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HomeMy WebLinkAbout11/9/1999 - Regular` ~ AOAN ,~~ ~ ., '-" A p. r ~._2 v 1= a i 38 C~.aixx~#~ .a~ ~..a~tx~~~e ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA NOVEMBER 9, 1999 ~~~~~ 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 Thursdays at 7 P.M. and Saturdays at 4 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. (PLEASE NOTE: There will be an Audit Committee meeting at 2:00 p.m. prior to the regular Board of Supervisors Meeting.) A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call ROLL CALL AT 3:01 P.M. BLJ ABSENT 2. Invocation: The Honorable Harry C. Nickens, Vice Chair Roanoke County Board of Supervisors 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS 1 ® Recyded Paper JPM ADDED CLOSED SESSION PURSUANT TO SECTION 2.1-344 A FOR (11 PERSONNEL MATTER HCN ADDED CLOSED SESSION FOR (71 PROBABLE LITIGATION, RISING STAR SPORTS CAMP C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Proclamation declaring the week of November 14 - 20, 1999 as American Education Week. ACCEPTED BY DR. GORDON, LORRAINE LANGE HOM MOTION TO APPROVE PROCLAMATION URC WITH BLJ ABSENT D. BRIEFINGS NONE E. NEW BUSINESS HCN ADVISED THAT NEW BUSINESS ITEMS MIGHT BE ADDED AFTER WORK SESSION F. FIRST READINGS OF ORDINANCES 1. First reading of ordinance authorizing quitclaim and release of Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road). (Paul Mahoney, County Attorney) HOM MOTION TO APPROVE 1ST READING 2ND READING -11/23/99 URC WITH BLJ ABSENT 2. First reading of ordinance authorizing dedication of 0.061 acre of land for public right-of-way on Daugherty Road (VA Sec. Route 643) for road improvements at its intersection with U. S. Route 11/460. (Arnold Covey, Director of Community Development) 2 FFH MOTION TO APPROVE 1ST READING 2ND READING -11/23/99 URC WITH BLJ ABSENT G. SECOND READING OF ORDINANCES 1. Second reading of ordinance authorizing and approving the residential lease of the log cabin and approximately one acre of real estate located at the Roanoke County Center for Research and Technology, Catawba Magisterial District. (Melinda Cox, Economic Development Specialist) 0-110999-1 FFH MOTION TO ADOPT ORD URC WITH BLJ ABSENT 2. Second Reading of ordinance Authorizing the Construction of and Financing for a Local Public Works Improvement Project - Clearbrook Lane Waterline Extension Project. (Gary Robertson, Utility Director) 0-110999-2 HOM MOTION TO ADOPT ORD WITH OPTION 1 URC WITH BLJ ABSENT H. PUBLIC HEARINGS NONE I. APPOINTMENTS 1. Blue Ridge Community Services Board of Directors 2. Disability Services Board HCN NOMINATED JOHN CHAMBLISS FOR ANOTHER THREE YEAR TERM EXPIRING 12/31/2002 3. Highway and Transportation Safety Commission 3 4. League of Older Americans -Advisory Council 5. Library Board JPM ASKED CLERK TO FIND OUT IF MARY CARSWELL WANTS TO SERVE ANOTHER TERM. AND HOM ASKED CLERK TO DETERMINE IF JOSIE EYER IS ELIGIBLE TO SERVE ANOTHER TERM 6. Roanoke County Planning Commission 7. Roanoke Valley Resource Authority JPM NOMINATED ELAINE CARVER FOR FOUR YEAR TERM WHICH WILL EXPIRE 12/31/2003 J. 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-110999-3 HOM MOTION TO ADOPT RESO URC WITH BLJ ABSENT 1. Request from Schools to accept and appropriate $4,320 for the Paraeducator Supervision Academy. A-110999-3.a K. REQUESTS FOR WORK SESSIONS NONE L. REQUESTS FOR PUBLIC HEARINGS NONE 4 M. CITIZENS' COMMENTS AND COMMUNICATIONS NONE N. REPORTS HOM MOTION TO RECEIVE AND FILE - UW WITH BLJ ABSENT 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1999 6. Status Report on County Projects O. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Minnix: (1) Thanked Cave Spring District voters for support in election. (21 Advised that he received memo from AMG concerning trash collection for Veterans Day Holiday and asked that this information be placed on governmental access TV channel. Also requested that information about leaf collection be made public. Supervisor McNamara: (1) Advised that he received same memo and read dates for TV audience. Supervisor Harrison: ~1 j Recognized Supervisor-Elect Joe "Butch" Church who was present and wished him best of luck and called upon staff to brief him on issues. Supervisor Nickens: (1) Advised that he, JPM, ECH, PMM, and Mr. Church attended the Virginia Association of Counties Conference 11/7-9/99 and had constructive dialogue about statewide and regional issues. He welcome Mr. Church to the Board. 5 P. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Work Session on Review of Financial Information. WORK SESSION: 3:30 P.M. UNTIL 5:30 P.M. a. Results of operations for the County for the year ended June 30, 1999 and capital needs for 1999-2000. (Elmer Hodge, County Administrator, and Diane Hyatt, Finance Director) PRESENTED BY ECH AND DDH b. Rollover requests from County Departments. (Brent Robertson, Budget Manager) -BOARD ASKED FOR CLARIFICATION FOR (11 SHERIFF $37,151 REPLACEMENT OF CURRENT WEAPONS AND (2) POLICE $3,495 MATCHING FUNDS FOR BUR. OF JUSTICE ASSIST. GRANT -JPM SUGGESTED TAKING $34,940 FROM BD CONTINGENCY FUND TO PAVE PARKING AREA OF GARST MILL PAR c. Results of operations for the Schools for year ended June 30, 1999. (Diane Hyatt, Jerry Hardy) -4:25 P.M. SCHOOL BOARD CALLED TO ORDER -ALL PRESENT WITH DR. GORDON AND DR. HARDY -BOS CONSENSUS TO CHANGE ALLOCATION TO SOUTH COUNTY HIGH SCHOOL FROM $550,000 TO $800.000 AND ELIMINATE OTHER CAPITAL EQUIPMENT REQUEST FOR $250,000. -DISCUSSION CONCERNING THE $551,313 SAVINGS ON THREE COMPLETED SCHOOL PROJECTS, AND HCN AND JPM SUGGESTED THAT SURPLUS FROM OTHER PROJECTS REMAIN IN PHASE I CAPITAL FUND. -AGREED THAT COMMITTEE OF HCN, JPM, MARION ROARK AND TOM LEGGETTE WILL MEET ASAP ON GLENVAR MIDDLE SCHOOL -HCN ADVISED THAT BOARD WILL HAVE RETREAT IN JAN OR FEB AND ASKED SCHOOL BOARD MEMBERS TO ATTEND. DATE OF 1/22/2000 SUGGESTED. 6 d. Review of first quarter revenues for 1999-2000. (Brent Robertson) PRESENTED BY WBR RECESS DECLARED AT 5:30 P.M. 2. Work Session to discuss proposed Cluster Housing Amendments to the Zoning Ordinance. (Terry Harrington, County Planner) WORK SESSION: 5:37 UNTIL 7:25 P.M. POWER POINT PRESENTATION BY TERRY HARRINGTON WITH THREE SPECIFIC EXAMPLES; FOUR REPRESENTATIVES FROM HOMEBUILDERS PRESENT BOARD CONSENSUS THAT STAFF WILL CONTINUE TO WORK WITH HOMEBUILDERS ON THEIR CONCERNS ABOUT ORDINANCE; AND HAVE ANOTHER WORK SESSION EITHER 11/23/99 OR 12/7/99 BOARD RETURNED TO OPEN SESSION AT 7:30 P.M. B. NEW BUSINESS 1. Request for appropriation as a result of operations for the year ended June 30, 1999. (Diane Hyatt, Finance Director) A-110999-5 JPM MOVED STAFF RECOMMENDATION TO APPROPRIATE FUNDS URC WITH BLJ ABSENT 2. Request for appropriation as a result of School operations for year ended June 30, 1999. (Diane Hyatt, Finance Director) A-110999-6 HCN MOTION THAT (1) YEAR END BALANCE OF $1,951,696 BE APPROPRIATED AS REQUESTED AND APPROVED AT WORK SESSION; AND ~) THAT $475,000 OF THE $551,313 REMAINING FUNDS FROM THREE COMPLETED PROJECTS BE EAR-MARKED FOR OTHER SCHOOL PHASE I CAPITAL PROJECTS URC WITH BLJ ABSENT R. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344 A (1) personnel matter, and Section 2.1-344 (7) probable litigation, Rising Star Sports Camp HCN MOTION TO GO INTO CLOSED SESSION AT 3:30 P.M. URC WITH BLJ ABSENT CLOSED SESSION 7:45 P.M. UNTIL 7:58 P.M. S. CERTIFICATION RESOLUTION R-110999-4 HCN MOTION TO ADOPT RESO URC WITH BLJ ABSENT T. ADJOURNMENT HCN MOTION TO ADJOURN THE MEETING AT 8:00 P.M. UW WITH BLJ ABSENT s O~ POAN ,~.~ ~' ~,~ ~ c> 1 38 ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA NOVEMBER 9, 1999 ~~~~~ 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 Thursdays at 7 P.M. and Saturdays at 4 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. (PLEASE NOTE: There will be an Audit Committee meeting at 2:DO p.m. prior to the regular Board of Supervisors Meeting.) A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: The Honorable Harry C. Nickens, Vice Chair Roanoke County Board of Supervisors 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Proclamation declaring the week of November 14 - 20, 1999 as 1 ® Recycled Paper Y~ American Education Week. D. BRIEFINGS E. NEW BUSINESS (New Business Items maybe added after the Work Sessions) F. FIRST READINGS OF ORDINANCES 1. First reading of ordinance authorizing quitclaim and release of Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road). (Paul Mahoney, County Attorney) 2. First reading of ordinance authorizing dedication of 0.061 acre of land for public right-of-way on Daugherty Road (VA Sec. Route 643) for road improvements at its intersection with U. S. Route 11/460. (Arnold Covey, Director of Community Development) G. SECOND READING OF ORDINANCES 1. Second reading of ordinance authorizing and approving the residential lease of the log cabin and approximately one acre of real estate located at the Roanoke County Center for Research and Technology, Catawba Magisterial District. (Melinda Cox, Economic Development Specialist) 2. Second Reading of ordinance Authorizing the Construction of and Financing for a Local Public Works Improvement Project - Clearbrook Lane Waterline Extension Project. (Gary Robertson, Utility Director) H. PUBLIC HEARINGS I. APPOINTMENTS 1. Blue Ridge Community Services Board of Directors 2 2. Disability Services Board 3. Highway and Transportation Safety Commission 4. League of Older Americans -Advisory Council 5. Library Board 6. Roanoke County Planning Commission 7. Roanoke Valley Resource Authority J. 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. Request from Schools to accept and appropriate $4,320 for the Paraeducator Supervision Academy. K. REQUESTS FOR WORK SESSIONS L. REQUESTS FOR PUBLIC HEARINGS M. CITIZENS' COMMENTS AND COMMUNICATIONS N. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 3 5. Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1999 6. Status Report on County Projects O. REPORTS AND INQUIRIES OF BOARD MEMBERS P. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Work Session on Review of Financial Information. a. Results of operations for the County for the year ended June 30, 1999 and capital needs for 1999-2000. (Elmer Hodge, County Administrator, and Diane Hyatt, Finance Director) b. Rollover requests from County Departments. (Brent Robertson, Budget Manager) c. Results of operations for the Schools for year ended June 30, 1999. (Diane Hyatt, Jerry Hardy) d. Review of first quarter revenues for 1999-2000. (Brent Robertson) 2. Work Session to discuss proposed Cluster Housing Amendments to the Zoning Ordinance. (Terry Harrington, County Planner) Q. NEW BUSINESS R. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344 A (7) S. CERTIFICATION RESOLUTION T. ADJOURNMENT 4 y 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 9. 1999 SUBJECT: Proclamation declaring the week of November 14 - 20, 1999 as American Education Week COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: American Education Week was designated in 1912 by the National Education Association as "an education week...observed in all communities annually for the purpose of informing the public of the accomplishments and needs of the public schools and to secure the cooperation and support of the public in meeting these needs." It is always observed the week prior to Thanksgiving and is scheduled for November 14 - 20, 1999. Dr. Gordon, School Superintendent, Lorraine Lange, Associate Director of Instruction, and Ann Deeds, President of the Roanoke County Education Association, will be present to accept the proclamation. Elmer C. odge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Harrison _ _ _ Denied () Johnson Received () McNamara- _ _ Referred () Minnix _ _ _ To () Nickens _ _ _ 1 r r ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 9, 1999, PROCLAMATION DECLARING NOVEMBER 14 - 20,1999 AS AMERICAN EDUCATION WEEK IN ROANOKE COUNTY WHEREAS, public schools are the backbone of our democracy, providing young people with the tools they need to maintain our nation's precious values of freedom, civility, and equality; and WHEREAS, by equipping young Americans with both practical skills and broader intellectual abilities, schools give them hope for, and access to, a productive future; and WHEREAS, education employees, be they custodians or teachers, bus drivers or librarians, work tirelessly to serve our children and communities with care and professionalism; and WHEREAS, Roanoke County Public Schools have a long and honorable history of providing an outstanding education at all levels, from elementary through high school; and WHEREAS, schools are community linchpins, bringing together adults and children, educators and volunteers, business leaders and elected officials in a common enterprise. NOW, THEREFORE, WE, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim November 14 - 20, 1999, as the 78thannual observance of AMERICAN EDUCATION WEEK, in recognition of the Roanoke County School Board, the Public School System, its staff and employees, and commends them on their dedication to learning, teaching and caring for our children, the future of Roanoke County. ACTION N0. ITEM N0. fi P AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999 AGENDA ITEM: Ordinance authorizing quitclaim and release of Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road) COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the first reading of the proposed ordinance to authorize quitclaim and release of Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road). BACKGROUND: In 1956, Alexander B. Harris and wife conveyed 0.17 acres to the Board of Supervisors for a new roadway and in 1958, Maude D. Martin and wife conveyed .30 acres to the Board of Supervisors also for a new roadway. The combined parcels of Harris land and Martin land created a thirty foot roadway which is now identified as Virginia Route 933, Singing Hills Road. A question has been raised as to whether or not the paved portion of the roadway known as Singing Hills Road is located with the thirty foot right-of-way conveyed by the original deeds from Harris and Martin. A recent survey indicates that the existing paved roadway is within the 30 foot roadway known as Singing Hills Road (Route 933). The Board of Supervisors has been requested by Larry M. Harris, Grace H. Long, and Neal B. Long, property owners along the north side of Singing Hills Road, to confirm by quitclaim deed that the County does not claim or own any portion of the property north of the existing boundary line of Virginia Route 933 as shown of a map dated June 7, 1999, prepared by Douglas R. Meredith, Jr. (copy attached) so that these parties will have access to Virginia Route 933. FISCAL IMPACTS: None. U:\WPDOCS\AGENDA\REALEST\SINGINGH.RPT 1 ~~ ~- ALTERNATIVES: 1. Adopt the proposed ordinance authorizing the County Administrator to execute the necessary documents for quitclaim and release of Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road) as shown on the plat dated June 7, 1999, prepared by Douglas R. Meredith, Jr. 2. Decline to adopt the proposed ordinance. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors adopt the proposed ordinance as provided in Alternative 1. Paul M. Mahoney County Attorney Action Approved ( ) Denied ( ) Received ( ) Referred to Motion by Harrison Johnson McNamara Minnix Nickens Vote No Yes Abs U:\WPDOCS\AGENDA\REALEST\SINGINGH.RPT 2 Respectfully submitted, ~i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 9, 1999 ORDINANCE AUTHORIZING QUITCLAIM AND RELEASE OF ROANOKE COUNTY'S INTEREST IN REAL ESTATE ALONG THE NORTH SIDE OF ROUTE 933 (SINGING HILLS ROAD) WHEREAS, the County of Roanoke has been requested to quitclaim and release any right, title, interest and claim to certain property lying on the north side of Virginia Route 933 (Singing Hills Road) in order to clear up a title problem for certain property owners along Singing Hills Road; and WHEREAS, it will serve the interests of the public to have this matter resolved and the quitclaim and release will not interfere with other public services and is acceptable to the Roanoke County Department of Community Development. 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 9, 1999; and a second reading was held on November 23, 1999. 2. That pursuant to the provisions of Section 16.01 of the Roanoke County Charter, the subject real estate, i.e. property lying on the north side of Virginia Route 933 (Singing Hills Road) as shown on a map (copy attached) dated June 7, 1999, prepared by Douglas R. Meredith, Jr. is hereby declared to be surplus and the nature of the interest in real estate renders it unavailable for other public uses; and 3. That quitclaim and release of this real estate shown on the aforesaid plat is hereby authorized; and F- f 4. That the County Administrator is hereby authorized to execute such documents and take such further actions as may be necessary to accomplish this conveyance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption. U:\W PDOCS\AGENDA\REALEST\SINGINGH.ORD ~, ~~ _~~ Z O N a ~ o o u .o = a - ri M I f r a o I I 00 x _ m I 1 a '^ 1 ~ - o I m = I I W m x I 1 0 o a ~ I 1 -~~_ i I _.~~ I -_~ I I 0 4 I = I I I J I I O m N 1 J h , a a I I } W ~ K = d ~ I I W I m a a+ m I C = ~ p I I a = I I _ W m • x I I 3 a ° a a n I I . 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N=~ ~N-'~ CLLy ~~ul pY r~~'~~` ~p1o~O 7e~~Y ~_ t-~¢ a O1 0 a W eLL~0~ ~I h h ~, N ~ ='SQx '2 F-!-F-C W q ~ = b ~~ r W =¢ o .~ S~ Z ok ~ ~ m l d' V Y~ tl N m O 7 f- r H m gOw aF-o W Q f-¢~w9 QwoW OOZ H Y W ; } E NO IF=I ACTION NUMBER ITEM NUMBER F"oZ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999 AGENDA ITEM: FIRST READING OF AN ORDINANCE AUTHORIZING DEDICATION OF 0.061 ACRE OF LAND FOR PUBLIC RIGHT-OF-WAY ON DAUGHERTY ROAD (VA. SEC. RTE. 643) FOR ROAD IMPROVEMENTS AT ITS INTERSECTION WITH U.S. ROUTE 11 /460. COUNTY ADMINISTRATOR'S COMMENTS: G~ ~ This is for the purpose of improving the road intersection of West Main Street and Daugherty Road. Construction plans have been submitted and approved by the Virginia Department of Transportation and the County of Roanoke. A Performance Agreement between the County of Roanoke and R & L Carriers has been prepared to allow for the physical improvements of the intersection due to the steady increase in traffic of both roadways. No County funding is required. The Department of Community Development recommends that the Board of Supervisors approve an Ordinance to authorize the dedication of said property for the purpose of road improvements. 1 i . ~ ~e. .SUBMITTED BY: ~~ 1 .~ y Arnold Covey, \birector Department of Communit ,Development Approved Denied Received Referred To ACTION ()Motion by: () (1 (1 APPROVED BY: ~ V Elmer C. Hodge County Administrator VOTE No Yes Abs Harrison Johnson McNamara Minnix Nickens c: Vickie Huffman, Assistant County Attorney 2 I t f OHW ND OVERHEAD WIRE ~F~~~~-ql, R/W = RIGHT OF WAY A,9 ~~' = UTILITY POLE ~~ ~'9~L/,Q GENERAL NOTES: 1. THIS PLAT WAS PREPARED WITHOUT BENEFIT OF A TITLE REPORT AND IS SUBJECT THERETO. THEREFORE, THERE MAY EXIST ENCUMBRANCES WHICH AFFECT THE PROPERTY NOT SHOWN HEREON. 2. THE SUBJECT PROPERTY IS WITHIN THE LIMfTS OF ZONE "X" AS SHOWN ON THE FEMA FLOOD INSURANCE RATE MAP. THIS DETERMINATION IS BASED ON SAID MAP AND HAS NOT BEEN VERIFIED BY ACTUAL FIELD ELEVATIONS. CURVE 'A" 4= 102 06'20" R= 15.00' L= 26.73' N66 03'07"W CH. 23.33' O~ n 1 S62'S3'43 "W ~ 22.60 _ _ - ~~ ~~ N J ~~ Q 0 O N X w 3 ,vK'- o ~ ~ ~~ ~ EX~` O NEw LoT "2B1 " CENTERLINE OF 24' CROSS accESS EasEMENr PROPERTY OF RICHFIELD RETIREMENT \ COMMUNITY ~~ ~'~ TAX ,~ 55.09-01-20.2 '~ '~~, ~ ~~~~, D.B. 1529, PG. 1299 ^~~ ~'^ PROPERTY OF ~ ~ \`~~~ BOARD OF SUPERVISORS ~~, ~ \~~~, ROANOKE COUNTY, VA. ~. ;~ TAX # 55.13-01-02.2 '`~. D. B. 36, PGS. 547, 548 LIBRARY CURVE 'B" ~_- 102 06 20" R= 25.00' L= 44.55' S66 03'07'E' CH. 38.89' ~`... OC D 0.061 AC. ROAD DEDICA 710N 2, 654 Sc~UARE FEET BOUNDED BY CORNERS 1 THRU 6 TO 1 /NCL USl VE --oH1~~ 140.69' ~ `~ S145 _ 3.992 AC. NEW LOT "A" 0.061 AC. ROAD DEDICA TION 3.931 AC. NEW LOT "A-1 " PLAT FROM RECORDS FOR CDUN TY OF ROANOKE SHOWING 2,654 SQUARE FOOT PARCEL BEING DEDICATED FOR WIDENING OF DAUGHERTY ROAD -VA. SEC. RTE. #643 AND CREA TING NEW LOT "A-1 " (3.931 AC.) NEW LOT "A" SHOWN ON RESUBDIVISION FOR COUNTY OF ROANOKE, P.B. 19, PG. 86 SITUATE ON U. S. ROUTE 11/460 &DAUGHERTY ROAD CATAWBA MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA TAX # ~O.7.3-U1-UL.L N.B. DRAWNZ LD CALC. JMS CHK'D JTP n~ nccn. I Rfl ~'~UGHER 313 VA. SEC. R ~r-ROAD 0p' ~ R/6y VAR/ES 643 -~_~ 4 59 S7 "bV ~~_ ROP, RAW ; 3~ i 32 E 158.11 ' ~ ~~ (24.65 ~C PROP. R/W ~l~ RFEK TPP&S ENGINEERS SURVEYORS PLANNERS T. P. PARKER & SON 818 Boulevard Poat Otfioe Hoa 39 Salem, Virginia 24153 TH OF ~'I~ f~ ~~ HN vT. PARKER ~ No. 1076 ~ 2Y~149q SCALE: 1 "= 60" DATE: SEPT. 29 ~ ggg p- 49632 ~u n . 99-0276 V ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 9, 1999 ORDINANCE AUTHORIZING DEDICATION OF 0.061 ACRE OF LAND FOR PUBLIC RIGHT-OF-WAY ON DAUGHERTY ROAD (VA. SEC. RTE. 643) FOR ROAD IlVIPROVEMENTS AT ITS INTERSECTION WITH U.S. ROUTE 11/460 WI-AREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of a parcel of land located at the intersection of Daugherty Road (Va. Sec. Rte. 643) and U. S. Route 11/460, said property having been acquired by deed dated June 16, 1906, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Deed Book 36, page 548, and being identified on the Roanoke County Land Records as Tax Map No. 55.13-1-2.2; and, WHEREAS, plans have been submitted for the improvement of the intersection to address increasing traffic in this area and to provide for the health, safety and welfare of the citizens of Roanoke County; and, WHEREAS, said plans require the dedication by the County of 0.061 acre of land along Daugherty Road for road improvements; and, WHEREAS, it is in the interest of the public to dedicate the necessary land for such improvements. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 18.04 of the Roanoke County Charter, the acquisition and disposition of real estate can be authorized only by ordinance. A first reading of this ordinance was held on November 9, 1999; and a second reading was held on November 23, 1999. F=~ 2. That the County Administrator, or an Assistant County Administrator, is hereby authorized to dedicate, by deed or by plat, 0.061 acre of land for road right-of--way in connection with improvements at the intersection of Daugherty Road and U. S. Route 11/460, as shown on Exhibit A attached hereto. 3. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such other documents and take such other actions as may be necessary to accomplish the purposes stated herein, 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:V1TfORNEY~VLHWGENDAUtOADS~DAUGHERT. RD ..,. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELDATTHE ROANOKE COUNTYADMINISTRATIONCENTER, TUESDAY, NOVEMBER 9, 1999 ORDINANCE 110999-1 AUTHORIZING AND APPROVING THE RESIDENTIAL LEASE OF THE LOG CABIN AND APPROXIMATELY ONE ACRE OF REAL ESTATE LYING GENERALLY IN THE SOUTHEAST CORNER OF THE ROANOKE COUNTY CENTER FOR RESEARCH AND TECHNOLOGY PROPERTY (TAX MAP #54.00-1-2) IN THE CATAWBA MAGISTERIAL DISTRICT OWNED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of a tract of land, containing 457.60 acres, being located in the Catawba Magisterial District and designated on the Roanoke County Land Records as Tax Map No. 54.00-1-2, which is being developed for economic development purposes as the Roanoke County Center for Research and Technology; and, WHEREAS, by Ordinance # 031098-7, the Board of Supervisors authorized the continued rental of the three residences on the property until such time as construction would begin and require termination; and, WHEREAS, the leases for 5365 Glenmary Drive and 5393 Glenmary Drive were terminated by the County, effective November 1, 1999, to permit commencement of construction; and, WHEREAS, the lease for the log cabin at 4958 Glenvar Heights Boulevard was terminated by the tenant effective July 31, 1999; and, WHEREAS, the log cabin is outside the scope of the first phase of development and thus does not require any change in the current use of the log cabin for rental purposes; and, WHEREAS, it would serve the public interest for the County to have this residence occupied and maintained, and to receive fair market value rental payments, until such time as this property may be needed for economic development purposes; and, WHEREAS, on December 2, 1997, the Board authorized creation of a self balancing account entitled Glenn Mary Capital Account for acceptance of rent payments and expenditure of the funds on maintenance of the property; and, WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including leases, shall be accomplished by ordinance; the first reading of this ordinance was held on October 26, 1999; and the second reading was held on November 9, 1999. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That termination of the lease dated March 25, 1998, for the residence at 4958 Glenvar Heights Boulevard, to Matthew and Danielle Stanley, is hereby approved as of July 31, 1999. 2. That lease of the residence (log cabin) and approximately 1 acre of land, having the address of 4958 Glenvar Heights Boulevard, to Lynne Connell, on a month to month basis for a monthly rental of $550.00 to be paid into the Glenn Mary Capital Account, is hereby authorized and approved. 3. Thatthe County Administrator or an Assistant County Administrator is hereby authorized to execute a lease agreement on behalf of the Board of Supervisors of the County of Roanoke and to execute such other documents and take such further actions as 2 are necessary to accomplish this transaction, all of which shall be upon form and subject to the conditions approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption. On motion of Supervisor Harrison to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson A COPY TESTE: Brenda J. Holto , CMC Deputy Clerk to the Board of Supervisors cc: File Melinda J. Cox, Economic Development Specialist Diane D. Hyatt, Director, Finance John W. Birckhead, Director, Real Estate Assessment Paul M. Mahoney, County Attorney 3 ACTION NO. ITEM NO. ~ ~ I 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: November 9, 1999 AGENDA ITEM: Second reading of the ordinance authorizing and approving one (1) residential lease located at 4958 Glenvar Heights Boulevard in the Center for Research & Technology owned by the Board of Supervisors of Roanoke County. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: The original lease with Matthew and Danielle Stanley for the log cabin property was terminated on July 31, 1999. Based on potential for future use, the staff has recommended that the log cabin be kept in good repair until a future use compatible with the technology park is identified. The continuance of the residential lease was determined to be the best plan to maintain the building and prevent decline. A classified ad was placed in The Roanoke Times. Respondents were mailed applications, a County staff selection committee was formed, reference checks were made on each applicant, and a finalist was chosen and contacted by property manager, John Willey. The County will enter into a written contract with the finalist if approval is granted by the Board of Supervisors. The contract will include provisions on rental fees, payment dates, cancellation clauses, repair and maintenance of property, and maintenance of County-owned appliances. On December 2, 1997, the Board of Supervisors approved a request to create a self balancing account entitled Maintenance and Repair under the umbrella of the Center for Research & Technology budget for residential structures and farm fields. This account was funded by the rental income. The account will remain in place and a maintenance schedule for the cabin will be developed. 1 -l SUMMARY OF INFORMATION: The dwelling at 4958 Glenvar Heights Boulevard is outside the scope of the Phase I, Stage I development for the Center for Research & Technology. Until a compatible, technological use is identified for the property, a residential lease was determined by staff to be the best method of maintaining and upgrading the property. FISCAL IMPACT: The County will receive a total of $550.00 in rental income per month ($6,600 annually) to be restricted for property management expenditures incurred during the normal maintenance and repair. A damage deposit of $500 will be required and be returned to the tenant upon termination of the lease if a property inspection meets the County's approval. ALTERNATIVES: 1. Adopt the second reading of the ordinance approving one (1) residential month-to-month lease with Lynne Connell at 4958 Glenvar Heights Boulevard to be effective December 15, 1999. 2. Take no property management action at this time. STAFF RECOMMENDATION: Staff recommends alternative No. 1. Approved: Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by: Johnson Denied () Harrison _ _ _ Received () McNamara- Referred () Minnix _ _ To () Nickens _ _ 2 Economic Development Specialist G-i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, NOVEMBER 9, 1999 ORDINANCE AUTHORIZING AND APPROVING THE RESIDENTIAL LEASE OF THE LOG CABIN AND APPROXIMATELY ONE ACRE OF REAL ESTATE LYING GENERALLY IN THE SOUTHEAST CORNER OF THE ROANOKE COUNTY CENTER FOR RESEARCH AND TECHNOLOGY PROPERTY (TAX MAP #54.00-1-2) IN THE CATAWBA MAGISTERIAL DISTRICT OWNED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of a tract of land, containing 457.60 acres, being located in the Catawba Magisterial District and designated on the Roanoke County Land Records as Tax Map No. 54.00-1-2, which is being developed for economic development purposes as the Roanoke County Center for Research and Technology; and, WHEREAS, by Ordinance # 031098-7, the Board of Supervisors authorized the continued rental of the three residences on the property until such time as construction would begin and require termination; and, WHEREAS, the leases for 5365 Glenmary Drive and 5393 Glenmary Drive were terminated by the County, effective November 1, 1999, to permit commencement of construction; and, WHEREAS, the lease for the log cabin at 4958 Glenvar Heights Boulevard was terminated by the tenant effective July 31, 1999; and, WHEREAS, the log cabin is outside the scope of the first phase of development and thus does not require any change in the current use of the log cabin for rental purposes; and, WHEREAS, it would serve the public interest for the County to have this residence occupied and maintained, and to receive fair market value rental payments, until such time as this property may be needed for economic development purposes; and, `"' WHEREAS, on December 2, 1997, the Board authorized creation of a self balancing account entitled Glenn Mary Capital Account for acceptance of rent payments and expenditure of the funds on maintenance of the property; and, WHEREAS, Section 18.04 of the Roanoke County Charter directs that the acquisition or conveyance of an interest in real estate, including leases, shall be accomplished by ordinance; the first reading of this ordinance was held on October 26, 1999; and the second reading was held on November 9, 1999. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That ten~nination of the lease dated March 25, 1998, for the residence at 4958 Glenvar Heights Boulevard, to Matthew and Danielle Stanley, is hereby approved as of July 31, 1999. 2. That lease of the residence (log cabin) and approximately 1 acre of land, having the address of 4958 Glenvar Heights Boulevard, to Lynne Connell, on a month to month basis for a monthly rental of $550.00 to be paid into the Glenn Mary Capital Account, is hereby authorized and approved. 3. That the County Administrator or an Assistant County Administrator is hereby authorized to execute a lease agreement on behalf of the Board of Supervisors of the County of Roanoke and to execute such other documents and take such further actions as are necessary to accomplish this transaction, all of which shall be upon form and subject to the conditions approved by the County Attorney. 4. That this ordinance shall be effective on and from the date of its adoption. G:WTTORNEI'~VLH~ECONDEV~RCCR'IICABIN.ORD 2 k ~` ..., ~~ _.+ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 8, 1999 ORDINANCE 110999-2 AUTHORIZING THE CREATION OF AND FINANCING FORA LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, CLEARBROOK LANE WATER LINE EXTENSION PROJECT WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public water system to the Clearbrook Lane community; and WHEREAS, the extension of the public water system and the creation of a special utility (water) service area will alleviate a critical public health and safety problem; and WHEREAS, funding is available through the State of Virginia, Drinking Water State Revolving Fund Program; and WHEREAS, several of the residents have requested that the County allow them to pay their portion of the costs of connection to the public water system over twenty years at an interest rate of 4%, which are the terms of the loan from the Commonwealth of Virginia; and WHEREAS, the first reading of this Ordinance was held on October 26, 1999, and the second reading was held November 9, 1999; and BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1 1. That the County Administrator be, and hereby is, authorized and directed to take such actions and execute such documents as may be necessary to secure a loan from the Commonwealth of Virginia, Drinking Water Revolving Fund Program in the amount of $207,000 at an interest rate of 4% and for a term of twenty years; and 2. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, public water extension for the Clearbrook Lane community. The total construction cost of this public water project is estimated to be $207,000, to be initially financed as follows: Citizen Participation (10 at $5,155 each) $51,550 Loan from Water Fund $155,450 TOTAL $207,000 That there is hereby appropriated for this project the sum of $207,000 from the Water Fund; it being the Board's intention to reimburse itself from the proceeds of the Commonwealth of Virginia, Drinking Water State Revolving Fund Program for certain expenditures made and/or to be made in connection with extension of the public water system and the creation of the special utility service area. Any citizen participation under paragraph 3. will be advanced as a loan from the Water Fund. 2. That the "Project Service Area" is shown and designated on the attached plat entitled "Clearbrook Lane Water Extension Project -Map A" prepared by the Roanoke County Utility Department, dated October 26, 1999, and identified as Exhibit 1. The Clearbrook Lane Water Extension Project Area is created for a period of ten (10) years. Any owner of real estate within this service area may participate in and benefit from the public water extension to this service area by paying at a minimum the sum of $6,500 2 ($5,155 toward construction costs plus [$30 x length of road frontage in excess of 250 feet], plus $1,345 toward the off-site facility fee) said costs to be paid in full and in advance of connection to the public water extension. 3. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before February 9, 2000, of their portion of the cost of extending the public water system to their properties in accordance with the following terms and conditions: (a) The total amount per property owner/residential connection may be financed for 20 years at an interest rate of 4% per annum. (b) Property owners agree to execute a promissory note or such other instrument as the County may require to secure this installment debt. (c) Property owners further agree to execute such lien document or instrument as may be required by the County; said lien document or instrument to be recorded in the Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or document shall secure the repayment of the promissory note by the property owners to the County and shall be a lien against the property of the owners. Property owners also agree to pay the County any Clerk's fees or recordation costs which may be required to record any lien instrument or documents in the Office of the Clerk of the Circuit Court. (d) Property owners who wish to participate after the February 9, 2000 deadline (other than new property owners) shall pay a minimum of $6,186 ($5,155 construction costs plus 20% plus $30 x length of road frontage in excess of 250 feet) plus the off-site facility fee in effect at that time. 3 4. That the payment by citizens in the project service area who elect to participate shall be made to the Water Fund. Any off-site facility fee collected on this project shall be returned to the Water Fund. 5. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. 6. That this Ordinance shall take effect upon receipt of funding from the Commonwealth of Virginia, Drinking Water State Revolving Fund Program, and compliance with the provisions of the Public Finance Act (Chapter 26, Title 15.2 of the 1950 Code of Virginia, as amended) with respect to the creation of this revenue bond debt by the County. 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 A COPY TESTE: Brenda J. Holto , CMC Deputy Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Terry Harrington, County Planner John W. Birckhead, Director, Real Estate Assessment Paul M. Mahoney, County Attorney 4 n 37. - ~ 10. d o ~ r 1S 81. /n r ' ~.1~1 +C u 1.1q s u~ r lu I. r 1 , ~ r r s i. A 1q 80. r 30. r 10.1 (L911/ 1/Ny lh.. l~k i11Y M l~ lYi ! ffi r 8Y. 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' ,.E~ . ~ •.CD r ~ wr ~ MAP "A" Option 1 Service Area INTERESTED IN PUBLIC WATER SCALE: NOT TO SCALE DATE: OCTOBER 26, 1999 CLEARBROOK LANE WATER EXTENSION PROJECT CAVE SPRfNG MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA ROANOKE COUNTY UTILITY DEPARTMENT SHEET 1 of 1 ACTION # ITEM NUMBER G~c~, AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: October 26, 1999 SUBJECT: Second Reading of Ordinance Authorizing the Construction of and Financing for a Local Public Works Improvement Project -Clearbrook Lane Water Line Extension Project COUNTY ADMINISTRATOR'S COMMENTS: r BACKGROUND: In 1996, staff applied to the State of Virginia for a low interest loan through its Virginia Water Supply Revolving Fund (VWSRF) to assist in construction of this project. The project met the requirements for the loan, but the project ranking was below the cutoff for available funds. In December 1998, staff was notified that funding for this project is now available. The loan from the V WSRF program has an interest rate of 4% and can be financed for 20 years. This financing would be passed on to participating property owners. Staff has received communications from 4 property owners on Clearbrook Lane that they have experienced problems with their private wells this summer. A temporary water line has been installed to provide water to serve one property. On September 17, 1999, letters were mailed to 51 property owners located along Clearbrook Lane and Stable Road. These letters were transmitted to determine the level of interest among property owners for extension of water service to Clearbrook Lane and Stable Road. In addition the letters explained loan options and requested signed commitments by October 1, 1999. SUMMARY OF INFORMATION: Responses were received from 20 property owners with 10 respondents expressing an interest in County water service. All 10 positive respondents indicated an interest in financing the water connection fee at an interest rate of 4 percent. Should the project be approved, it is suggested that a special water service area be established for a period often years that includes a fee structure for recovering construction costs of the water line as properties are connected. To establish connection fees for the special water service area, it is proposed that connection fees be based on the following formula: Connection Fee = $5,155 + [$30 x length of road frontage in excess of 250'] + $1,345 The special connection fee for properties that participate initially will be a minimum of $6,500 based on the preceding formula. Properties that choose to participate at a later date would incur a construction cost of $6,186 ($5,155 x 120%) plus the off-site facility fee in effect at the time of connection (presently $2,690). ~~ ALTE VES: Option 1: Consists of installation of 2,200 feet of 8-inch water line with appurtenances at an estimated construction cost of $187,000. This option could serve 21 properties, including 10 willing participants, located at each end of Clearbrook Lane where. it intersects U. S. Route 220 as shown on attached~Map "A". The water line extensions associated with this option would create 2 dead-end lines on Clearbrook Lane and would not provide a complete loop. Option 2: Consists of installation of 4,100 feet of 8-inch water line with appurtenances at an estimated construction cost of $289,000. This option could serve 40 properties located along the entire length of Clearbrook Lane as shown on attached Map "B". This option would include one additional connection for a total of 11 willing participants. The water line extension associated with this option would provide a complete loop with no dead-end lines. Option 3: Take no action at this time. FISCAL IMPACT: If Option 1 is approved the estimated project cost would be $207,000. This represents a construction cost of $187,000 and $20,000 for engineering, construction administration and inspection. If Option 2 is approved the estimated project cost would be $324,000. This represents a construction cost of $289,000 and $35,000 for engineering, construction administration and inspection. Funding for the project would be provided by a loan from the Drinking Water State Revolving Fund Program. Based on the response received, property owners along Clearbrook Lane would contribute approximately $67,100 toward repayment of the loan. The funds for either Option 1 or Option 2 would be provided from the VWSRF loan. STAFF RECOMMENDATION: Because Option 1 meets the 50 percent participation criteria for Public Works Participation Projects and Option 2 provides only 27 percent participation, staff recommends that the water line extensions associated with Option 1 be approved. It is further recommended that the attached ordinance be adopted after the second reading on November 9, 1999. It is also recommended that the County Administrator be allowed to execute a loan agreement with the state up to the full amount of the project cost. SUBMI~'TED ;~ . ~' Gary Rob on, P.E. Utility Di ector ACTION Approved ()Motion by: Denied ( ) Received ( ) Referred to APPROVED: Elmer C. Hodge County Administrator Harrison Johnson McNamara Minnix Nickens VOTE No Yes Abstain ~~ ~~ . /` 10. 17. 1 to we. w ~ r ~~ ~ ~"i' yg r w 18. ~j/ is rpr ~ 8C. ~ ` nm r ut r.~l sr ~. w w 10. w 10.1 ry Y'. ti V w ftt k r ~ 9& w BY. w 1Y,8 ~ ~ sat w. . ~ OYerdroak dM I~1 w ~" ~ ~ ~d Y M • w ~• 1.17 k iM YQ.~ wC A~ 80. w ~ { w ~• 1 tm Aa r ,m ~, 1m 4 ~. ,w S1. w 94. ~ ~Y1 ~O.t ~ r s _ ~ is4 41. fm~. 10. • w /7a ~ w ~a ~ 7 .49. d' iie~ w ~ 7m.w w . ~ r ~'~• N 7. w f.A K W 1.8 ~ 8. ,~ ~m r ~ ~' w g 1' ~ & ~p 6. ~m r B0. ~ r tm we. ~ ~ p ` 27. ~m r. w11 ~ 17.i ~ ~ 1- • 7mr ~~ 18.1 1Ji M 1.1 w lY. ~ ~ 89. w g ~D w ~ 1M Ii- ,~~y~ ~ u hpp Y6. w v we . w y_ w r ~ o tm ~- w w ~6. w 1 Y MOy +~ Mi a 1 M w {t 11. '~• w w 18. Im r O r 16. +a ~. i0. \ w a ~` w 1.71 Aa ~.7{7K M. Option 2 INTERESTED IN PUBLIC WATER SCALE: NOT TO DATE: OCTOBER ~P "B „ Service Area SCALE 26, 1999 CLEARBROOK LANE WATER EXTENSION PROJECT CAVE SPRING MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA ROANOKE COUNTY UTILITY D~ E-PARTMENT I SHEET 1 of 1 I, O r lr r !d „+ r \ tr r ~ ral0' 17. r ""' r 11 0. ~ 171 r ~ 1 asr y~ ,rr 11 ~ 111 is O r 0. e u ~ r >e< u ~ lr r 1. r w r~ r ~ r a u r S ~ lr r r ~ ~ r ~y,~yyr r r lr r ~ ~ Mll 1 a. r il. ~ r r 1r r r ~ u !L ` r trr r~9. iQr 11. ~, 1e ~~ r in r. r O ~~ 16 lr r >b. ua r r r f71 r r fi r /~ I ~ lr rr L 61. lr r is r _ 0. is r !a ` 7 erl ~ "r is. ~ I r 1S a. 17, lwr r~.~e~ee ~C ~ u 1.1rp aar y r ,u r r 1 r w ~ r 10. r 10.1 aIAIMrIJ eeL lr r ill 6 r ~ ,y r ~ r 10.! ~ i1f, MM r ~ ~. r ~ ieu_ ~ }! } l r _ V Y ,a . r 96.. l.n r r Q ` a a - to r r ed s0. r ~ lrr wr ~ tar ~ i.n al. r 'L. ~ .~1 to r • ~ S1m r ~ r _ ~ la r ~ tr r 10. ffi, , lar r • ~. ~ r• S '~ sAea r ar r r Ii ~ r \\ u O r s r r ~{S w r 7. lr r lJ• r r . ~. 1! 16. ~ ^rr r L11 r ^ Z 7j~ ~ ~ a. ~ 1. eL MAP "C " Option 3 Service Area INTERESTED IN PUBLIC WATER SCALE: NOT TO SCALE DATE: OCTOBER 26, 1999 CLEARBROOK LANE WATER EXTENSION PROJECT CAVE SPRING MAGISTERIAL DISTRICT ROANOKE COUNTY, VIRGINIA ROANOKE COUNTY UTILITY DEPARTMENT AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 9, 1999 ORDINANCE AUTHORIZING THE CREATION OF AND FINANCING FOR A LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, CLEARBROOK LANE WATER LINE EXTENSION PRO]ECT WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public water system to the Clearbrook Lane community; and WHEREAS, the extension of the public water system and the creation of a special utility (water) service area will alleviate a critical public health and safety problem; and WHEREAS, funding is available through the State of Virginia, Drinking Water State Revolving Fund Program; and WHEREAS, several of the residents have requested that the County allow them to pay their portion of the costs of connection to the public water system over twenty years at an interest rate of 4%, which are the terms of the loan from the Commonwealth of Virginia; and WHEREAS, the first reading of this Ordinance was held on October 26, 1999, and the second reading was held November 9, 1999; and BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the County Administrator be, and hereby is, authorized and directed to take such actions and execute such documents as may be necessary to secure a loan from the Commonwealth of Virginia, Drinking Water Revolving Fund Program in the amount of $207,000 at an interest rate of 4% and for a term of twenty years; and U: ~WPDOCS~AGENDA~UTILITY~CLEARBRO.WAT 1 {~~~ ~~~ 2. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, public water extension for the Clearbrook Lane community. The total construction cost of this public water project is estimated to be $207,000, to be initially financed as follows: Citizen Participation (10 at $5,155 each) $51,550 Loan from Water Fund $155,450 TOTAL $207,000 That there is hereby appropriated for this project the sum of $207,000 from the Water Fund; it being the Board's intention to reimburse itself from the proceeds of the Commonwealth of Virginia, Drinking Water State Revolving Fund Program for certain expenditures made and/or to be made in connection with extension of the public water system and the creation of the special utility service area. Any citizen participation under paragraph 3. will be advanced as a loan from the Water Fund. 2. That the "Project Service Area" is shown and designated on the attached plat entitled "Clearbrook Lane Water Extension Project -Map A" prepared by the Roanoke County Utility Department, dated October 26, 1999, and identified as Exhibit 1. The Clearbrook Lane Water Extension Project Area is created for a period of ten (10) years. Any owner of real estate within this service area may participate in and benefit from the public water extension to this service area by paying at a minimum the sum of $6,500 ($5,155 toward construction costs plus [$30 x length of road frontage in excess of 250 feet], plus $1,345 toward the ofF site facility fee) said costs to be paid in full and in advance of connection to the public water extension. 3. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before February 9, 2000, of their portion of the U: ~WPDOCS~AGENDA~UTILITY~CLEARBRO.WAT 2 ~' cost of extending the public water system to their properties in accordance with the following terms and conditions: (a) The total amount per property owner/residential connection may be financed for 20 years at an interest rate of 4% per annum. (b) Property owners agree to execute a promissory note or such other instrument as the County may require to secure this installment debt. (c) Property owners further agree to execute such lien document or instrument as may be required by the County; said lien document or instrument to be recorded in the Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or document shall secure the repayment of the promissory note by the property owners to the County and shall be a lien against the property of the owners. Property owners also agree to pay the County any Clerk's fees or recordation costs which may be required to record any lien instrument or documents in the Office of the Clerk of the Circuit Court. (d) Property owners who wish to participate after the February 9, 2000 deadline (other than new properly owners) shall pay a minimum of $6,186 ($5,155 construction costs plus 20% plus $30 x length of road frontage in excess of 250 feet) plus the off-site facility fee in effect at that time. 4. That the payment by citizens in the project service area who elect to participate shall be made to the Water Fund. Any off-site facility fee collected on this project shall be returned to the Water Fund. 5. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. U:\WPDOCS\AGENDA\UTILITY\CLEARBRO.WAT 3 ~~.~~°' 6. That this Ordinance shall take effect upon receipt of funding from the Commonwealth of Virginia, Drinking Water State Revolving Fund Program, and compliance with the provisions of the Public Finance Act (Chapter 26, Title 15.2 of the 1950 Code of Virginia, as amended) with respect to the creation of this revenue bond debt by the County. U:\WPDOCS\AGENDA\UTILITY\CLEARBRO.WAT 4 t . ~ 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 9. 1999 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BLUE RIDGE COMMUNITY SERVICES BOARD OF DIRECTORS The unexpired at-large term of Rita Gliniecki is vacant. Her term expires December 31, 2000. Ms. Gliniecki has resigned her at-large position to accept appointment as Roanoke County's representative, filling the unexpired term of Susan Cloeter. The at-large member of the Board of Directors is recommended by the Board and confirmed by all participating localities. 2. DISABILITY SERVICES BOARD The three year term of John M. Chambliss, Jr., will expire December 31, 1999. 3. HIGHWAY AND TRANSPORTATION SAFETY COMMISSION The four year term of Jay E. Gaylor, Legal Representative, James M. Martin, Senior Representative, and one-year term of a youth representative who must be attending a Roanoke County high school. Mr. James Martin has notified the Clerk's Office that he does not wish to serve another term. 4. LEAGUE OF OLDER AMERICANS -ADVISORY COUNCIL The one-year term of Thelma Ihrig expired March 31, 1999. She has indicated that she does not wish to serve another term at this time. 1 ~ } ~~ (~ ~'~ 5. LIBRARY BOARD The four year terms of Mary A. Carswell, Windsor Hills District, and Josie Eyer, Catawba District, will expire December 31, 1999. 6. ROANOKE COUNTY PLANNING COMMISSION The four year terms of William Todd Ross, Hollins District, and Donald R. Witt, Cave Spring District, will expire December 31, 1999. 7. ROANOKE VALLEY RESOURCE AUTHORITY The four year term of Elaine Carver will expire December 31, 1999. Ms. Carver was appointed on June 8, 1999 to complete the unexpired term of portion of William Rand. SUBMITTED BY: APPROVED BY: ~~~ ~' ~ Brenda J. Holt n, CMC Elmer C. Hodge Deputy Clerk to the Board County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Harrison Denied () Johnson _ _ Received () McNamara- _ Referred () Minnix _ _ To () Nickens 2 4 i ~' .....1 ~!" ROANOKE VALLEY RESOLI~E--E- October 27, 1999 To: Ms. Mary Allen Clerk Board of Supervisors P.O. BOX 29800 Roanoke, Va 24018 RE: Roanoke Valley Resource Authority Appointments to Board of Directors Dear Mary: Roanoke Valley Resource Authority records indicate that the four year term of Elaine Carver, who was appointed by the County of Roanoke to fill William J. Rand, III's appointment to the Resource Authority Board of Directors, will expire on December 31, 1999. It is requested that the Clerk's Office inform the Roanoke Valley Resource Authority of the reappointment of Ms. Carver or appointment of a new member by January 1, 2000. All members, whether new or reappointments, will need to be certified and given the Oath of Office prior to the Authority's annual organization meeting to be held on January 26, 2000. Your assistance with this matter is appreciated. If you have any questions, please let me know. Sincer 'y, John R. bbard Chief Executive Officer cc: Elaine Carver 1020 Hollins Road Roanoke, Virginia 24012 (540) 857-5050 Fax (540) 857-5056 Web Site: www.rvra.net ~" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, NOVEMBER 9, 1999 RESOLUTION 110999-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J - CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for November 9, 1999, designated as Item J -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Item 1, as follows: Request from Schools to accept and appropriate $4,320 for the Paraeducator Supervision Academy. 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 A COPY TESTE: !N o~ l Brenda J. Ho on, CMC Deputy Clerk to the Board of Supervisors cc: Diane D. Hyatt, Director, Finance Carol Whitaker, Director, Pupil Personnel Services & Special Education Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board `~ , Y MEETING DATE: November 9, 1999 A-110999-3. a ACTIUIV ~ ITEM NUMBER ~"` AGENDA ITEM: Request for appropriation of funds for the Paraeducator Supervision Academy COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Federal special education regulations now mandate appropriate training and supervision for paraprofessionals. In response to this need, an inservice will be held for those responsible for supervising paraprofessionals. SUMMARY OF INFORMATION: Roanoke County Schools will provide paraprofessional training on November 3 and 4, 1999. The University of Colorado at Denver will provide the training as well as the funding in the amount of $4,320 to defray the costs of hosting the inservice. See attached memorandum. FISCAL IMPACT: No local matching required. STAFF RECOMMENDATION: Approval of the request for appropriation of funding from the University of Colorado at Denver for the P raedu ator Supervision Academy. Dr. Carol Whitaker, Director El er C. Hodg Director, Pupil Personnel Services County Administrator And Special Education ACTION VOTE No Yes Approved (x) Motion by: H. Odell Minnix to approve Johnson Denied ( ) Harrison _ Received ( ) McNamara- Referred ( ) Minnix To ( ) Nickens _ cc: File Carol Whitaker, Director, Pupil Personnel Services & Special Education Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, Clerk, School Board Absent x x _ x _ x x _ ~~ ~ ~ University of Colorado at Denver rn~ G~R'A Center -_ _ _ _ _- 1311 La~~°rcncc Strecl Sui~c (,50 I~cn~'cr. C~~li~r;icJu RU~04-207h 1'h~me~ 303.55(,-h~l(,~3 Prix: 1113-i 5ti-(, I -l'_ 1\ICI\IORANDUI\1 To: Shirley McNeil, Roanoke County Public Schools From: Ritu Chopra, Assistant Director, The PAR`A Center. Subject: Reimbursement related to PSA Outreach training. Date: September 30, 1999 "`~+ ° f lip ~~ - , . I~- p ~ ,~ f~, ~"'~ `_-1~ _f ~_ i~~a An amount of $ 4320.00 will be sent to the Roanoke County Public Schools so you can reimburse local participants who attend Dr. Nancy French's training session. These funds are intended to defray the costs of hosting a diverse audience, including meeting room expenses, refreshments, AV equipment rentals, travel /Lodging reimbursement for IHE participants, copying of materials, substitute teachers for teachers who attend the training, and/or other local costs as needed. A final report that details the use of funds is due 90 days after the demonstration date. All funds must be used within those 90 days or returned to The University of Colorado at Denver. If funds are not used for expenses associated with the demonstration, a check should be included with the final report. Please fill and sign the enclosed form W-9 and mail it back to Ritu Chopra, The PARZA Center, 1380 Lawrence Street, Suite 650, Denver, CO 80204-2076 along with two separate invoices, one for $3000.00 and the other for $1320.00 as per the enclosed ;;.~~~at. Please l~avC tic invoices typed on your organizatiu~~'s letterhead at the earliest su that the funds may be transferred to you. Due to certain accounting policies we have to request you to send two invoices. If you have any questions, feel free to call at 303-556- 6451 or 6464. N-1 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited Beginning Balance at July 1, 1999 $6,750,027 12, 1999 Consultant for regional refuse collection study Balance at November 9, 1999 Changes below this line are for information and planning purposes only. Balance from above (17,558) of General Fund Revenues 5.94% I $6,732,469 5.92% $6,732,469 $6,732,469 5.92% ~ Note: On December 18, 1990, the Board of Supervisors adopted a goal statement to mamtam the General Fund Unappropriated Balance at 6.25% of General Fund Revenues 1999 2000 General Fund Revenues $113,709,991 6.25% of General Fund Revenues $7,106,874 Respectfully Submitted, Approved By, ~~` ~~.~. ~'~ Diane D. Hyatt Elmer C. Hodge Director of Finance County Administrator M:\Finance\Common\Board\Gen99.WK4 N~~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Balance from June 22, 1999 Board meeting $11,042.93 Sale of land during 1998-99 333,228.87 Unaudited Beginning Balance at July 1, 1999 344,271.80 Sept 14, 1999 Advance Auto performance agreement (226,650. (This money will be reimbursed to the capital fund from future tax collections) Oct 26,1999 Purchase of land adjacent to Vinyard Park II (41,000.00) Balance at November 9, 1999 $76,621.80 Respectfully Submitted, ~~ ~. Diane D. Hyatt Director of Finance Approved By, E~ Elmer C. Hodge County Administrator M:\Finance\Common\Board\Cap99.WK4 N3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 1999-2000 Original Budget $100,000.00 July 27, 1999 General Fund share of VACO/ VML assessment for AEP negotiations (4,749. July 27, 1999 Green Hill soccer field (47,000.00) Balance at November 9, 1999 $48,251.00 Respectfully Submitted, .Oco,,,<. ~.z Diane D. Hyatt Director of Finance Approved By, ~~' Elmer C. Hodge County Administrator M:\Finance\Common\Board\Board99.WK4 N- y FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Amount Savings from 1996-97 debt budget Transfer from County Capital Projects Fund FY97-98 Original budget appropriation June 23, 1998 Savings from 1997-98 debt fund FY98-99 Original budget appropriation FY99-200 Original budget appropriation Less increase in debt service Balance at November 9, 1999 The following funds have been temporarily advanced from this fund will be reimbursed with future bonds issues: Balance from above $6,884,960 Land purchase and site work for new South County high school (4,000,000) Science Labs (2,170,600) $714,360 These advances will be reimbursed with the 1999 Fall VPSA Bond Sale. Respectfully Submitted, ~~ ~.~~ Diane D. Hyatt Director of Finance Approved By, ~~ Elmer C. Hodge County Administrator 884.960.00 $670,ooo.oa 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 2,000,000 (1,219,855) 780,145.00 M:\Finance\Common\Board\Schoo199.WK4 ACTION NO. ITEM NUMBER '~` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999. AGENDA ITEMS: Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1999. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BANKERS ACCEPTANCE: BRANCH BANKING & TRUST 4,942,043.06 WHEAT 1ST UNION 2,970,235.56 7,912,278.62 CERTIFICATE OF DEPOSITS: FIRST AMERICAN 100,000.00 SOUTHWEST VIRGINIA SAVINGS & LOAN 100,000.00 200,000.00 COMMERICAL PAPER BANK OF AMERICA 3,102,753.35 BRANCH BANKING & TRUST 1,977,014.44 PAINE-WEBBER 1,975,466.67 SUNTRUST 988,488.89 WACHOVIA 2,997,917.17 WHEAT 1ST UNION 3, 954, 039.99 14, 995, 680.51 GOVERNMENT: JC BRADFORD 1,954,178.34 1,954,178.34 LOCAL GOVT INVESTMENT POOL: GENERAL FUND 7,693,174.95 RESOURCE AUTHORITY 1,839,973.18 9,533,148.13 MONEY MARKET: CRESTAR 3,971,436.02 FIRST UNION 2,003,938.91 PAI N E-WEBBER 2,175, 587.90 8,150, 962.83 CASH INVESTMENTS LB&T 3,152,782.47 MENTOR - G.O. 5,252,631.21 MENTOR - R.A. 5,593,961.60 WACHOVIA 2,289,588.89 16,288,964.17 TOTAL 59,035,212.60. Page 1 of 2 a ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999. AGENDA ITEMS: Statement of the Treasurer's Accountability per Investments and Portfolio Policy, as of October 31, 1999. COUNTY ADMINISTRATOR'S COMMENTS: STAFF RECOMMENDATION: Respectfully Submitte by AI ed~ C. Anders ,,County Treasurer / V °...1 Approved by: Elmer C. Hodge County Administrator ACTION Approved ()Motion by: Denied ( ) Received ()___ ___ Referred ( ) To () VOTE No Yes Abs Harrison Johnson _ _ McNamara Minnix _ Nickens Page 2 of 2 r ACTION NO. ITEM NUMBER ,~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999 AGENDA ITEM: Status Report on County Projects COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is a brief status report on the projects that the County is currently working on which will be included on the agenda under "Reports" at the first meeting each month.. In this report, I have included 7 projects. If you have other projects to suggest, please let me know. 1. Center for Research 8~ Technology The Commonwealth Transportation Board granted secondary status to Glenmary Drive and the sewer line project plans were submitted to VDOT for review. The County's Tree Ordinance Committee approved removal of trees in the 30' construction path for the sewer line and it is anticipated that construction will begin early in January with completion prior to June 1, 2000. The County closed on the Trompeter property, and received approval of the water line project plans from VDOT. Construction of the water line began the week of November 1 and is expected to be completed prior to March 2, 2000. All leases, except for the log cabin, have been terminated on the property, and property management for the cabin was transferred to John Willey in General Services. 2. Courthouse Improvement and Salem Office Supply Building The carpet has been replaced in the Circuit Courtroom #3. The improvements to the Commonwealth Attorney's office related to expanding his operation into the area previously occupied by the Adult Probation and Parole Office will begin the first week in November. Preparation of documents related to the removal of the Guy House are being completed and should begin in December. The issue of the cracking walls at the Courthouse is being reviewed, and we are seeking other opinions of the activity and advice on several items for repair. The Architect / Engineer is continuing to develop the final plans for the Salem Office Supply building, and we plan to bid the project in December, with an 1 ~ ~ lf' expected completion date in late spring 2000. 3. Hanging Rock Battlefield Trail The Hanging Rock Battlefield Trail (Phase I) was dedicated on October 23, 1999. Representatives of the City of Salem and Roanoke Valley Greenway Commission joined Supervisor Harrison and Congressman Bob Goodlatte in officially opening the trail. Parks & Recreation staff is involved in planning the Phase II footbridge over Masons Creek. A stream crossing site has been identified and requests for proposals have been obtained for engineering services to complete aplan/specifications for the bridge site, abutments and footbridge. Once plans are completed, VDOT review is necessary. Upon VDOT approval, the plans can be bid and construction initiated. Since this is Federal Highways Administration money provided through the ISTEA grant program, VDOT has complete review and approval authority over the project. Staff anticipates that the target for the start of footbridge construction will be October 2000, with completion by the end of that year. 4. Regional Fire Training Center The contractor plans to pour concrete in the administrative area next week, and the steel will be delivered in the next couple of weeks as well as the trusses. There is a problem with the water pressure, which may not be sufficient to supply the sprinkler system. The architects and engineers are looking at alternatives to increasing water to the site. The quality of work being performed by U. S. Construction as well as the ability to remain on schedule even with several extended periods of rain has been very successful. 5. Roanoke County -Roanoke City Water Interconnections To meet the requirements of the new contract with the City and to feed our customers in North County, the County needs the capability to feed between 5.75 - 6.00 MGD to the Roanoke City system. Presently we are feeding Roanoke City approximately 3.8 MGD through existing interconnections and a new interconnection along Colonial Avenue is complete with the exception of the bulk meter installation. It is anticipated that this feed will provide an additional .5 MGD bringing the total to 4.3 MGD. We have two additional existing interconnections along Plantation Road and Williamson Road, which could make up the 1.5 - 1.7 MGD deficit; however, our existing distribution lines do not have the capacity to deliver the additional water. Our preliminary studies are showing that Phase II of the Loch Haven water line extension (which will terminate at the 500,000 gallon Belle Haven Road water tank) will satisfy this need. The estimated cost of the project is approximately $425,000. Roanoke County and Roanoke City staffs are still reviewing this and other possibilities to determine the most cost-effective 2 N-b method of delivering this water. The County and City staffs are currently revising the billing structure between the two localities based upon the new contract. Through September 30, 1999, the City owes the County $231,541 for the amount of water sold to the City in excess of the water sold to the County. Within the next week, the October readings will be submitted and a bill for the time period of July - October,1999 will be presented to the City for payment. 6. Roanoke Valley Juvenile Detention Center Construction is continuing on schedule for Phase I of the project. Pods "E" and "F" have the steel structure for the clerestory installed and should be under roof shortly. Pods "C" and "D" have the interior walls coming up nicely and should receive their roofing soon as well. Jack Trent, Superintendent, has announced his retirement effective November 30, 1999. We will be naming an interim superintendent and recruiting a new position soon. Once Phase I is completed, we will begin removing the environmental hazards and raze the existing facility to immediately begin Phase II construction. 7. South County Park Construction is underway according to plan. The contractor is concentrating on the park facilities, such as ballfields and open space areas, during the fall to allow for seeding and turf development to occur in a timely fashion. The site work has been completed on the open play area and the soccer/football field adjacent to Back Creek, and parks staff is preparing to seed that half when weather and ground conditions permit. The ballfield site work is almost complete. The contractor hopes to have ballfield fencing and final field grades completed by the end of November, weather permitting. Staff will then seed this half of the park. As soon as these areas are completed the contractor will focus on the parking lot and access road. Our target completion date is May 1, 2000. Respe ully su fitted: ~~ Elmer C. Hodge County Administrator ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: VOTE No Yes Abs Johnson _ _ _ Harrison McNamara- Minnix _ _ Nickens _ _ ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRAT[ON CENTER MEETING DATE: November 9, 1999 AGENDA ITEM: Work Session on Financial [nformation COUNTY ADMINISTRATOR'S COMMENTS SUMMARY OF [NFORMATION: This time has been set aside for a review of the following financial information: 1. Results of operations for the County for the year ended June 30, 1999 and capital needs requests (Diane Hyatt, Elmer Hodge) 2. Rollover request fi-om the County departments (Brent Robertson) 3. Results of operations for the Schools for the year ended June 30, 1999 (Diane Hyatt, Jerry Hardy) 4. Review of first quarter revenues for 1999-2000 (Brent Robertson) SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by No Yes Abs McNamara Harrison Johnson Minnix Nickens M:IFINANCE\COMMON\BOARD\ 1 I -9-99-a.wpd 1 ACTON 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 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: KPMG has completed their audit of the financial operations of the County of Roanoke and the County of Roanoke Schools for the year ended June 30, 1999. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board of Supervisors as soon as it is received fi-om the printers. The Audit Committee will meet prior to this Board meeting to review the results of the years operations. The County operations for the year ended June 30, 1999 resulted in expenditures savings of $750,201 as shown on Attachment A (expenditure savings of $750,012 and transfers out savings of $189). Based upon the policy for the rollover of year end savings the department 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 $371,075. This leaves a net expenditure savings of $379,126. Based upon the rollover policy this amount will be transferred to the capital unappropriated balance. The general fund revenues were $1,058,946 over budget as shown on Attachment B. This amount will be added to the general fund unappropriated balance. The general fund unappropriated balance at June 30, 1999 is $7,808,973. This is a decrease of $138,074 or 1.74% fi-om last year. [n addition, the debt fund has a balance of $495,363 as a result of borrowings being later than anticipated for School construction. In the past we have transferred these savings to the future School capital reserve. STAFF RECOMMENDATION: In accordance with County policy staff'recommends the following: The County net surplus of $379,126 be appropriated to the capital unappropriated fund according to the rollover policy. M:\FINANCE\COMMOMBOARD\ l t-9-99.wpd 2 2. The net increase as a result of revenues of ~ 1,058,946 be appropriated to the general fund unappropriated balance. 3. The debt fund savings of $495,363 be appropriated to the future School capital reserves SUBMITTED BY: APPROVED: Diane D. Hyatt Elmer C. Hodge Director of Finance County Administrator Approved () Denied ( ) Received ( ) Referred ( ) To ( ) Motion by McNamara Harrison Johnson Minnix Nickens No Yes Abs M:\F[NANCE\COMMON\BOARD\ I 1-9-99.wpd 3 Attachment A Revenues Expenditures and commitments Beginning Balance Transfers In Transfers Out County of Roanoke General Operating Fund For the Year Ended June 30, 1999 Variance Budget Actual Amount 103,041,548 104,100,494 1, 058,946 1.03% (47,373,474) (46,623,462) 750,012 -1.58% 10,371,146 10,371,146 - 0.00% 209,483 209,483 - 0.00% (59,498,676) (59,498,487) 189 0.00% 6,750,027 8,559,174 1,809,147 Departmental rollover (371,075) Transfer to Capital Unappropriated Balance per rollover policy (379,126) Addition to General Fund Unappropriated Balance 1,058,946 Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027 Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973 M:\Finance\Common\audit99\YEAREND.xIs 11/02/1999 4 Attachment f l4 CG G 7 N ~ ~ Y ~ O C C d' ~ > ~ d ~ C ~ C C LL ~ ~ O ~ U ~ O L C 00000000000000000000 0 ~~ t` ~- (O r- O~ O O~~~ O ch M O M N O lA M V ~ ~ O r- ~ O ~ ~ N tO O r- •- O O ~ DO O ~ ~ O d' O O N ~ O ~ M M M N O ~t to d' 00 O 00 to O '~P (~ r- a O j ... ~ ~. O)N~-tn~00~c0ODln0~'N~~O~000O c0 'O ONM~tN00000tn~N~O~NODO~-I~00 tt w ~ ~ O r O CO O M ~ C ~' CO ~ d7 1~ 01 O In ~ ap M Q' O .a U O to 00 (D d' N O ~ (O f` ~ d' 00 ~' ~ O ~ O O CO ~ 00 d ;,:. c- I~ M ~f I~ N `" to r CO ~ M M CO O c}' I~ d' O In ea ~ d M M `-~ ~ e- `-' M ~ e- ~ c- `-' 00 O ~ ~ ~ ~ r ~ r In In GD O (p 00 t!) O ~• ~ tf) r C~0 Cfl ~ ~ O ~ f~ M M `V' I~ CO O 00 to QO N d' r" N N O to O ~- N O ~ ~ O ~t O (p O M ~t et ~ M t,f) O (fl O O ~ t0 N t0 N ~ ~ ~ ~ . 00 DO M r to f~ O~ ~ I` tQ O (p I` N ~ CO O O r O O tt~ M M N 1~ (D O O a0 O~ O N O I~ r- I~ H M O O } ~ ` M~toOO(ONtDOtntA~~-(Dt1)1`M1~ M ~ } ~ t0 I~ N t!7 ~t M ~ ~ N ~ M ~ ~ ~ r r O to ~ Ocfl0000000000NCOOGOtn~00 a0 c70tn0000000000e-OONtn00~ ~ 00 tn00000000000000~M0!` to ~ U +' d ~ ~ aDM~ll~OlnOOl1~~0~1`r-I~Nf~01`~ r r .. (Oc-d~f~tn~O~CflCOMI`00(000ONI~Q00 1 n l (O 00 1` ' ~ N ~ CO r , ~ C7 1) O (O N M O ti Ln (p M (O ~ O (O f` N to d' M ~- N N M m } ~ ~ r O a LL ~ r"' ~I O O O O O O O O O O O O O O O O O O O N N 0000000000000-0oooooao 00 ~ " 000000000000oooo~noo~ rn U ~ O O to ~ O t!) 0 0 to ~ O to O O ti O O~~ N O + + ~ CpDOOI~U')C'Ot1)CO(OMf~I`M(OOI~NOef• O Q- -Q ~ (D cD ~ I` ~ ~ M lf) O c0 N M O I~ to (D N tD O N O ~ CO ~- N td') ~' M r- N CO N Q m ~ ~ N O X _. m U X fII -C O (Q ~--' O N N Q O I- X fXQ ~ X C O U N d ~ O ~ ~ ~ ` O H V U X ~ ~ -~ ~ F-• C 'U O H ~ N O >, ~ ' O C O J C X 6 ~ N x~ N C cC ~~ m u7 O C a~ I- p C F- ~ N m c N • ~ O U .C U C F- N o O O ~ >+ O (1) ~- O U E O ~~ O- ~ ~ ~ ~ J U O m O ~ ~ ~ O ~ U LL ~ a C O ~ O O ~ ~ C O C cQ ~ ~ O ~ v~ d ~ ~ ~ ~ E ~ ~ ~ N V ~ ~ C G1 Rf ~ t U N N ... O U = N C ~. O t4 O O O _ ~ O N «. O •~ (~ t •- N +-~ ~ ~aO~ ~mm~~= ~UOa~ ~ U~ ~ S ~ N X Q1 Z LL i c a~ a~ w N rn i U C f0 C 5 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited Beginning Balance at July 1, 1999 $6,750,027 Results of Operations for 1998-99 1,058,946 7,808,973 Oct 12, 1999 Consultant for regional refuse collection study (17,558) Balance at November 9, 1999 Changes below this line are for information and planning purposes only. Balance from above $7,791,415 $7,791,415 of General Fund Revenues 5.94% 6.85b/° ~ $7,791,415 6.85% 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 1999 2000 General Fund Revenues $113,709,991 6.25% of General Fund Revenues $7,106,874 Respectfully Submitted, Diane D. Hyatt Director of Finance M:\Finance\Common\Board\Gen99. WK4 Approved By, Elmer C. Hodge County Administrator 6 CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Balance from June 22, 1999 Board meeting $11,042.93 Sale of land during 1998-99 333,228.87 Unaudited Beginning Balance at July 1, 1999 344,271.80 ov 9, 1999 Transfer from General from for 1998-99 expenditure savings 379,126.00 Sept 14, 1999 Advance Auto performance agreement (226,650. (This money will be reimbursed to the capital fund from future tax collections) Oct 26,1999 Purchase of land adjacent to Vinyard Park II (41,000. Balance at November 9, 1999 $455,747.80 Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board\Cap99.WK4 7 FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Amount Savings from 1996-97 debt budget Transfer from County Capital Projects Fund FY97-98 Original budget appropriation June 23, 1998 Savings from 1997-98 debt fund FY98-99 Original budget appropriation FY99-200 Original budget appropriation Less increase in debt service November 9, 1999 Savings from 1998-99 debt fund Balance at November 9, 1999 $7,380,323.00 The following funds have been temporarily advanced from this fund will be reimbursed with future bonds issues: Balance from above $7,380,323 Land purchase and site work for new South County high school (4,000,000) Science Labs (2,170,600) $1,209,723 These advances will be reimbursed with the 1999 Fall VPSA Bond Sale. Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board\Schoo199.WK4 $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 2,000,000 (1,219,855) 780,145.00 495,363.00 8 Capital Needs Request The following capital items are unfunded at this time but it is anticipated that funds will be needed during the 1999-2000 fiscal year. These are estimates based on the current stage of development. They will be brought back to the Board for final approval and appropriation. South County High School - In previous work sessions with the School Board the County has committed to pay the following items related to the new South County High School (To be taken from the General Fund Unappropriated Balance) 1. Regional Storm Water Detention 2. Water and Sewer Connections 2. Unnamed Economic Development Expansion -The Board has discussed in executive session apublic/private partnership with an incentive of $500,000 for new construction in Roanoke County. The company has purchased the property and will be constructing a new building. ($200,000 to be taken fiom the General Fund Unappropriated balance and $300,000 to be taken fi-om the Capital Fund Unappropriated Balance) 3 CRT (Glen Mary Project) -The Board recently appropriated $1,000,000 for road improvements and other site improvements at the CRT site. At the time the money was appropriated it was anticipated that the cost would be $1,500,000. Staff had anticipated the County could obtain an additional $450,000 industrial access granu from the State. We have since learned that due to the rural nature of the access road we will be unable to qualify for industrial access grant money and may therefore need to put an additional $450,000 into this project . (To be taken from the remaining balance in the Dixie Caverns account) 4. Explore Interpretive Center -The County has unofficially committed to participating in the construction cost of the Interpretive Center. (To be funded from the sale of land to Salem Vent and the sale of the shell building to Dragon) 5. Development of McDonald Farm Property - [n order to proceed with the development of McDonald Farm it will be necessary to begin work on the utilities and road access for this property. (No source of funds identified at this time) 6. Voting machines - to be phased in over several years (No source of funds identified at this time) 7. Clearbrook Fire Station renovations (No source of funds identified at this time) M:\FINANCEICOMMON\CORRES\refunded-capical.wpd (~ $250,000 $235,000 $485,000 $500,000 $450,000 $300,000 $500,000 $100,000 $500,000 L a C o Y ++ ~ O ,O Os !0 ~ r ~ O. 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U a~ a~ ~ a~ C w L a~ C o U ~ o > ~ ~ a~ o 3 ti N c c~ ~ ~ _ co ~ ~ ° ~ °~ ~ a n - ~ ~ ~ is ~ ~ U o ~ C~ > ~ j a ~ ~ ~ Q •L ~ O I~ O O O O O~ O O O N l[') _C O O O O O O U ~ '' 00- M ~ °_ o o ~ ° ti U M N ~t N O N ~ ~f _ I~ N ~ ~ a. ~ EA 64 fA CD ER 69 ER EA Eft EA ~ ~ ~i' I~ M (D CO O aD O O ~ d^ M O CD M V N ~ ~ ~ M M M ~ M V ~ ~„~ w t v w ~ H ~ ~ ~ ~ d r ~ 3 T O ~ d LPL ~ O O lf•) M N ~ I~ O ~ ONO O ~ M ~ `N N ~ Vl r, M O M O ~ •~ M ~ f~ CA Q w ~ !~ ti d 7 ~ N C O _ C ~ O C ~ ~ R y ~ U ~ ~ ~ Q) ~ U C6 W ~ • c O y ~ C U Q ~ ii O OV NV a0 00 ~ O O M M ~ N O N O O CA _O ~ O M M to L y C (D ~ 4) U ~ f~ m ~~'j O "~ CO C C O) ~ 7 ~ O C C O C 4) c a c ~ ~ ~ ~ U ~ ~ a`> C ~ m ~ ~ o ~ 11 a m a~ U O a C N fl. O O Q) 7 ~ U a> ~ ~ o2S O iL U O M O O ~• (n ~ O) O O O m O ~ X O ~ J J O Q' O O y X U X ~ X ~ X O ~ CA ~ ~ C ~ (D ~ U E ca ~ C a. ~ ~ m w Q .~ N d 0 d O ° c o Y ~ ++ O .~? ~ ~ a `- } ~ o LL . o c Q Q w ~ _ c d ~ _ d C o C O ~ C '~a R U ~ ~ } LL d m ~ 0 0 ~ `~? ~. ~ ~ ~ ~ ~ •~ L `O O ~ ( n ^^ LL ~ NN LL O_ O C N J+ ~ O LL Y ~ ~ p Y ~ ~ o @~ ~ O ~ o 3 U N D) ~ ~ to i O U ~ ~ ~ - y c _~ W ~ 0 N C y ~ O N ~ ~ J .L J d ~ ~ C ~ U 00 O N 3 O ~ ~ ~ a y ~ o a~ ~U N ~ (6 ~ F-- >+ C ~ U Q O •~ U Q i U C~ N ~ m n n i ~ ~' ~ °- O ~ U ~ ~ . t ~ rn ~ ~ Y a~ O co O Y O~} ~ 0 0 O ~ ~ N ~ ~ U ~ C ~ O o ~ ~~ Q E Z ~ p o ~ ca Q. > ~ ~ co M ~ Q •~ m ~ ~ ~ ~ ~ ~ YO 7 C •~ .~ ~ N U N '~ c ~ O o ~ ~ ~ ~ ~ c fB -_ c ~ ` n a a~ ~ a ~ o - c F ~ O O O O O O O ~ y O O O O ~ O (0 ~ ' oo ~n o rn M o a ti ~ rn ~ o O o OM ~ ~ o O rn ~ ~ O o N ~_ O o N ~ N N '- ~ ~ ~ O ~ O M r I~ N O M ~ O O M O O O O O O ~ ~ t,f) O O ~ t1') ~ ~ 3 O M M ~ M O y ~ P ~ N M ~ ~ M L L - ~ O I~ ~ N O O cD O cfl d' o0 I~ O O O O c0 O u") ~ ~ 7 (D O ~ ~`'~ N CO N ~ ;~ M ~ CD f~ N (D N ~t 00 ~ O ~ O O O 0 ~ ~ U ~ ~' ~ a c ~ m vii W ., E c p .• d = p ~ >, > ~ ~ O C ~ 'D U U O ~ W ~ O) ~ C d ~ Q O ~ 'N ~ .T N ~ U ~ W O CJ ~ ~ N x C O Q °~ O .~ d (7 (`) >, C ~ Q ~ ~ ~ E :a Q a to ~ a > ~ W o Z H ~ U U H ~.. M ~t M O O O O ''T^^ V/ ~O W ti X (Q J J O O X X x x m O) 7 U C (0 C w 12 ACTION # ITEM NUMBER MEETING DATE: Nov. 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of School Operations for Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As a result of year-end operations, school revenue exceeded our budgeted amount by $151,077 while under expenditures in our major spending categories accounted for $1,800,619 of the year-end balance. In 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. This year, the Board of Supervisors has directed that $800,000 of the year-end balance be used to fund the South County High School. At the October 28, 1999, School Board meeting, the Board directed the Chairman to request that the remaining balance in the Bonsack Elementary School construction account ($250,000) be appropriated for capital equipment by the governing body to offset a portion of the $800,000 transferred from the year-end balance (see attached memo). As is noted in the final county audit, the FY 1998-99 year-end fund balance for school operations is $1,951,696. Staff recommends that the School Board ask the Board of Supervisors to appropriate the fund balance as follows: Outstanding Encumbrances .................................... $ 77,788.61 Capital and One-Time Items South County High School ................................. 550,000.00 Band Uniforms .......................................... .20,000.00 Purchase of School Buses . ................................ 650,000.00 Removal of Chemicals .................................... .36,480.00 New Superintendent's Search ....:......................... . 12,000.00 Early Retirement Incentive Plan (RFP 8~ Plan Documents) ......... .50,000.00 Star Base Student Scheduling Package ....................... . .8,340.00 Phone Improvements ..................................... 293,087.39 Vocational Education Equipment (Matching Funds) .............. ..4,000.00 Other Capital Equipment .................................. 250,000.00 Totals ..... $ 1.951.696.00 STAFF RECOMMENDATION: Staff recommends appropriating the year-end balance as outlined above. k~J Deanna Gordon d~,y School Superintendent Elmer Hodge County Administrator 13 ACTION VOTE No Yes Abs Approved ()Motion by: McNamara _ _ _ Denied () Johnson _ _ _ Received () Harrison _ _ _ Refer-ed () Minnix _ _ _ To () Nickens cc: File Diane Hyatt Jerry Hardy 14 ~G©~NTy ~ O .,., ~~~ ~o 9~ ~,t~ ~+ pfpt ~ ~r November 2,1999 UYNiC~ Ur llTVTSION SUPERX-'vTE?~J~~~~~~ 5937 Co~•s Rosd ltoamolse, Vu~iaia 24019 FkanB: (540) 562-3700 Fu: (540) 5b2-3994 T0: Roanoke County Board of Supervisors FROM: Marian G. Roark. Chairman Roanoke County School Board SUBJECT; Remaining Balance in the Bonsack Elementary School Account The school boArd resr+ectfi~lly req~iests that the remaining balance in the Bonsack Elementazy School canstz^action account, which should be $250,000, be appraprated by the governing body to 0!l~et a portion ofthe $800,000 transfCrred from the yctff-Cnd bnlnnc.r. TiiC scl~uol board further requests that the $250,000 be restated to be utilized for capital equipment. be c; 1h. Terry Hazdy Dr. Deanna Gordon i 15 D O S S T T S O S O O O O~ O T S T O~ O O T S d0 f~ O ~A O (O f"1 N I~ 7 N 0 r O cp In 7 0 O) R O d A y~~ Q f7 O f7 M ~ M ~ 1A O ~ cM ('~ N O f~ O Q) ao 1A ' N N N N ch ~ = u v L Q m Vo} a O LL 1' j LL 0 0 ~ ~ ~ o¢ ~ oe ~ o e ~ 0 0 0 oe o~ o ~ o e oe d jQ N <O R N N O) O CO O In QO O O~ N O iA O M ~~ (O ... 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N 11) O O C7 t~ N W C f0 N 1A N UY O N f~ 7 IA r N n (h (O 1A l'7 N h O Q~ ~ O N N? f7 r r N r 10 N ~ LL w X A m U C £.` N m ~ ~ N n' 7 F m N ~ X C O l~0( V an d V > ~ ~+ X ~ C l0~ ~ C ~- X e~ C7 l0 ~ ~ y ~ a~ ~ E m '~ m m~ c F H a m v) ~ U m O m 7 U_ L U C O m LL O m W .~.. d d. m C J C L ~ .m-. ~ d U LL '~ O" G m C C W ~ a N U m LL ~ a o a m> E@ > ~~ u°`~ m is D~ c° u ~ a -' r~ m m~ _q u E v ~ C m m L ~ ~~ 7 R O d O d m m C N t d O y ~ Q' 4. O J O m m~ R 2~ U V a LL. O U P Q' U LL ~ N ~ 0.' 16 Q O Z m E E N m c i m m O N m Y N J x C m T t m N m m m v U c m c ACTION NO. ITEM NUMBER ~ r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: November 9, 1999 AGENDA ITEM: Work Session on Financial Information COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for a review of the following financial information: 1. Results of operations for the County for the year ended June 30, 1999 and capital needs requests (Diane Hyatt, Elmer Hodge) 2. Rollover request from the County departments (Brent Robertson) 3. Results of operations for the Schools for the year ended June 30, 1999 (Diane Hyatt, Jerry Hardy) 4. Review of first quarter revenues for 1999-2000 (Brent Robertson) SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: C.~''~1 l°~"~. Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by No Yes Abs McNamara Harrison Johnson Minnix Nickens M : \FINANCE\COMMON\BOARD\ l l -9-99-a.wpd Other Identified Item # Description Capital Needs Amount 1. Art Equipment 20,000 2. Band Instruments 20,000 3. Vocational Education Equipment 75,000 4. Projection Systems & Monitors 150,000 5. Special Education Equipment 30,150 6. Textbooks - Algebra 2 & AP Calculus 75,000 - Elementary Math 4 & 5 90,000 7. Telephones for Middle Schools 150,000 570,150 ~1 1 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: November 9, 1999 AGENDA ITEM: Worksession to Discuss Cluster Housing Amendments to the Zoning Ordinance COUNTY ADMINISTRATOR'S COMMENTS: This is excellent work by the Planning Commission and staff. These guidelines are reasonable for many projects and they also provide good preliminary work for those projects that might go to the Planning Commission and Board of Supervisors. I prefer that a new ordinance such as this, with the by- right staff approval, be a little tighter than necessary until we try a few. We can amend it later. There is always an appeals process if the developer wants more flexibility. Recommend that the Board approve on November 23th. This worksession has been scheduled to review the proposed cluster housing ordinance, and to evaluate Roanoke Regional Homebuilder's Association comments and concerns about the ordinance. The attached chart attempts to summarize the issues raised by the Homebuilders at the Board's October 26th meeting. Staff recommends as follows: 1. The Board of Supervisors hold a worksession on the proposed cluster housing ordinance on November 9, 1999. ~- ~~ 2 Respectfully Submitted, Approved, /~i° Terrance Ha ington, AICP Elmer C. Hod e Departm t of Community Development County Administrator Action Approved ( ) Denied ( ) Received ( ) Ref erred to Motion by Vote No Yes Abs Harrison Johnson McNamara Minnix Nickens ~-~ H ~A ~ o •..i °v1 ~ ~ a~ O .~ ~ ~ ~ o °~ ~ ~ ~ ~ '~ .a U c, ~ ~ o o wz ~ ° o ~ .~ ~ ° ~ ~ a~ a~ a ~Q CC Cd EO ~ y ~ O 'y ~ _.. 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O O U ed •;~ C ~U U ~ ~ ~ ~' vOi bq i^ ~ N ~ a-~ ~ O ~ U ~ O O .D ~ x ~ ~ ~ y 0 'y T w o 3 c °' ~ o ' ~ Q, ~ o c• U pU ~ ~ C .f i ~ .Si N N F A v~ o ~-. w i o ~ o ~ a ~ w ~ a O V ~ L'i ~ rA ~ C~ C C ~ ~ a`~ O H ""` -a s-~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, OCTOBER 26, 1999 AN ORDINANCE AMENDING AND REENACTING THE ZONING ORDINANCE OF THE COUNTY OF ROANOKE VIltGINIA BY THE ADDITION OF STANDARDS FOR THE DESIGN AND DEVELOPMENT OF CLUSTER SUBDIVISIONS WHEREAS, certain innovative housing provisions will allow landowners to develop their property using "clustering" techniques, thereby preserving open space without increasing gross allowable density of the property available for development; and, WHEREAS, public necessity, convenience, general welfare, and good zoning practice support an amendment to the Zoning Ordinance of the County of Roanoke to provide for clustering opportunities; and, WHEREAS, the Planning Commission held a public hearing on this amendment on September 7, 1999; and, WHEREAS, the Planning Commission recommended its approval of this amendment to the Zoning Ordinance of the County of Roanoke to provide for standards for the design and development of Cluster Subdivisions; and, WHEREAS, public notice and advertisement of this amendment has been provided as required by Section 15.2-2204 of the Code of Virginia, and the Roanoke County Code; and, WHEREAS, the first reading of this ordinance was held on September 28, 1999, and the second reading and public hearing were held on October 26, 1999. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Zoning Ordinance of the County of Roanoke is hereby amended and reenacted to provide as follows: I. ARTICLE II DEFINITIONS AND USE TYPES IS HEREBY AMENDED AS FOLLOWS: 5EC 30-28 DEFINITIONS. DELETE: Cluster: A development design technique that concentrates buildings in specific areas on the site to allow the remaining land to be used for recreation, common open space, and preservation of environmentally- sensitive areas. ADD: Cluster Subdivision: An alternative means of subdividing land that concentrates building density in specific areas to allow the remaining land to be reserved for the preservation of environmentally-sensitive features and open space. Conservation Areas, Primary: Areas within the 100-year floodplain, slopes greater than 25%, lands within designated view sheds and designated ridgetop preservation areas identified and mapped in the 1998 Community Plan, greenway corridors shown on the Greenway Conceptual Plan and elevations 1500 feet or greater above mean sea level. Conservation Areas, Secondary: Areas with slopes between 15% and 25%, healthy woodlands, locations of species listed as endangered, threatened or of special concern, historic structures and sites, riparian zones outside the FEMA study area and productive agricultural and forested lands. Lot, Conservation: A lot that has been dedicated to a land trust, homeowners, condominium, or similar association, government agency or other entity through an easement or other transfer of ownership, and set aside in perpetuity as open space in a cluster subdivision. Property Resource Map: A map utilized in the cluster subdivision process that depicts the Primary and Secondary Conservation Areas of the subject property. II. ARTICLE III DISTRICT REGULATIONS IS HEREBY AMENDED BY THE ADDITION OF THE FOLLOWING PERMITTED USES: SEC. 30-41- 2 PERMITTED USES • (A) 1. Residential Uses Single Family Dwelling, Attached and Detached (Cluster Subdivision Option -*} SEC 30-42-2 PERMITTED USES. (A) Residential Uses Single Family Dwelling, Attached and Detached (Cluster Subdivision Option -*) SEC 30-45-2 PERMITTED USES. (A) Residential Uses Single Family Dwelling, Attached and Detached (Cluster Subdivision Option -*) SEC 30-46-2 PERMITTED USES. r-2, ~-q (A) 1. Residential Uses Single Family Dwelling, Attached and Detached (Cluster Subdivision Option -*) III. ARTICLE IV USE AND DESIGN STANDARDS IS HEREBY AMENDED BY THE ADDITION OF THE FOLLOWING USE AND DESIGN STANDARDS FOR CLUSTER SUBDIVISIONS. Sec. 30-82-13.1 Single Family Dwelling, Attached and Detached (Cluster Subdivision Option) (A)Intent 1. Establish a method for Roanoke County to protect vital natural and historic resources from development and permanent loss. 2. Prevent the destruction of valuable view sheds, ridgetops and wildlife corridors, including but not limited to, the Blue Ridge Parkway and Appalachian Trail, and other resources identified in the 1998 Community Plan. Reserve, enhance, and add to the existing and proposed greenway system throughout the County, as identified in the 1998 Community Plan. a 4. Provide the citizens of Roanoke County additional open space and recreation areas. Encourage the design of creative, innovative developments that utilize the land's natural resources and features and incorporates them into functional preservation and development plans. Offer an alternative to conventional subdivision development by allowing for compact clusters of housing units rather than spaced lots that encompass the entire property. (B) Applicability Cluster subdivisions proposed in accordance with the standards contained herein shall be a permitted use by-right in R-l, R-2, R-3 and R-4 zoning districts. 2. The Zoning Administrator shall have the responsibility for determining compliance with these standards. Proposals for cluster subdivisions that, in the opinion of the Zoning Administrator, do not meet one or more of the standards contained herein shall not be permitted by-right. Any such proposal shall be reviewed, upon petition by the Zoning Administrator, or the applicant, by the Roanoke County Planning Commission under the authority granted by Section 15.2-2286 of the Code of Virginia. As part of their review, the Commission shall have the authority, but not the obligation, to approve or deny the cluster proposal and to waive any standard contained herein. Prior to the issuance of any waiver, the Planning Commission shall give notice in accordance with Section 15.2-2204 of the Code of Virginia and hold a public hearing on the matter. The Zoning Administrator or applicant may appeal the Planning Commission's decision to the Board of Supervisors. The Board of Supervisor's shall give notice in accordance with Section 15.2-2204 of the r-a ,~-q' Code of Virginia and hold a public hearing on the matter. If the petition is withdrawn at the request of the applicant subsequent to the decision by the Planning Commission on the application, or if the Commission denies any application submitted for its review, the Planning Commission shall not consider substantially the same application for the same property within one year of the applicant's withdrawal or Commission's action. (C) General Standards Minimum tract size of the cluster subdivision: Three (3) acres. 2. Public water and public sewer shall be provided to each lot within the proposed subdivision. 3. Property shall be excluded from the cluster subdivision option where, in the opinion of the Zoning Administrator, previous land disturbing activities have significantly altered a Primary or Secondary Conservation Area, to the extent that important features worthy of conservation have been destroyed or severely modified. 4. Allowable density: Eight (8) dwelling units per acre. (D) Minimum Lot, Setback and Frontage Requirements 1. There shall be no minimum lot area or setback requirements, however, the normal front, rear, and side yard setback requirements must be maintained adjacent to any lot or existing public street right of way not within the proposed cluster development. 2. Minimum public street frontage: Forty eight (48) feet on a publicly owned and maintained street except as modified by Section 30-82-13.1 (F) (E) Open Space Requirements Minimum Open Space: Thirty-five (35) percent of the gross acreage of the tract. If the site contains Primary and Secondary Conservation Areas in excess of 35 percent, all Primary and Secondary Conservation Areas shall be preserved up to a required maximum of 50 percent of the tract. The applicant shall have the right to provide conservation areas in excess of those required. 2. When Primary and Secondary Conservation Areas exceed 50 percent of the tract, then Primary Conservation Areas shall be given priority in reaching the 50 percent maximum open space. 3. At least 40 percent of all lots for residential use shall have a property line directly abutting the open space area within the cluster development, or have direct access to a developed greenway trail. 4. Ownership and maintenance of open space shall be one of the following: a. Common land owned in perpetuity by the owners of lots in the development, through a homeowners, condominium or similar association. Provisions for the maintenance of the open space in perpetuity shall be approved by the Zoning Administrator in conjunction with plat approval. 4 -a .s-~t b. Dedication of the land in perpetuity to a nonprofit organization or land trust through a conservation easement or fee simple conveyance. c. Public land after dedication to, acceptance and maintenance by the Roanoke County Board of Supervisors or other governmental entity for recreational, conservation, historic or other open space purposes. Conservation lots may be created incompliance with the terms of this ordinance and the Roanoke County Subdivision ordinance, notwithstanding the frontage, width, area, and other design standards for lots found in Article III of this ordinance. Any such lot proposed for platting shall be clearly designated on a subdivision plat reviewed and approved by Roanoke County. This plat shall contain notations and covenants that clearly forbid, in perpetuity, the use of the conservation lot for any type of residential dwelling, or other use or structure as prohibited by these provisions. 6. If required open space is located within a mapped geenway corridor, as depicted on the Greenway Conceptual Plan at the time of submittal of the preliminary plat, then a greenway easement shall be dedicated to Roanoke County or their designated agent. The Zoning Administrator, in consultation with the Roanoke Valley Greenway Commission, shall determine the exact location and dimensions of the easement to be dedicated. 7. No building, building addition, structure, road, driveway, parking area or any other type of physical land improvement shall be located within a required Primary or Secondary Conservation Area as defined in (E) 1. and 2. above. Notwithstanding the above, geenway trails maybe developed in Primary and Secondary Conservation Areas. ~(F~ Street and Access Requirements 1. All residential lots within a cluster subdivision shall have frontage on and access to a publicly dedicated and maintained street except as provided in this section. 2. Lots within a cluster subdivision shall not be required to have frontage on a publicly dedicated and maintained street provided: a. No dwelling unit shall be located further than 500 feet, as measured in a straight line, from an access point to a publicly dedicated and maintained street that the dwelling unit has direct access to, and b. Lots without public street frontage shall be planned and arranged into distinct residential clusters of three (3) or more dwelling units served by a common private street, and c. No more than twenty (20) dwelling units shall be allowed on any single private street or independent network of private streets. 3. Maintenance of private streets shall be the responsibility of the homeowners association. Subdivision plat covenants shall provide that all maintenance of private roads, including snow removal, is not a public responsibility. Covenants shall further certify that the private road shall not be eligible for acceptance into the State Secondary System for maintenance until such time as it is constructed and otherwise complies with all requirements of the Virginia Department of Transportation for the addition of subdivision streets current at the time of such request. Any costs required to cause private streets to become eligible for addition into the state system shall be provided with funds other than r~_~` ,~, those administered by Roanoke County or the Virginia Department of Transportation. 4. Pavement surface: The minimum pavement surface shall be asphalt. Alternate materials such as concrete, structural pavers, or cobblestone maybe substituted provided the proposed surface will support the expected loads. Calculations and/or manufacturers specifications shall be required at submittal. Gravel is not an acceptable surface course. Base Course: six (6) inches minimum depth. For streets to be served by school buses, eight (8) inches minimum depth. These depths are for sub-bases with a CBR value of 10 or higher. 6. Private streets shall be designed to accommodate the provision of regular public services. Specifically: a. Vehicle turn arounds shall be included. The turn around may be a cul-de-sac or T-turn around. b. A representative of the Roanoke County School Board shall review the design, and location of all proposed private streets, and shall advise the applicant whether or not the proposed private streets meet the standards for school bus service. If the proposed design does not meet standards for school bus service, the final subdivision plat shall contain a notation that the proposed private streets do not meet the standards for public school bus services and that the Roanoke County School board shall not be obligated to provide service on the private streets. c. The fmal subdivision plat shall contain the notation that the proposed private streets do not meet the standards for public solid waste collection and that Roanoke County shall not. provide solid waste collection on private streets. The applicant shall have the responsibility . for addressing the collection of solid waste on private streets and a representative of the Roanoke County Department of General Services shall review proposals for solid waste collection on pnvate streets. 7. Vehicular Access: Private streets shall be platted as a separate parcel of land dedicated to the homeowners' association. Private right of way width shall be of sufficient width to encompass all drainage structures for the street and to allow maintenance of the street. On street parking shall be prohibited on at least one side of the street, to ensure adequate space for public service vehicles. Drainage: Drainage design shall meet all existing Virginia Department of Transportation and County of Roanoke standards, as amended. Drainage easements shall be platted to the homeowners' association for maintenance. 9. Signage: a. All traffic control and warning signs on private streets shall be the responsibility of the developer/homeowners' association, and b. All access points from the public street to the private street shall be clearly marked with a sign stating that the street is private. 10. Private Street Design: The following are required design standards for private streets. • ~-a PROJECTED MINIMUM MAXIMUM MINIMUM MINIMUM TRAFFIC AND GRADE b SIGHT SHOULDER (VEHICLES MAXIMUM DISTANCE ° WIDTH PER DAB PAVEMENT WIDTH 30-40 VPD 14' 18% 50' 2' 41-80 VPD 16' 18% 70' 3' 81-100 VPD 18' 18% 90' 4' 101-200 20' 16% 100' 4' VPD s-a a. Pavement width is based upon a shoulder and ditch section. One-way streets shall be a minimum of twelve (12) feet wide. b. Maximum grade: streets shall not exceed 300 feet in length for grades greater than or equal to 16%. Maximum grade at all landings shall not exceed 5%. Length of the landing, in feet, shall be based on the following formula: vehicles per day X .5 feet. • c. Sight distance refers to stopping distance only. Sight distance at the intersection of two private streets shall meet a design speed of 25 mph. Sight distance at the intersection of a private street and a public street shall meet VDOT commercial entrance requirements. (G) Public Water and Sanitary Sewer 1. Public water and sewer shall conform with Roanoke County Water and Sewer Standards, latest edition, with the following exceptions: a. For homes located within the minimum required distance to a fire hydrant, the following shall apply: 1. The homes shall be served by private laterals. 2. Water meters and sewer cleanouts shall be located near the public street right of way. 3. A maximum of six meters or cleanouts shall be located side by side. b. For homes requiring extension of public water and sewer services, the following shall apply: • 1. A twenty-five (25) foot easement shall be provided. The easement maybe shared by both services, provided the depth is not excessive. 7 ~~"" ~~~ 2. At least one of the services (water or sewer) shall be located outside of a street pavement area. If the street pavement surface is an alternative to asphalt, the Director of Utilities must approve, in writing, the location of the services within the paved area. 4. The water and sewer easement(s) shall be separate from any Public Utility Easement. ()~ Closter Development Process 1. The applicant shall meet with the Zoning Administrator or his/her designee to review the requirements for a cluster subdivision prior to the preparation of the preliminary plat. A site visit shall be arranged to review the site and identify approximate locations of Primary and Secondary Conservation Areas. The applicant shall then have drawn, preferably by a licensed engineer/surveyor, architect or landscape architect, a Property Resource Map. At a minimum this map shall include the following: a. Total acreage and acreage of each Primary and Secondary Conservation area and other open space areas b. Percent slope, in the following increments: <15%, 15-25%, >25% c. Flood plains, wetlands, and riparian zones outside the FEMA study area • d. Historic structures and sites e. Designated view sheds and ridgetop preservation areas identified and mapped in the 1998 Community Plan f. Greenway corridors mapped on the Greenway Conceptual Plan g. Elevations 1500 feet or greater above mean sea level h. Healthy woodlands I. Location of species listed as endangered, threatened, or of special concern j. Productive agricultural and forested lands 2. During the development of the preliminary plat, the property owner shall consult with Roanoke County to determine the appropriateness of the dedication of open space for public use, such as a school, park, library, or other public facility. The applicant shall submit a preliminary plat in accordance with Article II of the Roanoke County Subdivision Regulations. The following additional items shall be required to accompany the preliminary plat: • a. All Primary and Secondary Conservation Areas and other required open space areas to be designated as permanent open space, shall be mapped as conservation lots and noted on the plat. 8 V-/, ,may' b. All deed restrictions and covenants applicable to private streets, public services, open space, and cluster subdivision lots. c. The location of all building lots to be conveyed. 4. Once approval for the preliminary plat has been given, the applicant shall submit the final plat in accordance with Article IlI of the Roanoke County Subdivision Regulations. 2. That this ordinance shall be in full force and effect from and after January 1, 2000. • • G:\COMMON\CLUSTREV.ORD . , ~~5 II- ~- L RESOURCE GUIDE FOR CONSERVATION AREAS, CLUSTER SUBDIVISIONS RESOURCE GUIDE FOR CONSERVATION AREAS, CLUSTER SUBDIVISIONS Conservation Area Source s Slopes (<15%, 15-25%, 25%>) Roanoke Valley Open Space Study, 5"' Planning District Commission: Helen Smythers, Mat Miller 313 Luck Ave., SW Roanoke, VA 24010 (540)343-4416 Historic Structures and sites Historic Architecture Reconnaissance Survey Report, Roanoke County Virginia: Roanoke County Planning Department Staff P.O. Box 29800 Roanoke, VA 24018 (540) 772-2080 Viewsheds Roanoke County Community Plan and subsequent revisions: Roanoke County Planning Department Staff P.O. Box 29800 Roanoke, VA 24018 (540) 772-2080 Riparian Zones Survey of property, wetlands Healthy woodlands Virginia Department of Forestry: Robert Boeren P. O. Box 100 210 Riverland Drive Salem, VA. 24153-0100 (540) 992-3771 Endangered Species habitats Virginia Division of Natural Heritage: Virginia Natural Heritage Program 217 Governor St. Richmond, VA 23219 (804) 786-7951 Virginia Department of Game and Inland Fisheries: Becky Wajda P.O. Box 11104 Richmond, VA 23230-1104 804/367-1000 Productive Agricultural and Forested Land Virginia Department of Forestry: Robert Boeren P. O. Box 100 210 Riverland Drive Salem, VA. 24153-0100 540 992-3771 Floodplain Floodplain Maps available at County Planning Offices Roanoke County Planning Department Staff P.O. Box 29800 Roanoke, VA 24018 (540) 772-2080 Greenway Corridors Roanoke County Greenway Coordinator: Liz Belcher P.O. Box 29800 Roanoke, VA 24018 (540)776-7159 Elevations Roanoke Valley Open Space Study, 5~' Planning District Commission: Helen Smythers, Mat Miller 313 Luck Ave., SW Roanoke, VA 24010 (540)343-4416 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON NOVEMBER 9, 1999 RESOLUTION 110999-4 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA ] WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed 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 closed 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 closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Nickens to adopt the Certification Resolution; and carried by the following recorded vote: AYES: Supervisors McNamara, Minnix, Harrison, Nickens NAYS: None ABSENT: Supervisor Johnson cc: File Closed Session File A COPY TESTE: /~2~~ ~. Brenda J. Holt n, CMC Deputy Clerk to the Board of Supervisors ~> A-110999-5 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 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: KPMG has completed their audit of the financial operations of the County of Roanoke and the County of Roanoke Schools for the year ended June 30, 1999. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board of Supervisors 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 years operations. The County operations for the year ended June 30, 1999 resulted in expenditures savings of $750,201 as shown on Attachment A (expenditure savings of $750,012 and transfers out savings of $189). Based upon the policy for the rollover of year end savings the department 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 $371,075. This leaves a net expenditure savings of $379,126. Based upon the rollover policy this amount will be transferred to the capital unappropriated balance. The general fund revenues were $1,058,946 over budget as shown on Attachment B. This amount will be added to the general fund unappropriated balance. The general fund unappropriated balance at June 30, 1999 is $7,808,973. This is a decrease of $138,074 or 1.74% from last year. In addition, the debt fund has a balance of $495,363 as a result of borrowings being later than anticipated for School construction. In the past we have transferred these savings to the future School capital reserve. STAFF RECOMMENDATION: In accordance with County policy staff recommends the following: The County net surplus of $384,832 be appropriated to the capital unappropriated fund according to the rollover policy (with $40,646 reserved for pending rollover approval). M:\FINANCE\COMMON~BOARD\I 1-9-99. WPD 2. The net increase as a result of revenues of $1,058,946 be appropriated to the general fund unappropriated balance. 3. The debt fund savings of $495,363 be appropriated to the future School capital reserves SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: Elmer C. Hodge County Administrator ACTION VOTE No Yes Absent Approved (x) Motion by: Joseph P. McNamara moved Johnson _ _ x Denied () staff recommendation to 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, School Board Clerk M:\FINANCE\COMMON\BOARD\l l -9-99. WPD County of Roanoke General Operating Fund For the Year Ended June 30, 1999 Variance Revenues Expenditures and commitments Beginning Balance Transfers In Transfers Out Budget Actual Amount 103,041,548 104,100,494 1,058,946 1.03% (47,373,474) (46,623,462) 750,012 -1.58% 10, 371,146 10, 371,146 - 0.00% 209,483 209,483 - 0.00% (59,498,676) (59,498,487) 189 0.00% 6,750,027 8,559,174 1,809,147 Departmental rollover (365,369) Transfer to Capital Unappropriated Balance per rollover policy (384,832) (With $40,646 reserved for pending rollover approval) Addition to General Fund Unappropriated Balance 1,058,946 Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027 Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973 M:\Finance\Common\audit99\YEAREND.xIs 11/09/1999 Attachment C~ G ~ ~ ~C ~ O C C ~ ~ ~ ~ ~ ~ O ~ ~ ~'~} C C U. ~ L U ~ O 0~ L m C ~, _ oaoooaooooo0oooooaoo 0 o ~ ~ C~ i ti ~ t0 r O ~A O O ti~ to O ~' M O ~-- M N O l0 C'7 v~~ O ~~ O~~ N~ O ~- .- O O H 00 O ~ ~' O~ O L C O N T O r- M e7 M N O ~' t1') t7' O O 00 tfj O ~' CO r a Q= ~....~ `-' ~ r r r M' r `-~ r r r In .~ ... , O N r In Ln Q7 = CD M to O ~' N ~ r- O r- O CO O a ~ ,,,,~ O N M~ N (D O O t!') r N ~f' O I~ N 00 O ~ I~ O (p ~ ... = 00 r' O VJ O M to ~t ~1' CO to O ~ O O ~ to O M '~ ~ 'p ~ ~ M ~ ~ N ~ ~ O ti to ~ O 'a' to 00 O O 00 CO O O. ~. ~ ~ CO r M M CO O ~' i` ~; M `-' - ` ' 0 j M ~ r M r r - r- 0 0 ~ O ~ ~ ~ ~ ~( ~- r1' r I.C) ~ m O CO 00 ~ O C ~ L() ~- O (D ~"' ~ 01 d' t~ M M t7' I~ c0 O cn ~ a0 N c!' ~- N N O t17 O ~- N O Qs ~ O~OCpOM~t~'~M~OCpOO~(ONCpN ~}' Q~~ CO CO M r to ti O~ r I~ In O CO I` N ~- CO O O ~ O 0p 4 In M M N f~ (O O O O O~ O N O I~ ~- ti t,C) M O O E' CA ~ M ~t t1') G O O N (D O l0 ~ to r (p to ti M ti co r LL ~' r" ~- O ~ ~ OCOOOOOOOOOOONtDO00t17~00 00 OO to 0 0 0 0 0 0 0 0 0 0 ~ 0 0 N~ O W~ C Ot1')000OOOOOOOOOOO~MO(~ t1~ ~~ °' m M~ a o ui o o ui ui o ui ti ~ ti ~i ti ai t` c r= +~+ ~ ~ CO r- O I~ t,f) ~ O tt~ Cp Cp M 1~ 00 (D (O O N I` Op O ~ ~ ~ CO 00 ~ i~ r ~ M tf') O t0 N M O I` ~ Cp M (O ~' O ~ ~ CD I` N ~ ~' M ~- (V N M ~ m } ~ r O Q LL ~ ~- O O O O O O O O O O O O O O O O O O O N N oao0-oo0000000-0ooooom a .Q ... O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 t1') 0 0~ O ~ y T 0 0~ to O to O O H to O~ 0 0 tom- 0 0 t~ ~ N O Q Cf ap CD CD O ti ~ C O to CO CO M f` I` M CO O I` N 00 ~' O O~~ CD CO C' (` r In M In O (p N M O ti l[') (O N (O O N Q~ L}L A N N to ~ M r (y O O 6F3 X Q7 U. X C >, ~ X ~ ~+ ~' N N O ~ ~ f' j X ~ vOi C o " ~ ~ N ~ ~ ~ <n C ~ X cQ ~ ~ c X ~_ m a~ ~ X 0) f'- X 0) ~ 0) J a X f- X~ 0) fQ 2~ i C ~ Q) ~ ~ 0) ~ O a y V V U C ~ O O 0) ~ a~ ` o U ~ d f II p C L . C m X a U Ll~ ~ p ~ 0) ~ ~ C cv - C tTf N L U = ~ U~ = ~.. E ~ U O ~ ~ = of C ~ L O) y fC V ~ ~ a.0 ° ~mm~~= ~UOa ~~U~~ ~ ~ . o t- y X Q Z LL rn a c a~ m tT a~ v c R E 5 .ti A-110999-6 ACTION # ITEM NUMBER ~ -2- MEETING DATE: Nov. 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of School Operations for Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As a result of year-end operations, school revenue exceeded our budgeted amount by $151,077 while under expenditures in our major spending categories accounted for $1,800,619 of the year-end balance. In 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. This year, the Board of Supervisors has directed that $800,000 of the year-end balance be used to fund the South County High School. At the October 28, 1999, School Board meeting, the Board directed the Chairman to request that the remaining balance in the Bonsack Elementary School construction account ($250,000) be appropriated for capital equipment by the governing body to offset a portion of the $800,000 transferred from the year-end balance (see attached memo). As is noted in the final county audit, the FY 1998-99 year-end fund balance for school operations is $1,951,696. Staff recommends that the School Board ask the Board of Supervisors to appropriate the fund balance as follows: Outstanding Encumbrances .................................... $ 77,788.61 Capital and One-Time Items South County High School ................................. 800,000.00 Band Uniforms .......................................... .20,000.00 Purchase of School Buses . ................................ 650,000.00 Removal of Chemicals .................................... .36,480.00 New Superintendent's Search .............................. .12,000.00 Early Retirement Incentive Plan (RFP 8~ Plan Documents) ......... .50,000.00 Star Base Student Scheduling Package ....................... . .8,340.00 Phone Improvements ..................................... 293,087.39 Vocational Education Equipment (Matching Funds) .............. ..4,000.00 Other Capital Equipment .................................. ...... .00 Totals ..... $ 1.951.696.00 STAFF RECOMMENDATION: Staff recommends appropriating the year-end balance as outlined above. rC.~cn-~m4 -~~na[o,~ Deanna Gordon ,~~ School Superintendent Elmer Hodge County Administrator ACTION Approved (x) Motion by: Harr~C. Nickens motion that Denied () ~1) year end balance of $1,951,696 be Received () appropriated as requested and approved Referred () at work session and (2~ $475,000 of the To () $551,313 remaining funds from three completed projects be ear-marked for other School Phase 1 Capital Projects cc: File Diane D. Hyatt, Director, Finance Dr. Deanna Gordon, School Superintendent Brenda Chastain, School Board Clerk VOTE No Yes Absent Johnson _ _ x Harrison _ x McNamara- x Minnix _ x _ Nickens x ~GOUN~ ~ o ; .:. s~ ``<<~.~ , `c G c C ~~+ f '" so c°~at y ~d~` November 2,1999 urr'i~:~ vr' Ui'vY510rr SUpE:~NIUBi~ ~' 5937 Coro Rcsd ~oano~e, Vu~inia 241)19 P4ion~: (540) 562.3700 Fu: (540) 562-3994 T0: Roanoke County Board of Supt-visors FROM: Marion G. Roark. Chairman Roanoke County School Board SUBJECT; Remaining Balance is the Baa9aek Elementary School Acs~unt 'Yhe school board respectfi~ily regi~stS that the remaining balance in the Bonsack Elementary 5chooI constrsction account, which should be ~ZSO,OQO, be appropriated by the govcrnin; body to oii'rret a portion of the SS00,000 a-ansfrrred Pram ~hC yczs-cnd b~lnnc;c. Tim scl~uol board further requests that the $250,000 be restored to be utilized for capital equipment be c: Lh. Jerry Hazily Dr. Dearrx Gordoa 15 i ,~ ~ From: Self <ADM01/BJH> To: Elmer Hodge Subject: Work Session today Date sent: Tue, 9 Nov 1999 09:54:08 Just FYI Susie may have told you but Dr. Gordon called yesterday and wanted to know the time for the work session on schools. I told her I thought 3:30 p.m. thinking we will probably finish all stuff downstairs and then come up for work sessions. Roger Fowler just called to ask about the 3:30 p.m. work session with School Board. Told him it was not a joint work session but School Bd had been invited. Also told him all information we had was on the agenda. Brenda Holton -- 1 -- Tue, 9 Nov 1999 09:54:16 .. .' I N T E R MEMO O F F I C E To: Chairman and Memb Board of Supervisors From: Melinda J. Cox Subject: Center for Research & e gy Date: November 5, 1999 At the last board meeting on October 26, tenant information was requested in support of the second reading of an ordinance for the log cabin residential lease at the Center for Research & Technology. Attached is a brief overview of the tenant selection process, the timelines, and the tenant chosen. Please contact Melinda Cox or John Willey with questions regarding the residential lease and tenant. Thank you. s , T chnolo Enclosure ~" LOG CABIN APPLICANTS RECOMMENDED TENANT CHOICES With the purchase of the Center for Research & Technology, three rental house properties were acquired. All three houses were vacated by October 15, 1999. Two of the three houses are scheduled for demolition as part of the Phase I, Stage I park development plan (this does not include the Dickerson house which was acquired at a later date.) However, the log cabin will remain intact for future use in the park. To prevent this structure from falling into decline, a decision was made to continue the rental lease on the property. A classified ad was placed with The Roanoke Times with a run schedule of Sunday, September 26, 1999 through Sunday, October 10, 1999. The ad was canceled the morning of Tuesday, September 28 as the Economic Development office has already received 40+ inquiries. The County Attorney's office provided an application form which was mailed to all applicants who expressed an interest in the rental terms. Six applications were returned by the deadline of October 5, 1999. A committee of staff members from the Attorney's Office, Property Management Office, and the Department of Economic Development met to review the applications. If complete information or an explanation was not provided, the application was rejected. Only two applications had complete information. Each applicant's housing references were contacted. Each applicant has followed up with phone calls, informed the County that both must provide a 30 day notice to current landlords, and reinforced their respective interests. One applicant made more inquiries about property and the landlord-tenant relationship with the County. Lynne Connell asked detailed questions about the property and the length of the lease (i.e., would the County sell the property, was the land scheduled for development in the near future, etc.) Ms. Connell was informed that the County is seeking along-term tenant (2 - 5 years) until the log cabin is included in the development plans. Staff has chosen Lynne Connell as the first choice for tenant. Contacted Ms. Connell and advised her that she was the first choice. Also, advised her of the sewerline construction plans that will effect the property and the maintenance requirements that will be outlined in the rental lease. Ms. Connell agreed to all terms discussed and contained in lease agreements. She is employed by the Elliston Post Office, in good standing with her former landlords, and a current resident of Roanoke City. On October 25, 1999, the property management transition began between the Department of Economic Development and the General Services Department. On October 26, the Board of Supervisors approved the first reading of the lease and requested tenant information at the second reading on November 9, 1999. ~~~puN~ysc ~o , . ,, yo ~ ~ ~ 9cceht £~~~G~~ OFFICE OF DIVISION SUPERINTENDENT 5937 Cove Road Roanolxe, Virginia 24019 Phone: (540) 562-3700 Fax: (540) 562-3994 ,~ ..; November 2, 1999 TO: Roanoke County Board of Supervisors FROM: Marion G. Roark, Chairman Roanoke County School Board SUBJECT: Remaining Balance in the Bonsack Elementary School Account The school board respectfully requests that the remaining balance in the Bonsack Elementary School construction account, which should be $250,000, be appropriated by the governing body to offset a portion of the $800,000 transferred from the year-end balance. The school board further requests that the $250,000 be restored to be utilized for capital equipment. be c: Dr. Jerry Hardy Dr. Deanna Gordon WATER/SEWER FOR RCCRT Construction began on the 4,000 lf. of 24-inch diameter off-site water line the week of November 1. This water line begins at the intersection of Glen Mary Drive and Dow Hollow Road and runs parallel to Glen Mary Drive to the beginning of the entrance road for RCCRT. Construction is scheduled to be completed prior to March 2, 2000. Plans have been completed for the construction of the off-site sewer line to RCCRT. The off-site sewer line begins at the existing line at Route 11/460 and Glenvar Heights Blvd. The line proceeds along Glenvar Heights Blvd. under the interstate to the log cabin property owned by Roanoke County. The sewer plans have been submitted to VDOT for approval and will be advertised for bid by mid-November. It is anticipated that construction will begin early January and be complete prior to June 1, 2000. \\GUPO1\GUPV1\USERS\MJS\Board Reports\1999 Board Reports\RCCRT.doc ROANOKE COUNTY - ROANOKE CITY WATER INTERCONNECTIONS The new contract gives Roanoke City 4 MGD capacity in Spring Hollow. In addition Roanoke County needs to send 1.75 - 2.00 MGD in Roanoke City lines to feed areas we cannot reach directly with Spring Hollow water. To meet these requirements, Roanoke County needs the capability to feed between 5.75 - 6.00 MGD to the Roanoke City system. We have feeding Roanoke City approximately 3.8 MGD through existing interconnections at Ogden Road, Grandin Road, Va1leyPointe, and North Lakes. Anew interconnection along Colonial Avenue is complete and is providing an additional .25 MGD bringing the total to just over 4.0 MGD. We have two additional existing interconnections along Plantation Road and Williamson Road, which could make up the 1.5 - 1.7 MGD deficit; however, our existing distribution lines do not have the capacity to deliver the additional water. Our preliminary studies are showing that Phase II of the Loch Haven water line extension (which will terminate at the 500,000 gallon Belle Haven Road water tank) will satisfy this need. The estimated cost of the project is approximately $425,000. Roanoke County staff has sent a letter to Roanoke City recommending the construction of this line as a solution to providing the additional water. It is recommended that construction cost be shared 50-50 because the line will be beneficial to both parties. G:\USERS\MJS\Board Reports\1999 Board Reports\Interconnections2.doc ti t From: "Anne Marie Green" <ADM01/AMG> To: adm01/bjh, adm01/mha Date sent: Thu, 28 Oct 1999 16:32:53 +0000 Subject: Proclamation for Schools Attached is the proclamation for the November 9 meeting for American education week. Along with Lorraine Lange, Ann Deeds (PTA) and Dr. Gordon will be attending to receive proclamation Anne Marie Green, APR Director, Community Relations 772-2010 Brenda Holton -- 1 -- Thu, 4 Nov 1999 12:10:21 I N T E R MEMO O F F I C E To: Brenda Holt n From: Melinda Cox Subject: Center for Research & Technology Status Report for BOS Date: November 4, 1999 Brenda, listed below is the update for Mr. Hodge: The Commonwealth Transportation Board granted secondary status to Glenmary Drive on October 21, 1999. A CE7 Highway Permit was also approved by VDOT on October 26th. Sewerline project plans were submitted to VDOT for review on October 15, 1999 by Lumsden Associates. Received approval from Tree Ordinance Committee on October 25 to cut the trees in the 30' construction path for the sewerline. All leases (residential and farm) have been terminated on the property. Property management for the housing facilities was transferred to John Willey in General Services on October 25, 1999. On October 26, 1999, the County received approval of the waterline project plans for Glenmary Drive from VDOT and construction began the week of November 1 on Glenmary Drive. County Attorney's office closed on the Trompeter property on November 1, 1999, and the deed was recorded.. The artistic rendering for the industrial access road entrance has been rescheduled for November 15, 1999. TF1 ; 9 54~i 562 39~? P. (1p1 C Q V E ~ To: May Allen Fna #: Sabjert; Agenda Items bate: November 3,199.9 Pales: 3, including this cover sheet. COh!~fENTS ; ~: Please call should you have any questions, Brenda e~. ~z~,.4a~,o .~ s,.~ .,r ~~~Y` G~~, vc~_o Owe ~~ ~ ,au~~,,~ w .,. ~~ ._ ~,~~ . ~~ FAX ~.~~ -~ p` c~~. ~~i~ From the desk of. Bronda Chastain Clerk of the Board kcanpfie CcUnty 5Ctt00fB 5837 Cave Road ROanoKS, VA 7.4~tE1 {540)5BZ-3743 lax. t~~) eeaa9e~ N(~G' .~- ~~ ~' ~ ~ ~G Ur'rICB ur' vl'VI5IOIV SLTPERIl~]TTE1vDENT p t;~;~ ~' ~a ~ 5937 Cosa Road ~ `'~ ~"" ~% Roauo);e, Vis~iaia 24019 P~SOne: {540} 562.3700 Pa:: {5410) 5b2-3994 9~~e~r E~~4~~ November 3, 1999 Mr. Bob Johnson, Chairman Roanoke County Boazd of Supervisors P_t7_ Rnx 29800 Roanoke, VA X4418 Dear Mr. Johnson: It has come to the attention of the Roanak'e Cntmty fichnnl Rnard that the majority of the $osrd of Supervisors is ready to appropriate $6.8 million to fund the reno~ratiorls and new construction at Glenvar Middle School. The school board regrets that this prujCCt bra bCCn tlcltiyGtl tutu respectfully requests the authority to proceed with a $6.8 million budget for the project. On Ootober 28, 1999 the Roanoke County School Boazd took action to request an appropriation from the Boazd of Supervisors in the amount of $6 ~ 8 million, It is our understanding that the bricks and mortar construction will require $G million and that X844,444 will be required to provide furnishings and equipment far the new facility. We request that this action be placed on the agenda for the next meeting of the Roanoke Gotxnty $oard of Supervisors on November 9, 1999. Thank you for yotTr cnnsicleratinn rtf this important item. Sinc:ereiy,~~ rX.~ (~7G~C~l"u~"' ~~ rends Chastain, Clerk Roanoke County School Board be c: ItQtusoke County School Board Deanna Gordon, Superintendent ,' R~;F t~Q Sf~H-,ASST. SHPT ~G~UN~ ~ ~,«_, ~ c O~ ~~ ~ '~';~ r ca 9~c~at v ~~,~ November 2,1499 TF.1~.9 5di1 5fi2 3987 urr'lc:ir ur aivr5lc~r~ SU.PBB~IU~~v ~' 5937 Cow•e Rosd Ro~~ao~e, Visgi:.ia 2,4019 Phone: (540) 562.3700 Paz: (59A) Sb2,399~ TO: Roanoke County Board of Supervisors FROM: Marian G. Roark. Chairman Roanoke County School Board SUBJECT; Remaining Balance in the Bonsaek Elementary School Account The school boaad resrectfi~lly req~ie~ts that the remaining balance in the Bonsack Elementary School construetirn account, which should be $250,000, be appropriated by the governing body to ot~et a portion of the $800,000 ~~r~rcd rr~m ~ yC~-cnd bz~lausx. Tl~c school tward further requests that the $250,000 be restored to be utilized for capital equipment. be c: llr. terry Hatay Dr. Deanna Gordon P. X03 +~,, . a From: "Timothy Gubala" <ADM01/TWG> To: gup01/tsh Date sent: Tue, 2 Nov 1999 12:09:13 +0000 Subject: (Fwd) Status Reports on County Projects Copies to: adm01/bjh, adm01/ech I think that we need to change the reporting agent on the Hanging Rock Battlefield Trail. Phase I is complete. Phase II -footbridge, etc. is the responsibility of Parks and Recreation ------- Forwarded Message Follows ------- From: "Brenda Holton" <ADM01/BJH> To: adm01/jmc, pfr01/reb, adm01/mjc, gup01/glr, gup01/tsh, adm01/twg Date: Tue, 2 Nov 1999 11:33:22 +0000 Subject: Status Reports on County Projects Cc: adm01/ech The first status report on County projects was placed on the October 12 Board agenda. These projects are due to be updated and a report placed on the Agenda for November 9, 1999, which we are working on now. Please update your previous report and send the information to me either by attachments to an a-mail, a disk or G:\common if you have access and are in RCAC. These will be incorporated into one report for the 11 /9 agenda. If you need a copy of your part of the report from Oct 12, let me know or if you have questions, please call me. -Regional Fire Training Center -John Chambliss -Center for Research and Technlogy -Melinda Cox/Tim Gubala -Hanging Rock Battlefield Trail-Tim Gubala -Roanoke County-Roanoke City Water Interconnections -Gary Robertson -Roanoke Valley Juvenile Detention Center- John Chambliss -Courthouse Improvements and Salem Office Supply Building -John Chambliss -South County Park -Pete Haislip Brenda Holton CMC Deputy Clerk 772-2005 Brenda Holton -- 1 -- Tue, 2 Nov 1999 12:18:45 From: Self <ADM01/BJH> To: John Chambliss, Richard Burch,Melinda Cox, Gary Robertson, Pete H Subject: Status Reports on County Projects Copies to: Elmer Hodge Date sent: Tue, 2 Nov 1999 11:33:22 The first status report on County projects was placed on the October 12 Board agenda. These projects are due to be updated and a report placed on the Agenda for November 9, 1999, which we are working on now. Please update your previous report and send the information to me either by attachments to an a-mail, a disk or G:\common if you have access and are in RCAC. These will be incorporated into one report for the 11 /9 agenda. If you need a copy of your part of the report from Oct 12, let me know or if you have questions, please call me. -Regional Fire Training Center -John Chambliss -Center for Research and Technlogy -Melinda Cox/Tim Gubala -Hanging Rock Battlefield Trail-Tim Gubala -Roanoke County-Roanoke City Water Interconnections -Gary Robertson -Roanoke Valley Juvenile Detention Center- John Chambliss -Courthouse Improvements and Salem Office Supply Building -John Chambliss -South County Park -Pete Haislip Brenda Holton -- 1 -- Tue, 2 Nov 1999 11:33:32 .. , ;~ AT ~ COUNT MEETI~ AGEND. COUNTI • ~o{2dj~5 ~~ - ~ ~~ P yy ~. :t y ' .} :. ~ -`` r S U M MAF tUfe s ndicate, inc. P-987 v 1978 United Fea Y 11~~ !i ACTION NO. ITEM NUMBER >f ~1 ?VISORS OF ROANOKE MINISTRATION CENTER Beginning ..,~, ~ ~~ ~~~ dgenaa, I am adding an item to the "Reports" section that will provide brief status reports on the projects on which the County is currently working. This will be on the agenda for the first meeting of each month. In this report, I have included six projects. I will also include other projects at future meetings. If you have a project to suggest, please let me know. Regional Fire Training Center .~ The construction has been progressing very well considering 10 days of work were lost in September due to rain. All of the grading has been completed, most of the footers have been poured, and block work has started. The double-wide trailer is scheduled to be relocated next week. The contractor hopes to complete the parking lot grading, install curbs, and surface-treat the lot by the middle of October. The quality of work and resolution of problems have been successful to this point. Center for Research & Technology The County received afour-phase marketing plan from the Roanoke Valley Economic Development Partnership on August 4, 1999 and work is being conducted on the brochure and website for Phase I and the promotional flyer for Phase II. We will be scheduling a work session with the Board and the Economic Development The water line plans were submitted to VDOT on September 13, 1999, and the Board appropriated $1,000,000 on September 28, for construction of the sewer line and entrance for the industrial access road. Staff submitted a Rural Development Business Grant to the USDA on October 1, 1999, for $100,000 for additional assistance with the sewer line. The water line will be completed by March 1, 2000, and the sewer line will be in place by June 1, 2000. The Planning Division of the Community Development Department is preparing an artistic rendering of the site entrance which will be finished • , f y~1 ~~ by November 8, 1999. We expect the entrance to in before the rough road throughout the project is finished on July 1, 2000. Hanging Rock Battlefield Trail ,~,~ The trail is complete and the dedication ceremony is planned for 10 a.m. Saturday, October 23,1999. US Construction is doing minor "punch list" items to complete their contract. The Roanoke Valley Greenway Commission will schedule another work day for brush, weed and trash removal before the dedication. Roanoke County -Roanoke City Water Interconnections The new contract, which has been signed by Mayor Bowers, gives Roanoke City 4 MGD capacity in Spring Hollow. During September, we sold 2 MGD of water to the City, in addition to the 1.75 - 2.00 MGD sent through City lines to areas we cannot reach directly with Spring Hollow water. To meet the additional 2 MGD requirement in the contract, Roanoke County needs the capability to feed between 5.75 - 6.00 MGD to the Roanoke City system. Presently we are feeding Roanoke City approximately 3.8 MGD through existing interconnections at Ogden Road, Grandin Road, ValleyPointe, and North Lakes. Anew interconnection along Colonial Avenue is complete with the exception of the bulk meter installation. It is anticipated that this feed will provide an additional .5 MGD bringing the total to 4.3 MGD. We have two additional existing interconnections along Plantation Road and Williamson Road, which could make up the 1.5 - 1.7 MGD deficit; however, our existing distribution lines do not have the capacity to deliver the additional water. Our preliminary studies are showing that Phase II of the Loch Haven water line extension (which will terminate at the 500,000 gallon Belle Haven Road water tank) will satisfy this need. The estimated cost of the project is approximately $425,000. Roanoke County and Roanoke City staff are still reviewing this and other possibilities to determine the most cost-effective method of delivering this water. Roanoke Valley Juvenile Detention Center ~ /~ ,,~ Bids were received for the construction of the 81 bed facility in two phases and the bid was awarded to Martin Brothers, Inc. in the amount of $7,085,000. The ground breaking ceremony was held on May 19, 1999 and Phase I is scheduled for completion in May, 2000. Both temporary and permanent financing have been awarded and the State has approved reimbursement of its share at the completion and audit of each phase. Construction is on schedule and we will begin hiring the additional staff for training in early 2000. After moving the operations into the Phase I facility, we will remove environmental hazards and raze the existing facility to immediately begin Phase II construction. • 2 ~~ /Y_Y~ r , Courthouse Im rovements and Salem Office Su I B '1 ~~Z~`~' ~' ~""' NN Y ui dingy The Adult Probation and Parole Office was moved out of the Courthouse, the space was redesigned for use by the Commonwealth Attorney's office, and bids are on the street for the renovation of that space. The Courtroom areas are being re-carpeted. The engineering report looking at the geo-technical conditions related to the Courthouse and the cause/effect for the cracking of the interior walls was completed and plans are now underway to improve the eastern side of the building. Most of these improvements will occur once the Court Service Unit moves into the Salem Office Supply building. There have been other problems associated with the cracking and door operation which we are attempting to resolve now. The environmental assessment has been completed for the Guy house and we are preparing plans for the environmental correction, demolition of the house and grading into a parking lot. That part of the project is expected to begin in December, 1999. The Architect/ Engineer is working on the final plans for the Salem Office Supply building. The environmental study has been completed except for the roofing and that study will begin shortly. The project should be ready for bid by early December, 1999. Res ectfull submitted: p y Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Harrison _ _ Denied () Johnson _ _ _ Received () McNamara_ _ _ Referred () Minnix _ _ _ To () Nickens • , From: "Brenda Holton" <ADM01/BJH> To: gup01/tsh Date sent: Wed, 27 Oct 1999 11:53:34 +0000 Subject: Debriefing Meetin Copies to: adm01/mha Pete, today in debriefing, ECH asked me to get you to write a "snapshot" of South County Park for next Board meeting. I believe he wants it under the project reports that he is now placing on the agenda at the first meeting each month. This is just to let you know and also a note for Mary Allen to put in file for Nov 9th Board meeting. Brenda Holton CMC Deputy Clerk 772-2005 Mary Allen -- 1 -- Wed, 27 Oct 1999 11:59:03 From: Self <ADM01/MHA> To: John Chambliss, Richard Burch, Melinda Cox, Gary Robertson Subject: Status Reports on County Projects Copies to: Elmer Hodge Date sent: Tue, 5 Oct 1999 08:16:38 Beginning with the October 12 meeting, Mr. Hodge would like to include a status report on County projects under the "Reports" section of the agenda. He has asked for a one paragraph update on the following projects. Please send the paragraph to me either by attachments to an a-mail, a disk or G:\Common if you have access and are in RCAC. I will then incorporate them into one Board report. I need the reports by Wednesday afternoon. If you have any questions, please call me. - Center for Research and Technology -Melinda Cox - Regional Detention Center -John Chambliss - Salem Office Supply Renovations -John Chambliss - Water Interconnections -Gary Robertson - Regional Fire Training Center -Rick Burch He will probably add more projects in the future. Thanks. Mary Allen -- 1 -- Tue, 2 Nov 1999 11:05:26 Memorandum To: Chief Richard E. Burc Jr. From: Battalion Chie as C. Fuqua CC: Division Chief J ey Stump Date: October 29,1999 Re: Regional Training Center Construction Update Work is progressing well at the site. The weather has allowed many of the subcontractors to pursue their work, especially the work of the block masons and the site excavator. _ The modular building has been relocated on site. The electrician has connected temporary power to the modular building, however the heating system uses three phase current and will not be back on line until the new building is powered up and a permanent service is provided to modular building. We plan to use space heaters to provide some level of warmth for the classroom. The contractor plans to pour concrete pads in the administrative area of the facility next week. The steel will be delivered in the next couple of weeks as well as the trusses. The only problem we have is the lack of sufficient water to supply the sprinkler system for the new facility. The architects along with their engineers are looking at alternatives to increasing water to the site. I am very pleased with the quality of work being performed by U. S. Construction as well as their ability to remain on schedule even though we have experienced several extended periods of rain since they started project. Please advise if you require further information at this time 1 ~l~~ro~~~~ ~~r To: Joe McNamara Fuzzy.Minnix Marian Roarke Tom Leggette Elmer Hodge Deanna Gordon Jerry Hardy Penny Hodge Fred Anderson From: Diane D. Hyatt ~,cc~,:.~„ Date: October 26, 1999 Subject: Audit Committee Meeting This is a reminder that our next Audit Committee meeting will be on Tuesday, November 9, 1999 at 2:00 PM in the Board of Supervisors conference room. At this time we will review the results of the year end operations and hear the findings of our Auditor KPMG. Please let me know if you will be unable to attend this meeting. M:\EINANCE\COMMONWudit99\ 10-26-99.wpd Hollins Magisterial District. (Terry Harrington, County Planner) 0-102699- 8 BLJ MOTION TO ADOPT ORD URC 4. Second reading of ordinance amending and readopting the Zoning Ordinance by the addition of standards for the design and development of Cluster Housing. (Terry Harrington, County Planner) PUBLIC HEARING HELD -ONE CITIZEN SPOKE POSTPONED UNTIL NOV 9 MEETING FOR WORK SESSION T. CITIZENS' COMMENTS AND COMMUNICATIONS NONE U. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Johnson: (1) Advised that he has been out of town for ten days and asked for update on meeting which was to be scheduled with HCN and FFH and Marion Roark and Tom Leggette from School Board on Glenvar Middle School. FFH advised that they are and have been willing to meet but are waiting for School Board members to offer dates after their meeting on 10128. BLJ asked that when date is scheduled PMM and AMG be notified so date can be publicized FFH advised that they have asked fora list of various items to be discussed at the meeting Supervisor McNamara: (1) Advised that he thought HCN comments earlier about Halloween were appropriate and localities should celebrate on same day but he would prefer it be the actual Halloween date Also asked if County had made provisions for additional police officers ECH updated the Board on the background of the change in date to celebrate Halloween and advised that additional police will be scheduled (2) Asked for update from Pete Haislia on South County Park ECH advised that they had groundbreaking and update will be made in a few weeks Supervisor Minnix: (11 Advised that he had discussed South County Park with Mr. Haislip and plans are - oing forward ~2) Advised that he attended the Hanging Rock celebration and it was well done and well received (3) Advised that they broke ground last week for another new business in tCH ADDED WORK SESSION ON MCDONALD FARM CHAIR ADVISED THAT ITEM S.4 CLUSTER HOUSING ORDINANCE WILL BE POSTPONED FORA WORK SESSION TO BE HELD AT NOV 9T" MEETING. BUT PUBLIC HEARING WILL BE HELD TONIGHT C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Proclamation declaring October 24 - 31, 1999 as Red Ribbon Week in Roanoke County. ACCEPTED BY MARY GWEN PARKER SEC/TREA RAYSAC HOM MOTION TO APPROVE PROCLAMATION URC 2. Recognize Roanoke County Police Department for being selected as the winner in the Safe School Environment Award Category of the 1999 Governor's New Partnership Community Safety Awards Program. BLJ PRESENTED PLAQUE TO CHIEF LAVINDER LT GARY ROCHE SGT JEFFREY SWORTZEL LT. TERRELL HOLBROOK AND OFFICER TIM MILES. DR. GORDON SCHOOL SUPER• JIM GALLION ASST SUPER• AND MIKE STOVALL MEMBER OF SCHOOL BOARD WERE PRESENT D. BRIEFINGS NONE E. NEW BUSINESS 1. Request from Social Services to appropriate $41,800 for Temporary Assistance to Needy Families -Family Violence Intervention Services. (Dr. Betty McCrary, Social Services Director) A-102699- 1 HCN MOTION TO APPROPRIATE FUNDS URC 2. Request to approve Roanoke County compliance with Pre- Grant Community Development Block Grant requirements 2 3~rbft 11-4-99 ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA NOVEMBER 9, 1999 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 Thursdays at 7 P.M. and Saturdays at 4 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. (PLEASE NOTE: There will be an Audit Committee meeting at 2:00 p.m. prior to the regular Board of Supervisors 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 C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1 r 1. Proclamation declaring the week of November 14 - 20, 1999 as //,f ~-, American Education Week. f` l%~, j,%v j D. BRIEFINGS ~ ~~~~ _~ G~~~ ~~ ~ S %~, E. NEW BUSINESS F. FIRST READINGS OF ORDINANCES in of ordinance authorizin uitclaim and release of 1. First read g g q Roanoke County's interest in real estate along the north side of Route 933 (Singing Hills Road). (Paul Mahoney, County Attorney) ,/ 2. First reading of ordinance authorizing dedication of 0.061 acre of land for public right-of-way on Daughterly Road (VA Sec. Route 643) for road improvements at its intersection with U. S. Route 11/460. (Arnold Covey, Director of Community Development) G. SECOND READING OF ORDINANCES 1. Second reading of ordinance authorizing and approving the residential lease of the log cabin and approximately one acre of real estate located at the Roanoke County Center for Research and Technology, Catawba Magisterial District. (Melinda Cox, Economic Development Specialist) /2. Second Reading of ordinance Authorizing the Construction of and Financing for a Local Public Works Improvement Project - Clearbrook Lane Waterline Extension Project. (Gary Robertson, Utility Director) H. PUBLIC HEARINGS I. APPOINTMENTS 1. Blue Ridge Community Services Board of Directors 2. Disability Service Board 2 1 3. Highway and Transportation Safety Commission 4. League of Older Americans -Advisory Council 5. Library Board 6. Roanoke Valley Resource Authority J. 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. Request from Schools for appropriation of $4,320 for the Paraeducator Supervision Academy. K. REQUESTS FOR WORK SESSIONS L. REQUESTS FOR PUBLIC HEARINGS M. CITIZENS' COMMENTS AND COMMUNICATIONS N. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Status Report on County Projects 6. Statement of the Treasurer's Accountability per Investments 3 1 and Portfolio Policy, as of October 31, 1999 O. REPORTS AND INQUIRIES OF BOARD MEMBERS P. WORK SESSIONS (4TH FLOOR CONFERENCE ROOM) 1. Work Session on proposed Cluster Subdivision Ordinance. (Terry Harrington, County Planner) 2. Work Session on Review of Financial Information. a. Results of operations, for the County for the year ended June 30, 1999. (Diane Hyatt, Finance ' actor) b. o ov- er ~'-e ---Coursfy Departments. (Brent Robertson, Budget Manager) c. Results of operations for the Schools for year ended June 30, 1999. (Diane Hyatt, Jerry Hardy) Review of first quarter revenues for 1999-2000. (Brent Robertson) - capital needs for 1999-2000. (Elmer Hodge, County Administrator) Q. NEW BUSINESS „ ~,c~ ~U`' / 1. esul for appropriation as a result of County operations for the year er.~ded June 30, 1999. (Diane Hyatt, Finance Director) 2. Request for appropriation as a result of School operations for the year ended June 30r 1999. (Diane Hyatt, Finance Director) R. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344 A (7) S. CERTIFICATION RESOLUTION T. ADJOURNMENT 4 CD ~D r~• ~ ~ ~ O . A~ ~.r. ~T O ~ ~ ~ C ~ ~ ^ l 1 ~' -•r ~: ~ `~ ~-• O ~ ~ ~ ~ ~'` ~"~ ~ ~p O r! ! ~ ^ ~ ~ ~ . p ~.r• ~ H CD H R ~• ~ ~ y y ~ y ~n., rte. A Q C ~ 1"' ~"' ~ v, r* ~ R ~ ~ C O ~• ~ ~ a' ~ ~, "C C ~ b fD ~ "O ~ fD eCS O• ~ 'Q '~ ~ ~ y ~ C' C ~ ~• Q ~ p ~ ~ .. ~ '~ '.07 O ~..D fD ~, O p ~ '-ti vii ~ ~ '-~ p CyD ~ O ~ (nD C coo O O ~ ~ ~ a O Q* ~ ti p O O O• ~ O~ n C ~ ~ y G].. Q.. ° ~ ~ '~ ~ '1 ."• ~ tD fD ° ~• r"I. ~ ~• [/~ W C• ~ ~ 0 ~ y C 0 o .. ~ ~ ~ ~ ° N. ~ ~ H 00 in• ~• ~ C~ A ~ ~ ~ ~ ~ cfl O ~ O • '.; ~ _ CD CD ° ~ C'D a f~D ~.~ ~ ~ ~ o '~ '~ fy ~ "~ ° p„ .~ ~' • N ~ ~ ."1 • (~j fD ~ Vi ""' ~ N `~' O ~ ~ Qom.. e•- H CD CD e~-- N `.3 ~ N ~ .`3 ,..r ~ ~ ~ ~ C • ~• .y. ¢' ~ • CD CD C7 ~ O f1. ~ O C• ~p ~ Q.. ~, ~t A~ CD "~ ° ~ ~ vii !y O ~ ~ ° '~ tN H ~' (~ "~ (D ry ° ~ (D \ ~ ~ Vl O'. (D O A~ ~, y fD W • r+ .'3 CC fA V~ ° ~• "~~ !n ~ ~• "•.Y ~ ~ ° fD `t7 C • ~ • ° '~• ~ a` C~~D CAD • H ° ~ ~r ~-d ~s ~. ~ y ~. O ~ ~ ~ o o ~ ~ cn ~ ~ CD ~ o cu ~, o ~ F•t r.~ O yQ.. 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C 0• ~ ~' ~ y ~ `~ f1 ~ '~ fD '~ ~ y ~ o y CD r~ ~ ° ~ O ~ ~ ~ Q" ~ ~ ~ ~ O C C "1 ~ O A~ ° O P~ Q~ rTS ~• O• ~ ~ . ~ ~ ~ ~ Q1 CD ~ . ~ ~ y ~ y• 'r O . e S. ~ ~ ~ • A . 0 ~' i ~ + !y t ... ~ ~. p ~ ~ F. ~. Q7 O vi' o ~ ~ , ^.1 p C `~ ',~ (D ., ~R~~T r. ~. ~„~' ~ ~"®C ®~~~~s~I~n ®~~~ ACTION NO. ~~~~~,~ ~ ~'VI$~~ 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 9, 1999 AGENDA ITEM: Work Session on Financial Information COUNTY ADMINISTRATOR'S COMMENTS SUMMARY OF INFORMATION: This time has been set aside for a review of the following financial information: 1. Results of operations for the County for the year ended June 30, 1999 and capital needs requesu (Diane Hyatt, Elmer Hodge) 2. Rollover request from the County departments (Brent Robertson) 3. Results of operations for the Schools for the year ended June 30, 1999 (Diane Hyatt, Jerry Hardy) 4. Review of first quarter revenues for 1999-2000 (Brent Robertson) SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by McNamara Harrison Johnson Minnix Nickens No Yes Abs M:\FINANCEICOMMOMBOARD\ 1 I -9-99-a.wpd ACTION NO. a ~~~ ~y~~~"~~! '~~~ ITEM NU ~~~ ~ ~ y~ ~ ,, . ~ MBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEET[NG DATE: November 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of Operations for the Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF [NFORMATION~ KPMG has completed their audit of the financial operations of the County of Roanoke and the County of Roanoke Schools for the year ended June 30, 1999. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board of Supervisors as soon as it is received fi-om the printers. The Audit Committee will meet prior to this Board meeting to review the results of the years operations. The County operations for the year ended June 30, 1999 resulted in expenditures savings of $750,201 as shown on Attachment A (expenditure savings of $750,012 and transfers out savings of $189). Based upon the policy for the rollover of year end savings the department 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 $371,075. This leaves a net expenditure savings of $379,126. Based upon the rollover policy this amount will be transferred to the capital unappropriated balance. The general fund revenues were $1,058,946 over budget as shown on Attachment B. This amount will be added to the general fund unappropriated balance. The general fund unappropriated balance at June 30, 1999 is $7,808,973. This is a decrease of $138,074 or 1.74% from last year. In addition, the debt fund has a balance of $495,363 as a result of borrowings being later than anticipated for School construction. In the past we have transferred these savings to the future School capital reserve. STAFF RECOMMENDATION In accordance with County policy staff'recommends the following: The County net surplus of $379,126 be appropriated to the capital unappropriated fund according to the rollover policy.. M:\FINANCE\COMMOMBOARD\ ll =9-99.wpd . 2 3 The net increase as a result of revenues of $1,058,946 be appropriated to the general fund unappropriated balance. The debt fund savings of $495,363 be appropriated to the future School capital reserves SUBMITTED BY: ,( l,Lrr~.v~. ,u,~-. Diane D. Hyatt Director of Finance Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by APPROVED: Elmer C. Hodge County Administrator No Yes Abs McNamara Harrison Johnson Minnix Nickens Fir ®i~c~.a~~ion C~n~~ ~A "~~~a~e~ ,~ e.,a - _. M:IFINANCEICOMMON\BOARD\I (-9-99.wpd Attachment A County of Roanoke General Operating Fund For the Year Ended June 30, 1999 F®r ~i~~~a~ ~0~~ e ~~~~ ~~~~ F~~~~~i~h. ~. Variance Budget Actual Amount Revenues 103, 041,548 104,100,494 1, 058, 946 1.03% Expenditures and commitments (47,373,474) (46,623,462) 750,012 -1.58% Beginning Balance 10,371,146 10,371,146 - 0.00% Transfers In 209,483 209,483 - 0.00% Transfers Out (59,498,676) (59,498,487) 189 0.00% 6,750,027 8,559,174. 1,809,147 Departmental rollover (371,075) Transfer to Capital Unappropriated Balance per rollover policy (379,126) Addition to General Fund Unappropriated Balance 1,058,946 Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027 Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973 M:\FinancelCommon\audit99\YEAREND.xIs 11/02/1999 Attachment I few `4 ~+~~ ® ~_ . ~ _ .~ ~..' . ~a ~ •s.,~ "~ v~:, . ~ :;':. ~° ° •~a ~~z " ~ . 7 N Y = O ~ C ~ ~ ~ ~ Q1 ~ ~ ~ w ~ G! ~ C r C C LL. ~ L v O L C 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o a o C A L ti ~ (D r tp ~ O O~ ti t1•) ,O H M O r M N O to M ~ ~ CO r- to O ~ V; N to O r- r O O to O O ~- ~' O ~' O ~ O= ~ N ~ O v M M M N 0 d' tl) ~f O O O to O ~t CO r d r r ~- M r `-' r r r to `. `. ,a O N r to ~ O .~- Cfl M A O "ct' N ~ r O ~- O (~O O .-. 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O` p N~ U_ L U C _~ p_ p O N` O U E `~ a Q O C J C L O O x L cII O Lt.. C O O -Q C N C O cu O N N O~ O cB a O~ C~ ~ C~ O ~ Ll! OC d ~ V O LL ~ "Q ~ N f~II L w ~ r.., N ~ ~ O N O c6 ~ .C Y O O ~ H O~~ O C lU L L U- N C +-+ U O~= O~ m N (CS U U L > ~aO~~mm~~i~c~o~~~~~~ a~ (~ O O l1~ O r ~I ~t O ~• O O r `a' O r ~3 O C' O M O b3 N 0 rn 0 O N N O Ef3 O C 0 H y X (J1 Q Z rn a~ c to v a i U >_ E 1999 2000 General Fund Revenues 6.25% of General Fund Revenues Respectfully Submitted, Diane D. Hyatt Director of Finance $113,709,991 $7,106, 874 Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board\Gen99. WK4 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 M:\Finance\Common\Board\Cap99. WK4 FUTURE SCHOOL CAPITAI: RESERVE COUNTY OF ROANOKE, VIRGINIA Amount June 23, 1998 November 9, 1999 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 FY99-200 Original budget appropriation Less increase in debt service Savings from 1998-99 debt fund Balance at November 9, 1999 2,000,000 (1,219,855) The following funds have been temporarily advanced from this fund will be reimbursed with future bonds issues: Balance from above $7,380,323 Land purchase and site work for new South County high school 4 000 000 (, ) Science Labs (2,170,600) $1,209,723 ote :These advances will be reimbursed with the 1999 Fall VPSA Bond Sale. Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 780,145.00 495,363.00 80,323.00 M: \Financ a\C omm on\B o and\S cho 019 9 . W K4 Capita/ Needs Request ~- per" ~ x n ~ ~ [ g fi The Following capital items are unfunded at this time but it is anticipated that funds will be nee 1999-2000 fiscal year. These are estimates based on the current stage of development. Theydwidll be brought back to the Board for final approval and appropriation. 1. South County High School - In previous work sessions with the School Board the County has committed to pay the following items related to the new South County High School (To be taken from the General Fund Unappropriated Balance) 1. Regional Storm Water Detention 2~ Water and Sewer Connections $250,000 $235,000 2. Unnamed Economic Development Expansion -The Board has discussed in $485,000 executive session apublic/private partnership with an incentive of $500,000 for new $500,000 construction in Roanoke County. The company has purchased the property and will be constructing a new building. ($200,000 to be taken from the General Fund Unappropriated balance and $300,000 to be taken fi-om the Capital Fund Unappropriated Balance) 3 CRT (Glen Mary Project) -The Board recently appropriated $1,000,000 for road improvements and other site improvements at the CRT site. At the time the money $450,000 was appropriated it was anticipated that the cost would be $1,500,000. Staff had anticipated the County could obtain an additional $450,000 industrial access granu from the State. We have since learned that due to the rural nature of the access road we will be unable to qualify for industrial access grant money and may therefore need to put an additional $450,000 into this project . (To be taken fi•om the remaining balance in the Dixie C~vems account) 4. Explore Interpretive Center -The County has unoffiicially committed to participating $300,000 in the construction cost of the Interpretive Center. (To be funded from the sale of land to Salem Vent and the sale of the shell building to Dragon) 5. Development of McDonald Farm Pro e development of McDonald Farm it wl be necessary to begin worklonthhe utilities $500,000 and road access for this property. (No source of funds identified at this time) ~. Voting machines - to be phased in over several years (No source of funds identified $100,000 at this time) 7~ Clearbrook Fire Station renovations (No source of funds identified at this time) $500,000 M:\FINANCE\COMMON\CORRESIrefu nded-capital. wpd c o U O O O t ~ d (0 to C y N C C U ~ ~ O Y v +r ~y ~ O - . LL V ~ O G1 M O ~ 69 O ~ L O o c ~ o U .~ O ~ ~ a o ~ ~ ~ o ~ y 1 U . N . 0 3 ~ ~- a ~ O C N ~ W ~ c ° ~ ~ c`v o ~ U ~' o E ~ ~ a i ~ c . 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Q~ N U ~ ~ (n ~ (~ ~ N O ~ ` ; ` c ~ ~ a o o U ti d o ~ o o ~ 0 ~ ~ O O N ll _C O O O O~ O O O I~ ~ ~ M ~' M N ~ ti .-- ~ M M ~ O C ~ D. ~ N d ~ ~ ~ C~ ~ C ~ U N ~° a ~ ~ > a o Q rn ~~+, L ~ ~ M 0p ~ ~ C d ~ 7 ~ Off! = d •C ~ M d7 ~ e- ~ O O U ~ .~ R ~ ~ M o ~ } LL ~ m d M Q~ r v~ N ~ tf? t0 f~ ~ d ~ 3 ~ O ~' d l}i ~ v p lf7 M N ~ ti O I~ O O O M ~ N N O ~ O tl! M ~ ~ pip ~ V M ~ ~ O Q. ;~, ~ d O ~ ~ N ti ~ ~ N O C ~ O y +. C O ~ ~ C C cv N E g U 'p Q ~ ~ N O (0 ~ U w o ~ ~ c U Q ~ ii _O O N 00 O O O ~ M M t1') N N y U L ~ C C ~ O ca m ~ ~ V CO 'p C ~ ~ O ~ C C ~ O O ~ ~ ~ O O U ~ ~ ~ (~ ~ U C m ~ ~ O N O O Q. N U O a O O ~ O M ~ M U 7 U N a~ ii C N a _O N N 0 .~ E O U O M O O ~ ~ ~- O r ~~ ~ ~ m O ti X O ~ J J O O N ~ U X ] X ~ X X O Y ~ ~ a O C ~ (Q .~ U f~ O m C U O N :+ O ~V O_ fp N m 0 a L ~ m O y O ~ ~ ~ N C O .~ 0 C N O Y O C ~ o Y O ~ ++ o .~ rn a c E LL ~ fl U . ~ o Q °' c v m > > ~ m '~ V ~ O V p ~ ~ O N ~ } W d m ~ ~ c a 0 a ~ a ~ a~ o c T ~ ~ ~ Y ~_ ~ O L ~ U ~ O O O ~ U ... O ~ ~ O .C °~ L o Q a -~ ~ C N ~ O ~ _° ` 3 N c o 3 0 c~ -1 ~ U ~ ~ •> Y a U o Q N o U c~ •~ LL- a Y d ~ N O > J N ~ O y L _ U U N U ~ -oo Q ~ ~ ~ Z c o ~ ~ U ~ O f0 ~ _O (~ ~ a C .C (~ d ~ C U O ~ ~ _ 0 0 0 0 0 0 N o 0 0 o r~ ~ 00 O O O M d ~ ~ ~ ~ ~ v o N .- 0 0 - m _ o ~ L a~ ~ ~ ~ ~ ~ ~ ~ ~ Y ~ N 7 O ~ ~ w ' _ s W ~ •~ ~ L J ~i L O O U O _ ~ _ o ~ ~' ~ O C O j O U (n ~ U O O O' _ N L ~ 69 ~ O 0 X Q O LL "~ lf') O N Efl U ~ O "d ( O O ~ E O .. ° ~ ~ o ~° ~- o ~ ~ ~ a Q ~ O ~ ' O O O ~- N ~` ~ ~ O? ~ O N O ~ ~ r •- ~t ~ N ~ ~`'~ M ~~ y O O c'7 O O 00 O O O CEO ~ ~ O O ~ In ~ d 3 O M M ~ M O 01 y P ~ `- N M ~ ~ M L L tA ~, ~ Cfl f~ ~ N I~ CO ~ CD O CO ~ Op ~ O O O O CO O ~ .- O 3 V O? O O ` O ~ M N O N a- ~ ~ o N N ~ oo rn ~ rn o ~ ~ ~ O CD n ~ U ~ O c o ~ W C N E = C O C ~ Q >. ~' > '~ C ~ ~ rn V L '~ O ~ C y R ~ U V O t ~ L1J ~ O ~ C G1 ~ Q C) ~ O 'N C ~ ' w y ~ ~ f0 io V 7 LL o U ~ ~ o ~ a 0 a~ d ~ (~ > C _ Q Y ~ ~ W o ~ , ~ Q d v ~ > m c Z x ~ .. O E .., O ) W 1 F - U U i- M M O O O T O 0 m to X f0 J J O O X X x x O) '~ L N U C (9 c ®~~ For Disc~,ssion OnIS ~~ba~c~ ~o ~~~~~s~c~n MEETING DATE: AGENDA ITEM: Nov. 9, 1999 ACTION # ITEM NUMBER Request for Appropriation as a Result of School Operations for Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: As a result of year-end operations, school revenue exceeded our budgeted amount by $151,077 while under expenditures in our major spending categories accounted for $1,800,619 of the year-end balance. In 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. This year, the Board of Supervisors has directed that $800,000 of the year-end balance be used to fund the South County High School. At the October 28, 1999, School Board meeting, the Board directed the Chairman to request that the remaining balance in the Bonsack Elementary School construction account ($250,000) be appropriated for capital equipment by the governing body to offset a portion of the $800,000 transferred from the year-end balance (see attached memo). As is noted in the final county audit, the FY 1998-99 year-end fund balance for school operations is $1,951,696. Staff recommends that the School Board ask the Board of Supervisors to appropriate the fund balance as follows: Outstanding Encumbrances .................................... $ 77,788.61 Capital and One-Time Items South County High School .................................550,000.00 Band Uniforms ...........................................20,000.00 Purchase of School Buses . ................................650,000.00 Removal of Chemicals .....................................36,480.00 New Superintendent's Search ............................... 12,000.00 Early Retirement Incentive Plan (RFP 8~ Plan Documents) ..........50,000.00 Star Base Student Scheduling Package ........................ .8,340.00 Phone Improvements .....................................293,087.39 Vocational Education Equipment (Matching Funds) ................4,000.00 Other Capital Equipment ..................................250,000.00 Totals ..... $ 1.951.696.00 STAFF RECOMMENDATION: Staff recommends appropriating the year-end balance as outlined above. a Deanna Gordon d~H School Superintendent Elmer Hodge County Administrator ACTION Approved Denied ( ) Received ( ; kefen'ed ( ) To ( ) Motion by: cc: File Diane Hyatt Jerry Hardy VOTE No Yes Abs McNamara _ _ Johnson _ _ Harrison _ _ Minnix _ _ Nickens ~GOU~~ ~ O ;.,.. 1., ~~. t~~~ : ~. 4 ~~ ~: ~{ ~4 cefat e~~,v,- November Z, 1999 U~N1C:~ t7r 1".~l'VTSTON~ SfTP~k~'V'1~?V~~;v~l' 5937 Ccvo Ro;~ ~aauo~e, Vir~iaia 2r~U19 F~ona: (540) 562.3700 Fu: (540> 362-3994 T4: Roanoke County Board of Supervisors FROM: Marian G. Roark. Chairman Roanake County School Board SUBJECT; Remaining Halance is the Bonsack Elementary School Accaunt The sclwol baaad resrectf~~lly req~iests that the remaining balance in the Bonsack Elementary School constriction account, which should be $250,000, be appropr'ated by the govcrnin; body t0 OPl`~et a portion of the $804,000 transCrrrCd frnm the yct¢-Cnc; bnlzeurC. Tim scl:uvl bvaxd further requests that the $250,000 be restored to be sized for capital equipment be c: llr. Terry Hazdy Dr. Deanna Gordon d A W = .~.. ~ y v c Q Lam Uo} • a O LL lCQ C 7 ~ d Y 3 C ~ ~ p C ~1 C~C G C C LL 3 ~ O > U p i LL ~ W jQ O = d L '~~ UOm e .c_ o e o 3Q 3e ee oe o e o ;e o 3e o ~ e o 0 oe o 0 0 O0 1~ O IA O cD M N 1~ V N O 1~ O cD It) R O O K O ~ M O M M ~ M .- I() O .-- M (`~ N O .. 1~ O (9 O 11'1 M ' N N l/) N o ~ ~ ~ ~ ~ ~ ~ ~ o~ 0 0 0 oe o o e ;e 0 oe e N (0 Q N IA W O 00 O 117 00 O O O N O IA O M ~ O (0 O N O ~ ~ O O M O IA fD O 0I ~ N O O O N O M O ~ ~ ' M °o_ o 0 0 ~5 ~ 75 0 ~ ~ ~ ~ o g uo7 ~ ~ °o_ 25 0 25 a7 O O R It) O IA O In O O In lt) 0 07 N pp M 1~ M IA 00 O O M N O N O N N O I~ N 0p M r p 1~ O O 1n M 00 (0 r In O N n M f0 O ID IA 11') O (0 117 I~ N 0 W ? O7 e- aD N N tD R M ~ fH N to Vf W E!i fR V- I~ n M! ~ V'T d3 fPl /A Vf W 1R 1A yq ~ O O O O O O O O O O O S O O O O O ll~ l~ O In O ~ ~ ~ 0 M 0 M O O ~N O 00 _ I A 0 ( 0 ( 0 f 0 0 j - ... ._. ZS_ ~ ~5 pOp ~ ~5 p~p ~ 8 0 ~ ~ o ~ g ~ $ o o v°oi 0 1~ N 0 (O ~ O ( M~pp N CO1 O N m~ (0 O~ O7 0 Q f~ Vl IA r N (0 M If1 O (0 7 IA O 10 IA I~ N 0 ~ ~ N N c0 R 07 ~ ~ N 1~ ~ de ~ ~ oe o aR oe e o e ~ 3Q o ~ 3Q 3e ~ 3Q ~ 34 ~ O W f0 OD IA 1~ O M N 0I M C IA ~ R O N 10 N 10 h V O O e M A N 10 R M O M N I~ 00 N O M I~ 00 ~ 1~ S O N 1~ p CQf Q ~ ~ N ~ r N ~ N ~- In N N W Of m ~ LL } o p IA t0 I~ (0 M 1~ N 0 00 1~ 00 N 11] 00 c0 N R M O N I~ O O M 1~ R O 7 0 00 1~ 0 00 IA m (0 O 00 M N 00 M I~ O O IA ~ aD N O Q n M 0~ O M 07 M O M f~ N c0 i~ r O o v ~ ~_ ~ o ~ o In I~ M (0 r~ o ao In .= v r~ o pl l+/ r M 0 0 IA N (0 N^ Q~ CO (0 01 (0 R V N N LL M ~ OD 1A IA 00 O (0 00 In O V of In 00 (0 V' M N R 1~ n M Q 1~ (0 O CO 0 00 N ? N N O IA O ~ O p~ O 00 ~ f0 ~ l'7 ~ Q ~ M IA ~ fD O O IA 10 N (D N 0 Q N °I c0 V' M to i~ O N ~~ O l0 f~ N r (O O 0I O Q O 7 OD 0 O M N i~ (O O O 00 01 M O N O I~ r ~() M O O ~ C'1 M 117 00 O t0 N (0 O IA U7 In (0 U7 1~ M f~ ~ In Q LL V N N IA Q M r .- N r ID N O M 1~ ~~ 0 ~~ ~( R U r 000 IMA O~ 00 N T N~ (N (0 7 O M 00 Q7 O 0 0 N M N (O O) M CO V M V 00 If1 (0 O O V n O R I~ 0 ? M IA M 7 N 0 0 07 M I~ N ~ N~ 7 fp N IA N In O 0 M~ 117 n 0~ M (D 0 M h Q )" ~ O N IIY 7 07 r r N ~ 10 N LL ly X 07 F- m U L Ixp l0 N m f" m N p. m H X A F ~ C O x V m d m m N a N E ~ y J c N 0) 10 ~~ ~ m~ ~ m a ~. ~ H ~ ~° o m t m m LL ~ N° U m d m e c s ._ x ~ m v 1N A° /o o N A d A o m a o LL ~~ N~ m c c W o a N U ~~> a~ N~ ~ N A W- ~ o R ~ C f0 ~ t ~~ "a c° °u R -' r~ m m A w °u E 'o ~ °' o a ~, t ~ ~~~>C~ F,~, ' ~®~. ®i~~~l~~s~~l ~~~} ACTION NO. ~~~~~~ ~ ~Vi~i?~~ ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATIONOENTER MEETING DATE• November 9, 1999 AGENDA ITEM: Work Session on Financial Information COUNTY ADMINISTRATOR'S COMMENTS: Motion by Mr. Ma~~arnara _ fir, ~ti~ckens Mr. i4?innix ---- Mr. Johnson ______ Mr. Harrison SUMMARY OF INFORMAT[ON: This time has been set aside for a review of the following financial information: 1. Results of operations for the County for the year ended June 30, 1999 and capital needs requests (Diane Hyatt, Elmer Hodge) 2. Rollover request from the County departments (Brent Robertson) 3. Resulu of operations for the Schools for the year ended June 30, 1999 (Diane Hyatt, Jerry Hardy) 4. Review of first quarter revenues for 1999-2000 (Brent Robertson) SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: Elmer C. Hodge County Administrator Approved () Motion by No Yes Abs Denied O McNamara Received () Harrison Referred () Johnson To () Minnix Nickens M:IFINANCE\COMMOMBOARD\ 1 I -9-99-a.wpd aN ACTION NO. ~~~ C~~~'~r ~~~ O~?d~ ITEM NUMBER car' ~ • ~ <..a- ~ 6 ~, .r' 6 ~S ~ ~ 'ae 5 " .' fi AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE November 9, 1999 AGENDA ITEM Request for Appropriation as a Result of Operations for the Year Ended June 30, 1999 .... - 9 COUNTY ADMINISTRATOR'S COMMENTS: IUIr. ~~~~nr~~~< IVir. ~iarri~er~ ~.~.---. SUMMARY OF INFORMATION: KPMG has completed their audit of the financial operations of the County of Roanoke and the County of Roanoke Schools for the year ended June 30, 1999. The County received a favorable opinion. The printed Comprehensive Annual Financial Report will be distributed to the Board of Supervisors 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 years operations. The County operations for the year ended June 30, 1999 resulted in expenditures savings of $750,201 as shown on Attachment A (expenditure savings of $750,012 and transfers out savings of $189). Based upon the policy for the rollover of year end savings the department 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 $371,075. This leaves a net expenditure savings of $379,126. Based upon the rollover policy this amount will be transferred to the capital unappropriated balance. The general fund revenues were $1,058,946 over budget as shown on Attachment B. This amount will be added to the general- fund unappropriated balance. The general fund unappropriated balance at June 30, 1999 is $7,808,973. This is a decrease of $138,074 or 1.74% from last year. [n addition, the debt fund has a balance of $495,363 as a result of borrowings being later than anticipated for School construction. In the past we have transferred these savings to the future School capital reserve. STAFF RECOMMENDATION: In accordance with County policy staff recommends the following: 1. The County net surplus of $379,126 be appropriated to the capital unappropriated fund according to the rollover policy., M:IFINANCEICOMMON\BOARDI 11=9-99. wpd f 2. The net increase as a result of revenues of $1,058,946 be appropriated to the general fund unappropriated balance. '3. The debt fund savings of $495,363 be appropriated to the future School capital reserves SUBMITTED BY: Diane D. Hyatt Director of Finance APPROVED: Elmer C. Hodge Counry Administrator Approved () Motion by No Yes Abs Denied () McNamara Received () Harrison Referred () Johnson To () Minnix Nickens ~'~r ~~~c~a~~i~~ ~r~l~ M:\FfNANCEICOMMON\BOARD\ l l -9-99.wpd Attachment A 1 County of Roanoke • General Operating Fund For the Year Ended June 30, 1999 Fir t~~~~~~~~~ ~~~~~ ~~~~~~ ~ ~a~~~i Variance _ Budget Actuat Amount Revenues 103,041,548 104,100,494 Expenditures and commitments (47,373,474) (46 623 462) 1, 058, 946 750 012 1.03% , , Beginning Balance 10,371,146 10,371,146 , - -1.58% 0 00% Transfers In 209,483 209,483 - . 0 00% Transfers Out (59,498,676) (59,498,487) 189 . 0.00% 6,750,027 8,559,174 1,809,147 Departmental rollover (371,075) Transfer to Capital Unappropriated Balance per rollover policy (379,126) Addition to General Fund Unappropriated Balance -- 1,058,946 Preliminary General Fund Unappropriated Balance at June 30, 1999 6,750,027 Adjusted General Fund Unappropriated Balance at June 30, 1999 7,808,973 M:1FinancelCommonlaudit99\YEAREND.xIs 11/02!1999 -+J1 ~ ~ `..? ® e i`; fey •~``•' ,_.,.a ~~ ~ .~..a _~ ~::~ ~_ 9 <«.~ `A{ .j d ~C = O ~ C ~ ~ ~ ~ ~ ~ ~ w ~ ~ ~ C ~ r c c u. ~ L U ~ O L m C 4i .r ~- ~~~~~~~~~~~°~~~~~~~~~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C ~- ~' I` ~- (O r- 00 ~ O O I` ~ ~ .O ~' M O r M N 00 ~ M V ~ ~ CD ~- tf~ CO f~ ~' N to O ~ ~ d7 O ~.t7 COO r ~ O ~ O ~- c ONr-O~-MCMMNO~'~~'OOOtoOd'CO ~ v v ~~ . O N E 6f) ~f CO r (p CO ~ O ~' N ~ r O r O (gyp O a O N O N M ~t N CO O O tf) ~ N ~t O I~ N O O r i~ O ~= O H O CD O M to ~ 'a': O~ O ti O O to Q O M c!' ~ ~ V O CO c0 ~' N ai ~ c0 [~ ~ci ~ CO d' trj o0 ai O m c0 m = M ~M ~' i~ ~ ~~ ~ O r M M ~ O ~ I` ~O ~-' t 3 ~ M r r r O ~ ~ ~ ~ r- ~ ~- lf) 11~ Cn O (D W ~ O t7 `V' In ~- Cb CD ~- ti' O f` M M E t~ CO O 00 to 0p N ~}' ~ N N O tf3 O W N Q~ Q1 O ~' O (O O M ~ ~ [* M ~ O CD O O ~ CO N c0 N ~~~ i ~ d0 CO M r Lf~ f~ O t.f) r ti tf') O CQ f~ N r' Cp O O r ~ M M N i~ CO O O O O ~' O N O I~ r~ t f) M O ~ ~ ~ . M ~t lf) CO O (D N CD O to to ~ ~- CO tt7 I` M ti M }~ LL CO I~ N t!7 ~ M r r (~j ~ M ~ ~ r- O (p O O O O O O O O O O N (O O 00 to r O O DO X 0 0 0 0 0 0 0 0 0 0 r O O N~ O d] ~f' ~ r. ~ C~Otn00000000000000~M01~ o ~ ~c~~ri~rSo~sioou•iuio~rir`~~~itiaitiv •.+ d ~ O r O n tC? ~ O t.[') CD CO M 1~ 00 C4 COO N 1` 00 O h ~ CO !O W `a' I` r l!] M In O (p N M 07 i` In O M O d' ;~ ~ ~ ~ ~ N to tt M s- tV N QmLL ~' O O O O O O O O O O O O O O O O O O O N 0 0 0 0 0 0 0 0 O- O O O O- 0 0 0 0 0 0 CO .a ~~ 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O~ 0 0 ~' ~ O Q~ O O tfi ~ O t17 O O U7 to O tf) O O f~ O O ti t!') N Q. ~ ~ Cfl CD O i~ t!7 `Ct' O to CO CO M I~ ti M CO O i~ N O ~' C ~ O tD cD ~' I~ r to M ~ O to N M O I~ to (p N f0 O Q m ~ ~ N N ~ V' M ~- (V QO E~ X fQ ~'- ._. U X ~ .~ N f- ~ N Q O F- X ~ H x C O U~ ~- ~ N m a~ a~ ~ x x ~ I~ o ~ F~ ~ aci •cn m cco `° c H N 't ~, ~ ~ o aci m~orn~~~~c~ o o~oL~UE ~ w oaCDU oLL.~-a~F' ~-~.~ ~~ ~ ~ a~ > ~ a? N~ p~ tII O N O~ O~ O .C N L .~ ~ N y> ~ a O ~~ m m~~_~ U O a~~ U~~ S c0 d' O O r EA O '~' O O r C' O 64 O tt O O M 0 ~3 N O O O N N O ff3 m c m m Q' R 0 i- Attachment (A X of J Q Z LL rn a~ i C a~ a~ rn a~ U C R Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator M:\FinancelCommon\Boazd\Gen99. WK4 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 1999 2000 General Fund Revenues $113,709,991 6.25% of General Fund Revenues $7,106,874 M:\Finance\Common\Board\Cap99. WK4 FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Amount Savings from 1996-97 debt budget Transfer from County Capital Projects Fund FY97-98 Original budget appropriation ~.ne 23, 1998 Savings from 1997-98 debt fund FY98-99 Original budget appropriation FY99-200 Original budget appropriation Less increase in debt service ovember 9, 1999 Savings from 1998-99 debt fund Balance at November 9, 1999 2,000,000 1,219,855) The following funds have been temporarily advanced from this fund will be reimbursed with future bonds issues: Balance from above $7,380,323 Land purchase and site work for new South County high school 4 000 000 Science Labs (' ~ (2,170,600) $1,209,723 ote :These advances will be reimbursed with the 1999 Fall VPSA Bond Sale. Respectfully Submitted, Diane D. Hyatt Director of Finance Approved By, Elmer C. Hodge County Administrator $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 780,145.00 495,363.00 7,380,323.00 M:\Finance\Common\B oard\Schoo199. WK4 '~'° Ca Ital Needs Re uest ~ ~` ... ,_. ' ... i.. 1,,.' is ... ~. The following capita( items are unfunded at this time but it is anticipated that funds will be needed 1999-2000 fiscal year. These are estimates based on the current stage of development. They will be brought back to the Board for final approval and appropriation. 1. South County High School - In previous work sessions with the School Board the County has committed to pay the following items related to the new South County High School (To be taken from the General Fund Unappropriated Balance) 1. Regional Storm Water Detention 2~ Water and Sewer Connections $250,000 $235,000 2• Unnamed Economic Development Expansion -The Board has discussed in $485,000 executive session apublic/private partnership with an incentive of $500,000 for new $500,000 construction in Roanoke County. The company has purchased the property and will be constructing a new building. ($200,000 to be taken fi•om the General Fund Unappropriated balance and $300,000 to be taken fi-om the Capital Fund Unappropriated Balance) 3 CRT (Glen Mary Project) -The Board recently appropriated $1,000,000 for road improvemenu and other site improvements at the CRT site. At the time the money $450,000 was appropriated it was anticipated that the cost would be $1,500,000. Staff had anticipated the County could obtain an additional $450,000 industrial access grants from the State. We have since learned that due to the rural nature of the access road we will be unable to qualify for industrial access grant money and may therefore need to put an additional $450,000 into this project . (To be taken from the remaining balance in the Dixie Caverns account) 4• Explore Interpretive Center -The County has unofficially committed to participating $300,000 in the construction cost of the Interpretive Center. (To be funded from the sale of land to Salem Vent and the sale of the shell building to Dragon) 5• Development of McDonald Farm Pro e development of McDonald Farm it wl be necessary to beg n worklonthhe utili ' $500,000 and road access for this roe ttes P P rry. (No source of funds identified at this time) 6. Voting machines - to be phased in over several years (No source of funds identified $100,000 at this time) 7• Clearbrook Fire Station renovations (No source of funds identified at this time) $500,000 M:~FI NANCE\COMMOMCO RRESrefunded-capital. wpd O U O O O L ~ O_ (6 N C ~ N N C C U -o ~ O Y v +=~ N } O - . ~ ~ O 0 ~ O L O ~ O ~ c~ o _ ~ U ,C N ~ ~ ~ ~ c~ ~ ~ j L O ~ C N O ~ U N 0 (a 3 C ~' a. ~ O cU ~ W ~ a~i U L ° ~ N `m ~ ~ " O C O U ~ O C O U ~ N O ~ d O O! N ~ ~~ ~ _ ~ Y ~ O~ p• O d O) } U O o ca D L O Q1 O O CO ~ (p O ti ~ C ~ 'C = O ~ ~ O O ~ ~ ' O- C~ •~ ~ M ~t ~ N O ~ N V p ~ ~ ~ a'~ ~ m ~~ ~®r Dasc~~s~~n ®~I~ ~Aa~~ ..~• ~ ~. ! Ptif ~ ~ k S6~' Cam; ~ i. ~... G 4~' •• _ ~ • . O O O N ~ ~ ~ O ~ Q ~ 3 C ~~ ~ Q ~ m L to C O a .C ~3 O ~ O E Q a m ~ 3 C ~ ~ U U a~ a~ L 7 U _~ Q. O O '' a ~ Cn O U T o C N U 4. ~ i O ~ ~ E ~ ~ o ~ ~ n• o U ~ U ~ 00 a O ~ ~ ~ ~ O ~ ~ LCD r- ~ O ~ N d U ~ (II d ~ ~C . EA 64 Q. Q.' ~ I- M Q? ~ CO ti O O 00 07 (D ~' (`7 O ~ N ~ ch M ~' QOf N ~ O ~ 3 ~ } ~ ~-+ O 'ct v N ~ Cfl O O ~ cf' 00 O r O ll~ 00 O O O N O O V ~ O O ~ lf~ ~ CD ~ I~ ll') O O O O N O O Ch O ~ r ~ O r fA ~ ~' N N 1~~• ~ f ~ I~ V' r ~ f~ ~7' O (D d' M m 7 v Q? N O O ~ CO ~ M ` CD ~ CD O lf~ O O CO l!') ~ N O N N Q. C: d ~ .r- ti ti r- ~ N rf ~ N O ~t O ~ tB y J O O ~ X i+ f/1 L fn C ~ C O ] ~ O C ~- O X C °~ o ~ o ~ c ° ~ ~ o_ o ~ o '' w U y~ o o a~ ~ > c~ m o w ~. ~ ~ Q) ~ N ~ Q~ ~ ' y„ C _L U ~ V ~ V' ,II O ~ Q O ~ ~ ~ L L L V r.. O Q C O Q Q' V E v7 ~ ~ O ~ O L ~ L ~ ~ N f O U c0 C •° ~ c ~ ~ C C m O E E ~ a ~ v-. o () ,,., cLa D ~ ~ c ~ C O ~ ~ fn U U U 2 W O U O U L cn (0 ~ 47 f- _O U L U C7 ~ ~ ti C O ~ ~ ~. ~ ER '~ ~ N ~ d Q ~ L ~ U ~ v Q ~ 0 o v i O ~ O •- U ~ ~ ~ O 3 N O ER C 1 ~ O ~ U ~ O Q C Q N U ~ ~ ~ ;~ C~ U cv ~ ~ O ~ ~ tL a Q' ~ ~ oQ ~ ~ C C d ~ C ~ W •~ C ~'"~ O) ti e- N O ~ .- ~ U 'cv co ~ ~ M ~ ~ } ~ m m c ' v a ~ . c~ w U C ~ ~ 7 O X O U ~ ~ C C ~ O ~ O M y T y ~ N - U Q N ~ O U U O O ~ .a O ~ ~ n o . ~ T Q C ' O O U C ~ ~ O Q U ~ (6 m O d U (0 V O ~ `' (B N ~ ,U O ~ 3 O ~ L C O U O ~ U ~ O ~ (9 F- ~ L o o ~ L / /~ UJ ~ L ~ tl III LL ~ ~ ~ U D_ L ~ O ~ O ~ a ~ O N Lf) O a ~ sMS ~ ~ O O I~ ~ ti CO ~ O .~- M M ~ N ~ ti C`7 M 67 v N ~ N ~ ~ ~ ~ ~ CO ~' W ~ `- r d LL Q' v O In C'') N O ~ ~ M .-- N m O m O vi a ~ O U ~p C O ~~ ~ ~ p A C Q1 _ ~" _ ~ O O ~ v '0 ~~ ~ N ` (0 U ~ ~ O O y U U ~ d ` ~ O U C O ' O a ~ Q ~ p ~ rn ° `~ ~ a ~ - c~ 3 Q O U~ ~ N p O N w ~ L (n 64 ~ O m , O ~ O U ~ D. ~ ~ O ~ v ~ ` O ~ O ' 69 U _ C ~ O ~ ~ U D_ f9 ~ ~ y ~ ~ ~ N D_ ` U O O ~ O C ~ ~ ~ ~ U ~ ° o o ~ o a ~ - V 3 N O ~ ~ ~ ~ O L ' O ~ d ~ O O I~ O C O O O~ p m ~~ ~ ~ ~ ~ O O O c~ p O `-' ~ M lA r ti O ~ N O O f/1 M ~ ~ ~ _~ V M .- ~ ~ Q w O ti ~ ~ 0 ~ N fn .... O O C rG N d ~ ~ ~ _ C ~ C_ C R a~ E g U 'O Q 0 ~ N O N ~ U W ~ ~ O ~ ~ C C U Q ~ ~ O O N O O 00 ~ O ~ N ~'"~ d' ~ N O M p~ O ~ U L O C C ~ O tQ CD '_ ~"" U m ~ c a~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 0 0 m p O U ~ Cn U _O O ~ O •- C m ~ d d _O _O ~T O M tf) C`7 T C O d O a~ a~ ~ p U J+ y a~ ~ ~ ~ O U ch O c"7 O O ~ O ~ O .- O O m O ~ X O ~ J ~~O/ l.L O O y X U X ~ X ~ X ~ '~ p m -o a c ~ c9 U fQ c O Q. m ~ m • .` V N m d O o. ~I vi a~ c a~ a x O a .~. N c ca c 0 .~ O c a~ a~ Y O C O O Y + ~ ~' + o !~ ~ o_ C L r ~ O.~ U ~a~ °' ~ ~ ~ C ~ 'C ~ ~ O ~ V 0 ~ .~ R N ~ } ~ d m ~ 0 0 ~ ~ E ~' ~ c~ ~ .` o - - _o ~ m L a ~ n- ~ ~ ~ ~ > U e L ~ ~ c n l i i ~ 'o p Y N . O L O ~ 3 ~ ~ ° ~ i 0 a~ o m ~ c ~ c ~ o ~ ~ t y m u.i ~ a~ Q ~ a ~ .~ w C y O ~ L 00 O 3 ~ ~ a U a~ 3 ca U .-. ~- O ~ cys N ,~ O U O ? y O Y ~-- O C `0a ~ . Q ~ ~ w o ~ E N ` ~ ~ Y a~ O ~ J ~ ~ ~ ~ o } ~ N ~ U ~ w N ~ ~ ~ -o Q ~~ E Z x p O o co ~ > ~ ca of ~ fl' C C C (B d ~ U tQ ~ N .C ~ ~ L O C (0 ~° 3 ~ F- fn d ~ ~ ~ p o° °o °o o° ° o° °~ ~ U ~ ~ o rn r~ O ~° cq •- a ~ ~ ~ ~ ~ ~ ~ Q O O ~' ~ O O ~ M .-- O ~ O O .- N O N e- N ~T- ~"' ~' O O .-- ~ O ~ ~ N Ch M ~ t~fl O p ~ ~ O ~ O O O CD ~ lf~ M O O O ~ ~ d O O M M CO T N ~ O ~ d ~ M Ch LL N ~,, r~ CO ~ ~ ~ 00 ~ ~ O O O LCJ ~ w ~ C7 .- O ti f'~ N t0 N a L M ~ CO N O N ~ 00 ' O .-- ~ O 7 ~ ~ ti O l1') ~ ... CO ti h U ~ ~ O N C ~ O cU ~ X W c ° ~ ~ ~ c - ~ N o ~ C N ~ ~ LJ CJ ~ U O ~ ~ W L O O) ~ C 0 Q ~ Z ti ~ ' d ~ c0 ~ O U ~ ~ y v, Q. N ~ ~ .~ LL Y ~ ~ w o o ~ ~ >, ~ Q vi c`a o ~ 4 ~ o x :° c ~ E a Q ~ cn -~ . > w Z F~ F~- U U F~- C'') ~' c'7 O O O ~- O ~-- ''T^^ V/ O CD N X fB J J O O X x x X x a~ L U C c~ c J ~~ ACTION # ' F+Or ®ISCiJSSi~P'1 ®t11~ ITEM NUMBER ~~ba~~ ~O ~~~a~S~~~ MEETING DATE: Nov. 9, 1999 AGENDA ITEM: Request for Appropriation as a Result of School Operations for Year Ended June 30, 1999 COUNTY ADMINISTRATOR'S COMMENTS: Motion bar ~;:~ Mr. ~~n~riix _r____ ~~°~ . J~hn~on Mr. Harrison ___._.. SUMMARY OF INFORMATION: As a result of year-end operations, school revenue exceeded our budgeted amount by $151,077 while under expenditures in our major spending categories accounted for $1,800,619 of the year-end balance. In 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. This year, the Board of Supervisors has directed that $800,000 of the yearend balance be used to fund the South County High School. At the October 28, 1999, School Board meeting, the Board directed the Chairman to request that the remaining balance in the Bonsack Elementary School construction account ($250,000) be appropriated for capital equipment by the governing body to offset a portion of the $800,000 transferred from the year-end balance (see attached memo). As is noted in the final county audit, the FY 1998-99 year-end fund balance for school operations is $1,951,696. Staff recommends that the School Board ask the Board of Supervisors to appropriate the fund balance as follows: Outstanding Encumbrances .................................... $ 77,788.61 Capital and One-Time Items South County High School ..................................550,000.00 ..... Band Uniforms .... ..................................20,000.00 Purchase of School Buses . ................................650,000.00 Removal of Chemicals .....................................36,480.00 New Superintendent's Search ....:.......................... 12,000.00 Early Retirement Incentive Plan (RFP 8~ Plan Documents) ..........50,000.00 Star Base Student Scheduling Package ........................ .8,340.00 Phone Improvements ....................................293,087.39 Vocational Education Equipment (Matching Funds) ................4,000.00 Other Capital Equipment ..................................250,000.00 Totals ..... $ 1.951.696.00 STAFF RECOMMENDATION: Staff recommends appropriating the year-end balance as outlined above. ¢.~„zm ,~cn.aLc~ Deanna Gordon ~,~~ School Superintendent Elmer Hodge County Administrator ACTION Approved ( )Motion by: Denied ( ) Received( ) Ref~n'ed ( ) To ( ) cc: File Diane Hyatt Jerry Hardy VOTE No Yes Abs McNamara Johnson -' -" Harrison _ -' Minnix _ Nickens __._ ~GpUN~, ~ O ~ .w, ~y 'd <<~~ ' ;- ~ ~~ Q c ~~ c°aa: v ~~~,' November 2,1999 ~rric.~~ ur llivISTON' SU7PEk~S~?v~UB~.v ~• s4sz ca~•@ Ra:~d 12oano.lza, Vir;iaia 2401q PkaaB: (540) 562-3'00 Pu: (540) 362-3994 T4: Roanoke County Board of Supavisars FROM: Marian G. Roark. Chairman Roanoke County School Board SUBJECT; Remaining Balanct in the Bon9aek Elementar}- 5cliool Acs~unt T'be sckool board rrspectfi~ily req~~sts that the remaining bal2nce in the Baasaek Elementary School canstraction account, which should be $ZSD,000, be anproor'atzd by the governing body to Ofi'Sei a portion of the $84,000 transferred from ~ yc~-end onlnnt.r. Tiic scl:ao11x7ard further requests that the $250,000 be restored to be utilized for capital equipment be c; llr. 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L m N !-- m y m n m F N A F ~ o N i a i a ~ ~ x m m u m ~ ~ ~ ~ U ~ ~ y J r C m « m ~ m C y J C ~ m ~ M m C7 O ~ N ~• O ` m ~ ~ ~ U L O N r C N ~ C m h 7 (~ to O a LQ ~ m C J C t O m ~ lOu~ ~ d IL 'fl O ~ C d c L R C7 O N R C/ R O O ~ C ~ N ~ lL C a N V m !L ~ 'O ~ R J ~ N N j O A ~ ~ O m ~' i 0 . n ~ « O V ~ 7 N ~ N ` O m ~ ~ ` LL t ~ O •- ~ A uu ~O N O N m~ y m C O 1 p N t N t ~ ~ N O ~ ~ ~ ~ a V V J ~ m m ~ Q' 2 ~ (~ d lL O C) Sc ~' C) .1 L 2' ~ FO-