllllilillllllllllllllllllllilllllllillllllllillllilllllllllllll11 _ _ _ _ AGENDA ITEM NO. _ _ APPEARANCE REQUEST 2.= PUBLIC HEARING ORDINANCE ,.�TIZENS COMMENTS _ SUBJECT: ° (� Z171-6 — _ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE GUIDELINES LISTED — = BELOW: = • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will = decide the time limit based on the number of citizens speakingon 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 t� leave a w written +.,+o...o„+� and/or .... ..............�� _ with the clerk. IMO MIME INIME - NMI - - MOM EMIR IMMO O MNI M▪ EM MEM OMB • INDIVIDUALS SPEAKING ON BEHALF OF AN ORGANIZED GROUP SHALL FILE WITH THE CLERK AUTHORIZATION FROM THE GROUP ALLOWING THE INDIVIDUAL TO REPRESENT THEM. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK NAME ADDRESS ` 6 S Q6lc,� 6-1 PHONE U / �t .2 IMMO Mal M• EI N MI - OEM MEM - S W▪ IM MEM - GUM WPM MINS - - OEM MIR MOP fitimmimmumnimiimmilminummimmumminummimmimmumummumniminunindIIIIIIIIIIIIIIIillillillllllilllilliillllimi Illllilind " America Recycles Day State Organizers Page 7 of 8 Tennessee Tenessee Recycling Coalition John Homa - (423) 745-4571 w»tx1/»tx1%IwX♦%Iw»tx0♦xtt»t Kt xlwxt%»f»wx»x»wx♦?/w»t%»�% f.'t t K text Texas Texas Natural Resource Conservation Commission Ted Hazen - (512) 239-3161 1'»tKt1»FKIWIwY/z11»tKOt»Iw»FKIXItXw 1//»{KI>I»FYt%1{KtYOtK US Virgin Islands US Virgin Islands Anti -Litter & Beautification Commission Geraldine Rhodes Smith - (340) 777-3073 FtIKt FPF1ti flf t6fOf K4F*F*i*+Ftw9O FOFP4*4+i+FI{ tt4O*I*F4FPFtft{Ftf Utah Recycling Coalition of Utah Jennifer Ott - (435) 755-9469 FtftxFtFtiflFtxetxtxttft{FtFtxPtf•txb.F.Ft'xt.Flx4tx'txPtxtx4tFt »tf Px:PtK Vermont Vermont Agency of National Resources, Department of Environmental Conservation Marci Towns, Environ. Assistance Div. - (802) 241-3449 t0{XIf OF KIf 1♦M♦%I•Y♦%/tK{w Ot Klx{t X.4.4 1»tx{x1FX /%{t Xt%O+K1 t» f K% K11F t F1t Virginia Virginia Recycling Association Beth Johnston - (804) 697-6606 ftfXtFlFKi kt FPiFlft{tifK4FtFti11.414'IF»FP#1441t**If tb%I{ttf»FPFtftFFtf Washington http://www.americarecyclesday.org/ard2/stateorganizers/index.asn 11/12/98 America Recycles Day Fact Sheet Page 1 of 2 If you're not buying recycled, you're not really recycling. ................................ ...................................... 4 4 t04440,144 14Irt i41#a :xig ......................................... ....................................... iNUMIst t41.413440,4401R Z.$ 044M*44)U4 4DI4 it#PO 40M 114' ........................ Special thanks to ?- 1II fvl The second annual America Recycles Day is Sunday, November 15, 1998. Fact Sheet More than 5,000 local recycling and Buy Recycled showcase events in 45+ states and US Territories are expected to be organized across the country. Last year's event garnered over 180 million media impressions, more than 3,000 events were held, 750,000 Americans submitted recycling and buy recycled pledges, and Sgt. 1st Class Robert Portillo of Texas won the American Green Dream House. Goal/Theme The theme this year is "If you're not buying recycled, you're not really recycling." The theme is based on the goal of America Recycles Day, which is to increase the purchase of recycled content products and recycling throughout America. We want to make consumers aware of the importance of "buying recycled" and to emphasize the message that you're not really recycling unless you buy recycled products. For America Recycles Day, we challenge all Americans to make a pledge to increase their purchases of recycled -content products. Another goal is to hold a buy recycled event in every participating community. National Prize for America Recycles Day As an incentive for Americans to increase buying recycled, a national contest is being organized with a special prize: The American Green Dream House, a beautiful 3-bedroom home built primarily with recycled -content materials and valued at more than $200,000. The winner will be chosen December 15 from a random drawing of entries, submitted by individuals who voluntarily pledge to recycle and buy recycled. Contest Entry Forms can be obtained by visiting an America Recycles Day event or by visiting the America Recycles Day web site at: http://www.americarecyclesday.org. HOME http://www.americarecyclesday.org/ard2/factsheet/index.asp 11/12/98 America Recycles Day Fact Sheet . Page 2 of 2 This Site is Created & Serviced by Outer Limits Software, Inc. America Recycles Day is a project of the Recycling Coalition of Texas, organized nationally by Tuerff-Davis EnviroMedia, Inc. © 1998 Recycling Coalition of Texas http://www.americarecyclesday.org/ard2/factsheet/index.asp 11/12/98 0 • C05) • N a) h 4-3 c4 ,a o • aA CO -� 0 U 0 a) l - bA CI • cad •QA r -4 4-' 0 Q) 0 07 ?-, °r 0-b O H o cs O 4-3 c~S Ft G W q o 4.4 N U •°ul 'a4 O'er o y O ct U ,, �.. -' ``"' Ft CS 0 0 Q 2 0 .° O •v, a.) .—. [ 'V 0 0 U '' 0.) ON c�S a) cCo 4) • L cu •0 O a�) �.,JJ> o, 4 ° a o 0 an ' ~cr) Q ' > a) El TA —al U U 0 „-C14 1-4 -4 a) r' CO U a •• --r y~..+ E a) 0o a) a) Q) O ON L. --'may 0 vi O ir,o • E O n, Ali 111 111 111 11 01 111 III 1040'r +wvx `aa aeeeaee .00.00 ?V' (D40 r cu /;5, pg "-EA pq 0 tz +.4 ›mi o � U r, • awx r 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: November 17, 1998 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 2. 149 BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS /1'7.2-0.51r6 The four year term of Larry W. _2egen, Alternate, expired July 28, 1998. The four --year term of is and L. Williams, Consulting Engineer expired October 24, 1998. The four year term of Wilmore T. LeffeILBu l 0 Contractor, will expire 12/12/98. They are eligible for reappointment\ BLUE RIDGE COMMUNITY SERVICES 3 J '-3zS7 The three year terms of Bonnie Pollock, County Representative, and Reverend William L. Lee, Member at Large, will expire 12/31/98. The Member at Large appointment must be confirmed by the County, and Cities of Salem and Roanoke. 3. GRIEVANCE PANEL ,77 h/_ F% p % ed The two year term of Raymond C. Denney, alternate, +H+ expire October 10, 1998 The new terms will be for three years. 4. 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. He has continued to serve until someone is appointed but has now officially resigned. — 4. _ LIBRARY BOARD The four year term of Nancy Greene, Cave Spring District, will expire 12/31/98. 6. ROANOKE COUNTY PLANNING COMMISSION The four year term of A. Kyle Robinson, Vinton District, will expire 12/31/98. 7. ROANOKE VALLEY RESOURCE AUTHORITY The four year term of Diane D. Hyatt will expire 12/31/98. 8. 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. Additionally, Wilton B. "Webb" Johnson recently passed away. While Mr. Johnson lived in the Cave Spring Magisterial District, he was appointed by Supervisor Bob Johnson. SUBMITTED BY: APPROVED BY: Mary H. Allen, CMC/AAE Elmer C. Hodge Clerk to the Board County Administrator ACTION VOTE No. Yes Abs Approved ( ) Motion by: Harrison _ Denied ( ) Johnson _ Received ( ) McNamara_ Referred ( ) Minnix _ To () Nickens cc: File 3 //EL 7 �_ �_ -,-2)J7 i Elmer: At Debriefing yesterday, you asked me to check on the following: Anything we had on short-term rental: At the August 13, 1996 Board meeting. Dr. Nickens asked for information on short term rental. Nothing specific was ever brought back to the Board on the issue. The only other thing I could find is the attached memo from you to Joe Obenshain. Joe Obenshain said he doesn't think he did anything further. I've sent a copy of the memo to Wayne Compton to see if he did anything further. Monument to Marion Via at Green Hill Park This was never brought to the Board for approval. Mary Allen 10/15/98 10-29-98 The attached correspondence from 1995 was all me that the draft ordinance prepared by Vickie never went there has been some recent, renewed interest. She thinks maybe to Brent Robertson. Do you/HCN want to pursue this MH I could find. Wanda and Sue tell to the BofS. Wanda recalled that a copy of the draft was sent -- further? Want a copy of the draft? MEMORANDUM To: Mr. Joseph B. Obenshain Mr. Paul E. Grice From: Elmer C. Hodge M Date: August 16, 1996 Subject: Tax on Short-term Rentals At Tuesday's meeting of the Board of Supervisors, the subject of collecting the BPOL tax from Cox Cable was discussed. During that discussion, Dr. Nickens asked about short-term rentals from video stores. Wayne Compton advises that revenue from short-term rentals would be personal property tax not BPOL. The tax would be 1 per cent, and he estimates the revenue at $35,000 annually. He also says that short-term rentals of everything except hospital/medical equipment can be taxed. Wayne advocates collecting the `tax on short-term rentals. meh cc - Mr. R. Wayne Compton MEMO - 11/6/95 To: Paul Mahoney From: Lee B. Eddy. Subject: Daily Rental Property Tax Ordinance In response to your memo dated November 2, 1995 on this subject, I favor adoption of the proposed ordinance. I have not examined the wording in detail, but the general concept appears reasonable. I would be interested in knowing about any favorable or unfavorable experiences in those jurisdictions that have already imposed this tax. Copy: Supervisors R. Wayne Compton Elmer Hodge DEPARTMENT OF ECONOMIC DEVELOPMENT MEMORANDUM TO: Vickie L. Huffman, Assistant County Attorney FROM: Timothy W. Gubala, Director I" DATE: October 30, 1995 SUBJECT: Daily Rental Property Tax Ordinance -- Comments Mr. Hodge passed along the draft ordinance for my comments. I see that the ordinance would affect small businesses, particularly video rentals, household furnishings and hardware rentals. The proposed tax would appear to raise the cost of doing business at County locations (unless the adjacent cities already levy this tax). I suggest that this draft ordinance be given to both Chambers of Commerce for their comment. If approved, Section 21-254(a) should require the applicant to apply within thirty (30) days "after" (not prior) to the beginning of a business. Thank you for the opportunity to comment. TG/krh cc: Elmer C. Hodge, County Administrator Note from Elmer Hodge on Transcriber October 23, 1998 Question from Clearbrook Civic League meeting Where are we with the demolition of the old building on Route 220? What we can do is use Cecil Boone's place for some of the fill dirt for the material that we haul off and that will save us some money. I also need to see if we're ready to get that on the agenda for the next meeting for approval by the Board. Let's discuss. ao4,o- ,5 i 0, 6--zD 90...4...e___. Te.e._..ei._.e....t...) 7e,___2,4._.... ,7 , - ) 0.--4o-i4.---rici__Ze MEMO To: Mary Allen, Clerk to Board of Supervisors From: ve Barger, Civil Engineer Department of Community Development Subject: Legal Notice Date: October 26, 1998 OCT 2 7 1998 Please advertise the following notice in The Roanoke Times Tuesday, November 3, 1998 and Tuesday, November 10, 1998: NOTICE OF PUBLIC HEARING PURSUANT TO SECTION 33.11-70.01 OF THE CODE OF VIRGINIA, 1990, AS AMENDED, THE ROANOKE COUNTY BOARD OF SUPERVISORS, JOINTLY WITH REPRESENTATIVES OF THE VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) WILL CONDUCT A PUBLIC HEARING ON THE 1999-2005 ROANOKE COUNTY SECONDARY SYSTEM SIX -YEAR ROAD PLAN. THIS PUBLIC HEARING SHALL ALSO BE FOR A REVIEW OF THE BUDGET FOR THE EXPENDITURE OF FUNDS FOR FISCAL YEAR 1999-2000. THE PUBLIC HEARING IS SCHEDULED FOR TUESDAY, NOVEMBER 17, 1998 AT 7:00 P.M. IN THE COUNTY BOARD OF SUPERVISORS ROOM AT THE ROANOKE COUNTY ADMINISTRATION BUILDING. COMPLETE COPIES OF THE SIX -YEAR PLAN AND 1998-2000 BUDGET ARE AVAILABLE FOR INSPECTION AT THE OFFICE OF THE DIRECTOR OF COMMUNITY DEVELOPMENT AND AT VDOT SALEM RESIDENCY OFFICE. Thank you. PLEASE BILL: MARY H. ALLEN, CLERK TO THE BOARD ROANOKE COUNTY BOARD OF SUPERVISORS P.O. BOX 29800 ROANOKE, VA 24018 .. fie. vi s ,c,e' LEGAL NOTICE Notice is hereby given to all interested persons that the Roanoke County Board of Supervisors will hold a public hearing at their 7:00 p.m. session on Tuesday November 17, 1998, in the Board Meeting Room at the Roanoke County Administration Center, 5204 Bernard Drive, Roanoke Virginia as follows: PURSUANT TO SECTION 33.11-70.01 OF THE CODE OF VIRGINIA, 1990, AS AMENDED, THE ROANOKE COUNTY BOARD OF SUPERVISORS, JOINTLY WITH REPRESENTATIVES OF THE VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) WILL CONDUCT A PUBLIC HEARING ON THE 1999-2005 ROANOKE COUNTY SECONDARY SYSTEM SIX -YEAR ROAD PLAN. THIS PUBLIC HEARING SHALL ALSO BE FOR A REVIEW OF THE BUDGET FOR THE EXPENDITURE OF FUNDS FOR FISCAL YEAR 1999-2000. THE PUBLIC HEARING IS SCHEDULED FOR TUESDAY, NOVEMBER 17,1998 AT 7:00 P.M. IN THE COUNTY BOARD OF SUPERVISORS ROOM AT THE ROANOKE COUNTY ADMINISTRATION BUILDING. COMPLETE COPIES OF THE SIX -YEAR PLAN AND 1998-2000 BUDGET ARE AVAILABLE FOR INSPECTION AT THE OFFICE OF THE DIRECTOR OF COMMUNITY DEVELOPMENT AND AT VDOT SALEM RESIDENCY OFFICE. Given under my hand this October 29, 1998. Mary H. Allen, CMC, Clerk to the Board Roanoke County Board of Supervisors PLEASE PUBLISH IN THE ROANOKE TIMES ON Tuesday, November 3, 1998 Tuesday, November 10, 1998 Direct the bill for publication and affidavit to: Mary H. Allen, Clerk to the Board County of Roanoke P. O. Box 29800 Roanoke, VA 24018 cc: Arnold Covey 1 To: Roanoke Times Legal Notices Fax #: Re: Date: Pages: Attached Legal Notice October 29, 1998 2, including this cover sheet. FAsIM ILE Attached is a lega no ice to se published in the Roanoke Times on November 3 and November 10. Please call me at 772-2003 if you have questions. From the desk of... Mary H. Allen Clerk to the Board County of Roanoke P. O. Box 29800 Roanoke„ VA 24018 540-772-2003 Fax: 540-772-2193 • RKE BOARD SUPERVISORS TEL:540-772-2193 Oct 29'98 11:07 Transmit Confirmation Report No. Receiver Transmitter Date Time Mode Pages Result 002 RT—LEGAL RKE BOARD SUPERVISORS Oct 29'98 11:07 01'01 Norm 02 OK Terri West 540-981-3416 It540-981-3415 00/00/00 Acct: 7722003COUN rai Nov. 2, 1998 010:12AM Li111 The Roanoke Times Name: COUNTY OF ROANOKE Adid: 100980E Ph: 5407722003 P. O 29800 MARY H. ALLEN, CLERK T ROANOKE VA 24018 Paytype B L Source PH Start 11 t3/98 Class Rate: Disp Rate: Credit Status: Reply Request Rate LE Legals Rep: 31 Class 10 Legals TFN Days 2 Rate Iss 2 Stop 11/10/98 0.00 0.00 0.00 0.00 0.00 Free Day 0 Words 190 Lines 54 Depth 54.00 Columns 1 Graphic 0 St Words. 0 Ei Boxed Ad Copy Line LEGAL NOTICE Notic Sort String On Hold Product Code Ad Killed Comments DC, Price Discount Comm is Net St Tax Fed Tax Total Payment App Cr. Balance 193.32 0.00 0.00 193.32 0.00 0.00 193.32 0.00 0.00 0.00 Tear Sheets PO # Reason for Discount Editions LEGAL NOTICE Notcri is her by grwn to all interested persons that the Roanoke County Board of Supervisors will hold a public nearing at their 7:00 p.m. ses- sion on Tuesday, Nawmbar 17, 1995, In the Board Meeting Room at the Roe role County Adminiatration Center, 5204 Bernard Drive, Roanoke, Vir- ginia as iol bws: PURSUANT TO SECTION 3S 11- 7001 OF THE CODE OF VIR• GINLA, 1000, AS AMENDED, THE ROANOKE COUNTY BOARD OF SUPERVISORS, JOINTLY WITH REPRESENTATIVES OF THE VIRGINIA DEPARTMENT OF TRANSPORTATION MOT) WILL CONDUCT A PUBLIC HEARING ON THE 1959-2003 ROANOKE COUNTY SECONDARY SYSTEM SIX -YEAR ROAD PLAN. THIS PUBLIC HEARING SHALL ALSO BE FOR A REVI EW OF THE BUD- GET FOR THE E}PENDITURE OF FUNDS FOR FISCAL YEAR 1090.2000. THE P1eUC HEAR. ING IS SCHEDULED FOR TUES- DAY, NOVEMBER 17, 1926 AT 7C0 P.M. IN THE COUNTY BOARD OF SUPERVISORS ROOM AT THE ROANOKE COUNTY ADMINISTRATION BUILDING. COMPLETE COPIES OF THE SIX -YEAR PLAN AND 1998-2000 BUDGET ARE AVAILABLE FOR INSPECTION AT THE OFFICE OF THE DIRECTOR OF COMMUNITY DEVELOPMENT AND AT VDOT SALEM REST. DENCY OFFICE, Oman under rnyhand thia Octo- ber 20, 1008. Mary H. Alen, CHIC, Clerk to the Bcad Roanoke County Board of Supervisors (100DSO.SI From: "Mary Hicks" < ADM01/MEH > To: adm01 /ech, adm01 /mha Date sent: Fri, 23 Oct 1998 08:02:59 +0000 Subject: EOP Copies to: pfr01/wch, pfr01/tcf, pfr01/reb Deputy Chief Howlett has discussed EOP deadline with REB and TCF. They agree that we have until the end of 1998 to submit the adopted Plan to Richmond. With your approval, it has been agreed to pull the EOP from the 10-27 agenda and put it on for 11-17. That will allow reasonable time for making any corrections that may be needed, even if the Supers have suggested changes at their Nov. meeting. Mary Allen 1 Fri, 23 Oct 1998 11:20:45 From: "Steve McGraw" < SHF01/SMCGRAW > To: adm01 /ech Date sent: Fri, 23 Oct 1998 12:22:30 + 0000 Subject: Grant Award Report Copies to: adm01/mha Elmer: Thanks for your offer yesterday to bring me before the BOS next Tuesday to receive their congratulations on receiving yet another grant for our office through the Library of Virginia. I appreciate your interest, but Mary Allen and I had already agreed to hold this item until the board's November meeting since I have not yet received my "official" letter nor prepared a board report for same. However, we'll "do it up right" in November, and I'll see you then if not before. Thanks again! Steve McGraw Mary Allen 1 Fri, 23 Oct 1998 13:59:57 1 To: shf01/smcgraw Subject: Grant Application Date sent: Mon, 19 Oct 1998 09:36:19 Steve, Elmer gave me a copy of your memo to him concerning your grant application. You are correct, you need to prepare a Board report requesting acceptance of the grant funds. I believe you have done these before. Do you want me to place the report on the Oct. 27 agenda or Nov. 17 agenda? If the request is on the Oct. 27 agenda, I'll need the report by Wednesday afternoon. Congrats on your grant and let me know which meeting you want the report placed on. 414 qya aC c,e,e-raLA. a.c.-)c..tft tl_o• "). tA-4. Q-A:44a4.40, 66 e.)L, co /14.-t- t.&. --et-c-L‘.) .14t_cA-_. a--0-40 4...•_? OLL4L•r-A.- /91-4- Mary Allen 1 Mon, 19 Oct 1998 09:36:19 ROANp,1, 201 -� llrnxxttg cif aano ttE STEVEN A. MCGRAW, SR. CLERK OF CIRCUIT COURT MEMORANDUM To: Elmer C. Hodge, Jr. From: Steven A. McGraw, S Date: October 16, 1998 Re: Approval of Grant Application I am proud to announce that the Roanoke County Circuit Court Clerk's office once again has been awarded a grant by the Virginia Circuit Court Records Preservation program via the Library of Virginia in the amount of $13,940 for the purpose of purchasing a microfilm reader with separately connected printer for use in viewing and making copies from microfilm of older land tax books. These are the same books for which we received a similar grant last spring in order to convert them from paper format to microfilm. In fact, this is the third time our office has been awarded a grant through the VCCRP program, the second one (as mentioned above) having occurred six months ago when we received approximately $13,375 for reformatting from paper to microfilm 95 land books containing more than 53,500 pages, and the first one having occurred four -and -one-half years ago when we received approximately $5,000 to install smoke detectors in our record room, panic buttons at all employee work locations and upon our safe, and a video security system to monitor our front counter/cash register area. I have included a copy of our original grant request application form and justification information. An important part of the justification includes an explanation as to what the locality has done in the past to help preserve records and to describe what plans are being considered for future protection of county and court documents. As you can see, in this regard I proudly reported a very positive relationship between the Roanoke County Board of Supervisors and the Roanoke County Circuit Court Clerk's office. In the past I believe that I have been asked to submit a formal board report in order to allow the RCBOS to receive these funds. Please let me know if this is required. Thank you. cc: Board Reading File Judge Roy B. Willett Judge Diane McQ. Strickland P.O. BOX 1 126 • 305 E. MAIN STREET • SALEM, VIRGINIA 24153-1 126 • (540) 387-6205 Recycled Paper Cr.oun#g .attrtcrke STEVEN A. MCGRAW, SR. CLERK OF CIRCUIT COURT August 17, 1998 Mr. Glenn T. Smith, Grants Administrator Virginia Circuit Court Records Preservation Program The Library of Virginia 800 East Broad Street Richmond, Virginia 23219 Re: Grant Application to Purchase Microfilm Reader/Printer Dear Mr. Smith: Thank you for this opportunity to submit the enclosed grant application for obtaining a microfilm reader/printer for use in the Roanoke County Circuit Court Clerk's office. We appreciate the availability of this program and were able to benefit from other aspects of it when we received grants for security/preservation reformatting of our land tax books earlier this year and to install smoke and fire detection and security devices in our record room and offices approximately four years ago. In this grant cycle we are requesting funds to allow for the purchase of a micromilm reader/printer which will be used in our record room for viewing both 16 and 35 millimeter film. A more complete description is included in this grant request. Any correspondence should be directed to me or to Deputy Clerk John Krista, our microfilm technician and project director, as follows: Steven A. McGraw, Sr., Clerk Roanoke County Circuit Court P. 0. Box 1126 Salem, VA 24153-1126 Our office telephone number is (540) 387-6205, and our fax number is (540) 387-6145. Please do not hesitate to contact us if any additional information is required of this office. Thank you. a Steven A. McGraw, Sr., Clerk Roanoke County Circuit Court cc: Deputy Clerk John P. Krista P.O. BOX 1 126 • 305 E. MAIN STREET • SALEM, VIRGINIA 24153-1 126 • (540) 387-6205 Recycled Paper 1. Description of Project The requested grant funds will be used for: A. The item of expenditure will be for the purchase of a microfilm reader/printer, under state contract number 57503-80 specifically; a Minolta MicroSP3000 Digital 35/16MM R/P. We understand that our locality will be responsible for covering the cost of the carrier upgrade. B. The records series affected will be to afford our office patrons with the ability to better view an ever-increasing number of recorded survey plats as well as our older land tax books which are in the process of being microfilmed onto 35MM roll film (through a grant received earlier this year as mentioned above) for the years 1901 through 1971. In addition, the State Library is currently duplicating twelve (12) rolls of 35MM film for the land tax book years 1838 through 1900. C. The benefits to the general public and/or the clerk's office would be to remove these books from general use in order to preserve them in their original condition while allowing the public to view the subsequent microfilmed version of these records. Thus, accessibility to these documents would be greatly improved while the original documents would not be subjected to further deterioration through continued use and exposure. As an additional benefit, a large section of our record room previously dedicated to storing these books has now been opened up for more conventional use and the viewing of other important documents. 2. Estimated Project Cost Based upon state contract #57503-80, the estimated project cost should be $13,940.00. We understand that the cost of purchasing a carrier upgrade, estimated at $1,500.00, will be the responsibility of our locality. 3. Previous actions to protect records in clerk's office I have been Clerk of the Roanoke County Circuit Court since January 1, 1992. During my six+ years as Clerk, a number of measures to improve the preservation and management of records in our office have occurred. As mentioned in my cover letter, our office received a grant four years ago from the LVA to install fire and smoke detectors in our record room and to install a security camera in our front counter area as well as "panic buttons" thoughout the office. Prior to receiving this grant, none of these improvements were available. In addition, three years ago I was able to convince the Roanoke County Board of Supervisors that the air handling system for our office was insufficient to remove the majority of the moisture from the air. At considerable expense to the county, a greatly improved air conditioning system was installed to correct this problem, and humidity levels have been greatly reduced to meet LVA standards. Roanoke County has also funded an additional staff position (bringing the total number of county -funded positions in our office to three), a new telephone system, a new security lock system, a new copier, (partially funded) two new microfilm reader/printers for viewing and making copies from microfilm on spools, a new microfilm reader/printer for viewing and copying survey plats filmed on aperture cards, two fax machines, an additional telephone for public use in our record room and new carpeting and tile throughout the clerks office. In addition, the board of supervisors has approved the expenditure of $34,500 for the installation of a rolling file system to further consolidate the storage of closed files in our record room. The installation of this system will occur once structural concerns have been remedied. Most recently, as mentioned earlier, our office was awarded a grant in the amount of $13,375.00 for the security/preservation reformatting of old land tax books which further necessitates the need for an additional reader/printer as is being requested. As you can see, I have an excellent working relationship with Roanoke County, and the board of supervisors has been very generous to our office. Most recently, the board of supervisors authorized a complete study of all courthouse/jail/sheriff's office complex space and security needs, and this report has now been completed. The board has met with those of us who occupy the courthouse complex to better understand our needs, and it instructed us to submit our requests through the budget process, which we have done. The result has been that as of this writing, the board has authorized the expenditure of $75,000.00 to initiate the various renovations and repairs. This takes us to item #4 below. 4. Future actions by clerk's office to protect records Our office is literally out of space and in need of expansion, primarily for storage of publicly accessible documents. As explained above, Roanoke County is now actively looking into what measures may be necessary to resolve both our long-term and short- term file storage requirements. Ultimately, expansion of our offices and record room will become necessary, and I am convinced that the board of supervisors will remedy this situation for us. In the near future I intend to convert our recorded documents from a microfilm format to computer images. To this end, our office has been accumulating approximately $65,000 annually through the technology fee trust fund, and I would anticipate accomplishing this conversion within the next two to three years. 4 5. Estimated length of grant project According to our conversations with the vendors and the Library of Virginia staff, this project is estimated to be able to be completed upon receipt of the grant and purchase of the additional reader/printer. CERTIFICATION PAGE Statement regarding expenditure of funds: I agree that funds granted under the Virginia Circuit Court Records Preservation Program will be spent only in accordance with the plan of work and budget statement presented in this application and agreed to in the grant agreement, and that any changes in the submitted plan of work and/or budget will be submitted in writing for approval in advance. Statement regarding archival and records management policies and procedures: I agree to comply with all policies and procedures governed by the Code of Virginia, and the decisions of the Circuit Court Records Preservation Grants Review Board and the Library of Virginia concerning the management, preservation, reproduction, and storage of public records, as well as those pertaining to the official recording of such records in government offices, whether on paper, microfilm, or any other medium. Statement regarding project status and financial expenditure reports: I agree to submit program status and financial expenditure reports as specified in the grant agree- ment. I also agree to account for all grant funds, to maintain separate financial and pro- grammatic records on this project, and to retain such source documentation as canceled checks, paid bills, payroll, or other accounting documentation, in conjunction with the fiscal office of this locality, that would facilitate an audit. Signature of Circuit Court Clerk Steven A. McGraw, Sr. Typed or Printed Name of Circuit Court Clerk Roanoke County Circuit Court Locality August 17, 1998 Date (CCRPP v. 6/98) To: "Steve McGraw" < SHF01/SMCGRAW > Subject: Re: Grant Application Date sent: Wed, 21 Oct 1998 07:48:08 Steve - No problem. I'll place this email in my Nov. 17 agenda packet for Nov. 17. > Mary: Thanks for your patience! Earlier this week I was hoping to > receive from the Library of Virginia the formal letter of approval of > our grant award. Last week we got a call from Glenn Smith at the LVA > telling us that it was on the way, but it did not come in today. So, > since I've got to go to a Supreme Court regional training meeting in > Staunton tomorrow, let's just hold that item on the BOS agenda until > the November meeting. That will give me plenty of time to get the > letter, prepare the board report, and get it back out to you well in > advance of the next board meeting instead of trying to rush through > it tomorrow evening. Thanks again! > > Steve McGraw > Mary Allen 1 Wed, 21 Oct 1998 07:48:09 From: "John Chambliss" < ADM01/JMC > To: "Debbie Pitts" < GUP01 /DHP > Date sent: Thu, 29 Oct 1998 10:22:30 +0000 Subject: Re: (Fwd) (Fwd) Parks and Recreation Department Wins Two S Copies to: adm01/mwr, adm01/mha, gup01/tsh, adm01/jmc Debbie, CONGRATULATIONS ! ! Please express my pride and appreciation to your staff who have once again demonstrated leadership and their ability in working with others to accomplish this recognition. I hope that you and Pete will work with Mary Allen to get this recognition on the November 17 agenda of the Board of Supervisors for their recognition as well. John Chambliss > From: "Debbie Pitts" < GUP01 /DHP > > To: adm01 /jmc > Date: Thu, 29 Oct 1998 09:33:43 +0000 > Subject: (Fwd) (Fwd) Parks and Recreation Department Wins Two State Awa > Forwarded Message Follows > From: "Debbie Pitts" < GUP01 /DHP > > To: crg0 l /hmc, gup01 /arb, brm01 /ber, crg0l /bberry, gup01 /wos, gup01 / > gup01 /hrg, gup01 /crh, gup01 /dhp, brm01 /dsc, gup01 /def, gup01 /ema, > gup01 /jb, crg0l /kds, brm01 /mws, brm01 /pen, gup01 /tsh, brm01 /ply, g > gup01 /ssp, brm01 /tdf, brm01 /bad, brm01 /jlj, brm01 /mfd, brm01 /crb, > brm01 /meb, gup01 /mecourt, gup01 /ljo, gup01 /cdw, gup01 /kcl, gup01 / > Date: Thu, 29 Oct 1998 09:31:38 +0000 > Subject: (Fwd) Parks and Recreation Department Wins Two State Awards > Forwarded Message Follows > From: Self < GUP01 /DHP > > To: Mary Allen for the County Signal > Subject: Parks and Recreation Department Wins Two State Awards > Cc: pete haislip, Billy Thorne Mary Allen 1 Thu, 29 Oct 1998 10:30:02 From: "Brenda Holton" < ADM01/BJH > To: adm01 /mha Date sent: Fri, 30 Oct 1998 09:17:17 +0000 Subject: Debbie Pitts Debbie called about getting on agenda for Nov 17. Presentation of awards they won at state. She wants to have staff there to be recognized too. Said that she gave you information but not date to do it. She will do Board report. Told her agenda staff had been moved but would have to check the time. She also asked about showing a three minute video. Told her that if meeting not full, might do but could not tell her not. She will make copies for each Board member. Brenda Holton CMC Deputy Clerk 772-2005 Mary Allen 1 Fri, 30 Oct 1998 09:25:24 > Date: Thu, 29 Oct 1998 09:29:53 > The Parks and Recreation Department received two state awards at > the Annual Conference of the Virginia Recreation and Parks Society > in Hampton, Va. on October 26, 1998. The training video, "The Adult > Role in Youth Sports", produced by RVTV on behalf of the City and > County Parks and Rec Departments, won BEST NEW PROGRAM in the over > 100,000 population group. Both departments received plaques in this > joint award. > The Roanoke County Parks and Recreation Department Fall, 1997 Catalog > of Programs won BEST BASIC PROMOTIONAL PIECE in the under > 75,000-100,000 population category. > The department has received 5 state awards in the last four years for > excellence in Parks and Recreation programs, facilities, and > services. We are very proud of our accomplishments and are already > gearing up for next year's awards program. We do not want to break > our winning streak! > From the desk of: > Debbie Pitts > Public Service Center > 387-6090 > From the desk of: > Debbie Pitts > Public Service Center > 387-6090 Mary Allen 2 Thu, 29 Oct 1998 10:30:02 From: "Brenda Holton" < ADM01/BJH > To: adm01/mha Date sent: Wed, 28 Oct 1998 11:53:35 + 0000 Subject: Commission for Senior etc JMC just reminded me that Webb Johnson was on this committee and since he has died, we will need to ask for someone else to be appointed. Reminder for agenda file. Brenda Holton CMC Deputy Clerk 772-2005 Mary Allen 1 Wed, 28 Oct 1998 11:54:02 (Locality) RESOLUTION ENDORISING VIRGIMA 'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY'S APPLICATION FOR VIRGINIA INDUSTRIAL SITE DEVELOPMENT FUNDS Whereas, the Virginia Industrial Site Development Fund was passed by the 1998 General Assembly; and Whereas, the objectives of the Fund are: to assist in the development of publicly owned, marketable regional industrial sites; to strengthen the capacities of distressed communities to stimulate and promote economic development activity; to encourage the development of regional cooperation and marketing concepts for economic development purpose; and to increase Virginia's total industrial site inventory; and Whereas, the Department of Housing and Community Development has prepared program guidelines for the Virginia Industrial Site Development Fund; and Whereas, the General Assembly has provided $3 million in State financial assistance to distressed communities to assist with the development of regional industrial sites; and Whereas, the legislation gives "preference to regional sites (two or more localities), sites purchased or placed under option and engineering study contracted for or completed;" and Whereas, the 1997 Virginia General Assembly adopted the Virginia Regional Industrial Facilities Act; and Whereas, the Act provided localities in the New River Valley and the Fifth Planning Districts a legislative mechanism to enhance the economic base of this region by allowing local governments to jointly develop, own and operate one or more industrial facilities on a cooperative basis; and Whereas the Act provided that participating localities could share the revenue generated from a cooperative regional industrial facility; and Whereas, Virginia 's First Regional Industrial Facility Authority formed in 1998 in response to the Virginia Regional Industrial Facilities Act; and Whereas, the counties of Bland, Craig, Giles, Montgomery, Pulaski, Roanoke, and Wythe, the cities of Radford, Roanoke, and Salem, and the towns of Pulaski, Dublin, Narrows, Pearisburg, and Christiansburg are the members of Virginia's First Regional Industrial Facility Authority; now, Therefore be it resolved, that the (locality of ) does hereby support the Authority's application for $1.375 million from Virginia Industrial Site Development Funds for construction of the New River Valley Commerce Park ; and N DAVID W. RUNDGREN EXECUTIVE DIRECTOR NEW RIVER VALLEY PLANNING DISTRICT COMMISSION 1612 Wadsworth Street P.O. Box 3726 Radford, Virginia 24143 Phone: (540) 639-9313 Fax: (540) 831-6093 E-Mail: nrvpdc@swva.net Counties of: Floyd Giles Montgomery Pulaski 0 Towns of: Blacksburg Christiansburg Pulaski 0 City of: Radford To: Local government adminstrators of localities participating in Virginia's First Regional Industrial Facility Authority From: Dave Rundgren Date: October 26, 1998 Subject: Application for Virginia Industrial Site Development Funds At the Authority's September meeting, it was decided to apply for an Industrial Site Development Fund grant to support the development of the New River Valley Commerce Park. As part of the application package, we must include a resolution of support from each member jurisdiction, as well as a signed application cover page from each jurisdiction. Enclosed is a draft resolution supporting the Authority's application and a copy of the application cover page for your signature. Please note that passage of the resolution and signing the cover page does not commit a locality to providing funds towards this important project; it simply authorizes the Authority to apply for the $1.375 million grant, from the Virginia Industrial Site Development Fund. Each locality will have an opportunity to decide on it's participation in the Commerce Park at a later date. Applications must be sumbitted by November 16, 1998; therefore, we need each locality's signed resolution and cover page returned to our office no later than Thursday, November 12, 1998. Please send the documents to: Mary Hall, NRVPDC, P.O. Box 3726, Radford, VA 24143. If you have any questions about this application, please feel free to call me or Mary at (540) 639-9313. Thank you in advance for your timely assistance in this important application. cc: Members Virginia's First Regional Industrial Facility Authority Be it further resolved that the remaining $7,464,089 construction costs will come from: $500,000 ARC (application submitted), $4,139,089 participating localities; $450,000 VDOT, and $1 million EDA; and Be it further resolved that is the chief administrative officer for the (locality of ) and is authorized to sign and submit all appropriate information necessary for Virginia's FirstRegionalIndustrial Facility Authority to apply for VISDF funds. Signature Adopted Date /Y4 Yl7 DRAFT - 11/6/98 - 4:00 P.M. ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA NOVEMBER 17, 19' 49 -'7 -r ' _- Welcome to the Roanoke County Board of Su meetings are held on the second Tuesday an( A O u SG p.m. Public hearings are held at 7:00 p.m on r�, ��� month. Deviations from this schedule will be al C-40 Individuals with disabilities who require assist, in order to participate in or attend Board of Su programs and activities sponsored by Roanoke Clerk to the Board at (540) 772-2005. We requ 48-hours notice so that proper arrangements m; AT 1:00 P.M., THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. AT 2:00 P.M. THERE WILL BE AN AUDIT COMMITTEE MEETING. A. OPENING CEREMONIES (3:00 P.M.) 1. RoII Call 2. Invocation: 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS i C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Recognition of the Parks and Recreation Department for winning two state awards at the Annual Conference of the Virginia Recreation and Parks Society. (Pete Haislip, Parks and Recreation Director) 'gM. 2. Proclamation declaring the week of November 15 - 21, is oLb,'l, 1998 as American Education Week in Roanoke County D. BRIEFINGS 1. Briefing on Closeout of Dixie Caverns Landfill. (George Simpson, Assistant Director of Community Development) E. NEW BUSINESS /v 1. Request for approval of a regional fire and EMS training s center. (Richard Burch, Fire and Rescue Chief) 2. Request to adopt the Roanoke County Emergency Operations Plan. (Richard Burch, Fire and Rescue Chief) 3. Request for appropriation for repairs to the Roanoke County courthouse. (John Chambliss, Assistant County Administrator) 4. Request for funding to proceed with demolition of abandoned structure at 6993 Franklin Road (220 South) located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) F. REQUEST FOR PUBLIC HEARING AND FIRST READING OF REZONING ORDINANCE - CONSENT AGENDA 1. Ordinance to rezone 11.93 acres from AG-3 to AR and , obtain a Special Use Permit to allow a 9-hole golf course, located on the 2600 block of Rutrough Road, Vinton Magisterial District, upon the petition of Randall Wayne Brown. G. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing the release and reconveyance of sanitary sewer easements to Helen Cox Richards. (Gary Robertson, Utility Director) 2. First reading of ordinance amending Ordinance 42793-7 Cc=1-- • adopting a fee schedule for Police Department services do its), ?":›Ai / , related to background investigations for concealed pQ.14-,,.o„c. ;S 6,„/ • weapons permits and conservators of the peac J/ r rpt 3. First reading of ordinance authorizing the acquisition of a 0.7 acre parcel of land from Eloise P. Clements and Charles Clements for the Roanoke County Public Library. (Spencer Watts, Library) H. 4. Ordinance authorizing the acquisition of a permanent drainage easement from David D. and Carol B. Graybeal for the Wakefield Avenue Road and Drainage Improvement Project in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) 5. Ordinance authorizing quitclaim and release of a water and sanitary sewer easement within boundaries of Scotford Court and located between Lot 47, Block 3, Section 13 and Lot 56, Block 1, Section 13 of Westchester of Canterbury Park, located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) APPOINTMENTS 1. Blue Ridge Community Services Board 2. Building Code Board of Adjustment and Appeals 3. Grievance Panel 4. League of Older Americans - Advisory Council 5. Library Board 6 New Century Venture Center Board of Directors 7 Planning Commission 8. Roanoke Valley Resource Authority 9. Task Force for Senior and Physically Challenged Citizens 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, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes for October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 3. Resolution of Support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. 4 moreel /yew tau s . 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the right-of-way. 7 Donation of a 20' sanitary sewer easement located generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. 8. Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. 9. Acceptance of $13,940 grant from the Library of Virginia to purchase microfilm reader and printer. (Steven A. J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Report on a potential short-term rental tax 5 6. Report of'penditures and commitments for public private partn rships from The Economic Development Capital Fund. N. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Review of Fiscal Year 1997-98 year end operations. (Diane Hyatt, Finance Director) 2. 1997-98 Year end and 1998-99 first quarter review of revenues and expenditures. (Brent Robertson, Budget Manager) O. EXECUTIVE SESSION pursuant to Code of Virginia Section 2.1- 344 A (7) consultation with legal counsel and briefings by staff members, contract negotiations concerning utility bill from City of Roanoke; Section 2.1-344 A (3) Discussion or consideration of the condition, acquisition or use of real property for public purpose, EVENING SESSION (7:00 P.M.) P. CERTIFICATION RESOLUTION Q. NEW BUSINESS 1. Report on operations from year ended June 30, 1998 and request for final appropriation of funds. (Diane Hyatt, Finance Director) R. PUBLIC HEARING AND ADOPTION OF RESOLUTIONS of r 5a /c4.fio i) a--nh V6 v3Ag 1. Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Year 1999- 2005 and the allocation of funds for Fiscal Year 1999-2000. (Arnold Covey, Community Development Director) 2. Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. (Arnold Covey, Community Development Director) 6 3. Adoption of a new Watch for Children Policy. (Arnold Covey, Community Development Director) D 7,' Adoption' of a revised Rural Addition Policy. (Arnold Covey, Community Development Director) S. PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to rezone approximately 0.75 acre from R-1 to C-1 to allow an accounting office in an existing house, located at 3716 Colonial Avenue, Cave Spring Magisterial District, upon the petition of Mark Harrell. (Terry Harrington, County Planner) T. CITIZEN COMMENTS AND COMMUNICATIONS U. REPORTS AND INQUIRIES OF BOARD MEMBERS V. ADJOURNMENT DRAFT - 11/6/98 - 11:00 A.M. ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA NOVEMBER 17, 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. 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. AT 1:00 P.M., THERE WILL BE A MOCK BOARD MEETING AS PART OF ROANOKE COUNTY'S STUDENT GOVERNMENT DAY ACTIVITIES. COUNTY HIGH SCHOOL STUDENTS WILL REPLACE BOARD MEMBERS AND DEPARTMENT HEADS. AT 2:00 P.M. THERE WILL BE AN AUDIT COMMITTEE MEETING. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS i t• C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Recognition of the Parks and Recreation Department for winning two state awards at the Annual Conference of the Virginia Recreation and Parks Society. D. BRIEFINGS E. NEW BUSINESS 1. Acceptance of $13,940 grant from the Library of Virginia to purchase microfilm reader and printer. (Steven A. McGraw, Clerk of Circuit Court) 2. Request for approval of a regional fire and EMS training center. (Richard Burch, Fire and Rescue Chief) 3. Request for appropriation for repairs to the Roanoke County courthouse. (John Chambliss, Assistant County Administrator) 4. Request to adopt the Roanoke County Emergency Operations Plan. (Richard Burch, Fire and Rescue Chief) 5) Request for appropriation of $500 to assist Botetourt County in their litigation with Coca-Cola Bottling Company. (????) Request to establish full time grant funded position for three positions funded by the Virginia Juvenile Community Crime Control Act. (Michael Lazzuri, Court Services Director) 7. Request for funding to proceed with demolition of abandoned structure at 6993 Franklin Road (220 South) located in the Cave Spring Magisterial District. (Arnold 2 Covey, Community Development Director) F. REQUEST FOR PUBLIC HEARING AND FIRST READING OF REZONING ORDINANCE - CONSENT AGENDA 1. Ordinance to rezone 11.93 acres from AG-3 to Ar and obtain a Special Use Permit to allow a 9-hole golf course, located on the 2600 block of Rutrough Road, Vinton Magisterial District, upon the petition of Randall Wayne Brown. G. FIRST READING OF ORDINANCES 1. First reading of ordinance authorizing the release and reconveyance of sanitary sewer easements to Helen Cox Richards. (Gary Robertson, Utility Director) 2. First reading of ordinance amending Ordinance 42793-7 adopting a fee schedule for Police Department services related to background investigations for concealed weapons permits and conservators of the peace. (???) H. APPOINTMENTS 1. Blue Ridge Community Services Board 2. Building Code Board of Adjustment and Appeals 3. Grievance Panel 4. League of Older Americans - Advisory Council 5. Library Board 6. Planning Commission 7. Roanoke Valley Resource Authority 3 8. Task Force for Senior and Physically Challenged Citizens 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, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes for October 13, 1998 and October 27, 1998. 2. Confirmation of Committee Appointment to the Blue Ridge Alliance for Organ and Tissue Donation. 3. Resolution of Support for Virginia's First Regional Industrial Facility Authority's application for Virginia Industrial Site Development Funds for the New River Valley Commerce Park. 4. Request from Police Department to donate damaged uniform jackets to charitable organizations. 5. Acceptance of Hampshire Drive and portions of Scotford Court, located in the Cave Spring Magisterial District, into the Virginia Department of Transportation Secondary System. 6. a. Acceptance of donation from North Lakes Civic League to be used towards purchase of North Lakes Community Identification Sign. b. Resolution requesting approval from the Virginia Department of Transportation to replace the North Lakes Community Sign in the right-of-way. 7. Donation of a 20' sanitary sewer easement located 4 generally along the southeast property line of parcel owned by G. J. Hopkins, Inc. from Preferred Leasing Company, Inc. J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Report on a potential short-term rental tax N. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. 1997-98 Year end and 1998-99 first quarter review of revenues and expenditures. (Brent Robertson, Budget Manager) O. EXECUTIVE SESSION pursuant to Code of Virginia Section 2.1- 344 A (7) consultation with legal counsel and briefings by staff members, contract negotiations concerning utility bill from City of Roanoke; (3) Discussion or consideration of the condition, acquisition or use of real property for public purpose, EVENING SESSION (7:00 P.M.) P. CERTIFICATION RESOLUTION Q. NEW BUSINESS 5 1. Request for appropriation as a result of operations from year ended June 30, 1998. (Diane Hyatt, Finance Director) R. PUBLIC HEARINGS 1. Public hearing and adoption of the Secondary Road System Six -Year Construction Plan for Fiscal Year 1999- 2005 and the allocation of funds for Fiscal Year 1999-2000. (Arnold Covey, Community Development Director) 2. Consideration of Projects for 1999-2000 VDOT Revenue Sharing Program. (Arnold Covey, Community Development Director) 3. Adoption of a new Watch for Children and Rural Addition Policy. (Arnold Covey, Community Development Director) R. PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of ordinance to rezone approximately 0.75 acre from R-1 to C-1 to allow an accounting office in an existing house, located at 3716 Colonial Avenue, Cave Spring Magisterial District, upon the petition of Mark Harrell. (Terry Harrington, County Planner) S. CITIZEN COMMENTS AND COMMUNICATIONS T. REPORTS AND INQUIRIES OF BOARD MEMBERS U. ADJOURNMENT 6