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Home My WebLink About2/13/2001 - Regularo~ aoaNO,~~ ~• ~~ ~ c~ 1838 ~~~~~ Woking Document-Subject to Revision ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA FEBRUARY 13, 2001 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, will be rebroadcast on Thursdays at 7 P.M. and Saturdays at 4 p.m., and are now closed captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance so reasonable accommodations may be made. PRIOR TO THE REGULAR SESSION THE BOARD OF SUPERVISORS WILL TOUR THE REGIONAL FIRE EMS TRAINING CENTER ON KESSLER MILL ROAD BEGINNING AT 12:30 PM. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call ALL PRESENT AT 3:02 P.M. 2. Invocation: The Reverend Brian Clingenpeel Villa Heights Baptist Church Chaplain, Fire and Rescue Department 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS PMM ADDED ITEM TO CLOSED MEETING 2.1-344A ~5) DISCUSSION OF ECONOMIC DEVELOPMENT PROSPECT WHERE NO PREVIOUS ANNOUNCEMENT HAS BEEN MADE. ® Recycled Paper HCN ADDED ITEM E-6 DISCUSSION ON PURCHASING AUTOMATED EXTERNAL DEFRIBILLATORS. C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Appreciation upon the retirement of John Birckhead, Real Estate Valuation. R-021301-1 BLJ MOTION TO ADOPT RESO URC MR. BIRCKHEAD WAS PRESENT 2. Resolution of Appreciation upon the retirement of Sadie Weddle, Real Estate Valuation. R-021301-2 BLJ MOTION TO ADOPT RESO URC MS. WEDDLE WAS PRESENT 3. Resolution of Appreciation upon the retirement of Gloria Woolridge, Office of the Commissioner of the Revenue. R-021301-3 HCN MOTION TO ADOPT RESO URC MS. WOOLRIDGE WAS PRESENT D. BRIEFINGS E. NEW BUSINESS 1. Request to adopt resolution to approve application to participate in the 2001 Spring VPSA Bond Sale for $16,500,000 for Hidden Valley High School, Glenvar Middle School and roof repairs. (Diane Hyatt, Chief Financial Officer) R-021301-4 JBC MOTION TO ADOPT RESO URC 2 2. Request to approve the consolidation of Starkey, Merriman, and the New South County Park into one facility to be named Starkey Regional Park. (Pete Haislip, Parks, Recreation & Tourism Director) HOM MOTION TO POSTPONE TO 3127101 URC 3. Request to approve Hanging Rock Estates Sewer Reimbursement Agreement with Exaquaria Corporation (Paul Mahoney, County Attorney) A-021301-5 JBC MOTION TO APPROVE AGREEMENT AYES-JPM,JBC,HOM NAYS-BLJ,HCN 4. Request to adopt resolution asking the Virginia Department of Transportation to lower the speed limits on Route 220 in front of Clearbrook Elementary School and Route 460 in front of Fort Lewis Elementary School. (Paul Mahoney, County Attorney) R-021301-6 JBC MOTION TO ADOPT RESO URC 5. Request for authorization to negotiate an agreement for Botetourt County and Roanoke County to jointly provide water and sewer service to the proposed Stonegate Subdivision. (Elmer Hodge, County Administrator) A-021301-7 BLJ MOTION TO APPROVE NEGOTIATION OF AN AGREEMENT URC 6. Request to purchase Automated External Defribillators. (Supervisor Harry C. Nickens) STAFF TO BRING BACK REQUEST ON 2127101 TO CONSIDER FUNDING OF $60,000 TO PURCHASE AUTOMATED EXTERNAL DEFRIBILLATORS. F. FIRST READING OF ORDINANCES 3 1. First reading of ordinance amending and reenacting Section 16-2 and enacting Section 16-9.1 of the Roanoke County Code to authorize and regulate the employment of police officers in off-duty circumstances which may require the use of their police powers. (Joe Obenshain, Senior Assistant County Attorney) HCN MOTION TO APPROVE 1ST READING 2"~ - 2/27/01 URC 2. First reading of ordinance authorizing the vacation of a portion of an existing 15-foot sanitary sewer easement and acceptance of a relocated portion of the same easement across Lot 17, Section I, Phase III, Ruxton of Roanoke located in the Cave Spring Magisterial District. (Arnold Covey, Community Development Director) HOM MOTION TO APPROVE 1ST READING 2ND AND PUBLIC HEARING - 2/27/01 URC G. SECOND READING OF ORDINANCES AND PUBLIC HEARING 1. Ordinance accepting an offer for and authorizing the sale of 37.86 acres of real estate located in the City of Salem -The Lloyd Property, Tax Map No. 194-1-1. (Paul Mahoney, County Attorney) PUBLIC HEARING HELD JPM MOTION TO CLOSE PUBLIC HEARING AND DEFER ACTION TO 2/27/01 URC 1 CITIZEN SPOKE H. APPOINTMENTS 1. League of Older Americans Advisory Council 2. Southwest Development Financing Inc. 4 HCN RECOMMENDED APPOINTMENT OF PETE HAISLIP TO FILL UNEXPIRED 2-YEAR TERM OF BRIAN HAMILTON. TERM EXPIRES JANUARY 12, 2001. 3. Virginia's First Regional Industrial Facility Authority HCN NOMINATED JILL BARR TO FILL THE UNEXPIRED TERM OF JOYCE WAUGH, ALTERNATE. TERM WILL EXPIRE SEPTEMBER 24, 2002. I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-021301-8 HCN MOTION TO ADOPT CONSENT RESO WITH ITEM 11 REMOVED FOR DISCUSSION IN WORK SESSION. U RC 1. Approval of Minutes -November 14, 2000, December 5, 2000, January 2, 2001, and January 8, 2001. 2. Confirmation of Committee Appointment to the Grievance Panel.' A-021301-8.a 3. Appropriation of $1,000 to William Byrd High School's Saturday School. A-021301-8. b 4. Resolutions of Appreciation upon the retirement of: a. Margaret L. Witt, Library R-021301-8.c b. Susie Owen, County Administrator's Office R-021301-8.d 5. Acceptance of donation of a waterline and sanitary sewer easement located in the Catawba Magisterial District from Ronald L. Moran and 5 Trina W. Moran. A-021301-8.e 6. Acceptance of the Local Government Challenge Grant for $5,000 from the Virginia Commission for the Arts. A-021301-8.f 7. Acceptance of Crestwood Drive into the Virginia Department of Transportation Secondary System. R-021301-8.a 8. Acceptance of $1,000 donation from Bent Mountain Women's Club in support of library services at the Bent Mountain Branch Library. A-021301-8.h 9. Acceptance of $6,595 from Friends of the Library in support of various library programs and services. A-021301-8. i 10. Resolution requesting that the Virginia Department of Transportation discontinue Arthur Thurman Road from the Virginia Secondary System of State Highways. R-021301-8.i REMOVED TO DISCUSS IN WORK SESSION J. REQUESTS FOR WORK SESSIONS 1. Request from School Board for joint budget work session on March 13, 2001. WORK SESSION SCHEDULED FOR 3/13/01 K. REQUESTS FOR PUBLIC HEARINGS NONE 6 L. CITIZENS' COMMENTS AND COMMUNICATIONS 8 CITIZENS SPOKE CRITICIZING THE REPORT PREPARED BY HSMM CONCERNING THE VIRGINIA PIPELINE LOCATION BECAUSE IT DID NOT ADDRESS COSTS OF LOCATION VERSUS CO-LOCATION. THEY ASKED THE BOARD FOR ASSISTANCE TO SUPPORT CO-LOCATION BLJ MOTION TO REQUEST THE SCC TO CONDITION ITS APPROVAL OF THE PENDING MERGER SUBJECT TO THE CO-LOCATION OF PIPELINES WITHIN EXISTING EASEMENTS, AND INSTRUCT THE STAFF TO EXHAUST ALL EFFORTS TO EFFECT THIS END RESULT -URC. M. REPORTS HCN MOTION TO RECEIVE AND FILE -URC 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 Investment and Portfolio Policy, as of January 31, 2001 6. Report on PG&E Commercial Paper N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Nickens (1) received memo from ECH on webcasting the Board meetings, and responded that he is in support of webcasting because it will provide additional opportunities to view the meetings. (2) Announced that several of the Board members attended the Service Award luncheon several weeks ago and he expressed his pride in the exceptional job that the employees do. (3) Noted that the Jan. 23 action agenda included his comments about the surplus remaining in the 7 School Board and Counter budget, and that his intent was to ,point out that this was the equivalent of 14 cents on each dollar of the tax rate and he would like to see the Board consider reducing the tax rate by that amount. Supervisor Minnix: (1) Received a memo from Betty McCrary requesting a change to the expiration dates so that they are in conjunction with the Board elections. PMM will check the state code on whether this can be done and report back. ~2) Advised that he has received complaints about roadside solicitations and asked if the Countx could prohibit these. PMM responded that they are working on a draft ordinance that places restrictions on roadside solicitations and it should be coming to the Board for adoption soon. (3) Advised he was looking forward to the grand opening the Blue Ridge Parkway Visitors Center. Supervisor Church: Thanked the members of the General Assemblx who worked successfully to keep the Catawba Hospital open. RECESS TO VIEW NEW GARBAGE TRUCK OUTSIDE THE ROANOKE COUNTY ADMINISTRATION CENTER RECESS AT 6:00 P.M. O. WORK SESSIONS Discussion on Employee Handbook revisions HELD FROM 6:15 TO 6:45 P.M. HCN OFFERED SUGGESTED CHANGES STAFF WILL BRING BACK WITH CHANGES TO 2/27/01 MEETING 2. Work Session to review discussions of January 27, 2001 Economic Development Forum. (Elmer Hodge, County Administrator) HELD FROM 6:45 P.M. TO 7:15 P.M. ECH OFFERED THE FOLLOWING SUGGESTIONS - NEED TO PROVIDE FIBEROPTIC REGIONALLY - NEED TO BACK UP WHAT WE SAY - NEED TO CHANGE ATTITUDES AND MARKETING STRATEGY -NEED TO PUT ON PERSON ON EXISTING BUSINESSES -NEED TO DEVELOP A TECHNOLOGY PLAN STAFF WILL BRING BACK A PLAN FOLLOWING THE BOARD'S GENERAL GUIDELINES. P. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344A (3) to discuss disposition of County's interest in publicly held real estate, Lloyd Property, Item G.1; and Section 2.1-344 A (3) discuss acquisition of public property, 2.1-344A (5) economic development prospect where there has been no previous announcement, 2.1-344A (7) discussion with legal counsel concerning contract with Hay, Seay, Mattern and Mattern. HOM MOTION TO GO INTO CLOSED MEETING FOLLOWING WORK SESSION AT 6:00 P.M. -URC CLOSED MEETING HELD FROM 7:15 P.M. TO 7:59 P.M. BLJ LEFT AT 7:50 P.M. Q. CERTIFICATION RESOLUTION R-021301-9 HOM MOTION TO RETURN TO OPEN MEETING AT 7:59 P.M. AND ADOPT CERTIFICATION RESO -URC WITH BLJ ABSENT. R. ADJOURNMENT HOM MOTION TO ADJOURN MEETING AT 8:00 P.M. - UW 9 four and Luncheon Regional Fire and El~1S Training Center ~CeSSler l~llill Road Adjacent to Roanoke County's Public Service Center) Tuesday, February ~3, 2flfl1 `f~:3fl - 2:flfl p.m. S~h:rdul~ ®f Events 12:30 p.m. Lunch at the Regional Training Center with the recruits 1:00 p.m. Formal introduction of Board of Supervisors and City Council to recruits Demonstrations: New thermal imaging camera Automated external defibrillators Tour of facility 2:00 p.m. Conclusion ~ EtOANp,~~ ti o z a 1838 C~.~~t~#~ ~f ~~~t~~~e ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA FEBRUARY 13, 2001 ,~~ „~B,,,E,~ 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, will be rebroadcast on Thursdays at 7 P.M. and Saturdays at 4 p.m., and are now closed captioned. Individuals who require assistance or special arrangements to participate in or attend Board of Supervisors meetings should contact the Clerk to the Board at (540) 772-2005 at least 48 hours in advance so reasonable accommodations may be made. PRIOR TO THE REGULAR SESSION. THE BOARD OF SUPERVISORS WILL TOUR THE REGIONAL FIRE EMS TRAINING CENTER ON KESSLER MILL ROAD BEGINNING AT 12:00 NOON. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: The Reverend Brian Clingenpeel Villa Heights Baptist Church Chaplain, Fire and Rescue Department 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Appreciation upon the retirement of John Birckhead, Real Estate Valuation. 1 ® Recyded Paper 2. Resolution of Appreciation upon the retirement of Sadie Weddle, Real Estate Valuation. 3. Resolution of Appreciation upon the retirement of Gloria Woolridge, Office of the Commissioner of the Revenue. D. BRIEFINGS E. NEW BUSINESS 1. Request to adopt resolution to approve application to participate in the 2001 Spring VPSA Bond Sale for $16,500,000 for Hidden Valley High School, Glenvar Middle School and roof repairs. (Diane Hyatt, Chief Financial Officer) 2. Request to approve the consolidation of Starkey, Merriman, and the New South County Park into one facility to be named Starkey Regional Park. (Pete Haislip, Parks, Recreation & Tourism Director) 3. Request to approve Hanging Rock Estates Sewer Reimbursement Agreement with Exaquaria Corporation (Paul Mahoney, County Attorney) 4. Request to adopt resolution asking the Virginia Department of Transportation to lower the speed limits on Route 220 in front of Clearbrook Elementary School and Route 460 in front of Fort Lewis Elementary School. (Paul Mahoney, County Attorney) 5. Request for authorization to negotiate an agreement for Botetourt County and Roanoke County to jointly provide water and sewer service to the proposed Stonegate Subdivision. (Elmer Hodge, County Administrator) F. FIRST READING OF ORDINANCES 1. First reading of ordinance amending and reenacting Section 16-2 and enacting Section 16-9.1 of the Roanoke County Code to authorize and regulate the employment of police officers in off-duty circumstances which may require the use of their police powers. (Joe Obenshain, Senior Assistant County Attorney) 2 2. First reading of ordinance authorizing the vacation of a portion of an existing 15-foot sanitary sewer easement and acceptance of a relocated portion of the same easement across Lot 17, Section I, Phase III, Ruxton of Roanoke located in the Cave Spring Magisterial District. (Vickie Huffman, Assistant County Administrator) G. SECOND READING OF ORDINANCES AND PUBLIC HEARING 1. Ordinance accepting an offer for and authorizing the sale of 37.86 acres of real estate located in the City of Salem -The Lloyd Property, Tax Map No. 194-1-1. (Paul Mahoney, County Attorney) H. APPOINTMENTS 1. League of Older Americans Advisory Council 2. Southwest Development Financing Inc. 3. Virginia's First Regional Industrial Facility Authority I. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of Minutes -November 14, 2000, December 5, 2000, January 2, 2001, and January 8, 2001. 2. Confirmation of Committee Appointment to the Grievance Panel. 3. Appropriation of $1,000 to William Byrd High School's Saturday School. 4. Resolutions of Appreciation upon the retirement of: 3 a. Margaret L. Witt, Library b. Susie Owen, County Administrator's Office 5. Acceptance of donation of a waterline and sanitary sewer easement located in the Catawba Magisterial District from Ronald L. Moran and Trina W. Moran. 6. Acceptance of the Local Government Challenge Grant for $5,000 from the Virginia Commission for the Arts. 7. Acceptance of Crestwood Drive into the Virginia Department of Transportation Secondary System. 8. Acceptance of $1,000 donation from Bent Mountain Women's Club in support of library services at the Bent Mountain Branch Library. 9. Acceptance of $6,595 from Friends of the Library in support of various library programs and services. 10. Resolution requesting that the Virginia Department of Transportation discontinue Arthur Thurman Road from the Virginia Secondary System of State Highways. 11. Request for approval of revisions to the Employee Handbook. J. REQUESTS FOR WORK SESSIONS 1. Request from School Board for joint budget work session on March 13, 2001. K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 4 3. Board Contingency Fund 4. Future School Capital Reserve 5. Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of January 31, 2001 6. Report on PG&E Commercial Paper N. REPORTS AND INQUIRIES OF BOARD MEMBERS RECESS TO VIEW NEW GARBAGE TRUCK OUTSIDE THE ROANOKE COUNTY ADMINISTRATION CENTER O. WORK SESSIONS 1. Work Session to review discussions of January 27, 2001 Economic Development Forum. (Elmer Hodge, County Administrator) P. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344A (3) to discuss disposition of County's interest in publicly held real estate, Lloyd Property, Item G.1; and Section 2.1-344 A (3) discuss acquisition of public property. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 5 ~ ~~ .. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-1 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF JOHN W. BIRCKHEAD JR., DIRECTOR OF THE OFFICE OF REAL ESTATE VALUATION, AFTER MORE THAN TWENTY-FOUR YEARS OF SERVICE WHEREAS, John W. Birckhead, Jr. was first employed by Roanoke County on May 17, 1976, as an appraiser in the Office of Real Estate Valuation; and WHEREAS, Mr. Birckhead was promoted to Director of the Office of Real Estate Valuation on May 10, 1993, and as Director, he obtained his state license as a Certified Residential Appraiser; and WHEREAS, Mr. Birckhead was active in many organizations including: Senior Member with the American Society of Appraisers, serving as President for five years in Local Chapter 78; member of the International Association of Assessing Officers; member of the Virginia Association of Assessing Officers and serving on their Board of Directors; and WHEREAS, Mr. Birckhead also served on the Virginia Association of Assessing Officers Land Use Committee and worked to develop a statewide Land Use Users Manual; and WHEREAS, Mr. Birckhead encouraged and assisted his staff in receiving additional certification and participation in professional organizations; and assisted all staffappraisers 1 in obtaining state licenses; and WHEREAS, Mr. Birckhead retired from Roanoke County on January 1, 2001 after more than twenty-four years of service. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JOHN W. BIRCKHEAD JR. for more than twenty-four years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Joe Sgroi, Director, Human Resources Billy Driver, Director, Real Estate Valuation 2 ~- ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF JOHN W. BIRCKHEAD JR., DIRECTOR OF THE OFFICE OF REAL ESTATE VALUATION, AFTER MORE THAN TWENTY-FOUR YEARS OF SERVICE WHEREAS, John W. Birckhead, Jr. was first employed by Roanoke County on May 17, 1976, as an appraiser in the Office of Real Estate Valuation; and WHEREAS, Mr. Birckhead was promoted to Director of the Office of Real Estate Valuation on May 10, 1993, and as Director, he obtained his state license as a Certified Residential Appraiser; and WHEREAS, Mr. Birckhead was active in many organizations including: Senior Member with the American Society of Appraisers, serving as President for five years in Local Chapter 78; member of the International Association of Assessing Officers; member of the Virginia Association of Assessing Officers and serving on their Board of Directors; and WHEREAS, Mr. Birckhead also served on the Virginia Association of Assessing Officers Land Use Committee and worked to develop a statewide Land Use Users Manual; and WHEREAS, Mr. Birckhead encouraged and assisted his staff in receiving additional certification and participation in professional organizations; and assisted all staff appraisers 1 C-I in obtaining state licenses; and WHEREAS, Mr. Birckhead retired from Roanoke County on January 1, 2001 after more than twenty-four years of service. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to JOHN W. BIRCKHEAD JR. for more than twenty-four years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 20021 RESOLUTION 021301-2 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SADIE N. WEDDLE, OFFICE OF REAL ESTATE VALUATION, AFTER MORE THAN THIRTEEN YEARS OF SERVICE WHEREAS, Sadie N. Weddle was first employed by Roanoke County on January 5, 1987 in the Office of Real Estate Valuation as a Real Estate Clerk I; and also served as Real Estate Clerk II; Customer Service Representative; and Land Use Compliance Coordinator; and WHEREAS, Ms. Weddle served on the Computer Team for the Office of Real Estate Valuation and served on Conference Committees for the Virginia Association of Assessing Officers; and WHEREAS, Ms. Weddle retired from Roanoke County on January 1, 2001 after more than thirteen years of service; and WHEREAS, Ms. Weddle, through heremploymentwith Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SADIE N. WEDDLE for more than thirteen years of capable, loyal and dedicated service to Roanoke County. 1 i FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Joe Sgroi, Director, Human Resources Billy Driver, Director, Real Estate Valuation 2 •. ~ C-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 20021 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPER ISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SADIE WEDDLE, OFFICE OF REAL ESTATE VALUATION, AFTER MORE AN THIRTEEN YEARS OF SERVICE WHEREAS, Sadie W. Weddle was first employed by Roanoke County on January 5, 1987 in the Office of Real Estate Valuation as a Real Estate Clerk I; and also served as Real Estate Clerk II; Customer Service Representative; and Land Use Compliance Coordinator; and WHEREAS, Ms. Weddle served on the Computer Team for the Office of Real Estate Valuation and served on Conference Committees for the Virginia Association of Assessing Officers; and WHEREAS, Ms. Weddle retired from Roanoke County on January 1, 2001 after more than thirteen years of service; and WHEREAS, Ms. Weddle, through heremploymentwith Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SADIE W. WEDDLE for more than thirteen years of capable, loyal and dedicated service to Roanoke County. 1 ~J FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 r ~ ~~- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-3 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF GLORIA S. WOOLRIDGE; COMMISSIONER OF THE REVENUE'S OFFICE, AFTER MORE THAN TWENTY THREE YEARS OF SERVICE WHEREAS, Gloria S. Woolridge was employed on May 1, 1977 as a Clerk Typist in the Real Estate Assessment Department; and was later transferred to the Commissioner of the Revenue's Office; and WHEREAS, Ms. Woolridge retired as Real Estate Clerk Supervisor on January 1, 2001 after more than twenty three years of service; and WHEREAS, Ms. Woolridge earned the designation of Certified Deputy Commissioner of Revenue through the Weldon Cooper Center at the University of Virginia; and WHEREAS, Ms. Woolridge had an excellent reputation of integrity and thoroughness in her job, having transferred 6,000 parcels of property in a year without any errors; and her approach to problem solving was both creative and practical; and WHEREAS, Ms. Woolridge enjoyed a good working relationship with her co-workers, attorneys, personnel in other offices, and County citizens; and WHEREAS, Ms. Woolridge, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 1 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to GLORIA S. WOOLRIDGE for more than twenty three years of dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Joe Sgroi, Director, Human Resources Wayne Compton, Commissioner of Revenue 2 .. . /~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF GLORIA S. WOOLRIDGE, COMMISSIONER OF THE REVENUE'S OFFICE, AFTER MORE THAN TWENTY THREE YEARS OF SERVICE WHEREAS, Gloria S. Woolridge was employed on May 1, 1977 as a Clerk Typist in the Real Estate Assessment Department; and was later transferred to the Commissioner of the Revenue's Office; and WHEREAS, Ms. Woolridge retired as Real Estate Clerk Supervisor on January 1, 2001 after more than twenty three years of service; and WHEREAS, Ms. Woolridge earned the designation of Certified Deputy Commissioner of Revenue through the Weldon Cooper Center at the University of Virginia; and WHEREAS, Ms. Woolridge had an excellent reputation of integrity and thoroughness in her job, having transferred 6,000 parcels in a year without any errors; and her approach to problem solving was both creative and practical; and WHEREAS, Ms. Woolridge enjoyed a good working relationship with her co-workers, attorneys, personnel in other offices, and County citizens; and WHEREAS, Ms. Woolridge, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 1 J ~ ~ J [ NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to GLORIA S. WOOLRIDGE for more than twenty three years of dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 1' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-4 AUTHORIZING AN APPLICATION TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY FOR $16,500,000 AND TO SCHEDULE A PUBLIC HEARING WHEREAS, the Board of Supervisors ("Board of Supervisors") of the County of Roanoke, Virginia ("County") has received a request from the Roanoke County School ~, „ Board (School Board ) to contract a debt and issue general obligation bonds of the County in an amount not to exceed $16,500,000 to finance certain capital projects for public school purposes ("Bonds") and to sell such Bonds to the Virginia Public School Authority ("VPSA"); WHEREAS, the Board of Supervisors has determined that it may be necessary or desirable to advance money to pay the costs for such capital projects for public school purposes ("Project") and to reimburse such advances with proceeds of one or more financings; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: 1. The County Administrator is authorized and directed to execute and deliver an application to the VPSA in order to sell the Bonds to the VPSA at the Spring 2001 VPSA bond sale. 2. The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150.2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of acquiring, constructing and equipping the Project from the proceeds of the Bonds to be issued in an amount not to exceed $16,500,000. 3. The County Administrator is authorized to advertize a public hearing to be held by the Board of Supervisors on March 27, 2001 on the issuance of the Bonds. 4. This resolution shall take effect immediately. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board 2 ACTION NO. ITEM NUMBER ~- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Resolution to Approve Application to Participate in the 2001 Spring VPSA Bond Sale for $16,500,000 for Hidden Valley High School, Glenvar Middle School, and Roof Repairs COUNTY ADMINISTRATOR'S COMMENTS: ~,,r,,z,.,-,z,o,~ a~u~u~t.f~ BACKGROUND INFORMATION: The County Board of Supervisors has approved the final budgets for the new Hidden Valley High School and the renovations at Glenvar Middle School as shown on Attachment A and Attachment B. The amounts that still need to be borrowed are as follows: Literar~Loans VPSA Total Hidden Valley High School $7,500,000 $15,001,283 $22,501,283 Glenvar Middle 6,245,000 1,410,767 7,655,767 Total $13,745,000 $16,412,050 $30,157,050 The County has submitted applications to the Literary Loan program, but the earliest that we can anticipate these funds is Fall 2001 for the Hidden Valley High application and Spring 2002 for the Glenvar Middle application. Chances are that these Literary Loans will be further delayed due to lack of State funding for the Literary Loan Fund. SUMMARY OF INFORMATION: The County has recently received the application packet to apply for the Spring 2001 Virginia Public School Authority (VPSA) Bond Sale. At this time, we would like to apply for the remaining VPSA funds needed to complete the above projects. The attached resolution authorizes the sale of up to $16,500,000 in Bonds because the VPSA has requested that we authorize a higher amount in case they sell the issue at a premium. We will actually be applying for $16,415,000 in bond proceeds. The interest income earned on the bond proceeds (estimated at $500,000) will be used to complete the M:\FINANCE\COMMON\Board-Reports\2001\2-13-01a.wpd February 9, 2001 G" roofing program approved as part of the Phase I School Capital Plan. The School Board adopted the attached resolution at their meeting on February 6, 2001. A public hearing will be held on this issue on March 27, 2001 followed by the adoption of the final resolution. FI SCAL IMPACT: The first debt payment on the issue will not occur until the 2001-02 fiscal year. Debt payments are estimated at $684,750 (interest only) for 2001-02, and $1,790,250 (principal and interest) for 2002-03. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution which authorizes the application to the VPSA to participate in the Spring 2001 VPSA Bond Sale for $16,500,000. SUBMITTED BY: Diane D. Hyatt Chief Financial Officer APPROVED: Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () No Yes Church Johnson Abs McNamara Minnix Nickens M:\FINANCE\COMMON\Board-Reports\2001~2-13-01a.wpd January 26, 2001 f+ m ~~ V m ~ ~O t a` ~_r t0 ~~ ~a ^~ N C 3 ~ O L W O mi i N C ~ C t6 `~- O m w m C ~ L ~ ~ w C ~ O C9 O O w O ~ N C O O to ~ N ~ ~ U N ~ 7 ~0 ~ O ~ ~ C N U C ~ C 3 ~ Ll.. M N m O W ~~ am >~ ppNOp00000(O O O O M O O O O M ' ' ' ' ' OO~cpf~00001~ N I~ st 00000 t0 ~00M000OtO (Oh hMNOM~ CO ~ r- O O O O O l!7 t1') r N O O U O O O ~ 00 LA CO aN0 N M O X00 O O d? MOO O CO ~ ~o~ ~ ~ m N ~ M M N 0 N N O O O O O lt) O r N d' O O ~I t!) 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C N ~ '` 7 O N ~ i C f6 ~~ ~ C ~ C C O N U M U d C N~~ i C f6 j A U C "6 U N O O~~ p) U C (0 C~ U E N N C~ C~ N N m ` ~,,, ~~ V~ t ~ O N W N N y y 'p 'o -p ~~~ mm°i~m~o°~~o~~~o JJQ>tAUd(Oln~>tL~U ~` ,~ 0 0 N O N O N X N 0 v 7 m O U L 7 O a ~U t U C O O U N U C (6 c .1" i M~ W V cj a d 'O N s ~ a L C d u m C *+ d t V Q ooocooo~ o000 ~ 00000 T' 000 ~ CO C OpMO(0O~1~ ' 000 ' 1~ O ~ '~ O Cfl to Cp O t0 1~ ~ 0 0 00 ~ 3 ~NNNN~-M OOQO O ~ ~ LL O r ~ ~ M M~ ~ Cfl Cfl ti m O O O p~ O O O O ~ (/~ ~ tp r (~D C 0 d O ~ ~ LL~~~ a-' OOOCOOOr- 0000 f~ v7 00000•-- 000 M CO OO ppMOCOO~-f~ ' OOO~ I~ Uo° c~icouSc~omr~ ~ooao ai ~N CONNNN~M •-0000 ~ N ~ ~ M M~ ~ 00 > O (O -~ ~, z ~ O O O O ' ' ' ' ' O O O ~ ' ~ .~ U o ~ ~n cv o ~n v W' U 0N1~ ~~OOtD O ~ Lf) N ~ M N 7 •O N fh ma` rn v, ,. o ~ ~ o ~- ~ N C Q U U C C ~~ E C C .~ N~ ~ '~ C N N N N p~ N "O N C~ O O Q Q~ N~ ~, ~ C O O N ~ 0 0~ U 0 0 •~ ~ V C (D ~ N N ~ _~ ~ ~ ~ O C C > > ~ C ~ C N "O '^ N _N ~ ~ ~ O C Q>v°i~Qain'v~cn~i~U~ t.;. ~" O O N N 0 X N 0 m (0 c a~ C~ a U s U C O O U N U C (0 C E-~ RESOLUTION OF THE ROANOKE COUNTY SCHOOL BOARD AUTHORIZING AN APPLICATION TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY WITH RESPECT TO THE SALE OF SCHOOL BONDS TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY WHEREAS, the Roanoke County School Board ("School Board") has determined that it is advisable to contract a debt and issue general obligation bonds of the County of Roanoke, Virginia ("County") in an amount not to exceed $16,500,000 to finance certain capital projects for public school purposes ("Bonds") and to sell the Bonds to the Virginia. Public School Authority ("VPSA"): NOW, THEREFORE, BE IT RESOLVED BY THE ROANOKE COUNTY SCHOOL BOARD: 1. The School Board requests pursuant to Section 15.2-2640 of the Code of Virginia of 1950, as amended ("Code") that the Board of Supervisors of the County issue the Bonds and submit an application to the VPSA in order to sell the Bonds to the VPSA at the Spring 2001 VPSA bond sale and the Superintendent of Schools or such officer as she may designate is authorized to submit such documentation as may be required by VPSA. The School Board consents pursuant to Section 15.2-2638(B)(iii) of the Code and Article VII, Section 10(b) of the Constitution of Virginia to the issuance and sale of the Bonds to the VPSA. 2. This resolution shall take effect immediately. Adopted by the Roanoke County School Board on February 6, 2001. Clerk, Roanoke County School Board \\FIN\41196.1 ~- f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION AUTHORIZING AN APPLICATION TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY FOR $16,500,000 AND TO SCHEDULE A PUBLIC HEARING WHEREAS, the Board of Supervisors ("Board of Supervisors") ofthe County ofRoanoke, Virginia ("County") has received a request from the Roanoke County School Board ("School Board") to contract a debt and issue general obligation bonds of the County in an amount not to exceed $16,500,000 to finance certain capital projects for public school purposes ("Bonds") and to sell such Bonds to the Virginia Public School Authority ("VPSA"); WHEREAS, the Board of Supervisors has determined that it may be necessary or desirable to advance money to pay the costs for such capital projects for public school purposes ("Project") and to reimburse such advances with proceeds of one or more financings; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF ROANOKE, VIRGINIA: The County Administrator is authorized and directed to execute and deliver an application to the VPSA in order to sell the Bonds to the VPSA at the Spring 2001 VPSA bond sale. 2. The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150.2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of acquiring, constructing and equipping the Project from the proceeds of the Bonds to be issued in an amount not to exceed $16,500,000. 3. The County Administrator is authorized to advertize a public hearing to be held by the Board of Supervisors on March 27, 2001 on the issuance of the Bonds. 4. This resolution shall take effect immediately. M:\FINANCE\COMMON\Board-Reports\2001\2-13-01a.wpd January 26, 2001 ACTION NO. ITEM NUMBER ~"~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Request to Approve the Consolidation of Starkey, Merriman, and the New South County Park Into One Facility to be Named Starkey Regional Park. COUNTY ADMINISTRATOR'S COMMENTS: '~~ BACKGROUND: With impetus from the 1992 bond program, Roanoke County has acquired several new properties and developed new park facilities in South County. These include Starkey Park, the Merriman Soccer complex, the new "South County Park", and the upcoming acquisition of the Guthrie tract. During the development of the new South County Park master plan it became obvious to the citizen planning committee that because of the contiguous boundaries of the above mentioned properties, Roanoke County had an opportunity to consolidate these parks to create an interconnected multipurpose park facility. This facility would not only provide for the youth athletic needs but also would provide opportunities for additional greenways, picnic areas, an additional playground, and open green space; things that were very important to the committee. It is also bordered by approximately 3/4 of a mile of Back Creek that, if access can be obtained, opens up the potential for creekside recreation. Consequently, in 1997 a South County Park master plan was completed and approved, that incorporated all the contiguous tracts in to one regional type park facility. SUMMARY OF INFORMATION: Now that the South County portion is complete and ready to open it became obvious the facility needed a name that encompassed all the facilities. After discussions with staff and the Parks and Recreation Advisory Commission it was felt that due to the historical importance of the village of Starkey as a community, that any park name should include Starkey. Consequently, we are recommending that the entire park be named the Starkey Regional Park. While the soccer fields have been named the Merriman Soccer Complex, they could be easily referred to as the Merriman fields at Starkey. The new portion has rt` r ~~ "~ not yet opened so there is little problem with name recognition. Staff plans to promote this name change through the Recreation Clubs as well as in our youth athletic newsletter, which is coming out in mid-march. We will add a sand blasted sign at the entrance to the new park and change the sign at Merriman. We plan a soft opening of the park in February when the North Cross baseball team begins use of those fields and hope to coordinate a grand opening type event with Cave Spring American Little League sometime in the spring. FISCAL IMPACT: None ALTERNATIVES: Alternative 1: Consolidate Merriman, Starkey and the new park in to one facility and name it Starkey Regional Park. Alternative 2: Leave the parks separate with three separate names. STAFF RECOMMENDATION: Staff recommends alternative 1, consolidating Merriman, Starkey, and the new park in to one facility named Starkey Regional Park. Respectfully submitted, C~~ Pete Haislip, Direct Parks, Recreation and Tourism ------------------------- Approved ( ) Denied ( ) Received ( ) ACTION Motion by: Referred ( ) To ( ) Approved by, Elmer C. Hodge County Administrator VOTE No Yes Abs Church Johnson McNamara - Minnix _ Nickens .~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~'U /.~~ °~ ~~ ~ ~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW,' • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: /.~L~J L/O/1~E7/ ADDRESS: ~~~~ STC.t~~~~f ~U~ PHONE: ~r~~~.3S~I7 A-021301-5 ACTION # ITEM NUMBER "~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 SUBJECT: Request to approve a Reimbursement Agreement between Exaquaria Corporation, Hanging Rock Estates, L.L.C., and others, and the Roanoke County Board of Supervisors. COUNTY ADMINISTRATOR'S COMMENTS: r,,.~,~ 4~ BACKGROUND: A gravity sewer interceptor was installed by Hanging Rock Estates, L.L.C. in 1996 to serve a development known as Hanging Rock Estates. This sewer interceptor ran from the City of Salem limits at Thompson Memorial Drive for a distance of approximately 2,800 feet to the proposed development. The Roanoke County sewer ordinance provides that developers can be compensated for the cost of off-site facilities if these facilities are sized to serve other properties. This is provided by granting credits of off-site fees within the development and/or reimbursement for off-site fees paid by other developments that may utilize this line. The maximum credit or reimbursement would be 50% of the off-site fees collected by the County. SUMMARY OF INFORMATION: The sewer interceptor was sized to handle the entire service area of approximately 500 acres, as shown on the attached map. Hanging Rock Estates, L.L.C. had conveyed its interest in the sewer lines and easement to Exaquaria. Staff and Exaquaria have negotiated a fair market value for this sewer interceptor to be $400,000. Hanging Rock Estates contains 42 residential lots, therefore, without a reimbursement contract, the developer could only recover approximately $37,500 (50 lots x '/2 ($1,500). To date 13 lots have been sold and 5 building permits have been issued. Allowing a reimbursement contract would provide the opportunity for the developer to recover more of his investment as other properties develop. ~-3 By having public sewer installed in this area, Roanoke County has already benefited as follows: - In 1998, public sewer was installed in a portion of the Wooded Acres subdivision, which allowed seven existing homes with failing septic systems to have public sewer. - With an additional extension, it can be made available to the remaining properties in the Mountain Heights subdivision. - Forty-three residential lots adjacent to Hanging Rock Golf Course are being developed with public sewer as opposed to septic systems. The attached reimbursement agreement would allow Exaquaria Corporation to receive up to 50% of the off-site facility fees collected by Roanoke County within the service area served by this interceptor. This agreement would be valid for a period of ten years. Exaquaria could be reimbursed up to but not to exceed a total of $400,000. Exaquaria will convey the easements and the sewer lines to the County free from any claims or liens. This agreement also releases certain other claims by Hanging Rock Estates, L.L.C. and Carlton & Associates against the County. FISCAL IMPACT: Approval of this contract would require that Roanoke County reimburse the developer $19,500 in fees already collected in this area and future credits as other properties develop. RECOMMENDATION: Staff recommends that the County Administrator be allowed to execute a reimbursement contract with Exaquaria Corporation on a form approved by the County Attorney. SUBMITTED BY: APPROVED: ~~ ~~ Gary R ertson, P.E. Elmer C. Hodge Utility Director County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION \/OTE No Yes Abs Approved (x) Motion by: Joseph B. Church motion to Church _ x _ Denied () approve agreement Johnson x Received () McNamara- x Referred () Minnix _ x To () Nickens x cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney Diane D. Hyatt, Chief Financial Officer Dania) Morris, Director, Finance 17-2001 13 18 LMG 5403435?2? P.02iD9 REIMB RSEMENT AGREEMEI~'T This Mernoraz~d-um of Agreement, made and entered into this day of 2001, by and between EXAQUARIA CORP., a Virginia corporation, hereinafter designated as "Grantor", TEDDY 0'. MiDKIFF, hereinafter designated as "Substitute Trustee", MAR'VIN ALAN ROSMAN, hereinafter designated ds "Agent", CARLTON & ASSOCIATES, hereinafter designated as "Claimant" and HANGING ROCK ESTATES, L.L_C., hereinafter designated as "Hanging Rock'°, and the BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, hereinafter designated as °'County", W ITN E S S E T H WHEREAS, Hanging Rock, specifically wanted public sanitary sewer service to its subdivision properties known as "Hanging Rock Estates", and sewer far all areas North of I-81, as recorded in the Circuit Court Clerk's Office for Roanoke County in Deed Book Page said properties totaling acres, a plat showing said easement and the drainage area to be served is attached as Exhibit A; and WHEREAS, the parties agreed to extend an B-inch sanitary sewer interceptor from the City of Salem to the portion of Roanoke County north and west of Tnterstdte 81 at exit 140, Thompson Memorial Highway, and its intersection with Edgebrook Drive; and, WHEREAS, said sewer interceptor was installed in an easement 1 J'flN-17-2001 13~ 18 LMG 5403435727 P.03~~r9 ~' acquired by Hanging Rock by deed dated the 16~` day of January, 1996, and recorded in }deed Book 1497 at page 1124 among the land records of the Clerk of the Circuit Court of Roanoke County; and, WHEREAS, Hanging Rock, wanted to connect and make all extensions required to connect Go this public sewer line in order to provide public sewer service to the subdivision and to avoid the costs of constructing a sewer pump station, and wanted the County to assume full ownership, control and responsibility for the operation and maintenance of said easement and sewer line and all connections and extensions made to and from said property and to receive through said lines domestic sewage to be transmitted through the City of Salem's sewer lines, then through the City of Roanoke's sewer lines, for treatment within the County's allotted capacity at the Regional Sewage Treatment facility, in. accordance vrith the terms of the contract/agreement dated to all. of which County is agreeable upon tez~s and conditions herein set forth; and, WHEREAS, Hanging Rock transferred all of its right, title and interest in the easement within which said sewer interceptor is installed to the Grantor by deed dated the 15~' day of April, 1999 and found in Deed Book Z63Z at page 963 among the land records of the Clerk of the Circuit Court of~Roanoke County. 1. The parties agree that all necessary deeds of easement or rights-of-way were acquired by Hanging Rock and the sewer line has been constructed. The County has inspdcted said construction and has accepted said construction as meeting its design and 2 JAN-17-2001 13 19 LMG 540343572? P.04i09 ~~~ construction standards. All costs in Connection therewith or payments for such necessary easements and constz'uCtion shall be considered as part of the total project cost subject to reimbursement. These costs are subject to review by and concurrence in by the County. The parties agree that the total project costs subject to reimbursement under this Agreement are $400,000.00. Any easements required for connections and extensions made by Hanging Rock or any other developer shall be at its cost. 2. Section 16-168 (d) of the Roanoke County Code pravides that the total sewer connection fee consists of the (i} basic connection fee; and tii) an off-site facilities fee. Up to one-half of the off-site facilities fee is subject to reimbursement under this Agreement. 3. The Grantor does hereby Grant, Convey, and Release unto the County all its rights, title, and interest zn the aforesaid public sanitary sewer previously herein described and including any connections thereto installed at any time to the interceptor. The County does not assume any liability for or abligation to pay under that certain Deed of Trust from Hanging Rock and assumed by the Transferee, and recorded in Deed Book 1603 at page 519 among the land records of the Clerk of the Circuit Court of Roanoke County. The Trustee and the Agent join in executing this memorandum 4f Agreement to release the County from any obligation under said Deed of Trust. 4. The Grantor, the Trustee and the Agent agree to convey unrestricted title and ownership of and control and responsibility 3 JAN-17-2001 1320 LMG 5403435727 P.05i09 ~""~ for and the maintenance and operation of said easement and public sanitary sewer systecu to the County, and the County agrees that it accepts unrestricted title to and ownership of and control and responsibility for and the maintenance and operation of said easement and public sanitary sewer system. 5. The Grantor shall be entitled to reimbursement only as provided for in this numbered paragraph in the amount of SOg of future off-site facilities fees portion of the County's connection fees in the cost of its participation in the tatal project costs subject to reimbursement in the amount of $400,000.00. The County will charge connection fees made within the Hanging Rock Estates subdivision. For all Connection fees charged by the County within the said subdivision, the Grantor shall be entitled to receive a credit for such connection fees up to the amount of its participation in the interceptor or until the reimbursement provisions of this agreement expire. The first of said payments, along with the sum being held in escrow by the County, shall be made within ten {10) days of the signing of this agreement, with the next payment being due and payable on the sixth (6th) month after the initial payrnenC, with all future payments being due every six ( 6 ) months thereafter, until 54~ of the amount of participation has been received by Grantor or until a period of ten (10) years has elapsed from the date of this Agreement. 6. Should any person, firn, corporation or ether developer not participating in the construction of this sewer interceptor connect its sewer laterals or lines to this interceptor in order to 4 JAN-1?-2001 1320 LMG 5A03435727 P.06r09 ~'" provide sewer service to property boated outside of the xanging Rock Estate subdi,visior~ but within the natural drainage area served by this sewer interceptor, then the Grantor shall be entitled to receive cash payments from the aff-site facilita.es fees paid by or on behalf of said person, firm corporation or other developer. 7 , In ro event shall Grantor be entitled to receive as a reimbursement an amount in excess of the amount of its participation. 8. Within Hanging Rock Estates subdivision covered by this agreement, Grantor shall not be entitled to receive reimbursement for the fees collected by the County for any lot or parcel in any case wherein the developer/builder has not constructed sewer laterals to the property line of said lot oX parcel. 9. Grantor shall receive reimbursement credit solely from the connection feee and shall not be entitled to zeceive reimbursement from any other connection fees, inspection fees or other building or construction charges collected. l0. Carlton & Associates agrees to release that certain claim against County which is currently on appeal. 11. Subject to the approval of the Ban}cruptcy Court, Hanging Rock will release that certain claim against the County which is currently on appeal. Z2, "Phis Memorandum of Agreement shall be binding upon the parties and on their successors and assigns. WITNESS the following signatures and seals: S~'~ SIC~NAT[FR1~ PA~88 ATTACHED A3 PAGES fi, 7, & 8 5 --, ~ ~ _ o ~ __ _ _ _ m -- ~ ~-- m m ~ 1 m 1 r' ~ +m m m ~ ;m x ~ 1 UK ~ ~ °~ Z m °"' o Z Dm N ~~ ~ N O° mZ ~ ^ mD ~ ~ ^ { .~~'~ 0 ROANOKE COUNTY SEWER SERVICE DEPARTMENT OF t ~ , COMMUNITY DEVELOPMENT AREA MAP W l~ .~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-6 REQUESTING THAT THE VIRGINIA DEPARTMENT OF TRANSPORTATION DECREASE THE SPEED LIMIT ON ROUTE 460 IN FRONT OF FORT LEWIS ELEMENTARY SCHOOL AND ON ROUTE 220 IN FRONT OF CLEARBROOK ELEMENTARY SCHOOL WHEREAS, County residents have expressed concern to the Board of Supervisors about the speed limits on Route 460 and Route 220 in the area of Fort Lewis Elementary School and Clearbrook Elementary School, and THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia hereby requests that the Virginia Department of Transportation investigate the possibility of decreasing the speed limit on Route 460 and Route 220 to 25 miles per hour, in the area of Fort Lewis Elementary School and Clearbrook Elementary School. BE IT FURTHER RESOLVED, thatthe Board of Supervisors supports these residents in their efforts to address the current dangerous situation to elementary school children attending Fort Lewis and Clearbrook Elementary Schools. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: y~~-.~ Q-~~~ Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney Virginia Department of Transportation 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: February 13, 2001 AGENDA ITEM: Resolution requesting that the Virginia Department of Transportation decrease the speed limit on Route 460 in front of Fort Lewis Elementary School and on Route 220 in front of Clearbrook Elementary School COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Supervisor Butch Church requested this office to prepare the attached resolution for adoption by the Board of Supervisors. If approved, a certified copy of this resolution should be transmitted to the Virginia Department of Transportation. Respectfully submitted: ~~~~n ,~ Paul M. Mahoney ` County Attorney Action Approved ( ) Denied ( ) Received ( ) Referred ( ) to Motion by Vote No Yes Abs Church Johnson McNamara Minnix Nickens t' ~- y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION REQUESTING THAT THE VIRGINIA DEPARTMENT OF TRANSPORTATION DECREASE THE SPEED LIMIT ON ROUTE 460 IN FRONT OF FORT LEWIS ELEMENTARY SCHOOL AND ON ROUTE 220 IN FRONT OF CLEARBROOK ELEMENTARY SCHOOL WHEREAS, County residents have expressed concern to the Board of Supervisors about the speed limits on Route 460 and Route 220 in the area of Fort Lewis Elementary School and Clearbrook Elementary School, and THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia hereby requests that the Virginia Department of Transportation investigate the possibility of decreasing the speed limit on Route 460 and Route 220 to 25 miles per hour, in the area of Fort Lewis Elementary School and Clearbrook Elementary School. BE IT FURTHER RESOLVED, that the Board of Supervisors supports these residents in their efforts to address the current dangerous situation to elementary school children attending Fort Lewis and Clearbrook Elementary Schools. U: \W P DO C S\AGENDA\G E N E RAL4460.220. s peed. wpd A-021301-7 ACTION # ITEM NUMBER ~ " AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 SUBJECT: Request for authorization to negotiate an agreement for Botetourt County and Roanoke County to Jointly Provide Water and Sewer Service to the Proposed Stonegate Subdivision COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County and Botetourt County have a history of cooperating on development adjacent to our common borders. In the late 1980's a grant was obtained to provide water and sewer service to the Hollins community, which was comprised of both Botetourt and Roanoke County residents. A separate company (Hollins Community Development Corporation) was established to serve this area. This corporation was later purchased by Roanoke County. In May 1990 a contract was approved by Roanoke County/Botetourt County allowing Roanoke County to sell bulk water to Botetourt County in the Route 604 area. This contract was renewed and amended in 1999 to allow Roanoke County to provide water service to certain Botetourt County residents after Roanoke County purchased the Read Mountain Water Company. In addition the five valley governments share major interceptor lines and the regional treatment facility for providing sewer service to our residents. The contract most recently amended in 1995 provides capacities for each locality. SUMMARY OF INFORMATION: A new residential subdivision is being proposed that will be partially in Roanoke County and partially in Botetourt County. As proposed, public water service would require extending Roanoke County water lines and public sewer service would require extending Botetourt County sewer lines. This issue was first brought to the Board on October 24, 2000, but was continued to allow staff from Roanoke and Botetourt Counties to discuss entrance and egress issues. Staff members from Roanoke County and Botetourt County have met to discuss the best way to provide public water and sewer service to this area. We have continued to work with the developer and Botetourt County to find a solution acceptable to all. The issues are : (1) that Botetourt County requires two means of ingress and egress and the proposed second access is ~~ through Tinkerview Rd which is a Roanoke County road. (2) The project cannot go forward without water which we would supply. I have recently received from the developer and Botetourt County a proposed compromise. If accepted by Roanoke County, the access to Tinkerview would be limited to emergency vehicles. This provision will need to be approved by the Botetourt County Planning Commission, and the developer is asking that we approve the purchase of water which will also be a requirement of the Botetourt County Planning Commission when they reconsider it. Staff proposes that water and sewer be provided in accordance with the following conditions. - Roanoke County shall supply potable water service to the subdivision. - Water lines and all appurtenances located in Tinkerview Road shall be the property of Roanoke County. - Water lines and all appurtenances located in Stonegate Drive shall be the property of Botetourt County. - If Botetourt County determines that the water line will be further extended into Botetourt County, then a bulk meter should be installed near the intersection of Stonegate and Tinkerview. If the line will not be extended, bulk rates shall be based on individual water meter readings. - Botetourt County shall provide sewer service to the subdivision. - The sewer lines and all appurtenances within the subdivision shall be the property of Botetourt County. - Properties located in Roanoke County shall be Roanoke County water and sewer customers and will pay Roanoke County water and sewer rates including off-site and connection fees. - Properties located in Botetourt County shall be Botetourt County water and sewer customers and will pay Botetourt County water and sewer rates including off-site and connection fees. - Roanoke County shall bill Botetourt County bulk water rates for water used by Botetourt County customers. These rates will be based on rates approved by contract dated October 1, 1999 with any subsequent amendments between Roanoke County and Botetourt County. - Roanoke County shall deduct the sewer flow of Roanoke County customers from the master meter reading at the Botetourt County/Roanoke County line at Tinker Creek. This sewer flow would be determined from individual water meter readings. - Maintenance of water lines owned by Roanoke County shall be the responsibility of Roanoke County and maintenance of sewer lines shall be the responsibility of Botetourt ~r County. However, either locality shall have the ability to make emergency repairs to the other party's facilities if deemed necessary to maintain services to their respective customers. Every attempt shall be made to contact the respective responsible locality before repairs are made. Alternatives: Alternative 1: That Botetourt County and Roanoke County provide utility service to their respective citizens as outlined above. Alternative 2: Allow Roanoke County to provide water service to all residents in the subdivision and Botetourt County to provide all residents in the subdivision sewer service. FISCAL IMPACT: There will be no cost to Roanoke County if this agreement is approved. Roanoke County will collect one-time off-site facility fees for the water and sewer properties located in Roanoke County, water and sewer rates from the customers located in Roanoke County and bulk water rates from Botetourt County, for the customers located in Botetourt County. STAFF RECOMMENDATION: This is a reasonable compromise and staff recommends that the Board approve Alternative 1. It is further recommended that the Board of Supervisors authorize the County Administrator to execute an agreement with Botetourt County with the terms and provisions outlined above on a form approved by the County Attorney. Submitted by: 1~.. Elmer C. Hodge ~ County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by: Bob L. Johnson motion to Church _ x Denied () approve negotiation of an agreement Johnson _ x Received () McNamara- x Referred () Minnix _ x To () Nickens _ x cc: File Paul M. Mahoney, County Attorney Gary Robertson, Director, Utility Diane D. Hyatt, Chief Financial Officer Danial Morris, Director, Finance 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: February 13, 2001 AGENDA ITEM: Ordinance Amending and Reenacting Sec. 16-2. DUTIES AND AUTHORITY OF POLICE DEPARTMENT AND ITS OFFICERS AND ENACTING SEC. 16-9.1. EMPLOYMENT OF OFF-DUTY OFFICERS OF THE ROANOKE COUNTY CODE TO AUTHORIZE AND REGULATE THE EMPLOYMENT OF POLICE OFFICERS IN OFF- DUTY CIRCUMSTANCES WHICH MAY REQUIRE THE USE OF THEIR POLICE POWERS COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. This program will be very helpful. Usually off-duty police officers take such positions as security guards at Tanglewood Mall or crossing guards. There is a very strict process for them to receive approval to take off-duty jobs. This ordinance primarily clarifies the legal authority of police officers in off-duty positions. Several years ago, the County added workers compensation coverage for the officers while they are working off-duty. SUMMARY OF INFORMATION: The purpose of this ordinance is two-fold: 1) To update a reference in Section 16-2 of the Roanoke County Code to Title 15.2 of the Code of Virginia adopted in 1997 to update laws dealing with local governments; and 2) To confirm the authority granted by Section 15.2-1712 of the Code of Virginia for local governments to permit law enforcement officers to exercise their full police powers while performing off-duty employment. A recent decision by the Virginia Supreme Court, Oulds v. Commonwealth, 260 Va. 210 (2000) upheld arrests made by a Lynchburg City policeman who was working off-duty. Lynchburg City Council has adopted a city ordinance which specifically authorized such off-duty employment by their police officers as authorized by Sec. 15.2-1712. The proposed ordinance for Roanoke County's Code closely follows the Lynchburg City ordinance. The Commonwealth's Attorney's Office requested the adoption of this ordinance to avoid any question at a later date about the legal authority of our county police officers using their law enforcement powers while working off-duty. The Chief of Police is authorized to develop reasonable rules and regulations for such employment. FISCAL IMPACTS: None anticipated 1 STAFF RECOMMENDATION: ~- i Staff recommends the adoption of this ordinance to codify the authority for off-duty police officer employment. Respectfully submitted, Jo ph B. ~benshain S or Assistant County Attorney Action Approved ()Motion by Denied ( ) Received ( ) Referred to Vote No Yes Abs Church Johnson .McNamara Minnix Nickens 2 F-I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 ORDINANCE AMENDING AND REENACTING SEC. 16-2. DUTIES AND AUTHORITY OF POLICE DEPARTMENT AND ITS OFFICERS AND ENACTING SEC. 16-9.1. EMPLOYMENT OF OFF-DUTY OFFICERS OF THE ROANOKE COUNTY CODE TO AUTHORIZE AND REGULATE THE EMPLOYMENT OF POLICE OFFICERS IN OFF-DUTY CIRCUMSTANCES WHICH MAY REQUIRE THE USE OF THEIR POLICE POWERS WHEREAS, the authority of local police departments and sheriffs to authorize and regulate the employment of its officers in off-duty circumstances is codified in Section 15.2-1712 of the Code of Virginia, and has further been upheld by a recent decision of the Virginia Supreme Court in the case of Oulds v. Commomvealth, 260 Va 210 (2000); and WI~REAS, the Roanoke County Police Department and the Sheriff of Roanoke County desire to confirm their authority under Virginia law to permit law enforcement officers and deputy sheriffs to engage in off-duty employment which may occasionally require the use of their police powers in the performance of such employment in the same manner and with the same legal authority as if performed on-duty; and, WHEREAS, the first reading of this ordinance was held on February 13, 2001, and the second reading was held on February 27, 2001. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia as follows: That Section 16-2. Duties and Authority of Police Department and its Offices, of Chapter 16, Police, of the Roanoke County Code be amended and re-enacted as follows: Sec. 16-2. Duties and authority of police department and its officers. The Roanoke County Police Department shall exercise all the powers and duties imposed ~- upon police by the provisions of chapter 17 of Title 15.2 of the Code of Virginia, 1950, as amended, or its successors as it may from time to time appear. The police officers constituting this department are invested with and authorized to exercise all of the power and authority which pertains to the office of constable at common law within the territorial limits of the County of Roanoke, including the Town of Vinton, in taking cognizance of and enforcing the criminal laws of the Commonwealth of Virginia and the ordinances and regulations of the County of Roanoke. 2. That Section 16-9.1. Employment of off-duty officers, of Chapter 16, Police, of the Roanoke County Code be enacted as follows: Sec. 16-9.1. Employment of off-duty officers. In accordance with the authority provided by Section 15.2-1712 of the Code of Virginia, 1950, as amended, or its successor as it may from time to time appear, police officers may be permitted to engage in Off-duty employment which requires the use of their police powers. The chief of police is authorized to adopt reasonable rules and regulations for off-duty employment and all off-duty employment shall be performed in accordance with such rules and regulations. That this ordinance shall be in full force and effect from and after March 1, 2001. G:\ATTORNEY\JBO\AGENDA\OnDutyPolice. ord22001.wpd ACTION # ITEM NUMBER ~" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2000 AGENDA ITEM: Ordinance Authorizing the Vacation of a Portion of an Existing I S-foot Sanitary Sewer Easement and Acceptance of a Relocated Portion of the Same Easement Across Lot 17, Section 1, Phase III, Ruxton ofRoanoke (Plat Book 9, Page 142; Tax Map No. 87.10-1-17) in the Cave Spring Magisterial District COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the first reading of a proposed ordinance to vacate a portion of an existing 15' sanitary sewer easement on Lot 17, Section 1, Phase III, Ruxton of Roanoke, owned by Camilla L. Jones, and to accept, as an alternative, a new 15' sanitary sewer easement across the same lot. BACKGROUND: The existing 15' sanitary sewer easement on Lot 17 was dedicated by subdivision plat for `Section 1, Phase III, Ruxton ofRoanoke', recorded in the Clerk's Office in Plat Book 9, page 142. SUMMARY OF INFORMATION The Petitioner, Camilla L. Jones, is the current owner of Lot 17, ~ 1, Ph.III, Ruxton of Roanoke. A recent survey revealed that the dwelling on this lot encroached into the existing sanitary sewer easement and that the sanitary sewer facilities on the lot are located outside of the existing easement. Ms. Jones has requested that the Board of Supervisors vacate that portion of the existing 15' sanitary sewer easement which crosses Lot 17. In exchange, Ms. Jones has agreed to convey a new 15' sanitary sewer easement across Lot 17, to encompass the existing facilities. A plat showing the areas to be vacated and accepted as new easement is attached hereto as Exhibit A. Staff has no objection to the proposed vacation and acceptance. Since the sanitary sewer facilities are not located within the existing easement, no relocation of lines will be required. There is no cost to the County, and staff has approved the alternative easement location. ' ~ a, STAFF RECOMMENDATION County staff recommends that the Board of Supervisors adopt the proposed ordinance to vacate that portion of the existing 15' sanitary sewer easement across Lot 17 and authorize acceptance of the relocated portion of the 15' easement. SUBMITTED BY: r 1 Arnold Covey, ireq Department of Community Development Approved ( ) Denied ( ) Received ( ) Referred to Motion by: ACTION APPROVED BY: Elmer C. Hodge County Administrator VOTE No Yes Abs Church Johnson McNamara Mimiix Nickens E%HIBIT A /y0I/ O.t FORM~~ P/tOPER/-T OF L6NORA /3RANCNE CRA/GNEAO p. /3..x/3 / PG. AB ~/~/N f ~~ ~.--- ----~- -~, --, ____, -___ nor /~ CuaYE A " r ' /p 99~ A = 39.5/' __~- ~/~..,~/~¢a E ~3 9• Z9. lob • OcPiN 3 O~ 53 soo ~~ ~^ E6M f JO !iE DED/C,gTEO ~ __5 ~/ZG'3B'f5'E-~- ~--.. ~` ~.y/eev J7eCK cE-'/$j' /53A Or~PAGr o ~/.e' e.N. SEfyE,4 ES 0 2. yrr FR. _ ~ ~ sr°"~ ~ Z• Lor /y p Or/EccirJG ^~ ~m 9EC. 1 N ~. /s/°d35Q '` ~ \ K A3.4 _ z~.Z, .. ~'J /.0'O.N. 39..x¢' ~ ^~ EXlSj ~ s ~ ~ '~~ /0 • {/•~JER ~ /A/EI ° ° ,4, ~~ ESMT -'~ ° 5/. oc0 ..N cove J03.12'r° CNA/~ARKAG , CU,?!,E ;q - ---~" OR/YE ~ ~ /. P/N ^^0 •V ~_N SE~EQ .~` M.y _ s '~'.1 ~?gip mac'--~. Ml ~ ` ~ ~ ~ y ,c°r ~a PG ~i W FP~.q~ V, ER~oi^~ O j OHO WOK NAie ~~' s ~E~~ _ LANE' q~- r. ~s (go'/7~l~' /°R/YAjE~ `~ `' ---_ QE`s yR~/,~/E LEGAL 2EFERE/~CE /J. l3. /3 94 . PG. /03 2 SURVEr f'OR ~"f/E R0~1 NOK~' COU~cITI' ~DOAR,O OF .5'U~E!~V/5IIR5 SNOW/NG A /5 ~5'A//. y'E{~ER EASEMEit/J'ACRU5/~ LOJ' /7, ~~p,LTH p~ 5ECT/On/ I, /~NASE RuXron/ of RoANoKE jo ~E f/EaE~r ~p~ L~~c VACATED ADO A /t/EN' /5'9A//. /`Ei3~ER EASEME/1fJ' j"O ~3E ~ Z DED/CA~'ErJ j0 ~"NE R4A//OKE COU.~/J"r /30AR0 Of /~'uPEQY/60.Q5 C DAVID A BE88 ~ No. "ou.o ' RoA n/oKE Co u//rr, ~a~/,c//A ~~ Q ~- ~ 9 / ~. 'qy ~ SCAL E ~ / " r ZD ~ JACK G. BESS SEP~, /T, /999 _ qN0 SUitV~yO S42 STARKE RD ROANOKE, VA 24014 ~/~• /4 0-999'70 Fa AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 ORDINANCE AUTHORIZING THE VACATION OF A PORTION OF AN EXISTING 15-FOOT SANITARY SEWER EASEMENT AND ACCEPTANCE OF A RELOCATED PORTION OF THE SAME EASEMENT ACROSS LOT 17, SECTION 1, PHASE III, RUXTON OF ROANOKE (PLAT BOOK 9, PAGE 142; TAX MAP NO. 87.10-1-17) WHEREAS, by subdivision plat entitled `PLAT OF SECTION 1, PHASE III, RUXTON OF ROANOKE,' dated June 22, 1979, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 9, page 142, afifteen-foot (15') sanitary sewer easement was dedicated and shown across the lots in said subdivision, being designated therein as "15' SANITARY SEWER ESMT."; and, WHEREAS, the Petitioner, Camilla L. Jones, is the owner of Lot 17, Section 1, Phase III, Ruxton of Roanoke; and, WHEREAS, a recenf survey of said property reflects that the residential structure located thereon encroaches into the sanitary sewer easement and a portion of the sanitary sewer facilities are located outside of the existing easement; and, WHEREAS, the Petitioner has requested that, pursuant to ~ 15.2-2272.2 of the Code of Virginia (1950, as amended), the Board of Supervisors of Roanoke County, Virginia, vacate the existing 15' sanitary sewer easement and accept in exchange a new 15' sanitary sewer easement across Lot 17; and, WHEREAS, this vacation will not involve any cost to the County and the affected County departments have raised no objection; and, WHEREAS, notice has been given as required by § 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on February 13, 2001; the public hearing and second reading of this ordinance was held on February 27, 2001. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the 15' sanitary sewer easement across Lot 17, Section 1, Phase III, Ruxton of Roanoke (Tax Map No. 87.10-1-17), being designated and shown as "EXIST. 15' SAN. SEWER ESMT. TO BE VACATED" on Exhibit A attached hereto, said easement having been dedicated on `PLAT OF SECTION 1, PHASE III, RUXTON OF ROANOKE,' dated June 22, 1979, and recorded in the aforesaid Clerk's Office in Plat Book 9, page 142, in the Cave Spring Magisterial District of the County of Roanoke, be, and hereby is, vacated pursuant to § 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 2. That, in exchange, acquisition and acceptance of a new 15' sanitary sewer easement across Lot 17, being designated and shown as "NEW 15' SAN. SEWER ESMT. TO BE DEDICATED" on Exhibit A attached hereto, be and hereby is, authorized and approved; and, 3. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioner. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption, and a certified copy ofthis ordinance shall be recorded in the Clerk's Office ofthe Circuit Court of Roanoke County, Virginia, in accordance with § 15.2-2272.2 of the Code of Virginia (1950, as amended). 2 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: February 13, 2001 AGENDA ITEM: ORDINANCE ACCEPTING AN OFFERFORAND AUTHORIZING THE SALE OF 37.86 ACRES OF REAL ESTATE LOCATED IN THE CITY OF SALEM (THE LLOYD PROPERTY -TAX MAP NO. 194-1-1) COUNTY ADMINISTRATOR'S COMMENTS I have been contacted by several interested parties asking us to extend the deadline for the receipt of offers on the Lloyd property because they have been unable to complete the appraisal. We have also had problems getting appraisals because they are so busy. After discussions with the attorneys, we want to leave the public hearing as is and publicly extend the deadline for offers to Friday, February 23. EXECUTIVE SUMMARY: This is the second reading of a proposed ordinance to authorize the conveyance of a 37.86-acre parcel of real estate located in the City of Salem (Tax Map No. 194-1-1). BACKGROUND: The Board of Supervisors of Roanoke County has previously declared this property to be surplus property and available for sale to the public. SUMMARY OF INFORMATION: Roanoke County has received an offer to purchase a 37.86-acre parcel of real estate located in the City of Salem and known as the Lloyd Property. A public notice regarding the public hearing for the sale of this surplus property was published in the Roanoke Times on January 30, 2001 and February 6, 2001. FISCAL IMPACT: The proceeds from the sale of this property will be allocated to the Capital Projects Fund. U:\WPDOCS\AGENDA\REALEST\LLOYD.RPT 1 . ' RECOMMENDATIONS: ~-i Staff recommends that the Board approve the second reading of this ordinance and authorize the County Administrator or any Assistant County Administrator to execute the necessary documents to consummate this transaction. Respectfully submitted, Paul M. Mahoney Roanoke County Attorney Action Vote No Yes Abs Approved () Motion by Church Denied () Johnson Received () McNamara Referred () Minnix to Nickens U:\WPDOCS\AGENDA\REALEST\LLOYD.RPT 2 f .. -' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 ORDINANCE ACCEPTING AN OFFER FOR AND AUTHORIZING THE SALE OF 37.86 ACRES OF REAL ESTATE LOCATED IN THE CITY OF SALEM (THE LLOYD PROPERTY -TAX MAP NO. 194-1-1) BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the subject property has been declared to be surplus, and has been made available for sale; and 2. That the public notice regarding the public hearing for the sale of this surplus property was advertised in the Roanoke Times & World News on January 30, 2001 and February 6, 2001; and 3. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading of this ordinance was held on January 23, 2001; and the second reading and public hearing on this ordinance was held on February 13, 2001, concerning the sale and disposition of 37.86 acres of real estate located in the City of Salem, and known as the Lloyd Property; and 4. That an offer has been received from of real estate for the sum of to purchase 37.86 acres and this offer is hereby accepted; and 5. That the proceeds from the sale of this real estate are to be allocated to the capital reserves of the County to be expended solely for the purposes of acquisition, construction, maintenance, or replace of other capital facilities; and 6. That the County Administrator, or any Assistant County Administrator, is authorized to execute such documents and take such actions as are necessary to accomplish the conveyance of said property, all of which shall be upon form approved by the County Attorney. U: \WPDOCS\AGENDA\REALEST111oyd. clf.wpd AGENDA ITEM ~0.~ APPEARANCE REQUEST PUBLIC HEARINGORDINANCE ~CITI2EN COMMENTS SUBJECT: (~~d ~nrn•u ~ ~~ep~,~,'~, ter ~~~- ~ S~I~ U~ ~7.~,~ ~{c°~=5 would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD __-- _--- NAME: ~~ iGnrnu J~~~ ,~-Ll~u~ sr- ADDRESS: ~ yy'~ Cry ~~~ LG~ PHONE: 3 ~ ~? ~ y~l C( 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: February 13, 2001 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: Southwest Development Financing, Inc. is primarily involved in tourism related activities and I recommend that Pete Haislip be ratified to fill that appointment. I would like to recommend Jill Barr to fill the unexpired term ofJoyce Waugh on the Virginia 's First Regional Industrial Facility Authority and leave the other appointment vacant until the Economic Development Director position is filled. SUMMARY OF INFORMATION: 1. LEAGUE OF OLDER AMERICANS ADVISORY COUNCIL The one year term of Steven L. Harrah will expire on March 31, 2001. 2. SOUTHWEST DEVELOPMENT FINANCING, INC The two year unexpired term of Brian T. Hamilton, former Economic Development Specialist, who has resigned. The term expires January 12, 2002. This appointment is usually recommended by the County Administrator and ratified by the Board of Supervisors. 3. VIRGINIA'S FIRST REGIONAL INDUSTRIAL FACILITY AUTHORITY The four year unexpired term of David Porter, former Director of Economic Development. The term will expire September 24, 2002. The four year term of alternate Joyce Waugh, former Assistant Director of Economic Development. The term will expire September 24, 2002. 1 ~ a SUBMITTED BY: Mary H. A en, CMC Clerk to the Board ACTION Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: APP VED BY: Elmer C. Hodge County Administrator VOTE No. Yes Abs Church Johnson _ _ McNamara- _ Minnix _ _ _ Nickens 2 _~ ~~_ i 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-8 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM I -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for February 13, 2001, designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 11, inclusive, as follows: 1. Approval of Minutes -November 14, 2000, December 5, 2000, January 2, 2001, and January 8, 2001. 2. Confirmation of Committee Appointment to the Grievance Panel. 3. Appropriation of $1,000 to William Byrd High School's Saturday School. 4. Resolutions of Appreciation upon the retirement of: a. Margaret L. Witt, Library b. Susie Owen, County Administrator's Office 5. Acceptance of donation of a waterline and sanitary sewer easement located in the Catawba Magisterial District from Ronald L. Moran and Trina W. Moran. 6. Acceptance of the Local Government Challenge Grant for $5,000 from the Virginia Commission for the Arts. 7. Acceptance of Crestwood Drive into the Virginia Department of Transportation Secondary System. 1 ti 8. Acceptance of $1,000 donation from Bent Mountain Women's Club in support of library services at the Bent Mountain Branch Library. 9. Acceptance of $6,595 from Friends of the Library in support of various library programs and services. 10. Resolution requesting that the Virginia Department of Transportation discontinue Arthur Thurman Road from the Virginia Secondary System of State Highways. 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Nickens to adopt the Consent Resolution with Item 11 removed for discussion in work session, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Rick Calhoun, Director, Vocational and Adult Education Diane D. Hyatt, Chief Financial Officer Danial Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board Diana Rosapepe, Director, Library Joe Sgroi, Director, Human Resources Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility W. Brent Robertson, Director, Budget Arnold Covey, Director, Community Development Terry Harrington, County Planner 2 ...~: - , November 14, 2000 ~ A Z Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 November 14, 2000 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the second Tuesday and the only regularly scheduled meeting of the month of November, 2000. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:02 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Supervisors Joseph B. "Butch" Church, Bob L. Johnson, Harry C. Nickens MEMBERS ABSENT: Vice Chairman H. Odell "Fuzzy" Minnix (arrived at 4:10 p.m.) STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by Reverend Steve Taylor, Ghent Grace Brethren Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge added a work session on the Rising Star Sports Camp (Item 4 t November 14, 2000 ~^ ,~ IN RE: NEW BUSINESS 1. Request to approve a resolution adopting a Legislative Program for. the 2001 General Assembly session (Paul Mahoney, County Attorney) R-111400-1 Mr. Mahoney advised that this resolution is based upon previous legislative programs adopted by the Board but has been modified as follow: (1) adding provisions to address recent problems with the location of the proposed gas pipeline by requiring written notice to affected property owners, and expanding the authority of the State Corporation Commission to require joint use of existing easements; (2) supporting the distribution of state income tax collections to localities for their unrestricted use; and (3) deletion of several public safety items and other items previously adopted by the General Assembly. Mr. Mahoney reported that the .General Assembly will be limiting the number of bills each delegate can introduce unless the bill has been prefiled. This was not supported by VACO but by members of the General Assembly. He announced that all but one delegate will attend the meeting scheduled for December 5. Supervisor Nickens advised that December 18 is the last date that a delegate can prefile a bill. Supervisor McNamara moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Church, Nickens, McNamara NAYS: None ABSENT: Supervisor Minnix RESOLUTION 111400-1 ADOPTING A LEGISLATIVE PROGRAM FOR November 14, 2000 ~~7 to direct and authorize the Department of Waste Management to utilize the increased Waste Tire Trust Fund to remediate illegal or abandoned waste tire dumps. 2) Roanoke County supports allowing the disposal of land clearing vegetative debris (including tree stumps) in less expensive facilities in a manner not detrimental to the environment. D. Local Taxation and Funding. 1) County vigorously opposes any attempt to restrict or eliminate local sources of taxation, including personal property taxation and business and professional occupational licensing, unless local governments are guaranteed the opportunity to replace lost sources of local revenue with comparable, equivalent, independent sources of revenue to allow localities to fulfill their public service obligations. 2) Roanoke County supports restructuring the distribution of tax revenues in the Commonwealth, by returning a portion of the state income tax collections to localities for their unrestricted use. 3) Roanoke County supports continued and increased funding for the Comprehensive Services Act, the Virginia Community Juvenile Crime Control Act, the Family Preservation Act, local police departments (HB 599 funding), and the Regional Competitiveness Act. 4) Roanoke County requests funding for the Virginia Recreational Facilities Authority (Explore Park), Blue Ridge Parkway Interpretive Center, and capital construction funding for the Explore Park Education Center. 5) Roanoke County supports authority to impose an additional one-half percent ('/z%) local option sales tax. 6) Roanoke County supports increased capital construction funding for regional juvenile detention facilities, and that such facilities receive at least 50% of their operating costs from the Commonwealth. 7) Roanoke County supports legislation amending Section 14.1-46.0:1 to increase the salary supplement for the Chairman of the Board of Supervisors from $1,800 to $2,500 per year. II. That the Clerk to the Board of Supervisors is directed to send a certified copy of this resolution to Senator John S. Edwards, Senator Malfourd W. "Bo" Trumbo, Delegate H. Morgan Griffith, Delegate Clifton "Chip" Woodrum, Delegate C. Richard Cranwell, Delegate A. Victor Thomas; Mary F. Parker, Roanoke City Clerk; Members of the Roanoke City Council; Forest Jones, Clerk for Salem City Council; Members of the Salem City Council; Clerk for the Town of Vinton; Members of the Vinton Town Council and the Fifth Planning District Commission, and the Virginia Association of Counties. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Church, Nickens, McNamara NAYS: None ABSENT: Supervisor Minnix 2. Request to approve a construction contract and advance November 14, 2000 ~d~~ RESOLUTION 111400-2 TO ADVANCE FUNDS FOR CERTAIN EXPENDITURES MADE AND/OR TO BE MADE IN CONNECTION WITH THE ACQUISITION, RENOVATION, CONSTRUCTION AND EQUIPPING OF CERTAIN CAPITAL IMPROVEMENTS FOR SCHOOL PROJECTS WHEREAS, the Board of Supervisors of the County of Roanoke, Virginia (the "County Board") adopted a resolution on August 19, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, the School Board (the "School Board") of the County of Roanoke, Virginia (the "County") adopted a resolution on August 28, 1997 declaring its intention to reimburse itself from the proceeds of one or more tax-exempt financings for certain expenditures made and/or to be made in connection with the acquisition, renovation, construction and equipping of certain capital improvements for school projects, and WHEREAS, the School Board requested an advance to award contracts of $318,000 for site development, .$129,300 for architecture and engineering costs, value engineering, and surveying/testing, and $226,651 for project management for Glenvar Middle School, for a total advance of $673,951, on June 13, 2000, and WHEREAS, the School Board requested an advance to award contracts of $592,100 for site development, $500,000 for road construction, and $757,992 for project management for the new south county high school, for a total advance of $1,850,092, on June 13, 2000, and WHEREAS, the County Board approved an advance of $1,850,092 for the new south county high school and an advance of $673,951 for Glenvar Middle School on June 13, 2000, and WHEREAS, the School Board requested an advance of $9,500,000 to award the construction contract for the new south county high school for $19,094,000 on October 9, 2000, and WHEREAS, the County Board authorized the School Board to enter into a construction contract for $19,094,000 and approved an advance of $9,500,000 for the new south county high school on October 10, 2000, and WHEREAS, the School Board now desire to award the construction contract for the renovations of Glenvar Middle School, and WHEREAS, the Schools Board requested an advance of $4,000,000 to award the construction contract for renovations at Glenvar Middle School for $6,125,000 on November 10, 2000, NOW THEREFORE BE IT RESOLVED, that the County Board approves the total budget for the Glenvar Middle School project of $7,819,767, authorizes the Schoo! Board to enter into a construction contract for $6,125,000, and advances the sum of $4,000,000, for renovations to Glenvar Middle School. On motion of Supervisor Church to adopt the resolution as amended, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None November 14, 2000 1. First reading of ordinance to establish a utility service area in Clearbrook for water and sewer extensions (Gary Robertson Utility Director) Mr. Robertson reported that during the past year, there has been much interest for economic development projects within the Stable Road area. In order for this area to develop as a planned growth area, public water and sewer facilities will be critical in achieving the goal. Mr. Robertson explained that staff is proposing that these utilities be provided by Roanoke County with individual property owners paying their share at the time of development. This process would be very similar to recent petition projects in that a special service area would be established with separate fees. The differences are that the project is not the result of a direct petition by property owners and would not have 50% of the property owners participating at this time. The cost estimate for the project is $126,000 for water and $300,000 for sewer resulting in a total cost of $426,000. The special connection fee will be $7,700 for water extension and $11,800 for sewer line extension. These fees would be in addition to the normal off-site facility fees that would be charged by Roanoke County. Mr. Robertson requested that the Board approve construction of the water and sewer facilities to the area, establish a special service area, with special connection fees, and provide funding as a loan in the amount of $426,0006 for the project. The loan will be paid back to the general fund from the special connection fees as properties develop. Supervisor Nickens noted there will be a work session on the year-end surplus and suggested funding from that source rather than the general fund. November 14, 2000 motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-3 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 14, 2000 designated as Item J -Consent Agenda be, grid hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 16, inclusive, as follows: 1. Approval of Minutes -September 12, 2000 (Regular Meeting), September 26, 2000 (Regular Meeting and Joint Meeting with the Vinton Town Council), October 10, 2000 (Joint Meeting with Roanoke City Council), October 10, 2000 (Regular Meeting), and October 10, 2000 (Joint Meeting with Montgomery County Board of Supervisors) 2. Confirmation of committee appointment to the Industrial Development Authority. 3. Resolutions of Appreciation upon the retirement of a. Ricky L. Etter, Sheriff's Office b. Martha A. Gladden, Social Services Department c. Jeffrey M. Swortzel, Police Department d. Roger F. Robinson, Police Department e. Edward A. Shotwell, Police Department f. Linda S. Hogan; Police Department 4. Acceptance by the Police Department of the Bureau of Justice Assistance $31,454 block grant for law enforcement support. 5. Acceptance of water and sewer facilities serving The Gardens of Cotton Hill, Section 5 (Phase I). 6. Acceptance of water and sewer facilities serving Hickory Hill, Section 2. 7. Acceptance of water and sewer facilities serving A Cleaner World. November 14, 2000 ~~,~ years of service; and WHEREAS, Deputy Etter has served with professionalism and integrity; and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens by administering rehabilitation programs which enable inmates of the Roanoke County/Salem Jail to return to the community as productive citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to RICKY L. ETTER for more than twenty-two years of capable, loyal and dedicated service to Roanoke County; and BE IT FURTHER RESOLVED, that the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-3.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MARTHA A. GLADDEN, SOCIAL SERVICES DEPARTMENT WHEREAS, Martha A. Gladden was first employed by Roanoke County on December 1, 1980 as a Clerk Typist in the Social Services Department; and WHEREAS, Ms. Gladden retired from Roanoke County on October 1, 2000 as a Social Services Aide I in the Social Services Department after more than nineteen years of service; and WHEREAS, Ms. Gladden, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens, by always displaying a genuinely positive attitude towards not only her job responsibilities but to the ever-changing Social Services environment; investing in the team concept; and consistently demonstrating a willingness to help others in her department and community. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MARTHA A. GLADDEN for more than nineteen years of capable, loyal and dedicated service to Roanoke County; and BE IT FURTHER RESOLVED, that the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-3.d EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF JEFFREY M. SWORTZEL, POLICE DEPARTMENT November 14, 2000 ~a capable, loyal and dedicated service to Roanoke County; and BE IT FURTHER RESOLVED, that the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-3.f EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF EDWARD A. SHOTWELL, POLICE DEPARTMENT WHEREAS, Edward A. Shotwell was first employed by Roanoke County on September 1, 1980 in as a Deputy Sheriff -Uniform Division in the Sheriff's Office; and also served as Deputy Sheriff Sergeant -Corrections before transferring to the Police Department; and WHEREAS, Officer Shotwell retired from Roanoke County on August 1, 2000 as a Police Officer -Uniform Division after more than twenty years of service; and WHEREAS, Officer Shotwell, prior to working for Roanoke County, had a distinguished career in the United States Army serving as a Noncommissioned Officer; and WHEREAS, Officer Shotwell's favorite duty was patrol; and he was well known and respected as a patrol officer in the Glenvar and Bradshaw areas of the County; and WHEREAS, Officer Shotwell possessed an extra-ordinary ability to work with people regardless of their situation as victim or offender; and WHEREAS, Officer Shotwell, through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to EDWARD A. SHOTWELL for more than twenty years of capable, loyal and dedicated service to Roanoke County; and BE IT FURTHER RESOLVED, that the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-3.a EXPRESSING THE APPRECIATION OF THE BOARD OF SUP SIVRE ORS OF ROANOKE COUNTY UPON THE RETIREMENT OF LINDA S. HOGAN, POLICE DEPARTMENT WHEREAS, Linda S. Hogan was first employed by Roanoke County on July 1, 1971 as a dispatcher; and has also served as Lead PBX Operator and Lead Dispatcher; and November 14, 2000 ~G~ BE IT FURTHER RESOLVED, this board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, this Board requests that the Virginia Department of Transportation to improve said street to the prescribed minimum standards, funding said improvements pursuant to Section 33.1-72.1 (D), Code of Virginia, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Seconded By: Yeas: Nays: , ~~„~ Absent: None RESOLUTION 111400-3.o APPROVING ISSUANCE OF BONDS THE INDUSTRIAL DEVELOPMENT AUTHORITY OF ROANOKE COUNTY, VIRGINIA, FOR THE BENEFIT OF THE CERTIFIED MEDICAL REPRESENTATIVES INSTITUTE, INC. WHEREAS, the Industrial Development Authority of Roanoke County, Virginia (the "Authority") has considered the request. of The Certified Medical Representatives Institute, Inc., a Virginia corporation (the "Company"), for the issuance of the Authority's Revenue Bonds in an amount not to exceed $3,000,000 (the "Bonds") to assist in the financing of an office facility, approximately 15,000 square feet in size, for use in the Company's educational enterprise (the "Project"); and WHEREAS, the owner and operator of the Project will be the Company; and WHEREAS, the Project will be located on a parcel of land (Tax Parcel 76.16-1-30) containing 3.7755 acres near the intersection of Electric Road and Postal Drive in Roanoke County, Virginia; and WHEREAS, the Authority held a public hearing on such application on November 1, 2000; and WHEREAS, the Authority has requested the Board of Supervisors of Roanoke County, Virginia (the "Board of Supervisors") to approve the issuance of the Bonds to comply with Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Code"), which provides that the governmental units having jurisdiction over the issuer of private activity bonds and over the area in which any facility financed with the proceeds of the private activity bonds is located must approve the issuance of the bonds; and WHEREAS, the Authority issues its bonds on behalf of the County, the Project is to be -ocated in the County, and the Board of Supervisors constitutes the highest governmental unit of the County; and WHEREAS, a copy of the Authority's resolution approving the issuance of the Bonds, a summary of the comments made at the public hearing, if any, and a fiscal impact statement relating to the Project have been filed with the Board of Supervisors. November 14, 2000 ti~ ~----- Moved By: Seconded By: Yeas: Nays: Absent: ivone None RESOLUTION 111400-3.s RECOGNIZING PRESERVATION EFFORTS ON READ MOUNTAIN AND APPROVAL OF APPLICATION FOR FUNDING FOR CONSERVATION EASEMENTS AND LAND ACQUISITION WHEREAS, a group of property owners and interested citizens have initiated efforts to enhance and preserve Read Mountain; and WHEREAS, the mountains and ridgelines in Roanoke County are unique and vital resources of both scenic and natural value; and WHEREAS, goals of the Roanoke County Community Plan include the preservation and management of the natural, historic and scenic resources of Roanoke County; and WHEREAS, objectives of the Roanoke County Community Plan include the requirement that land management policies preserve the natural scenic and historic environment while accommodating future growth and development, protect the mountainsides and ridgetops, and encourage land use patterns that conserve and protect open space thereby providing wildlife habitat and recreational opportunity; and WHEREAS, the views and preservation of Read Mountain have been identified as important to the Hollins and Bonsack Community Planning Areas; and WHEREAS, the acquisition of conservation easements and/or real property on Read Mountain would be the cornerstone for the preservation of Read Mountain as an urban forest for all citizens of the Roanoke Valley to enjoy; NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia: 1. That Roanoke County has an interest in the preservation of Read Mountain. 2. That Roanoke County shall work with property owners and citizens to achieve these goals. 3. That efforts to preserve Read Mountain should include the acquisition of conservation easements or real property. 4. That Roanoke County should attempt to secure funding from state or federal resources in these preservation efforts. 5. That the Board of Supervisors approves the application to the Virginia Land Conservation Foundation's Land Conservation Fund Grant Program for funding towards the preservation of Read Mountain. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None November 14, 2000 IN RE: CLOSED MEETING At 4:55 p.m., Supervisor McNamara moved to go into Closed Meeting pursuant to Code of Virginia Section 2.1-344A (7) consultation with counsel and briefings by staff concerning litigation with Rising Star Sports Camp; 2.1-344A (7) consultation with legal counsel, specifically legal matter; Keeling Tire Dump; 2.1-344A (3) acquisition of real property for public purposes; 2.1-344A (3) disposition of real estate; 2.1-344A (7) consultation with legal counsel concerning insurance coverage and volunteers and water contract with Botetourt County. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None IN RE: WORK SESSIONS ~. Work Session with Schools to discuss the School Administration Six Year Improvement Plan The work session was held from 4:55 p.m. until 5:30 p.m. An overview was presented by Lorraine Lange, chair of the steering committee, and members of the steering committee were present to respond to questions. There was discussion on various aspects of the six year improvement plan with emphasis on instruction. There was general consensus that any budgetary implications in the plan should be prioritized, including facilities and operations, by the next budget process. ?. Work Session to review the VDOT Seconda S stem Six-Year November 14, 2000 • Buck Mountain Road -this project involves reconstruction of 0.14 miles of road and the intersection with Route 220. Staff is requesting that this project be added to the six-year plan because of the increased commercial activity in the area and the safety concerns. • John Richardson Road -replace bridge and approaches on John Richards Road. Staff is requesting that this project be added because of increased traffic due to commercial development in the Hollins area and deteriorating condition of the bridge. • Starkey Road -reconstruct 1.05 miles of road. With the continued commercial and high density residential development along this corridor and the proposed opening of the South County Park Complex this spring, staff is recommending adding this project to the six-year plan. Projects considered but not added because of insufficient funds are Carvins Cove Dam Road, Bohon Hollow Road, Honeysuckle Road, Two Ford Road, Hershberger Road, Manassas Drive and Franklin Street. IN RE: WORK SESSION ON RISING STAR SPORTS CAMP The work session was held from 5:50 p.m. until 6:10 p.m. Mike Wray representing the residents joined the Board in discussion. He reported that the residents formed a committee to discuss the impact of the camp on the community. They met with Chris Pollack and felt that they made headway on the issues they were concerned about. He also understood that Supervisor Nickens requested that the Roanoke Steam be allowed use of the Rising Start Sports Carnp. Mr. Wray reported that he felt the residents could support this with specific conditions, and advised that they will request six additional conditions to the special use permit concerning use by Roanoke Steam. 3. Budget Work Sessions to review: ~ Results of operations for the Counto for the year ended June November 14, 2000 of Roanoke County, Virginia. On motion of Supervisor McNamara to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None IN RE: PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Resolution of Congratulations to Alan May for being named to the All State Golf Team. R-111400-5 Chairman McNamara and Supervisor Church presented the resolultion toAlan May. Supervisor Church moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None RESOLUTION 111400-5 OF CONGRATULATIONS TO ALAN MAY FOR BEING NAMED TO ALL STATE GOLF TEAM WHEREAS, team sports are an important part of the curriculum at schools in Roanoke County, teaching cooperation, sportsmanship and athletic skill; and WHEREAS, Alan May, a student at Glenvar High School, had an outstanding season on the golf team under the leadership of coach Bo Hagen; and WHEREAS, Alan demonstrated his outstanding athletic ability and good sportsmanship throughout the season; and WHEREAS, Alan was named to the All District Golf Team as a freshman, sophomore and junior; named to the All Regional Golf Team as a sophomore and junior; and was named to the All State Golf Team this year as a junior, the only Roanoke County student to achieve this recognition; and WHEREAS, Alan won the 1999 Junior Championship of the Roanoke Valley Golf Association and on November 2, 2000 was honored by being named to their First Hall of Fame; and WHEREAS, Alan is leader in other school activities including membership in the Fellowship of Christian Athletes, a Key Club Officer and President-elect of the National Honor Society. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia does hereby extend its sincere congratulations to ALAN MAY November 14, 2000 WHEREAS, Sketches, Volume 28, was judged against 2,000 other schools and received perfect marks for diversity in art, writing and presentation; and WHEREAS, the staff for Sketches 2000 included Sara Ahalt; Adam Albertson; Ashley Altizer; Becky Armstrong; Amy Atkins; Stephanie Bryant; Laura Canner; Leah Carlton; Chris Denney; Katie Ellis; Kevin George; Erin Gordon; Amanda Grey; Meghan Guilliams; Anthony Hale; Ashley Hartman; Aaron Layman; Brad McConnell; Rebecca Medlin; Becca Moore; Melanie Moses; Jake Nute; Eric Roemer; Alisha Shelton; Tucker Stapleton; Jessi Wood; Anna Woodier Sarah Worley; and co-advisors Carol Conway and Rebekah Woodie. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia, on behalf of its members and its citizens, does hereby extend congratulations to the staff and advisors at William Byrd High School for SKETCHES, VOLUME 28 being named the Most Outstanding High School Literary-Art Magazine for 2000; and BE IT FURTHER RESOLVED, that the Board of Supervisors extends its best wishes to each member of the staff and advisors for success with their future endeavors. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None IN RE: NEW BUSINESS 1. Request for appropriation as a result of operations for the year ended June 30. 2000. Diane Hyatt, Chief Financial Officer This item was continued until after the budget work session to be held later this evening. IN RE: PUBLIC HEARINGS 1. Public Hearing for citizen comment on the etition of DePaul Family Services. Inc. to adopt a resolution supporting its re uest to the Vir inia General Ass_ amply to exempt from taxation certain ro art owned ~ DePaul in the Count of Roanoke. Paul Mahoney, County Attorne November 14, 2000 IN RE: PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1 1. (WITHDRAWN AT THE REQUEST OF THE PETITIONER) Second reading of ordinance to obtain a Special Use Permit to construct a 180 foot broadcasting tower, located in the 300 block of John Richardson Road, Hollins Magisterial District, upon the etp ition of U. S. Cellular. This item was withdrawn. 2. Second reading of ordinance to amend and re-enact Sections 30-82- 12 and 30-82-13 of the Roanoke County Zoning Ordinance to make minor revisions to use and design standards for certain single family residential developments, upon the etp ition of the Roanoke County Planning Commission. Ter Harrington, County Planner 0-111400-7 Mr. Harrington reported that in September, several housing developers and design engineers raised questions about the maximum building coverage regulations in the R1 zoning district with respect to zero lot line subdivisions. They pointed out that while the zero lot line options allows up to a 20% reduction in lot area for individual lots, the maximum allowable building coverage was not adjusted accordingly which resulted in less allowable building footprint than if they chose a standard building design. In October, the Planning Commission approved an amendment to the use and design standards for Zero Lot Liine, and Single Family Attached development that would offer a greater maximum building coverage for lots less than 7,200 square feet. Since then, November 14, 2000 I. ARTICLE IV. SECTION 30-82 (RESIDENTIAL USES) IS HEREBY AMENDED AS FOLLOWS: Amend Section 30-82-12 (B) 4 as follows: 4. Maximum building coverage: Forty (40) percent. ~5. No two dwelling units built under these provisions shall be attached along the common property line (See Single Family, Attached). ~6. A perpetual five-foot wall-maintenance easement shall be provided on the lot adjacent to the zero lot line property line. This easement shall be kept clear of structures or any other improvement which would infringe on the use of the easement, with the exception of freestanding walls and fences. This easement shall be shown on the plat and incorporated into each deed transferring title to the property. G. A copy of the plat approved by the subdivision agent of the County shall be submitted to the administrator. The administrator shall make the appropriate notation on the official zoning map that the affected lots have been approved for zero lot line dwellings. Amend Section 30-82-13 (B) 3 as follows: 3. Maximum building coverage: Forty. (40) percent. 3~4'. A copy of the plat approved by the subdivision agent of the County shall be submitted to the administrator. The administrator shall make the appropriate notation on the official zoning map that the affected lots have been approved for attached dwellings. 2. That this ordinance shall be in full force and effect from and after November 14, 2000. On motion of Supervisor McNamara to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None 3. Second reading of ordinance to obtain two S ecial Use Permits to operate a camp and a d~ care center located at 5488 Yellow Mountain Road. Cave Spring Magisterial District, upon the petition of November 14, 2000 675 added to the ordinance. 3. Debbie Davis, 7091 Southerland Circle, Salem, VA, spoke in support of the camp. 4. Frank Cotter, 3420 Woodland Hills Lane, spoke in support of the camp 5. Lacy LeGard, 2422 Denniston Avenue, spoke in support of the camp 6. Robin Meade, 6039 Oriole Lane, spoke in support of the camp. Supervisor Minnix moved to adopt the ordinance approving the Special Use Permit amended with six additional conditions concerning Roanoke Steam's use of the camp. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None ORDINANCE 111400-8 GRANTING SPECIAL USE PERMITS TO C&H ENTERPRISES, L.L.C. AND RISING STAR SPORTS & ADVENTURE CAMP TO OPERATE A CAMP AND A DAY CARE CENTER TO BE LOCATED AT 5488 YELLOW MOUNTAIN ROAD (TAX MAP NO. 99.00-2-6.2), CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, C&H Enterprises, L.L.C. and Rising Star Sports & Adventure Camp have filed petitions for special use permits to operate a camp and a day care to be located at 5488 Yellow Mountain Road (Tax Map No. 99.00-2-6.2) in the Cave Spring Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this matter on November 7, 2000; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on October 24, 2000; the second reading and public hearing on this matter was held on November 14, 2000. NOW, THEREFORE BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board finds that the granting of special use permits to C&H Enterprises, L.L.C. and Rising Star Sports & Adventure Camp to operate a camp and a day care to be located at 5488 Yellow Mountain Road (Tax Map No. 99.00-2-6.2) in the Cave Spring Magisterial District is substantially in accord with the adopted 2000 Community Plan pursuant to the provisions of § 15.2-2232 of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the November 14, 2000 677 Sunday tournaments can be held between the hours of 10:OOam and 6:OOpm. E. Abutting property owners shall be notified in writing one week in advance of all tournaments. (6) Operations A. Lighting shall not be provided for any outdoor field, court or other athletic area. B. There shall be no loud speakers or other sound amplification device used on Rising Star property. C. Rising Star shall not allow or encourage the parking of any vehicle associated with Rising Star on Yellow Mountain Road. This parking prohibition shall be publicized in Rising Star publications and newsletters. D. No alcoholic beverages shall be allowed on the property. E. No outside vendors shall be allowed on Rising Star property. F. No professional or semi-professional sports teams shall be allowed to play or practice at Rising Star except Roanoke Steam, subject to the following conditions: 1. No other professional sports team would be allowed to practice at Rising Star other than the Roanoke Steam due to its uniqueness. 2. There would be no alcohol or profanity allowed. 3. No loud speakers permitted. 4. No buses would be allowed for transportation of the Roanoke Steam. 5. Use of the Rising Star facility would be within the operating hours of 9:00 a.m. to 10:00 p.m. 6. This would be one season limit for year 2001 only. (7) Holiday Closings A. Rising Star shall be closed on the following holidays: New Year's Day, Easter, Memorial Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day. (8) Activit Supervision A. Rising Star's personnel shall be present in a supervisory role at the site at all times. (9) Physical Development A. The site shall be developed generally in accord with a concept plan entitled "Concept Plan, Pollock Soccer Camp, Yellow Mountain Road, Prepared by Lang Engineering, and dated June 19, 1997. B. A 4-foot high chain link fence shall be installed on the property line along the entire length of the two athletic fields, where these fields adjoin Roanoke County Tax Parcel 98.04-1-23, said parcel currently owned by Donald Dean. The fence will be installed by August 2001. C. A maximum of 12, 6-foot tall pine trees shall be planted and maintained, and evenly spaced along the mutual property line of Darlene Overstreet (98.04-1-21.1), where said property line abuts November 14, 2000 679 September 21, 2000 and October 4, 2000. 1. Mark Harrell, 3716 Colonial Avenue, advised his only concern was that eight properties were cut in half with four designated as Neighborhood Conservation and four designated Transition, and this could cause problems in the future. Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None ORDINANCE 111400-9 AMENDING ORDINANCE 011299-6, "ROANOKE COUNTY COMMUNITY PLAN" -ADOPTION OF A NEW FUTURE LAND USE MAP FOR THE COLONIAL AVENUE CORRIDOR, AND THE INCORPORATION OF DEVELOPMENT AND DESIGN GUIDELINES FOR THIS AREA WHEREAS, by Ordinance 011299-6 the Board of Supervisors adopted the "Community Plan for Roanoke County, Virginia;" and WHEREAS, at the request of the Board a comprehensive study of the Colonial Avenue Corridor was completed in 1999; and WHEREAS, at community meetings held on September 21 and October 4, 2000, the citizen-based Colonial Avenue Alliance reviewed and voiced support for the proposed revisions to the future land use map and the proposed development and design guidelines; and WHEREAS, the Planning Commission has prepared amendments to the Community Plan for Roanoke County for the Colonial Avenue corridor area; and WHEREAS, a Planning Commission Public Hearing on the proposed amendments was held after advertisement and notice as required by Section 15.2-2204 of the Code of Virginia, on July 5, 2000; and WHEREAS, the first reading of this ordinance was held on October 24, 2000, and the second reading and public hearing was held on Novemberl4, 2000. NOW THEREFORE, BE IT ORDAINED, by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Ordinance 011299-6 adopting the "Roanoke County Community Plan" dated September 30, 1998, is hereby amended to include the following: (1) Colonial Avenue Corridor Future Land Use Proposed map revisions as shown on a map prepared by Roanoke County Department of Community Developed dated December 22, November 14, 2000 681 Circuit Court of Roanoke County, Virginia, in Plat Book 15, page 131, afifteen-foot (15') drainage easement was created and shown within the proposed future extension for Derby Drive; and, WHEREAS, by `PLAT OF SECTION 3, TRIPLE CROWN ESTATES, BEING A SUBDIVISION OF 7.654 ACRES, PROPERTY OF C & D BUILDERS, INC.', dated June 23, 1997, and recorded in the aforesaid Clerk's Office in Plat Book 20, page 85, the extension of Derby Drive was dedicated to the public and constructed for acceptance into the state secondary road system; and, WHEREAS, the 15' drainage easement no longer serves a public need and is no longer required, and vacation of this easement will eliminate any third party rights or encumbrances within the right-of-way; and, WHEREAS, the Petitioner, C & D Builders, Inc., has requested that the Board of Supervisors of Roanoke County, Virginia, vacate the existing 15' drainage easement, pursuant to §15.2-2272.2 of the Code. of Virginia (1950, as amended); and, WHEREAS, this vacation will not involve any cost to the County, and County staff has field inspected the subject easement and determined that the requested vacation is acceptable; and, WHEREAS, notice has been given as required by ~ 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on October 24, 2000; the public hearing and second reading of this ordinance was held on November 14, 2000. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the existing 15' drainage easement, created and shown within the proposed future extension for Derby Drive on the `PLAT OF SECTION 1, TRIPLE CROWN ESTATES, BEING A SUBDIVISION FOR C & D BUILDERS, INC.', dated September 15, 1992, revised March 3, 1993, and recorded in the aforesaid Clerk's Office in Plat Book 15, page 131, and shown hatched and designated as "15' DRAINAGE EASEMENT TO BE VACATED" on Exhibit A attached hereto, said easement being now located within Section 3, Triple Crown Estates (Plat Book 20, page 85}, in the Vinton Magisterial District of Roanoke County, Virginia, be, and hereby is, vacated pursuant to § 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 2. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioner. 3. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, 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, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with §15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor Nickens to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara November 14, 2000 683 the Code of Virginia (1950, as amended), the Board of Supervisors of Roanoke County, Virginia, vacate the affected portions of the existing 20' water line easement and 20' sanitary sewer easement, and accept in exchange a new 20' public water line easement and a new 20' sanitary sewer easement across Parcel "1B-1-A", Peters Creek Commercial Park; and, WHEREAS, this vacation will not involve any cost to the County and the affected County departments have raised no objection; and, WHEREAS, notice has been given as required by § 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on October 24, 2000; the public hearing and second reading of this ordinance was held on November 14, 2000. THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That portions of the existing 20' water line easement and 20' sanitary sewer easement on Parcel "1B-1-A", Peters Creek Commercial Park (Tax Map No. 37.08-1-6.3), dedicated by `PLAT SHOWING NEW PARCELS "1B-1-A" & "TRACT 2" BEING A RESUBDIVISION OF PARCEL "1 B-1" (P.B. 21 PG. 92) PETERS CREEK COMMERCIAL PARK,' dated November 1, 1999, and recorded in the aforesaid Clerk's Office in Plat Book 22, page 137, and being shown cross-hatched and designated as "EXIST. PUBLIC WATER LINE ESMT. TO BE VACATED" and "EXIST. PUBLIC SAN. SEWER ESMT. TO BE VACATED" on `Plat Showing New 20' Waterline Easement & New 20' Sanitary Sewer Easement', dated July 11, 2000, attached hereto as Exhibit A, be, and hereby is, vacated pursuant to ~ 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 2. That, in exchange, acquisition and acceptance of a new 20' water fine easement and a new 20' sanitary sewer easement across Parcel "1B-1-A", Peters Creek Commercial Park (Tax Map No. 37.08-1-6.3), being designated and shown as "CL NEW 20' PUBLIC WATERLINE ESMT." AND "CL NEW SAN. SEWER ESMT. TO BE DEDICATED" on Exhibit A attached hereto, be and hereby is, authorized and approved; and, 3. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioner. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with §15.2-2272.2 of the Code of Virginia (1950, as amended). On motion of Supervisor Johnson to adopt the ordinance, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None November 14, 2000 685 sessions, the Board will return to Open Session to take action on two items. (2) He advised that the County has a surplus because they used conservative revenue projections, and that they will consider funding items with the surplus that are tied to investment return. IN RE: BUDGET WORK SESSION 3. Budget Work Sessions to review: ~a,~ Results of operations for the County for the year ended June 30, 2000 Diane H att List of Potential Needs Elmer Hod e ~. Rollover requests from County departments Brent Robertson) (~ Review of first uarter revenues for 2001-2002 Brent Robertson The work session was held following the evening session from 8:55 p.m. until 10:05 p.m. Ms. Hyatt presented information on the year end operations, reporting that the County operations ended the fiscal year with expenditure savings of $457,936. Based upon the policy for rollover of year end savings, the departments were able to request up to 60% of the savings within their own departments which totaled $233,235, leaving a net savings of $224,701. After funding $723,267 as part of the original 2000- 2001 budget appropriation, a balance of $2,639,382 will be added to the general fund unappropriated balance. Mr. Robertson advised that the County can expect revenues in excess of budget for 2000-01 of $2,820,284 with the largest surplus in personal property taxes. November 14, 2000 687 desire to promote and encourage the economic development of Roanoke County, Virginia, and the Roanoke Valley by the recruitment of new industry for the Roanoke Valley, in order to provide for increased employment and corporate investment in the County; and WHEREAS, this increased employment and investment constitutes a valid public purpose for the expenditure of public funds; and WHEREAS, the County desires to support these economic development efforts of the Authority by donating public funds to the Authority in accordance with the provisions of § 15.2-1205 of the Code of Virginia. WHEREAS, by an agreement between the Authority, the County, F&W Properties II, Inc., and the Greater Roanoke Valley Development Foundation ("the Foundation") a shell building was constructed at Valley Gateway. This agreement provides that the Authority will begin making the interest payments on the construction loan held by the Foundation beginning two years after the completion of construction (November 11, 2000) and continuing until either (a) the building is sold, or (b) the Foundation's five year note to the Authority has become due (May 15, 2002). NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the sum of $45,000 is hereby appropriated and donated to the Authority. That this appropriation of public funds is made from funds available and previously appropriated in the County's Public Private Partnership account. 2. That this appropriation and donation to the Authority is made for the following economic development purposes: to pay the interest payments on the construction loan held by the Foundation on the shell building in Valley Gateway from November 11, 2000 through June 30, 2001. 3. That the appropriate officers or agents of the County are hereby authorized and directed to take such actions as may be necessary to accomplish the purposes of this resolution, and all actions taken by such officers and agents in connection with this transaction are hereby ratified and confirmed. 4. That this resolution shall take effect immediately. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, Nickens, McNamara NAYS: None 2. Request for appropriation as a result of operations for the year ended June 30. 2000. Diane Hyatt" Chief Financial Officer A-111400-13 Supervisor McNamara moved to approve the rollover funds with the exceptions of the changes in the work session, appropriate the net surplus of $224,701 December 5, 2000 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 December 5, 2000 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the first Tuesday and the first regularly scheduled meeting of the month of December, 2000. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:04 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice Chairman H. Odell "Fuzzy" Minnix, Supervisors Joseph B. "Butch" Church, Bob L. Johnson MEMBERS ABSENT: Supervisor Harry C. Nickens STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; Kathi B. Scearce, Community Relations Director; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by the Reverend Becky Proctor, Rosalind Hills Baptist Church. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Hodge added an item to Closed Meeting pursuant to Section 2.1-344 A (3) proposed sale of publicly held real estate. December 5, 2000 691 happy, restful, and productive retirement. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens 2. Introduction of Danial Morris new Finance Director and Kathi Scearce. new Community Relations Director. Mr. Hodge introduced Kathi B. Scearce, new Community Relations Director and Ms. Hyatt introduced Danial Morris, new Finance Director. 3. Recognition of Finance Department for receiving a Certificate of Achievement for Excellence in Financial Reporting for the Comprehensive Annual Financial Report The recognition was accepted by Chief Financial Officer Diane Hyatt and members of the Finance Department who were involved in preparing the Comprehensive Annual Financial Report for the year ended June 30,1999. 4. Recoanition of the Budget Department for receiving the Government Finance Officers Association Distinguished Budget Presentation Award. The recognition was accepted by Brent Robertson, Budget Director, who received the award for the budget document for fiscal year beginning July 1, 1999 and ending June 30, 2000. IN RE: NEW BUSINESS 1. Reaffirmation of resolution of support for the I-581 and Route December 5, 2000 ~(~'; alignment that would begin in western Roanoke County on I-81 at existing Exit 132, the Dixie Caverns interchange. The alignment would travel east and turn to the south near the western edge of the City of Salem, crossing the Blue Ridge Parkway and continuing south into Franklin County. Mr. Hodge advised that public hearings will be held on December 13 and December 14 and suggested that the Board reaffirm or rewrite the resolution adopted on September 8, 1998. The following citizens spoke on the various options: 1. Alan Gleiner 10185 Bottom Creek Road Bent Mountain requested that the Board include opposition to the Western Corridor at Dixie Caverns and that a revised resolution be sent to VDOT for inclusion into the public record. 2. Neil Gallagher, 5635 Village Way, Manager of ITT Night Vision, spoke in support of building I-73. 3. Ed Hall, 213 S. Jefferson Street spoke in support of the "build" options and in opposition of the "no build" option. 4. Rob Glenn, Jobwa~ Inc., and a resident of Franklin County spoke in support of the "build" option, but no particular route. He advised that Jobway was created to support the build alternative from the Roanoke Valley to the North Carolina line. Supervisor Church announced that he was strongly opposed to the western corridor option; Supervisor Johnson advised he was opposed to the "no build" option; Supervisor Minnix recommended that the County work with VDOT to minimize the impact to the County as much as possible; and Supervisor McNamara announced he favored the eastern route and not the western corridor. Supervisor McNamara moved to reaffirm resolution 090898-1 amended to December 5, 2000 695 On motion of Supervisor McNamara to reaffirm Resolution 090898-1 amended to oppose the Western Corridor option, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens 2. Request for adoption of an authorizing resolution to participate in a Statewide Mutual Aid Program (Rick Burch Fire and Rescue Chief and Anne Marie Green General Services Director) R-120500-3 Chief Burch explained that during disasters, localities throughout the state have relied on assistance from other jurisdictions in responding to emergency situations. They loaned both equipment and personnel to deal with forest fires, chemical spills, flooding and weather related disasters, but financial cost and liability issues have often delayed or even prevented sharing of resources. Additionally, the formal mutual aid agreements which do exist generally pertain to public safety issues, even though most major disasters require a wide range of response. Ms. Green advised that the following County functions would be involved in providing assistance, although any and all departments could be needed, depending on the type of disaster: Public Safety -police, fire, rescue and sheriff ,General Services - solid waste crews and vehicles, building maintenance, custodial, garage, Real Estate Assessment -appraisers to assess dollar amount of damage, Utility Department -repair crews and vehicles, water treatment plant operators, supervisors, and Community Development -engineers, building inspectors. Ms. Green explained that the Virginia Department of Emergency Management has developed a Statewide Mutual Aid Program which will resolve liability December 5, 2000 697 Virginia, 1950, as amended, among political subdivisions, other authorized entities and officers within the Commonwealth; WHEREAS, the authorized representative for the County of Roanoke shall be the County Administrator or his designee; NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, that the County of Roanoke shall have the authority to participate in Statewide Mutual Aid in the event of emergency or disaster in accordance with the following terms and conditions, which shall be in the nature of a compact and agreement among participating entities which have adopted similar executive orders, ordinances or resolutions. This Statewide Mutual Aid program may include requests for and provision of personnel, equipment, material and other forms of assistance, or any combination of assistance, to any entity within the Commonwealth, pursuant to the following terms and conditions: SECTION 1. DEFINITIONS A• "EVENT AGREEMENT" - a contract between two member political subdivisions entered into at the time of emergency in which the Assisting Party agrees to provide specified resources to the Requesting Party under the terms and conditions specified in the Agreement. B. "REQUESTING PARTY" -the member political subdivision requesting aid in the event of an emergency or disaster and participating in the Statewide Mutual Aid Program pursuant to the terms and conditions of this Resolution. C. "ASSISTING PARTY" - the member political subdivision furnishing equipment, services and/or manpower to the Requesting Party, and participating in the Statewide Mutual Aid Program ("the Program") pursuant to terms consistent with those in this Resolution. D. "AUTHORIZED REPRESENTATIVE" - an officer or employee of a member political subdivision authorized in writing by that entity to request, offer, or provide assistance under the terms of this Resolution. E. "DEPARTMENT" -the Department of Emergency Management. F. "EMERGENCY" -- any occurrence, or threat thereof, whether natural, or caused by man, in war or in peace, which results or may result in substantial injury or harm to the population, substantial damage to or loss of property, or substantial harm to the environment. G. "DISASTER" -- any natural, technological, or civil emergency that causes damage of sufficient severity and magnitude to result in a declaration of a state of emergency by the Governor or the President of the United States. H. "IMPLEMENTATION GUIDEBOOK" -- Guidance document promulgated by the Department to assist member political subdivisions with Statewide mutual aid activities, to provide procedures and minimum standards for participation, and to provide for compliance with state and federal reimbursement requirements. I• "MAJOR DISASTER" -- a disaster which is likely to clearly exceed local capabilities and require a broad range of state and federal assistance. J. "MEMBER POLITICAL SUBDIVISION" -- any political subdivision or authorized officer or agency within the Commonwealth of Virginia which maintains its own emergency services organization and plan and which enacts an ordinance or resolution or promulgates an executive order with terms substantially similar to those set out in this Resolution, authorizing Statewide mutual aid pursuant to Title 44 of the Virginia Code. December 5, 2000 699 be provided to the Requesting Party unless such notice is not practicable, in which case such notice as is reasonable shall be provided. E. FOOD, HOUSING, AND SELF-SUFFICIENCY: Unless specifically instructed otherwise, the Requesting Party shall have the responsibility of providing food and housing for the personnel of the Assisting Party from the time of their arrival at the designated location to the time of their departure. However, Assisting Party personnel and equipment should be, to the greatest extent possible, self-sufficient while working in the emergency or disaster area. The Requesting Party may specify only self-sufficient personnel and resources in its request for assistance. F. COMMUNICATIONS: Unless specifically instructed otherwise, the Requesting Party shall have the responsibility for coordinating communications between the personnel of the Assisting Party and the Requesting Party. Assisting Party personnel should be prepared to furnish communications equipment sufficient to maintain communications among their respective operating units. G. RIGHTS AND PRIVILEGES: Whenever the officials, employees and volunteers of the Assisting Party are rendering aid pursuant to this Agreement, such employees shall have the powers, duties, rights, privileges, and immunities, and shall receive the compensation, incidental to their employment or position. H. TERM OF DEPLOYMENT: The initial duration of a request for assistance is normally seven days and may be extended, if necessary, in seven day increments. However, the duration may be shorter or longer as reflected in the Event Agreement. I SUMMARY REPORT: Within ten days of the return of all personnel deployed under SMA, the Requesting Party will prepare a Summary Report of the event, and provide copies to each Assisting Party and to the Department. The Report shall be in a format prescribed by the Department and shall include a chronology of events and description of personnel, equipment and materials provided by one party to the other. SECTION 3. REIMBURSABLE EXPENSES The terms and conditions governing reimbursement for any assistance provided pursuant to this Resolution shall be in accordance with the following provisions, unless otherwise agreed upon by the Requesting and Assisting Parties and specified in the Event Agreement. A. PERSONNEL: During the period of assistance, the Assisting Party shall continue to pay its employees according to its then prevailing ordinances, rules, and regulations. The Requesting Party shall reimburse the Assisting Party for all direct and indirect payroll costs and expenses (including travel expenses, benefits, workers' compensation claims and expenses) incurred during the period of assistance, unless agreed to otherwise by the parties in the Event Agreement. B• EQUIPMENT: The Assisting Party shall be reimbursed by the Requesting Party for the use of its equipment during the period of assistance according to either a pre-established local or state hourly rate or according to the actual replacement, operation, and maintenance expenses incurred. For those instances in which some costs may be reimbursed by the Federal Emergency Management Agency, the eligible direct costs shall be determined in accordance with 44 CFR 206.228, or other regulations in effect at the time of the disaster. Each Party shall maintain its own equipment in safe and operational condition. At the request of the Assisting Party, fuels, miscellaneous supplies, and minor repairs may be provided by the Requesting Party, if practical. If the equipment charges are based on apre-established local or December 5, 2000 701 providing mutual aid assistance rendered or performed pursuant to the terms and conditions of this Resolution. Each member political subdivision agrees to obtain general liability, public officials liability and law enforcement liability, if applicable, with minimum single limits of no less than one million dollars. SECTION 5. ROLE OF THE DEPARTMENT OF EMERGENCY MANAGEMENT The Department shall, during normal operations, provide staff support to political subdivisions, officers and authorized agencies, serve as the central depository for agreements, resolutions, ordinances and executive orders, maintain a current listing of member political subdivisions, and provide a copy of this listing to each on an annual basis. The State EOC shall, during emergency operations, (1) request mutual aid on behalf of a member political subdivision, under the circumstances identified in this Agreement, (2} keep a record of all Requests for Assistance and Acknowledgments, (3) report on the status of ongoing emergency or disaster-related mutual aid as appropriate, and assist participants in meeting all procedural and other requirements, including those pertaining to federal and state cost reimbursement. SECTION 6. SEVERABILITY AND THE EFFECT ON OTHER RESOLUTIONS Should any portion, section, or subsection of this Resolution be held to be invalid by a court of competent jurisdiction, that fact shall not affect or invalidate any other portion, section or subsection; and the remaining portions of this Resolution shall remain in full force and effect without regard to the section, portion, or subsection or power invalidated. In the event that any parties to this Resolution have entered into other mutual aid agreements, those parties agree that said agreement will remain in effect unless they conflict in principle with this Resolution in which case they are superseded by this Resolution. In the event that two or more parties to this Resolution have not entered into another agreement, and the parties wish to engage in mutual aid, then the terms and conditions of this Resolution shall apply between those parties. This resolution shall be in full force and effect from and after its adoption. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens tN RE: FIRST READING OF ORDINANCES 1. First readinq of ordinance authorizing creation of and financing fora Local Public Works Improvement Project Webster Road Water Proiect (Gary Robertson Utility Director) Assistant Utility Director Bob Benninger reported that private wells serving properties on Webster Road yield water of poor quality, which requires extensive in- December 5, 2000 703 McNamara expressed concern about spending $45,000 just to improve the water; Supervisor Johnson, however, thought it was worth the investment. Supervisor Johnson moved to approve the first reading and set the second reading for December 19, 2000. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens 2. First readina of ordinance ratifyin g and ap proving a contract of_sale with Billy B Guthrie and Barbara B Guthrie for the purchase of 2.797 acres of land being the westerly portion of property (Tax Map No 97-05-13)and authorizing the acquisition and acceptance for parks and recreation purposes (Vickie Huffman Assistant County Attorney Director of Parks, Recreation and Tourism Pete Haislip reported that as part of the development of the South County Park, staff had identified adjacent properties that could accommodate additional facility development as well as relocation of the South County maintenance shop, currently located at Penn Forest Elementary School. The Guthrie parcel is approximately 2.8 acres and strategically located between Starkey and the new South County Park. The staff has negotiated with the Guthrie family in regard to this parcel and have agreed to the following term: (1) The County will pay $48,000 for the parcel and agree to provide a tree buffer on the boundary line of the park and the new Guthrie property line according to terms outlined; and (2) the County i December 5, 2000 705 subsequently with the County. The City of Salem adopted a new franchise agreement and ordinance extending Adelphia's franchise for a minimum of ten years and a maximum of fifteen years in September, 2000. Negotiations between the County's cable television committee and a representative of Adelphia have been successfully completed. The terms of the proposed new franchise agreement and ordinance closely follow the documents approved and adopted by the City of Salem. Mr. Obenshain advised that the negotiating team appointed by the Board of Supervisors has reached agreement with representatives of Adelphia to operate a franchise for a cable television system in the Catawba Magisterial District and a small portion of the Windsor Hills Magisterial Districts for a minimum term of ten years and a maximum of fifteen years. The franchise will run simultaneously with the City of Salem's franchise. The proposed ordinance is virtually identical to the revised ordinance adopted in September by the City of Salem. This will insure that Adelphia's operations will be governed by the same rules in each jurisdiction. Adelphia has agreed to provide a monetary or capital grant of $41,760 which represents an increase in the grant made to Roanoke County in 1994 based upon the prorate increase in County subscribers since that time. The franchise fee of 5% of gross revenues derived from Adelpha's operation of their cable system, to be paid on a quarterly basis, remains the same. Any increase in franchise fee revenues to the County will be the result of increases in Adelphia' s cable system revenues. Supervisor Church advised that he was pleased with the agreement and expressed thanks to everyone involved in the negotiations. Supervisor Church moved to approve the first reading and set the second reading And public hearing for December 19, 2000. The motion carried by the following recorded vote: December 5, 2000 707 1. Confirmation of committee appointments to the Grievance Panel and Planning Commission. 2. Request for acceptance of a portion of Pettit Avenue into the Virginia Department of Transportation Secondary System. 3. Request from School Administration to accept and appropriate $5,966.22 from the Department of Education for mailing School Performance Report Cards. 4. Request to accept and appropriate $55,790 in Federal Title IV-E Pass-through funds to the Department of Social Services. 5. Resolutions of appreciation: (a) upon the retirement of Dana L. Gibson, Utility Department (b) honoring the late Cecil D. Pugh, Utility Department 6. Donation of 20 foot easement located in the Catawba Magisterial District from William R. Hodges, Jr. and Janette Coakley Hodges (Tax Map # 15.00-01-11) to the Board of Supervisors 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 Johnson to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens RESOLUTION 120500-4.b REQUESTING ACCEPTANCE OF PETTIT AVENUE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR- 5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and. WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition. NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and December 5, 2000 709 2000, will be greatly missed by his fellow co-workers, his family, and the citizens of Roanoke County. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, does hereby express its sorrow at the death of Mr. Pugh and convey its deepest sympathy to his family; and BE IT FURTHER RESOLVED that the Board of Supervisors wishes to honor his memory and express its deepest appreciation and the appreciation of the citizens of Roanoke County for Mr. Pugh's many years of capable, loyal and dedicated service to Roanoke County; and BE IT FURTHER RESOLVED that a copy of this resolution be sent to Mr. Pugh's wife and family. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens (N RE: REQUESTS FOR WORK SESSIONS Supervisor McNamara scheduled a work session for December 19, 2000 to discuss changing the Board meeting dates from the second and fourth Tuesdays to the second and fourth Mondays. IN RE: REPORTS Supervisor McNamara moved to receive and file the following reports after discussion of Items 1 and 2. The motion carried by a unanimous voice vote with Supervisor Nickens absent. 1. General Fund Unappropriated Balance Supervisor McNamara questioned whether $907,000 was appropriated for firefighters since they will not be hired until 2001, and only $450,000 will be needed this fiscal year. Mr. Hodge responded that they will need funding for the engineering studies for renovations to fire and rescue buildings and will bring back a request for funding on December 19, 2000. 2. Capital Fund Unappropriated Balance December 5, 2000 711 Student Government Day activities. (3) He announced that the girls basketball teams at both Glenvar and Northside High School had outstanding seasons and offered them his congratulations. Supervisor McNamara: (1) He thanked the students and staff for their work on the Student Government Day activities. (2) He thanked the Board of Supervisors for their help and support during the past year. (3) He suggested that the Board schedule a retreat similar to last year's retreat, inviting various economic development agencies to attend and develop a plan for the Roanoke Valley. IN RE: CLOSED MEETING At 4:45 p.m., Supervisor McNamara moved to go into Closed Meeting following the work session pursuant to Code of Virginia Section 2.1-344A (1) discussion concerning the appointment of personnel to the 2001 Board of Equalization; and Section 1.2-344 A (3) discussion of proposed sale of real estate. The motion carried by the following recorded vote: AYES: Supervisors Johnson, Minnix, Church, McNamara NAYS: None ABSENT: Supervisor Nickens IN RE: CERTIFICATION RESOLUTION R-120500-5 At 5:05 p.m., Supervisor McNamara advised that the Closed Meeting was held from 4:45 p.m. until 5:05 p.m., and moved to return to open session and adopt the Certification Resolution. The motion carried by the following recorded vote: December 5, 2000 713 Mr. Mahoney presented the Board's Legislative Program and asked for their support. Mr. Mahoney updated the legislators on the County's efforts concerning removal of the Keeling Tire Dump and advised there were as many as 5 million tires in the dump. Delegate Thomas and Senator Trumbo agreed to introduce legislation amending the. State Code to, increase the tire tax from $.50 to $1.25 and direct and authorize the Department of Waste Management to utilize the increased Waste Tire Trust Fund to remediate illegal or abandoned tire dumps. Delegates Cranwell and Griffith agreed to support legislation to increase the salary supplement for the Chairman of the Board of Supervisors from $1,800 to $5,000. The County's request was only to raise the salary supplement to $2,500 but the legislators recommending increasing the maximum to eliminate coming back to the General Assembly in the future. Senator Trumbo advised that year-to-date they have received 3.2% revenue increases over last year instead of the projected 5.5% increase. The legislators were unanimous that the would not use the "rainy day"fund to pay for the car tax. There was a discussion on the best approach to lobby the General Assembly. The legislators agreed that the County did not need to hire lobbyists but that someone from the County should be at the General Assembly almost every day. IN RE: ADJOURNMENT At 6:05 p.m., Chairman McNamara adjourned the meeting. January 2, 2001 Roanoke County Board of Supervisors Roanoke County Administration Center 5204 Bernard Drive S. W. Roanoke, Virginia 24018 January 2, 2001 1 The Roanoke County Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being the organizational meeting and the 2nd day of January, 2001. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 9:03 a.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice Chairman H. Odell "Fuzzy" Minnix, Supervisors Joseph B. "Butch" Church, Bob L. Johnson, Harry C. Nickens MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Mary H. Allen, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan R. O'Donnell, Assistant County Administrator IN RE: OPENING CEREMONIES The invocation was given by Supervisor H. Odell Minnix. The Pledge of Allegiance was recited by all present. January 2, 2001 3 __ - o sc edule meetings on the 2" and 4th Tuesdays or 2"d and 4th Mondays. He recommended that the Board schedule their meetings on Mondays. He reported that 15 out of 21 PTA's hold their meetings on Tuesdays which currently conflict with the Board of Supervisors meetng schedule. Under the Monday proposal there would only be conflicts in November and December. Supervisor Nickens responded that he asked for a compelling reason to change the schedule and noted that he was a life member of the PTA and spent 34 years attending school activities and did not see a conflict. He supported continuing the meeting schedule on Tuesdays because this would allow the staff time to respond to agenda questions from the Board members on Monday. Supervisors Minnix and Church advised they were flexible and willing to meet on either day, but Supervisor Minnix advised that he could not attend Monday meetings in January because his work schedule had already been established. Mr. Hodge advised that the staff could move the agenda process back one day if the meetings are scheduled for Mondays but that the Board might not receive the packets until 6:00 p.m., and that all the agencies associated with Roanoke County would have to be notified of the change. Supervisor Johnson advised he was flexible. He added that Mondays were busier in his job because Sunday was the biggest day for real estate sales, and he did not see sufficient reason to change the day. Supervisor McNamara noted that most of the surrounding localities also met on Mondays and moved to schedule January meetings on the 2"d and 4th Tuesdays in January, and effective with the first meeting in February set the schedule for the 2"d and 4tn Mondays. The motion was defeated by the following recorded vote. January 2, 2001 5 Tuesday, May 22, 2001, a# 3:00 p.m. and 7:00 p.m. Tuesday, June 12, 2001, at 3:00 p.m. Tuesday, June 26, 2001, at 3:00 p.m. and 7:00 p.m. Tuesday, July 10, 2001, at 3:00 p.m. Tuesday, July 24, 2001, at 3:00 p.m. and 7:00 p.m. Tuesday, August 14 , 2001, at 3:00 p.m. Tuesday, August 28, 2001, at 3:00 p.m. and 7:00 p.m. Tuesday, September 11, 2001, at 3:00 p. m. Tuesday, September 25, 2001, at 3:00 p.m. and 7:00 p.m. Tuesday, October 9, 2001, at 12 noon (Joint Meeting with Roanoke City Council) Tuesday, October 9, 2001, at 3:00 p.m. Tuesday, October 23, 2001, at 3:00 p.m. and 7:00 p.m. Tuesday, November 13, 2001, at 3:00 p.m. Tuesday, December 4, 2001, at 3:00 p.m. Tuesday, December 18, 2001, at 3:00 p.m. and 7:00 p.m. 2. That the organizational meeting for 2002 shall be held on Wednesday, January 2, 2002, at 9:00 a.m. On motion of Supervisor Johnson to adopt the resolution as amended to add Regional Work Session on January 8, 2001, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None 4. Reauest for aaaroval of the holiday schedule for 2001 (Elmer C Hodge (County Administrator Mr. Hodge advised that before the Christmas holidays, the Board members received calls from employees asking for an additional day on December 26th. Several of the Supervisors asked when the holiday schedule had been adopted and what days were authorized. The State and many neighboring localities granted an additional day on the 26th and the Board wanted to know how their schedules compare to the County schedule. January 2, 2001 ,7 keep the offices open on both. (3) Add one day or a half-day during Christmas or Thanksgiving, depending on the day of the week that each occurs. Supervisor Nickens advised he supported keeping the holiday schedule at 11 holidays and moving Columbus Day to December 24. Supervisor Church agreed with Mr. Hodge and supported the additional holiday on December 24. Supervisor Johnson expressed support for the floating holiday concept. Supervisor McNamara also expressed support for a holiday on Christmas Eve but keeping the number to 11 holidays. Supervisor Minnix suggested that the staff discuss this with the Employee Advisory Committee and discuss further in a work session format. Following additional discussion, Supervisor McNamara moved to approve 11 holidays as follows: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas, and 3 floating holidays and that staff bring back a report on the implementation plan for the floating holidays. The motion was carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Nickens, Minnix NAYS: Supervisor Church ABSENT: None Supervisor Nickens suggested that in the future the holiday schedule be considered during the budget process. January 8, 2001 Roanoke County Board of Supervisors Roanoke County Administration Center 5204 Bernard Drive S. W. Roanoke, Virginia 24018 January 8, 2001 9 The Board of Supervisors of Roanoke County, Virginia, met this day at Fitzpatrick Hall, Jefferson Center, City of Roanoke, this being the Greater Roanoke Valley Leaders Summit meeting, hosted by the City of Roanoke. IN RE: CALL TO ORDER Vice-Chairman Church called the meeting to order at 12:15 a.m. The roll call was taken. MEMBERS PRESENT: Vice- Chairman Joseph B. "Butch" Church, Supervisors Bob L. Johnson, Joseph McNamara, Harry C. Nickens MEMBERS ABSENT: Chairman H. Odell "Fuzzy" Minnix STAFF PRESENT: Elmer C. Hodge, County Administrator, Paul M. Mahoney, County Attorney, Mary H. Allen, Clerk to the Board OTHERS PRESENT: City of Roanoke: The Honorable Ralph K. Smith, Mayor, The Honorable W. Alvin Hudson, The Honorable William D. Bestpitch, The Honorable William H. Carder, Vice-Mayor, The Honorable C. Nelson Harris, The Honorable Linda F. Wyatt, James D. Ritchie, Sr., Deputy City Manager, James D. Grisso, Director of Finance, William M. Hackworth, City Attorney, Mary F. Parker, City Clerk, Stephanie Moon, Deputy Clerk, Chris Slone, Public Information Officer, Joyce S. Johnson, Executive Secretary to the Mayor° City of Salem Council and Administration: The Honorable Carl E. Tarpley, Jr., Mayor, The Honorable Gerald M. Pace, The Honorable John Givens, The Honorable Alexander M. Brown Forest G. Jones, City Manager, James (Jay) E. Taliaferro, II, Clerk/Assistant City ~ - January 8, 2001 IN RE: DISCUSSION 11 Mayor Smith asked each elected official to suggest a topic for further discussion and action. The following issues were brought forward by the elected officials for future consideration as a regional project. ^ Improved air service ^ Regional economic development authority instead of individual departments ^ Vocational education ^ Tourism ^ Attract more industry to the Roanoke Valley ^ Regional parks and recreational facilities ^ Development of an economic development strategy aimed atone business or industrial sector. ^ Valley-wide steering committee for water and sewer ^ Regional economic development authority ^ Regional tourism advertising fund ^ Regional comprehensive fire and rescue plan ^ Regional water supply and sewage treatment ^ Regional economic development authority ^ Regional Roanoke River monitoring system ^ Regional sewage treatment plant ^ Technology infrastructure ^ Lobbying efforts for 100°/o funding for state and federal mandates ^ Economic development authority and regional water authority ^ Regional sewage treatment plant ^ Regional relationship with Virginia Tech and the biomedical center ^ Internet access and support for Interstate-73 ^ Emphasis on local and regional childrens' programs ^ Support for Interstate 73 and Interstate 81 road improvements ^ Improved transportation systems and rail passenger transportation ^ Regional economic development authority Roanoke County Supervisor Harry Nickens suggested that all the governing bodies pool their economic development departments into an authority. Roanoke City Council member Linda Wyatt agreed and noted that this was done successfully in r ~ ~. ~ c A .._ +4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-8.1 REQUESTING THE VIRGINIA DEPARTMENT OF TRANSPORTATION DISCONTINUE ARTHUR THURMAN ROAD FROM THE VIRGINIA SECONDARY SYSTEM OF STATE HIGHWAYS WHEREAS, safe, efficient, and controlled access is of critical importance to the proposed Hidden Valley High School slated to open in the Fall of 2002; and, WHEREAS, using Arthur Thurman Road, (State Secondary Route 1551), as the route of proposed access to the high school was discussed during the siting of the high school in 1999; and, WHEREAS, to achieve safe access to the high school, Secondary Route 1551, from Pleasant Hill Drive to its western end, a distance of approximately 650 feet, appears to no longer serve general public conveyance warranting its maintenance at public expense and should be discontinued as part of the Secondary System of State Highways. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA as follows: 1. The Virginia Department of Transportation is hereby requested to take the necessary action to discontinue aforesaid Route 1551 as a part of the Secondary System of State Highways, pursuant to Section 33.1-150 ,Code of Virginia, 1950 as amended. BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Salem District Resident Engineer for the Virginia Department of Transportation. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Terry Harrington, County Planner Virginia Department of Transportation c3v ' \ ~,~~ - ~` k ~ ~f,,~/yji ~~ -~ nm cG< ~ ~'f 0 0 ,, _ \\ a. ~~ ~ y ~ ~~~~~~' ~; Ill ~ z, ~.\ V. ........ ..\....~ .. Illj' l ~ ~ ~ \ ~" ~ ~ ~ ~~~~ x z Fr ~ ~ Y R'' 9y B ,aNaa~ \ \ \ ~~.. ~. .o ~ 1 t - • ffi .• ' .. r,. ~ _ ~> ~,,, g ,~ , ~''~ ~~ ~ ~. . ~k ~ ~ - . _ [*1 ff ~~ \ ~ gBJ n i ~~ .. r. ~~ m P ,. ~a2 A z ~ ~~ ~6p O-mom o ,~ ~ `, ~ Imo ` A•a pol L , ~ ~ ° a a ° ~ M ~ ~ En h b l ~., I kw 1} ~ 1 11861111 __ ~~mo~ ~._ / l ;~\\ ~ n` - ~ \ ill a ry r c ~ • ~ R. i ebro ne 'v 'vnn>p mm~r-ten ~ raw ~. _ `. .off ~ w •, ~" \ ;~ ~~ m x ~ u _. ti 1 ~. a °- ti ti \ . . ~~ ~; Io ~ / A N '• ~ ~ ~ \ s'' `~ 8 \, ~ S .,RI Glg a~ ,.,~ :: !, ~~ ~ 1 ~ ~ a ~$ ~ ,~ C t ~ _ ~, ``Bead` 8 _ k i~ ~ J ~ '~~. ae is - ~ ~ §' ~ ~ a 1~:.. f 1`a,., @ ~...~ a k f O R `v > ~y • l a ;;, .. ` - ~b ~~ -~ „~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY FEBRUARY 13, 2001 RESOLUTION 021301-9 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 Minnix to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors McNamara, Church, Nickens, Minnix NAYS: None ABSENT: Supervisor Johnson cc: File Closed Meeting File A COPY TESTE: y-Jd Q.2te~ Mary H. Allen, CMC Clerk to the Board of Supervisors •Y 1 ACTION N0. ITEM N0. ~"~~O AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Resolution Requesting The Virginia Department Of Transportation Discontinue Arthur Thurman Road From The Virginia Secondary System Of State Highways COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Arthur Thurman Road was included within the Virginia State Secondary System for maintenance circa 1947. This undeveloped right-of-way extends approximately 650 feet from Pleasant Run Drive, towards the site of the new Hidden Valley High School. (See enclosed map) The Roanoke County School Board wishes to use the Arthur Thurman Road right-of-way as the point of principal access to the new high school. They have requested that the right-of-way be discontinued from the Secondary System of State Maintenance so that future private access to the right-of-way can be restricted. Only the Commonwealth Transportation Board has the authority to remove a road from the state maintenance system. Roanoke County can initiate the discontinuance process by the adoption of a resolution to the Virginia Department of Transportation. A resolution requesting discontinuance has been prepared for your consideration. _~ ~'~ ~ 2 STAFF RECOMMENDATION: Staff recommends as follows: 1. Adopt the enclosed resolution requesting that the Virginia Department of Transportation discontinue State Secondary Route 1551 as part of the Virginia Secondary Highway System. Respectfully Submitted, Approved, ,~ ~~~- Terranc L. arrington, AICP Elmer C. Hodge Department of Community Development County Administrator Action Vote No Yes Abs Approved ( ) Denied ( ) Received ( ) Ref erred to Motion by Church _ Johnson McNamara Minnix Nickens f ~,o~ r ~ ~ ~~~, 1 r_ _v '~ ~ ,_~ i ~ ~ \ ~~~m 3 ~ / a ~ ~ ~ ~~ A:, :. ° v ~ ~ ~~ o F \ ~ ~ I~ ~ u ~ a ~ ~ P ve `, ....... + .......... n ~ ~ \ ~•\ /,, - \ w `~ ' / P ~ v ~ n _ ~ n g F ~ C ` ./~~ ~ ~ .~y,..•'~~ ~ ~ i ~ a~S j ~ / / ~ ./~ y ~, n ., ~ - _ .. z '~ - ~ e ~ ~. ~ ~ a ~ ~ r ~ ~. \ :.. uu A~/ ~ ee 9e m a„ ~ `~ ,' m~ ~ a ~~ ,~~~~~ o _ ,~. ,~.~ ~. - ~o ~ r. o ~ i ~ u :a z .~ ~ ~ ~ m - / " - / Rt.19B2 a I w {~ .~ _ m~ °' o ° ~ __ o mo>zo _ ,- a ~ %~ ~~~ ~~ ~ ~O D ~ I ~ I ~ ~- ~~ ~.,, ~ ee a g ~;v~T /` mmm ~~~m_ ~~ 0 1 /„ / / / ` ~~~ o ~ ~ ~ ~m-= ~ ~ ~~ ~ ~ ~ ~. _ ~. ~ _ ```-.,... , o ~,, ~ ,_ ~ ~ Lu- ~ _ /?~ n / a m ~ ~, ~ i - t ~~°~c / ~ ` ~ x_ -- a , ~ ~ m°= ~ ~ R' ~~ ~~ ~ r / .. I i __ __ ~ _ \ 8 __~. I/ ;~~ ~v ._ - _ \\\\ \ \ /~_/ -, ~~ / o RBI 1~ ~ / ' - \ _ i 8\ Rt~ ~ i _ ~ ~ I I I 1 v ~ ~ < /"~~ ~ m i ~ y,.' i)r ~~ o ,~ ~ ~ ' ~ .~~.. ~~i~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY,FEBRUARY 13, 2001 RESOLUTION REQUESTING THE VIRGINIA DEPARTMENT OF TRANSPORTATION DISCONTINUE ARTHUR THURMAN ROAD FROM THE VIRGINIA SECONDARY SYSTEM OF STATE HIGHWAYS WHEREAS, safe, efficient, and controlled access is of critical importance to the proposed Hidden Valley High School slated to open in the Fall of 2002; and, WHEREAS, using Arthur Thurman Road, (State Secondary Route 1551), as the route of proposed access to the high school was discussed during the siting of the high school in 1999; and, WHEREAS, to achieve safe access to the high school, Secondary Route 1551, from Pleasant Hill Drive to its western end, a distance of approximately 650 feet, appears to no longer serve general public conveyance warranting its maintenance at public expense and should be discontinued as part of the Secondary System of State Highways. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA as follows: 1. The Virginia Department of Transportation is hereby requested to take the necessary action to discontinue aforesaid Route 1551 as a part of the Secondary System of State Highways, pursuant to Section 33.1-150 Code of Virginia, 1950 as amended. BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Salem District Resident Engineer for the Virginia Department of Transportation. On motion of Supervisor to adopt the resolution, and carried by the following recorded vote: AYES: NAYS: A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors 1 A-021301-8.a ACTION NO. ITEM NUMBER ..-L "f°~` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Confirmation of Committee appointment to the Grievance Panel COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION GRIEVANCE PANEL At the January 23, 2001 meeting Supervisor McNamara nominated Beth Anderson to serve another three-year term as alternate. The term will expire February 23, 2004. STAFF RECOMMENDATION: It is recommended that the above appointment be confirmed. Submitted by: Mary H. Allen CMC Clerk to the Board Appro d by, -rw~ Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens motion to Church _ x Denied () approve Johnson _ x Received () McNamara- x Referred () Minnix _ x To () Nickens _ x cc: File Grievance Panel File ACTION ~ A-021301-8. b ITEM NUMBER MEETING DATE: February 13, 2001 AGENDA ITEM: Appropriation of $1,000 to William Byrd High School's Saturday School COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Roanoke County Education Foundation has presented a check in the amount of $1,000 for the William Byrd High School's Saturday School. SUMMARY OF INFORMATION: The Saturday School is for targeted students who need extra help on long-range written assignments as part of their Remedial Plan. FISCAL IMPACT: None STAFF RECOMMENDATION: Appropriation of $1,000 from the Roanoke County Education Foundation to William Byrd High School's Saturday School. f ~- i ---- Ri~k Calhoun Director of Vocational and Adult Education 7~ Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens motion to Church _ x Denied ( ) improve Johnson - x Received ( ) McNamara- x Referred ( ) Minnix - x To ( ) Nickens - x cc: File Rick Calhoun, Director, Vocational and Adult Education Diane D. Hyatt, Chief Financial Officer Danial Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-8.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MARGARET L. WITT, LIBRARY, AFTER MORE THAN TWENTY-FOUR YEARS OF SERVICE WHEREAS, Margaret L. Witt was first employed by Roanoke County on September 16, 1976 in the Library Department as a Library Assistant I; and also served as Library Assistant III, and Technical Services Assistant; and WHEREAS, Ms. Witt retired from Roanoke County on January 1, 2001 as a Library Assistant after more than twenty-four years of service; and WHEREAS, Ms. Witt was an integral part of the Library system, completing her assignments with exemplary productivity, accuracy, and efficiency; and, WHEREAS, Ms. Witt accomplished all her tasks in a positive manner, with such unfailing good will and concern for others, that she remains highly esteemed by her colleagues and coworkers; and, WHEREAS, Ms. Witt, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MARGARET L. WITT for more than twenty-four years of capable, loyal and 1 r dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: Mary H. Allen Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Joe Sgroi, Director, Human Resources Diana Rosapepe, Director, Library 2 ,~- y a,.~ ~. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MARGARET L. WITT, LIBRARY, AFTER MORE THAN TWENTY-FOUR YEARS OF SERVICE WHEREAS, Margaret L. Witt was first employed by Roanoke County on September 16, 1976 in the Library Department as a Library Assistant I; and also served as Library Assistant III, and Technical Services Assistant; and WHEREAS, Ms. Witt retired from Roanoke County on January 1, 2001 as a Library Assistant after more than twenty-four years of service; and WHEREAS, Ms. Witt was an integral part of the Library system, completing her assignments with exemplary productivity, accuracy, and efficiency; and, WHEREAS, Ms. Witt accomplished all her tasks in a positive manner, with such unfailing good will and concern for others, that she remains highly esteemed by her colleagues and coworkers; and, WHEREAS, Ms. Witt, through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MARGARET L. WITT for more than twenty-four years of capable, loyal and 1 dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 .. ~~ --~- ~ '~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION 021301-8.d EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SUSIE B. OWEN, EXECUTIVE SECRETARY TO THE COUNTY ADMINISTRATOR, AFTER MORE THAN TWENTY FIVE YEARS OF SERVICE WHEREAS, Susie B. Owen was first employed on July 1, 1975, by the Roanoke County Public Service Authority; on June 1, 1983 was employed by the Roanoke County Engineering Department, and also worked in the Planning and Zoning Department and Economic Development Department; and WHEREAS, Ms. Owen retired from Roanoke County on January 1, 2001 as Executive Secretary to the County Administrator after more than twenty-five years of service; and WHEREAS, Ms. Owen, while serving on the Board of the Roanoke County Employees Federal Credit Union, was instrumental in its merger with N&W Federal Credit Union, which later became Member One; and WHEREAS, during Ms. Owen's employment with the Economic Development Department, she assisted the Industrial Development Authority in such activities as handling monthly agenda preparation, completion of the annual audit, special events, ground breaking and ribbon cutting ceremonies, and provided other administrative support to the Chairman, counsel and members of the Authority. 1 r~ NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SUSIE B. OWEN for more than twenty-five years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Nickens, Minnix NAYS: None A COPY TESTE: l~ - Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Resolutions of Appreciation File Joe Sgroi, Director, Human Resources 2 .~ ~^" T ~J AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, FEBRUARY 13, 2001 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SUSIE B. OWEN, EXECUTIVE SECRETARY TO THE COUNTY ADMINISTRATOR, AFTER MORE THAN TWENTY FIVE YEARS OF SERVICE WHEREAS, Susie B. Owen was first employed on July 1, 1975, by the Roanoke County Public Service Authority; on June 1, 1983 was employed by the Roanoke County Engineering Department, and also worked in the Planning and Zoning Department and Economic Development Department; and WHEREAS, Ms. Owen retired from Roanoke County on January 1, 2001 as Executive Secretary to the County Administrator after more than twenty-five years of service; and WHEREAS, Ms. Owen, while serving on the Board of the Roanoke County Employees Federal Credit Union, was instrumental in its merger with N&W Federal Credit Union, which later became Member One; and WHEREAS, during Ms. Owen's employment with the Economic Development Department, she assisted the Industrial Development Authority in such activities as handling monthly agenda preparation, completion of the annual audit, special events, ground breaking and ribbon cutting ceremonies, and provided other administrative support to the Chairman, counsel and members of the Authority. ~' .. i *` NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SUSIE B. OWEN for more than twenty-five years of capable, loyal and dedicated service to Roanoke County. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 2 A-021301-8.e 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: February 13, 2001 AGENDA ITEM: ACCEPTANCE OF DONATION OF A WATERLINE AND SANITARY SEWER EASEMENT FROM RONALD L. MORAN AND TRINA W. MORAN, TO THE BOARD OF SUPERVISORS, CATAWBA MAGISTERIAL DISTRICT COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This consent agenda item involves the acceptance of the following waterline and sanitary sewer easement in the Catawba Magisterial District conveyed to the Board of Supervisors of Roanoke County, Virginia: a) Donation of a waterline and sanitary sewer easement, of variable width, from Ronald L. Moran and Trina W. Moran, (Deed Book 1510, page 479; Tax Map Nos. 55.03-3-35 and 55.03-3-36), as shown on a plat prepared by Balzer and Associates, dated November 16, 1999, a copy ofwhich is attached hereto as Exhibit A. The location and dimensions of this easement have been reviewed and approved by the County's engineering and utility staff. STAFF RECOMMENDATION: Staff recommends acceptance of the donation of this easement. Respectfully submitted, Vic ie L. Huffman Assistant County Attor ey . ' ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens motion to Church _ x _ Denied () approve Johnson _ x _ Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens x cc: File Vickie L. Huffman, Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development ~.~.~ .,~ ... (M/a ,os) ~~ o u ~ ~ og-~ ~ ~ ~ s~lno~ ~' : ~. 13~~i1S IJIdW 1S~M ? 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C N ~~rn ~ n ~P I °zrn ~z ' =-1 N t7 ~ ~ O ~ p z cn N W D N ~ W ~ m ~, ~ ~ A-021301-8 . f ACTION NO. ITEM NUMBER -~''~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Acceptance of the Local Government Challenge Grant from the Virginia Commission for the Arts. COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County applied for a Local Government Challenge Grant from the Virginia Commission for the Arts. The Commission will match up to $5,000, (if full funding is approved) any donation the County makes to qualified art organizations in the valley. In the FY 2000-01 Budget, The Board of Supervisors approved an appropriation of $2,000 for the Arts Council of the Blue Ridge, $5,000 for Mill Mountain Theatre and $6,000 for the Roanoke Symphony Orchestra. Staff therefore, applied for the maximum grant allocation of $5,000. Roanoke County was awarded $5,000 for FY 2000-O1. FISCAL IlVIPACT: Staff recommends dividing the $5,000 grant evenly between the Arts Council of the Blue Ridge, Mill Mountain Theatre and the Roanoke Symphony Orchestra. Combined with the County's appropriation, the following amounts would be available to the organizations referred to above: County VCA Organization Appropriation Grant Total Arts Council $ 2,000 $1,666 $ 3,666 Mill Mountain Theatre 5,000 1,667 6,667 Roanoke Symphony 6,000 1,667 7.667 $ 13,000 $ 5.000 $18,000 STAFF RECOMMENDATION: Staffrecommends acceptance ofthe Local Government Challenge Grant from the Virginia Commission for the Arts in the amount of $5,000 to be distributed as indicated above. *• ." ,Reslpectfully submitted, lt.J W. Brent Robertson Budget Director ~L Approved by, ~~~~ Elmer C. Hodge County Administrator ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Harry C. Nickens motion to approve VOTE No Yes Abs Church _ x _ Johnson _ x McNamara- x _ Minnix _ x _ Nickens x cc: File W. Brent Robertson, Director, Budget Danial Morris, Director, Finance ~w (''~/ ` t ._~ f THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 13TH DAY OF FEBRUARY, 2001, ADOPTED THE FOLLOWING: RESOLUTION 021301-8.g REQUESTING ACCEPTANCE OF CRESTWOOD DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineerforthe Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Sueervisor Nickens Seconded By: None Required Yeas: Supervisors Johnson, McNamara, Church, Nickens, Minnix Nays: None Absent: None A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Arnold Covey, Director, Engineering & Inspections Virginia Department of Transportation .~ ryG ~ ,3 ~C 16 ~ ~ a~~5 '--"--~. \~ ~a• ~ /: C_ /9 •• . ~~ \ a6,~ .~'.. ~ : ' _ r~ ;~o ' ice- ~, \\. . ~ ~ ~' ~r/~ I jl ' ~' 6 28 / rJ ~ ~, ~ ~ 79579 _ _ ~k .ti 5} ~ ~ <u aye ~~ a , ,~ -' -\ ` ~ , ..'.. 0' ~ ! , cr. ~ t / Ott''-' v ~...~--' 4 \\Z ~ ' ~ \ 1\ \ y ~~ / \\/kbti~ ~~ jwo a`,,,`~7e /` ;/ + il~c O~v, ,6 I'//.'/ .,_ ~t~ tea. r~ ~ ~ i ._.._ _ i ~ -hu .. /ryi ~ l`' / ~ /~:. ~ ~ ~~ - ~d6~ (7~P 0% { ~~,/~ r) , G - F. ~ E ~ - n ~ -_ 29~ : ~(~ P' r1~~ ~ /•,... ~ `~ `. y4i°j, n ~ tt ~.: ~i\ '.;'Stow- ~ ~~F ~ / ~ ~~~.~, ~/ r "¢ -c,~ ~-„ '~ ~ .. , ~ .~ y..'. _ ~~ PROPOSED ADDITION SHOWN IN GRAI' '~ '~ ~~' " DESCRIPTION: 1. Crestwood Drive -From the intersection of Crescent Boulevard to cul-de-sac.'' LENGTH: (1 } a.13 MILES RIGHT OF WAY: (1 } 40 FEET PAVEMENT WIDTH: (1 } 28 FEET ~ SERVICE: (1} 12 HOMES RDANQI~' C071'NT~Y' .DEF.~.~S3's~iE1V~' ~F' CO.bff.~fUN.~fiI' ~~"V.ELO~'1~I.~NT. CRESTWOOD ESTATES . ' Acceptance of Crestwood Drive into the Virginia ', Department of Transportation Secondary System. f ~ 1 I OI J C m E U ? f : Q r m a 0 L ~G Z ~ Q Q V _CC ~ L s E 2 O m = m o ~, tL 7 G -b G 61 4 ~ ~ F ~ ~ u ~ ~ G L ~ y C ~ F Q Q 4 ~ ~ G ~ G ~ @ P Cn Q ~ C ~ a Y j ~ v L Z ~ o }- ~ 0 ~ E m `u E ~ ~ co Q < Z .^ c~ ~ a N O ~ 0 C Y C ,~ o v° O n m ~ C 8 ~ J m c a M M ~ ._ ._ U O O m 0 r S z a 3 n ~ O O 0 N m m m ID m a m o ei e° m a° m a a a 0. 0. 0. C 0. m a C O N a D '~ 0 a m ~ ` m I» A Q1 0 ~ O O O O O O ~ r ~ ~ ~ a1 < W ~ m W a y j h-~ "~ ~ o iC m m m m m n m U O ~ o 0 o a d o ~ ~ ~ ~ ~ a ~ a s Q ¢ ~V s V V m ' F 3 ` ~ ~ a ~ e a F a ` 3 ¢ n F b ~ ` - ~ u`. c r a 2 u.. c r d a a c r o_ ti a r a ~% c r a a u. a r a u`. p r a o_ x 0 e L m Q .z m ~ H ~ ~ ~ H H ~ m ~ Qi w R+ VJ C U W ~ 'Lm~ z ~ N C7 ~ ~ Y I v'! 0 ~ I ~ O Z z~ 0 'o e ~i m ~ U L E Z w ~_ 9 U r~- r._. `o < ~d ~+- a ~ a Z n O a < ~ U ~ }~ U w " U r t u 5 a ~= ACTION NO. ITEM NUMBER T" / AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 SUBJECT: Acceptance of Crestwood Drive into the Virginia Department of Transportation Secondary System. COUNTY ADMINISTRATOR'S COMMENTS: Triangle Developers, Inc., the developer of Crestwood Estates, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation requesting that they accept 0.13 mile of Crestwood Drive, from the intersection of Crescent Boulevard to its cul-de-sac. The staff, along with representatives of the Virginia Department of Transportation, has inspected this road and find it acceptable. No county funding is required. The staff recommends that the Board approve a resolution to VDOT requesting that they accept Crestwood Drive into the Secondary Road System. 1 ~~ ~~ SU$MITTED BY: mold Covey, Director Department of Community evelopment Approved () Motion by: Denied ( ) Received ( ) Referred to APPROVED: ~~ ~~ Elmer C. Hodge County Administrator ACTION Church Johnson McNamara Minnix Nickens VOTE No Yes Abs 2 -~ ? THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 13TH DAY OF FEBRUARY, 2001, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF CRESTWOOD DRIVE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the streets described on the attached Additions Form SR-5(a), fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999, for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Rye -tuirements. and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved by: Seconded by: _ Yeas: Nays: A Copy Teste: Mary Allen, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File -~ NORTH ~~v ?'--~.~ ~ryb ~~30 M.B.G`\.hQCP `S_ "3 0 `6 `69' ~~~'~ / 6c,. ~/J ~, ^,'~ \~>~s i~~ : JS~~ \ya~ , g6e55 10 ~ -.o,~ ~ ~ ( / 0~ tT / ~C ~ i. /~i 1 f ~ ~ / Z ,..._ ,~-~` I r+.5B' / < ,/ ,~ ~`~ ~ / (1 , 9, / 9 C' Apo ~~ ,' •1 i ~. , 3 1, ~.- ~`.ci ~ ~v ></ ,~~~ .~ / C ~ P J C~,; h f ~ ~ ~ J G ,~. ~'a15 15~~ ~f~ -~-_ I~r~.-y III '`_'~i•~~ \ ~\i^i X55 / _ - -- .. - _ ' .. ~, ~ ' Ch- ~f ~ ~. _ ~ "S ~ ~. ~ ......... 29 \ ~ Z~ i.v £, r ~ turf. yl ., l/ ~' .. ~A 1 ~7~ P ~1 ~q+ ~ ~ O~ ~~ .4.' `v 1 i ~~ `~. (i ~~ it / h1 C9 ~1J ~G ~ r~yC'"( a`. PROPOSED ADDITION SHOWN IN GRAY '` °~~ DESCRIPTION: 1. Crestwood Drive -From the intersection of Crescent Boulevard to cul-de-sac.'. LENGTH: (1 } 0.13 MII.,ES RIGHT OF WAY: (1) 40 FEET PAVEMENT WIDTH: (1 } 2 $ FEET . SERVICE: (1 } 12 HOhZES RDANDI~E' COZTNT~' CRESTWOOD ESTATES DEP~.,R3'3d.ENT ~QF CO.ikfclfUNITY ~~V~'.LO~hPE'NT ~ Acceptance of Crestwood Drive into the Virginia _ . Department of Transportation Secondary System. c m E s U C7 Q 07 L m a N O m 07 U7 L G Z ~ a O O U d ~ _ m ~ L_ E 2 O c ~ '~ C ~ O ~ N '~ 3 d ~ u a ~ ~ ~ E H E O ~ u O ~ ~' L ~ C ~ ~' C `o Q v E u ~ G ~ e A CC Q Cm C ~ Y ~ w .~ ~ ~ vJ }_- ~ `o L ~ R Q < z -~ M .``-~ ~ N ~ N Of O { C ~ r, r s ~ < h o ::~. z C U O n m ~ ~ ~ c M M ~ p O m S 0 ~- 8 z a 3 v ~ v O O O N m m m m m c~ m ~ m o m ~ m m ° a° a° as a n°. a° n . m a _c O a v` cV m m m a m ~ V H n o 0 v n a ~ q a ~ < ~ W ~ cv 9 Q ~ C b ~, a ~ m m m m m o n m U o O a o 0 0 4 c H ~ ~ ~ b' r5 b 2S `o ~ ~ ~ m ~ m m ~ F d o FF b d ~ a FF b c a ~ c a FF a c n FF d o o ~ u. c F- a. u`. o r- 'a ~ c r- a ~ r- ~ ~i r a ~% r- a ii r- a X m e 3 3 L t y ~ L Z5 ~ H m ~' a ~~ U W ~ Z ~ N C7 ~ N 0 I n 0 z ~~ 0 O ~ d a ~ Z w ~ 9 U t ~ O C ~ ~ ~- a O e O a ~~ c U LL. }- V G W ~ U m C! L u °G ~ L A-021301-8 . h 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: February 13, 2001 AGENDA ITEM: Acceptance of Donation from the Bent Mountain Women's Club and Appropriation of Funds to the Public Library Budget COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Bent Mountain Women's Club has donated $1,000 in support of library services for FY 2000/01. These funds will be used to purchase an overhead projector and several sets of children's library books for the Bent Mountain Branch Library. FISCAL IMPACT: Acceptance and appropriation of the donated funds will require no additional expenditure by the County. STAFF RECOMMENDATION: Staff recommends the acceptance of the Friends' donation and appropriation of the $1,000 to the Library's budget. Submitted by: Approved by: Diana L. Rosapepe Elmer C. Hodge Library Director County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens motion to Church _ x _ Denied () approve Johnson _ x _ Received () McNamara- x _ Referred () Minnix _ x To () Nickens _ x cc: File Diana Rosapepe, Director, Library Danial Morris, Director, Finance A-021301-8.i 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: February 13, 2001 AGENDA ITEM: Acceptance of Donation from the Friends of the Library and Appropriation of Funds to the Public Library Budget COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Friends of the Library have donated $6,595 in support of various library programs and services for FY 2000/01. These funds will be used to provide materials to support reading programs for children and to provide matching funds, to be applied toward the installation costs of the computer instructional room at the Vinton Library. FISCAL IMPACT: Acceptance and appropriation of the donated funds will require no additional expenditure by the County. STAFF RECOMMENDATION: Staff recommends the acceptance of the Friends' donation and appropriation of the $6,595 to the Library's budget. Submitted by: Diana Rosapepe Library Director Approved by: C/~ir~ur Elmer C. Hodge County Administrator ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Harry C. Nickens motion to approve VOTE No Yes Abs Church _ x Johnson _ x McNamara- x Minnix _ x _ Nickens _ x cc: File Diana Rosapepe, Director, Library Danial Morris, Director, Finance ACTION NO. ITEM NUMBER -"~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Request for approval of revised Roanoke County Employee Handbook COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval. Copies of this Board Report including the list of revisions will be provided to the Department Heads and members of the Employee Advisory Committee for their review prior to the Board Meeting. BACKGROUND: The current Employee Handbook was last revised in January 1995. Since this time, changes have occurred in operational, legislative and employee benefit areas that need to be included. In preparation for these revisions, feedback was solicited from department directors. Members of the Human Resources Department and Payroll staff worked through the suggested and required changes. The Assistant County Attorney reviewed all revisions throughout the process. A review of the final draft was held with the County Administrator, the Assistant County Administrators and the County Attorney. Most of the changes to the Employee Handbook are minor in nature and have little or no impact on costs or expenditures. SUMMARY OF INFORMATION: Notable Employee Handbook Revisions Introductory Comments: • No major changes have been made, only revisions where necessary • Trend of revisions is to go from specific to more general, broad statements • Most notable changes reflect current administrative and/or operational practices and are listed below ~' PURPOSE AND SCOPE • Language added to indicate that regular part time employees are covered by policies in handbook with exception of insurance, benefit and time off programs. CHAPTER 3 -YOUR JOB I. Reduction in Force, Page 11 • Recall period reduced from 24 to 6 months • Time frame is established for when benefits will end during a reduction in force. L. Continuous Service, Page 13 • Policy added to reinstate seniority to employees who terminate and return with no more than a 30 day break in service. CHAPTER 4 -CONDUCT, PAGE 20 • Harassment Policy added CHAPTER 6 -ADMINISTRATIVE POLICIES G. Drug Free Working Environment, Page 36 • Expanded language regarding drug/alcohol testing required for employees with CDL (Commercial Driver's License) H. Electronic Medical Usage Policy, Page 37 • Expanded language to include Internet, voice mail, a-mail, usage by employees. CHAPTER 7 -YOUR PAY I. Classification Plan, Page 40 • Specific language regarding amount of increase removed for more general application. F. Overtime Compensation, Page 41 • Specific language relating number of hours for overtime purposes removed to allow for differences in departments. H. Performance Evaluation, Page 43 • Abetter description of the Pay for Performance direction of the County J. 20 Year Service Pay, Page 43 • Added since last handbook revision CHAPTER 8 -BENEFITS A. Health & Dental Insurance, page 44 • Expanded language to explain Cobra and qualifying events more fully. • Language added to define when a retiree is eligible for continuation of health insurance. B. Deferred Compensation, page 48 C. Flexible Spending Accounts, page 48 N. Circle Suggestion, page 50 O. Extra Mile Club, page 51 H-O added since last revision CHAPTER 9 -LEAVES OF ABSENCE B3 & 7. Monitoring & Review (page 55) & Abuse of Sick Leave (page 56) • Above sections have been combined T ~! • Language added to address the payment of sick leave and working a second job. B. Family & Medical Leave Act, Page 60 a. Policy language expanded C. Holiday Schedule, page 61 • Schedule moved to HR Intranet site and clarification of Holiday Bank added FISCAL IMPACT: None STAFF RECOMMENDATION: Staff recommends adoption of the revised Employee Handbook effective February 13, 2001. Submitted by, Approved by, Joe Sg i, Dir~ctor Elmer C. H dge Human Resources County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved () Motion by: Church _ _ _ Denied () Johnson _ _ _ Received () McNamara- _ _ Referred () Minnix _ _ _ To O Nickens cc: File is CountL~ of Roanoke EnlploL~ ee H~nclbook ~~~~~ ~F ROANp,,~~ ~ ' ~ ~+ z' :~ c> ~ 2 v a rasa • C~a~t~~ ~f ~v~x~~~e To the Employees of Roanoke County: Our two highest priorities are our citizens and our staff. This handbook provides information on the variety of benefits and career development programs that are available to employees. It is our intention to mentor employees, provide training opportunities, provide education assistance and do all that we can to keep your employment skills current. Recruitment and retention of our employees is very important to us. Of necessity, any handbook also sets out policies and regulations under which we work. We have tried to make them easy to understand and fair to all employees. We have included employee participation and feedback to arrive at the decisions that have been made. Please review these topics and discuss them with your department director if you have questions. Let me express appreciation to the Department of Human Resources and the staff committees that have undertaken the tremendous task of updating, the Employee Handbook. I also express appreciation to the Board of Supervisors for their support of our employees. They have provided excellent competitive benefits and given us great flexibility in how we do our work. This is our best Employee Handbook yet. It is an excellent document and we have done much to make it more user friendly and employee oriented. You may read it in it's printed form and you can find it on the HR Intranet site. We welcome your suggestions for improvement in our programs and policies. Feel free to contact the staff in Human Resources or contact me directly by phone or a-mail. Sincerely Elmer Hodge • PURPOSE AND SCOPE OF HANDBOOK This handbook is a source of information about your employment with Roanoke County. If you need further assistance with the matters covered by it, please contact your supervisor, department bead director or the Department of Human Resources. The information in this handbook is drawn from relevant laws, regulations and policies. It was prepared solely for informational purposes and ' does not create an express or implied contract. This handbook is not all-inclusive and is only a set of guidelines. The handbook supersedes any previous handbook or unwritten policy, Finally, the handbook does not guarantee employment for any definite period of time, and does not alter the "at-will" relationship between employer and employee Should there be a conflict between any statement, fact or figure in this handbook and current official regulations and policies, the latter will take precedence. Employees, therefore, have the responsibility to keep informed of changes in County policy. The most current edition of the employee handbook will be located on the Human Resources Intranet site. ,~a~;wilabl~ ~,. ~t,o:,. ~ v vv CIIGII'ei12j„72P~GT.S This handbook applies to all employees whose job descriptions and position classifications are established within the Classification Plan of the County. This includes all regular classified and unclassified employees, employees in the constitutional offices of the Treasurer, the Commissioner of Revenue, the Sheriff, the Commonwealth's Attorney, the Clerk of the Circuit Court and the Office of the Registrar. It does not include constitutional officers or the Registrar. In addition, the Chief Deputy in each of these offices is exempt from the portions of this handbook that relate to application, qualification, appointment, disciplining, dismissal and the grievance procedure. The Chief Deputy of each office is in a confidential policy making position. These positions shall remain subject to the express provisions of Section ' ~~ 15.2-1603 of the State Code. Regular part-time employees are defined as those employees whose normal work schedule is 24 - 32 hours per week. The regular part-time employee is covered by all guidelines within the handbook except for the insurance, benefit, and time-off programs. erect-en}y-~ ~g-part ~e e===P'roy~3. Seasonal, limited term and temporary (non grant-funded) employees are excluded from all portions of this handbook. On February ~~ 13, 2001 the information in this handbook became effective. It is subject to subsequent amendments that may be approved by the Roanoke County Board of Supervisors. r~ CONTENTS CHAPTER 1 -PUBLIC SERVICE IN ROANOKE COUNTY ...................................................1 A. GOVERNMENf ..................................................................................................................1 B. EQUAL EMPLOYMENT OPPORTUNITY ................................................................................ 1 C. DEPARTMENT OF HUMAN RESOURCES ..............................................................................1 CHAPTER 2 -GETTING STARTED .........................................................................................3 A. APPLICATION PROCESS ....................................................................... .............................. 3 B. PHYSICAL STANDARDS ....................................................................... ..............................3 C. OPERATION OF COUNTY-OWNED MOTOR VEHICLES ............................ ..............................4 D. AGE LIMITATIONS .............................................................................. .............................. 4 E. WORK AUTHORIZATION ..................................................................... .............................. 4 F. TYPES OF APPOINTMENTS ................................................................... ..............................4 G. ORIENTATION .................................................................................... .............................. 5 H. PROBATIONARY PERIOD ..................................................................... .............................. 5 I. WORK ROUTINE ................................................................................. .............................. 6 CHAPTER 3 -YOUR JOB ................................................................ ......................................... 7 A. PERSONNEL FILES ................................................................... ......................................... 7 B. PERFORMANCE EVALUATIONS ................................................. ......................................... 7 C. EMPLOYEE CLASSIFICATION ................................................... . 8 D. . PROMOTIONS .......................................................................... ........................................ .........................................8 E. DEMOTIONS ............................................................................ ......................................... 8 F. POSITION RECLASSIFICATION .................................................... ........................................ 9 G. POSITION ESTABLISHMENT AND ABOLISHMENT ......................... ........................................ 9 H. OTHER CLASSIFICATION ADJUSTMENTS .................................... ...................................... 10 I. ~~ REDUCTION IN FORCE (RIF) ........................................ ......................................10 1. Recalls ................................................................................. ......................................11 2. Benefits ............................................................................... ......................................11 J. STANDBY AND ON-CALL .......................................................... ...................................... 11 1. Standby ............................................................................... ......................................12 2. On-Call ............................................................:................... ......................................12 K. TERMINATION OF SERVICE ....................................................... ...................................... 12 L. CONTINUOUS SERVICE ............................................................. ...................................... 13 M. ANNIVERSARY DATES .............................................................. ...................................... 13 CHAPTER 4 -CONDUCT ............................................................... ......................................14 A. CONDUCT STANDARDS ............................................................. ...................................... 14 B. COUNSELING ............................................................................ ......................................14 C. DISCIPLINARY ACTION ............................................................. ...................................... 14 1. Reprimands ......................................................................... ......................................14 a. Verbal Reprimands .............................................................. ......................................15 b. Written Reprimands ............................................................. ......................................15 2. Suspensions ......................................................................... ......................................16 3 . Demotions ........................................................................... ......................................17 4. Dismissals ............................................................................................ D O S .....................17 . THER USPENSIONS ................................................................................. ..................... 18 E. GRIEVANCE PROCEDURE ........................................................................... ..................... 18 F. REBUTTAL STATEMENT ........................ .............................. 19 ....................... G. PROCEDURAL GUARANTEES ...................................................................... ...... ............... ..................... 19 H. INVESTIGATIONS ................................................. ...................................... .. ................... 19 I. EMPLOYEE' S RIGHT TO NOTICE ................................................................. ..................... 20 7. HARASSMENT POLICY ............................................................................... ..................... 20 K. SEXUAL HARASSMENT ............................................................................... .................... 20 1. Definition .............................................................................................. .................... 20 2. Statement of Action ............................................................................... ......... .. 22 L. RETALIATION OR ACTS OF REPRISAL FOR FILING A GRIEVANCE ................... .................... 22 1. Definition .............................................................................................. .................... 23 2. Statement of Action ............................................................................... .................... 23 CHAPTER 5 -GRIEVANCE PROCEDURE ........................................................ ....................24 A. PURPOSE .................................................................................................... ....................24 B. COVERAGE OF PERSONNEL ................. ........................................................ .... ................ 24 C. MANAGEMENT RIGHTS ....................... . ....................................................... ................. 25 ... D. USING THE GRIEVANCE PROCEDURE ........................................................... .................... 25 1. Definitions ............................................................................................. ....................25 2. Grievable Complaints ............................................................................ .................... 26 . 3. Non Grievable Complaints .................................................................... E EMPLOYEE RIGHTS AND REPRE ....................26 . SENTATION .................................................. ................... 27 F. DETERMINING AND APPEALING GRIEVABILITY ............................................. ................... 27 G. POLICY ....................................................................................................... ................... 28 H. PROCEDURE ................................................................................................ ................... 28 1. Informal Discussion with the Immediate Supervisor ............................... ................... 28 2. Steb I--Meeting with the Step I Official .................................................. ................... 29 3. Sten II--Meeting with the Top Level Official .......................................... ................... 29 4. Sten III--Meeting with the County Administrator ................................... ...................30 5. Step IV--Panel Hearins ........................................................................... ................... 30 I. RULES AND GUIDELINES FOR CONDUCTING PANEL HEARINGS ...................... ................... 31 1. Rules ...................................................................................................... ................... 31 2. Guidelines .............................................................................................. ................... 32 3. Implementation and Other Matters .......................................................... ................... 32 CHAPTER 6 -ADMINISTRATIVE POLICIES .................................................... ...................34 A. TRAVEL REIMBURSEMENT ........................................................................... ................... 34 B. SAFETY ..........................................................................................................................34 C. USE OF COUNTY VEHICLES ........................................................................... .................. 35 D. SEVERE WEATHER POLICY ........................................................................... .................. 35 E. IMMEDIATE FAMILY MEMBERS WITHIN A DEPARTMENT (NEPOTISM ............. .................. 36 F. SMOKING POLICY ......................................................................................... .................. 36 G. DRUG FREE WORKING ENVIRONMENT ............................. 36 • ............................. H. G"~ ~"T T'''T'" T 7°r w SL`~T "'rte'" n" "ELECTRONIC MEDIA USAGE POLICY ... .................. .................. 3 7 CHAPTER 7 -YOUR PAY .................................................................................. .................. 40 A. CLASSIFICATION PLAN ..................................................................... .............................. 40 B. RECORDING WORK HOURS C. ...................... PAYDAYS ................................................ ....................................................................... 40 .......................................................................40 D. DIRECT DEPOSIT ................................... .. ............................................................. ......... 40 E. DEDUCTIONS .......................................... . . .................................................... ...................41 F. OVERTIME COMPENSATION ..................... ....................................................................... 41 1 . Overtime Compensation for Nonexem pt Employees ..................................................41 Z. Exempt/Compensatorv Overtime Com pensation ..................................................... 42 3 . Exempt/Discretionarv Overtime Comp ... ensation ......................................................... 42 G. PERFORMANCE EVALUATION Aannrm Twrnn r n orc 43 ...................... H. ACTING STATUS COMPENSATION .............. ....................................................... ...43 ............ I. 20 YEAR SERVICE PAY ............................. ...................................................................... 43 CHAPTER 8 -BENEFITS ................................ ......................................................................44 A. HEALTH AND DENTAL INSURANCE ............ ...................................................................... 44 B. LIFE INSURANCE ...................................... ................................................................... 45 C. WORKER'S COMPENSATION ...................... ... ............................................................... 45 D. UNEMPLOYMENT COMPENSATION ............ ....... ...................................................................... 46 E. VIRGINIA RETIl2EMENT SYSTEM ............... ...................................................................... 46 F. SOCIAL SECURITY ............................ ........ .......................... 47 G. EMPLOYEE ASSISTANCE PROGRAM (EAP) .......................................... .. ......................................................................47 H. I .................................. DEFERRED COMPENSATION ....................... FLEXIBLE SPENDING A .................................................................. ......................................... 48 . CCOUNTS ................ ..................................................................... 48 J. TUITION REIIvvIBURSEMENT PROGRAM ........ .................................................................. . 48 K. CREDIT UNION .......................................... . . .....................................................................50 L. RECOGNITION PROGRAMS ......................... .............. ........... ....................................... . 50 M. EMPLOYEE ADVISORY COMMITTEE ............ . ... ..................................................................... 50 N. CIRCLE SUGGESTION PROGRAM ................. ............................................................ 50 O. EXTRA MILE CLUB ....................... . ............ ......... ..................................................................... 51 CHAPTER 9 -LEAVES OF ABSENCE .............. ................................. .......................... 52 A. ANNUAL LEAVE ........................................ ..................................................................... 52 ~- F~ini- -~C~e~lt, .................................... ..................................................................... 52 1. Accumulation ...................................... ..................................................................... 52 2. Scheduling Annual Leave ..................... .....................................................................53 3. Annual Leave Upon Termination .......... ..................................................................... 53 4. Holidays During Annual Leave .............. ................................................................. 53 B. SICK LEAVE ............................................... ... .................................................................... 53 1. Accumulation ........................................ .................................................................... 53 2. Justification for Sick Leave Use ............. ............... .............. 54 ....................................... a. Personal Illness ...................................... ............................................................... 54 b. Family Illness ........................................ ..... .................................... 54 c. Maternity/I'aternity ................................ 3. ............................ d. Family Death .............................. Verification and Notification .................................................................... 54 .................... 54 ................. ............................................................. . 55 4. Extended Illness or Disabilitv ................ . ..... .................................................................... 55 5. Worker's Compensation Leave ........................................................... ....................... 56 6 Si k . c Leave Bonus ....................................................... ............................................... 56 7. Abuse of Sick Leave ....................... ............................ ............................... ................ 56 8. Sick Leave Bank ......................................................... ........................................ . 56 C. MILITARY LEAVE ............................................................ . ..... ............................................... 57 1. Active Dutv ................................................................ ...............................................57 Z. Reserves ...................................................................... ............................................. 57 D. ABSENCES FOR MATERNITY AND PATERNITY .................... . .......................................... 59 E. REQUIRED TRAINING ........................................................ .... ............................................ 59 F. EDUCATIONAL LEAVE ......................... ............................. .. ...................................... 59 G. CIVIL LEAVE .................................................................... .. ...... ........................................ 59 H. BLOOD DONOR LEAVE .................................. ................... ...... .................................... ....... 60 I. FAMILY AND MEDICAL LEAVE ACT (FMLA) .................... ... ............................................. 60 7. LEAVE WITHOUT PAY ................................................ . ..... . ....................................... ....... 61 K. HOLIDAY SCHEDULE ........................................................ .............................................. 61 CHAPTER 10-RESPONSIBILITIES ...................................: ..... .............................. ................63 A. CONFLICT OF INTEREST .................................................... .................. . ...................... 63 B. CONFIDENTIALITY OF RECORDS ........................................ ..... ........................................ 63 C. GIFTS ............................................................................... ...... .......................................... 63 D. SECONDARY EMPLOYMENT ............................................... .... ........................................... 64 E. POLITICAL ACTIVITY ......................................................... .. ............................................. 64 F. G CONDUCT AND APPEARANCE ....................... ...................... PERSONAL USE OF C T ............................................. 64 . OUNTY IIVIE AND EQUIPMENT ............ ............................................. 65 H. SOLICITATION ................................................................... ............................................. 65 ROANOKE COUNTY EMPLOYEE HANDBOOK ACKNOWLEDGEMENT ....................... 66 • • CHAPTER 1-PUBLIC SERVICE IN ROANOKE COUNTY A. Government The Code of Virginia and the Charter for the County of Roanoke establish the powers of the Roanoke County government. These powers are vested in a Board of Supervisors consisting of five members, one from each of the County's five magisterial districts. The qualified voters of the respective districts elect members of the Board of Supervisors for a term of four years. These terms are staggered. The County Administrator is a full-time official appointed by the Board of Supervisors. County charter, Board resolution and official Board action specify the duties of this position, which . consists of the general management of County business B. Eaual Employment Opportunity -~ ~ ~, ""~'r'~"' "~'~ +~ '''""''"'`"' ~ ~~`"--~ Equal Employment Opportunity has been, and will continue to be, a fundamental principle in the County of Roanoke, where employment is based upon personal capabilities and aualifications without discrimination because of race, color, religion, seg, age, national origin, disability or another protected characteristic as established by law This policy of Equal Employment Opportunity applies to alt policies and procedures relating to recruitment and hiring, compensation, benefits, termination and all other terms and conditions of employment The Human Resources Department has overall responsibility for this policy Employees' questions or concerns should be referred to the Human Resources Department The County has voluntarily adopted an affirmative action plan to enhance its commitment to equal employment. The plan is available in-ewcl: d„N -~zii~--~ in the Department of Human Resources. Employees are also protected against sexual harassment, which is any unwanted attention including advances, offers, proposals or suggestions of a sexual nature. Sexual harassment is described in more detail in Chapter 4, section K, "Sexual Harassment". C. Department of Human Resources The Board of Supervisors established the Department of Human Resources to administer and interpret the personnel policies in this handbook and to establish personnel rules and regulations to comply with these policies. The Department of Human Resources is also responsible for training employees, administering County benefits, recruiting for County positions, employee relations, and working with the constitutional officers in the appointment of chief deputies as provided in Section -t3-x-4,8 15.2-1603 of the Code of Virginia. • U 2 • CHAPTER 2 -GETTING STARTED A. Application Process Applicants for employment or County employees interested in another position must complete an Application fo~° Employment or Internal Application form, available in the Department of Human Resources, _o_n Roanoke County's Internet and Intranet sites and in all County libraries. Applications are only accepted for posted positions. Positions are posted in the Department of Human Resources, on_Roanoke County's Internet/Intranet site and telephone Job Line. ether card- After the posting deadline, applications i~-are referred to the appropriate department or office for interviewing and selection. n.~.w.r ~ b Y vv~. "' + *'' '' `' +~~ Applicants who were are not selected i'er-the pesi-t~ien are notified after the hiring decision has been made Employment applications remain active, or held on file, for six months. ^ '~ An extended active period may apuly applies to certain public safety positions. If an applicant wishes to apply for another posted position during the active period, he or she may use the active application by contacting the Department of Human Resources. If an applicant wishes to be considered for a position after the six-month active period, another application must be completed. B. Physical Standards To be considered for a position, an applicant must be able to perform the essential functions of the job with or without reasonable accommodation. Depending on the identified County position and after the conditional job offer, the applicant may be required to pass a medical examination or test completed by aCounty-chosen physician. The County will pay for the cost of any required medical examination or test. A medical examination may also be required periodically throughout employment for positions where physical standards must be maintained. • 3 C. Operation of County-Owned Motor Vehicles Applicants for positions requiring the operation of a County-owned motor vehicle must possess a valid Virginia driver's license (including a Commercial Driver's License, if necessary) at the time of employment. They may be asked to show the required license(s) and submit a copy of their Division of Motor Vehicles driving record. Employees who are required to drive a County vehicle must successfully complete a defensive driving course, as required by their supervisor, within the probationary period. D. Aye Limitations Sixteen is the minimum age for non-hazardous :em~a~--~lr-t-i~~e employment. Age twenty-one is the minimum age for public safety employment. There is no maximum age for employment. E. Work Authorization The Immigration Reform and Control Act makes it illegal for employers to employ anyone who is not authorized to work in the United States. All new employees must provide de",.«~.~,--rte,- *'~-a~~-documentation that is identified on the 1-9 foYm (Employment Eligibility Verification form) to establish their identity and authorization to work in the United States. Failure to provide the required documents within three days of employment will result in immediate dismissal. A copy of the employee's social security card is required by the Payroll Department to verify information for Social Security purposes F. Types of Appointments County employees may receive a regular full-time, temporary, or part-time appointment to a position. Regular full-time appointments are made to positions specified by the Classification Plan. These positions usually have no fixed duration of service and appointees are eligible to receive all employee benefits. Part-time appointments are made to positions where the work hours are between 24 and 32 hours per week. e~less. ~l~ .Temporary appointments are positions where the employee is hired for a specific time frame, normally ,~,,~-~ no more than six months. Both temporary and part-time employees are paid on an hourly basis and are not eligible for County benefits. 4 i , G. Orientation The Department of Human Resources conducts new employee orientations regularly. yr aia "" "z=~~- Employees will be notified by their supervisor of their scheduled orientation session. Each department is also responsible for providing the new employee with an on-the job orientation. This will include the employee's work environment, responsibilities, work schedule, safety requirements and application of departmental policies. H. Probationarv Period The work and conduct of a new employee during the first six months of employment are considered a working test period, or probationary period. During this time an employee must demonstrate the ability to perform essential job functions and suitability as a County employee. An employee may be dismissed at any time during the probationary period with no right of appeal, except where discrimination is claimed. Employees with charges of discrimination have the right of appeal through the grievance procedure described in Chapter V. After successfully completing the probationary period, the--prebu~ '~ ""'"a~`"'~`~ `- -- employment will continue on an at-will basis. During this introductory period, it is recommended that the new employee be evaluated by their supervisor three months and six months after the employment date or_as determined by departmental needs. This evaluation is intended to give both the employee and the supervisor the opportunity to discuss their working relationship and make improvements, if necessary. .During this evaluation, the apprepriate supervisor has the option to transfer the probationary employee to regular employment, to extend the probationary period or to dismiss the probationary employee. With the approval of the Director of Human Resources, the ~p~~e~ate-supervisor may extend the probationary period for as much as six additional months. The probationary period may be extended where the employee's ability to meet essential job functions is questionable or where the duties of the job require additional training. Some County departments may establish other schedules for Probationarv periods as their departmental needs mandate -,..., ~ ,~ +~.o o a vV1111,J1V {.•~ The probationary employee accrues both annual leave and sick leave, which may be used after it has accrued. Chapter IX, "Leaves of Absence," describes sick leave and annual leave usage. I. Work Routine • ~ .Because Roanoke County relies heavily upon its emplovees, it is important that emplovees attend work as scheduled Dependability, attendance, punctuality, and a commitment to do the iob right are essential at all times As such, emplovees are expected at work on alt scheduled workdays and during all scheduled work hours and to report to work on time Moreover, an employee must notify his/her supervisor as far in advance as possible (or an amount of time established by departmental policy) if he/she expects to be late or absent tt-is-~e-err~loye ~. ~ L L r ~ .7 "'YYr~ The appropriate supervisor will provide the employee with a daily schedule. The supervisor or management may alter work hours during the workday, or may increase or decrease the normal work hours or work schedule. T~tPSe-c~r~ges~n~-.n~he u3« .Regular full-time employees work a 40-hour week. However, as defined by the Fair Labor Standards Act, Roanoke County places employees whose primary duty is law enforcement or fire protection on an extended 28-day work period. Your supervisor will inform you as to whether or not your position is considered law enforcement or fire protection. Depending on the nature of their work, employees may be allowed to alter their work hours or lunch schedule with approval from the appropriate supervisor. Offices that serve the public, however, must remain open and staffed from 8:00 a.m. until 5:00 p.m. Monday through Friday. While there are no designated times for employee breaks, individuals may need a rest period or brief break during the day. Break periods may not exceed 15 minutes in the morning and 15 minutes in the afternoon. They must not conflict with ongoing work in the office or work area and, therefore, must be scheduled so that offices are open and staffed from 8:00 a. m. until 5:00 p.m. The employee must notify the appropriate supervisor before taking a break. Breaks shall not be used to arrive at work late, leave work early or to extend the lunch period. An employee may be required to work overtime. The guidelines found in Chapter VII, "Your Pay," describe overtime compensation. C, 6 CHAPTER 3 -YOUR JOB A. Personnel Files The Department of Human Resources maintains a personnel file for each County employee. Employee records are maintained in accordance with the retention schedule established by the Commonwealth of Virginia State Library for local government records. This file is the official record of all employment with Roanoke County. Files contain personal data, benefit records, ~+*° :d,,,:.;,c z G~3, performance evaluations, disciplinary actions, training records and other pertinent information. ~e ' In keeping with the Privacy Act, personnel files are available for inspection only by the employee and the employee's supervisor or other authorized supervisor. An employee may review his or her file by contacting the Department of Human Resources for an appointment. A Department of Human Resources representative must be present during a review of a personnel file. Any changes of address, name, telephone number, number of dependents or other information should be reported to the Department of Human Resources so that personnel records and insurance benefits may be kept up-to-date. B. Performance Evaluations Written performance evaluations ~e may be conducted at least once a year for regular full-time employees, as well as temporary and regular Hart-time employees, and may also be conducted at other intervals determined by the supervisor. These evaluations do not replace day-to-day performance discussions between the employee and the employee's supervisor. They should instead help the employee set goals, determine dimensions related to those goals, and establish job specific examples that meet those goals. By doing this, the employee will be able to identify his or her job performance level, growth level and developmental needs. ~~xfo~~~+' ~- ,a ~ ~- Probationary employees a-re m_ av be evaluated during the third month of employment and before the end of the probationary period. ~ Employees are normally evaluated annually on or about their anniversary date or other dates as defined by the department I~nnn ~~~' .,+:.,F ,.+,..~. .._r ______ r Fj The County expects all employees to deliver efficient, quality services to all County 7 residents. Any non-probationary employee who receives an unsatisfactory performance evaluation will h° r°°~~~'•~~*°a ~„ *'~ e~*~ continue to be monitored by the appropriate supervisor. Any employee who receives two or more unsatisfactory annual performance evaluations, not necessarily consecutive, within athree-year period may be subject to dismissal. As outlined in Chapter IV, "Conduct," this does not preclude an earlier dismissal. C. Employee Classification Roanoke County has established a personnel classification plan that is maintained by the Department of Human Resources. Similar positions with like duties and responsibilities are placed in the same job classification and are assigned a pay grade. The Department of Human Resources maintains a description of duties and qualifications for each job classification. c:a^}fia~nt ah~ngar iti jnh rl +' t, la 1. 1, 1,~ ~ ~1, +. ~' F ~t, v vu u vv vav Tl' ~ ~ u min-T~Peniirr~r u~}~n '11 +L. ~1, '+' .a .a + '~ ~1, , yYly yY ~llV~ 7 '°+ ''° ~^re=ti==°a-~e C~'uu==may--=~l~~t~~. It is the resaonsibility of each department director to review iob descriptions for significant changes in iob duties, and submit reauests for changes in classification to the Job Evaluation Team (JET) Recommendations from JET must be approved by the County Administrator . D. Promotions A promotion is the selection of an employee from a job in one salary grade for a position in a higher salary grade. To be considered for a promotion, an employee must meet the requirements and qualifications specified in the job description, lob vacancies are posted as described in Chapter II, "Getting Started." Whenever possible, current Roanoke County employees who meet minimum qualifications should be given preference in hiring. pess~k~ies. When an employee is promoted into a new~osition, that employee will serve up to a six-month transitional review period or a period of time determined by departmental needs. During this time, the promoted employee must demonstrate the ability to perform the essential job functions and suitability for the aosition The department will do what they can through training and development to ensure successful transition to the new iob. E. Demotions Demotions may be based on performance when the employee has displayed an inability to meet job requirements or to perform the assigned tasks of the position. The employee may be assigned to a position in a lower salary grade, if a position is available and the employee can perform the tasks of the new position. A voluntary demotion may occur if i an employee requests and is granted reassignment in a lower salary grade. All demotions must be approved by the appropriate department Bead director, constitutional officer or 8 other County official after review and concurrence by the Director of Human Resources. The salary of a demoted employee may be set at any point within the range established for the new position. If the demoted employee's current salary is above the maximum rate established for the new position, the employee's salary will be reduced. The new salary will be based upon the recommendation of the department head director, constitutional officer or other official, and approved by the Director of Human Resources. F. Position Reclassification The County may make changes in the classification system and adjust an employee's salary if essential job functions increase or decrease to the extent that a different classification is appropriate. The County may make minor changes in the job description or title without affecting the position classification. Department heads directors may request a position reclassification at any time. The request must be submitted through the D~n°r4 cf uula D Job Evaluation Team and must be approved by the County Administrator. A position reclassification may occur in an existing position because of gradual significant increases or decreases in essential job functions and responsibilities. 9ften-a . Where a position reclassification results from gradual changes in essential job functions and responsibilities and the incumbent fills the reclassified position, the County's application process does not apply, N^~~*~^^ -_~~'~ H^f ~ 4~. ti. a 4' a'41 v v auu~i.`~ The employee whose position is reclassified upward ~1-1-~eeei~~e--a-S-Pere°~nc~ease may receive an annronriate increase in salary according to the Roanoke County Pay Philosonhy, which includes maintenance of market competitiveness and the County's ability and/or willingness to nay The salary for an employee whose position is reclassified downward will may remain the same. However, if the employee's present salary is left above the maximum salary of the new, lower grade, the employee will not be eligible to receive merit or performance-based salary increases. Tl:e 1J11I°'^~~°° •~ ~"''° G. Position Establishment and Abolishment The County may establish or abolish positions in the Classification Plan according to its needs. If a new position is established, it will be posted and applications for employment will be accepted according to the County's application process. If a position is abolished, 9 . the employee(s) in the position is treated according to the County's l~eff reduction in force procedure described in section I of this chapter. H. Other Classification Adjustments The County may make changes at anv time in the classification system and adjust employees' salaries based on periodic market place conditions or ~~ salary surveys. Adjustments may occur within identified groups, classes of positions or system- wide. The reassignment of a position or positions at anv time in the Classification Plan as a result of periodic marketplace or wage--and salary surveys is wholly separate from the reclassification process. The County Administrator defines the method by which positions are reassigned and employees' salaries are adjusted. ---~ Reduction In Force (RIF) affected i== a' ~ ~` +' .The need may arise for a reduction in the workforce of Roanoke County. The following reduction in force procedure will be followed Temporary and part-time positions will be eliminated before any reduction in full-time regular positions. Employees in full-time regular positions will then be laid off in reverse order of seniority for that department. The Director of Human Resources will notify in writing any employee affected by a Iayef€ RIF. Before being placed on 1-a~e#~RIF status, an employee will be given an alternate position of the same pay grade and job class in another department, provided a position is available at that time and the employee can perform the essential job functions for the position. Any employee who declines, in writing, such a position will be d}smis~ed separated from County employment and will loose his or her recall rights. If a position in the same grade and job class is not available, the employee will be offered an alternate position in another pay grade and job class, provided a position is available at that time and the employee can perform the essential job functions. The employee's salary will remain the same if it is within the salary range for the alternate position. The salary will be reduced to the maximum salary in the alternate pay grade if the previous salary was above the range for the alternate position. Any employee who declines, in writing, an alternate position in another pay grade and job class will not lose their recall rights. If no other placements are available, the employee will be placed on l~aye€f RIF status. This policy is not applicable to temporary work force reductions. Employees on Iayeff RIF status will be given preferential consideration for vacancies in . other County departments and job classifications. To receive preferential consideration, the employee must aAply for current open positions within six months of the RIF event and must meet the 10 position qualifications as determined by the appropriate department head director, constitutional officer, or other County official and the Director of Human Resources. Recalls As vacancies occur in their department, employees will be given recall opportunities in order of their seniority with the County. Ties in seniority will be resolved by considering documented job performance history. The recall period will not exceed ''~;n 6 months. Recalled employees will resume their former pay rate when recalled within '' h, 6 months. Employees who have accepted another position within County government will be entitled to recall on the same basis as employees on l~ef€ RIF status. 2. Benefits Certain employee benefits will continue for those on 1-aye€f RIF status. The employee on RIF status will not accumulate annual or sick leave since he or she will not be receiving pay. ~~ees If an employee is on RIF status for less than two pay periods, he/she will have the option to be paid for accumulated annual leave or to keep the balance as a credit. Sick leave and comp time will remain as a credit. During this type of ~ RIF status, the employee must continue to pay the employee's premium for health and/or dental insurance coverages) to continue. leap;°~s-.=esFr-ibe~~~~ ,tea-yes--~rEe-' If an employee is kept on RIF status for more than two pay periods, the employee will be paid for any of the unused balance of annual leave, comp time and sick leave as a lump sum payment The sick leave will be paid as described in the Sick Leave Bonus section This employee will be offered the option of continued health and/or dental insurance coverage through COBRA. Virginia Retirement System benefits will cease ~° °~^~^<~°° ^~ reeei-v~xg~ay. r ~ ~ mot;.-° °.,~ C< ~ 1'~` c Fj v~aa iii n.+r.~~ J. Standby and On-Call Some County departments have a need for essential work to be performed outside regularly scheduled hours. Employees who are required to perform this work are placed on either standby or on-call status and are called back to work if necessary. 11 • 1. Standbv Standby is a preplanned status where employees are required to be available for specified periods of time to perform essential work outside regularly scheduled hours and are paid. Employees on standby status are not restricted in the use of personal time, but must be available for call back when contacted by beeper, radio, telephone or other prearranged means. Those on standby are eligible to receive the standby pay rate approved by the Board of Supervisors in the County budget adopted annually. Employees on standby status who do not respond when called for work maybe subject to disciplinary action. Standby status must be requested by the appropriate department Bead director, submitted to the Department of Human Resources for recommendation and approved by the County Administrator or the Administrator's designee. 2. On-Call On-call is a status designated in the job description or by the supervisor that subjects the employee to being called back to work outside regularly scheduled hours. Employees do not receive any type of compensation for on-call status. However, call back for employees on-call is normally not as frequent as for those on standby status. Once called back to work, either by standby status or on-call status, nonexempt employees are paid for all time worked. Exempt/compensatory employees who are called back to work receive compensatory time. (See Chapter VII, section E, "Overtime Compensation," for information on nonexempt and exempt/compensatory status as well as compensation for overtime.) K. Termination of Service Those terminating their employment with the County are required to give a minimum of two-weeks written notice to the appropriate supervisor µra w f +~ +' +~ vvr~ V t,lly liVLI\lCi~pZ(I~7 ~"'` ~tel ~f u D - .This notice enables the supervisor to make arrangements for a replacement and provides for work continuity. The employee should also contact the Department of Human Resources to schedule an ~v 1lt~t~~ appointment for the exit rocess. By mutual consent, the supervisor and the terminating employee may waive or modify the two-weeks written notice. Employees leaving County service must return all County property in their possession to the appropriate department. This includes items such as manuals, identification cards, books, badges, keys, uniforms and tools. The employee will not receive payment for accumulated annual or sick leave until all County property is returned and any debt to the County is settled. 12 ~: The Department of Human Resources conducts exit interviews with all regular full-time employees leaving County service. The purpose of the interview is to gather information that may help reduce turnover, improve working conditions and increase efftciency. The representative from the Department of Human Resources will also make provisions for mailing W-2 forms, leave reimbursement and other vital information. . Exit interview results are kept confidential ~nr~ ° ° a ~, ~-, *~ n~ vvtvi ~~-T - D '~ at. v uia~lSC~R72II~CiTGt01 . L. Continuous Service If an employee should terminate in good standing and return to County employment within 30 days of the date of termination, the employee will retain seniority and shall be given credit for previous service for the purposes of accruing annual leave and sick leave. Individuals within to return to their previous positions with the County should complete an Application for Employment form described in Chapter II, section A, "Application Process" M. Anniversary Dates If employed in a regular position on or after October 1, 1986, the anniversary date is the date of employment and will not change. For persons employed before October 1, 1986 the anniversary date is the date already in effect on October 1, 1986 and that date also will not change. • 13 CHAPTER 4 -CONDUCT A. Conduct Standards Upon accepting a position with the County, employees are expected to apply themselves efficiently to their assigned duties, to be timely and regular in attendance and to maintain satisfactory work performance. Failure to meet these standards will normally result in disciplinary action. It is not possible to list every conceivable form of misconduct. Therefore, the conduct standards listed in this chapter are illustrative. Other forms of misconduct or nonperformance not listed here will be treated consistently within the guidelines described in this chapter. Although the County attempts to offer corrective action whenever possible, immediate dismissal may result where emnlovee behavior undermines aublic confidence in the County's mission or from situations where the County believes corrective action is inappropriate. The County does not intend for this handbook to alter the at-will natu~°e of its relationship with employees. To the contrary, this handbook provides employees with a general understanding of what can be expected from a violation of certain policies and/or procedures. B. Counseling Counseling is intended to be an informal discussion between supervisor and employee relating to work performance or behavior problems which, if not corrected, could lead to disciplinary action. It is not, however, a prerequisite for taking disciplinary action. Through the counseling session, the employee, the immediate supervisor and/or other appropriate supervisor should determine how the employee can improve his or her performance or correct behavior problems. C. Disciplinary Action Disciplinary action will normally fall into one of four categories: reprimands, suspensions, demotions or dismissals. The employee's supervisor issues disciplinary action based on the conduct violation or unsatisfactory job performance. To explain the consequences of misconduct and to maintain uniform standards of discipline throughout the County, illustrative examples are given for each form of disciplinary action. 1. Reprimands There are two types of reprimands, verbal and written. Reprimands are normally issued for violations that include but are not limited to the following: 14 • • unsatisfactory attendance • abuse of sick leave (see Chapter IX, section B, "Sick Leave") • abuse of County time, such as unauthorized time away from the work area or the use of County time to perform personal work • offensive language • conviction of a traffic violation while using a County vehicle • failure to abide by the established safety belt policy • failure to abide by the established smoking policy • unsatisfactory job performance • unauthorized use of computers, software or data, or unauthorized disclosure of access methods or passwords when data has not been modified. a. Verbal Reprimands Before receiving a verbal reprimand, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a reprimand is still to be issued, the supervisor must then advise the employee that a verbal reprimand is being issued and discuss with the employee the unacceptable conduct, including a recommendation for correcting the behavior. The employee will also be advised that any further misconduct could result in a written reprimand. Depending upon the seriousness, nature, and type of misconduct, other disciplinary action may be issued instead. Supervisors and employees are encouraged to keep an informal record of any verbal reprimand or counseling sessions that may take place since these are not formally documented in the employee's personnel file. b. Written Reprimands Misconduct that takes place within 24 months of a verbal reprimand will normally result in the employee receiving a written reprimand. Before receiving a written reprimand, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a reprimand is still to be issued, the supervisor must then advise the employee that a written reprimand will be issued indicating the nature of the misconduct (i.e. "unsatisfactory attendance"). A copy of the written reprimand is given to the employee, the supervisor retains a copy and a copy is placed in the employee's personnel file. Written reprimands remain active for 24 months; during this time they can be considered by management as grounds for further disciplinary action. At the end of the active period, written reprimands become inactive; they are removed from the employee's personnel file and retained only for archival purposes by the Department of Human Resources. If a copy of the written reprimand is maintained in the 15 employee's department, it shall be destroyed when it becomes inactive. the 2. Suspensions Suspensions are normally issued for more serious violations, which include but not limited to the following: • failure to follow a supervisor's instructions or to perform assigned work • failure to abide by safety regulations • failure to abide by established County and/or departmental policies • reporting to work or working under the influence of alcohol or illegal substances (some departments may have a separate policy, with approval by the Department of Human Resources) • leaving the workplace without permission during working hours • unexcused absences • unauthorized use or misuse of County property or records • sleeping during working hours • receipt of a second active written reprimand. Suspensions are normally issued for no more than five working days without pay, as specified by the supervisor. Before receiving a suspension, the employee will be allowed to provide an explanation for misconduct or poor job performance. If a suspension is still to be issued, the supervisor must then advise the employee that a suspension will be issued indicating the nature of the misconduct (i.e. "failure to follow a supervisor's instructions"). A copy of the written suspension notice is given to the employee, the supervisor retains a copy and a copy is placed in the employee's personnel file. Suspension notices remain active for 36 months. At the end of the active period, suspensions become inactive. They are removed from the employee's personnel file and retained only for archival purposes by the Department of Human Resources. If a copy of the suspension notice is maintained in the employee's department, it shall be destroyed when it becomes inactive. ~ vva11111V11 YYe Depending upon the circumstances and severity of the offense and pending investigation period, a suspension without pay may be issued for b°*-~°°°^ ~ *° ~ ~ werl~i~s up to 30 calendar davs with the approval of the Director of Human Resources. 16 3. Demotions A demotion may be based on performance if the employee has displayed an inability to meet essential job functions. The employee may be assigned to a position in a lower salary grade, provided the employee can perform the essential job functions and a position is available. Refer to Chapter III, section E, "Demotions," for further information. 4. Dismissals Dismissals normally occur for violations that include but are not limited to the following: • deliberate disregard for a specific order or directive • absence for two consecutive working days without notifying the appropriate supervisor • use of alcohol while on the job • use, possession or sale of unlawfully possessed controlled substances while on the job • willfully falsifying or damaging County records or property • theft, unauthorized removal or unauthorized disclosure of Co t un y records, information or property • gambling while at the worksite • willfully violating safety rules where there is a threat to life or health • participating in a work slowdown sit-down or strike • , unauthorized use or unauthorized possession of firearms, dangerous weapons or explosives • threatening or harassing other employees or a member of the public • accepting or offering bribes • criminal conviction for conduct occurring on or off the worksite that is d~ee-thy related to job performance or could day affect public confidence in the employee's ability to perform County business • the second active suspension notice or the third active written reprimand • anv act that is physically or verbally threatening, or anv action that may carry the potential to harm or endanger the safety of others, to result in an ac of aggression or to destroy or damage ro e The appropriate supervisor will notify the employee verbally or in writing that a dismissal notice is being issued (see section I, "Employee's Right to Notice" in this chapter). A copy of the dismissal notice is given to the employee, the supervisor retains a copy and a copy is placed in the employee's personnel file. 17 • Dismissals may also be issued when the employee does not meet performance or conduct standards or the conditions of employment for the position. This may include: unsatisfactory job performance documented by two unsatisfactory annual performance evaluations in a three-year period, failure to maintain valid licenses or other necessary job qualifications and inability to perform essential job functions. D. Other Suspensions An employee may be suspended without pay during an investigation of alleged misconduct led by appropriate County officials. Further, any employee who is arrested for or charged with committing a felony, a crime of moral turpitude (crimes contrary to justice, honesty or good morals), or any offense that could directly affect public confidence in the employee's ability to perform County business will normally be suspended without pay. During suspension without pay, if the employee wishes to continue insurance coverage he or she must pay the employee's share of the premium(s). The County will continue to pay the employer's share of the premium(s). (Contact the ~"""" n'om' Deuartment of Human Resources for more information on premium payments.) If the County investigation clears the employee of all alle ed misconduct the em to ee g ~ P Y will be reinstated without loss of any benefits, pay or County service time. Where warranted, the County may impose disciplinary action, including dismissal, upon completion of the investigation of alleged misconduct. Before any suspension discussed in this section goes into effect, the employee will be notified verbally or in writing of the reasons for the suspension (see section I, "Employee's Right to Notice," in this chapter). The employee will also be allowed to offer an explanation why the suspension should be with pay. After consulting with the Department of Human Resources in exceptional circumstances, a constitutional officer, department Bead director, or other appropriate County official may approve a suspension with pay for an employee who is the subject of an investigation. The use of this procedure shall not limit the disciplinary action that may be taken against the employee as a result of the outcome of the investigation. E. Grievance Procedure Non-probationary full-time employees and regular part-time employees are entitled to use the County Grievance Procedure for any matters relating to these conduct policies. Probationary employees are not entitled to use the Grievance Procedure unless they allege discrimination based on race, color, religion, age, sex, political affiliation, disability, veteran status or national origin. (See chapter V, "Grievance Procedure," for more 18 information.) F. Rebuttal Statement The employee may place a statement in his or her personnel file explaining situations that led to a disciplinary notice. This statement does not take the place of the informal discussion step in the Grievance Procedure (see Chapter V, "Grievance Procedure"). G. Procedural Guarantees Employees who serve in the Police Department in a sworn law enforcement capacity, firefighters and emergency medical technicians are eligible for certain procedural guarantees provided by the Code of Virginia. For the Police Department, the procedural guarantees apply to any sworn officer, other than the Chief of Police, who "in his official capacity, is authorized by law to make arrests and who is anon-probationary member" of the Police Department. These procedural guarantees provide an alternative to the County Grievance Procedure and can be found in Chapter 10.1 of Title 2.1 of the Code of Virginia Sections 2.1-116.1 through 116.9. For the Fire and Rescue Department, these procedural guarantees apply whenever an officer, a firefighter or an emergency medical technician is subjected to an interrogation that could lead to dismissal, demotion, suspension or transfer for punitive reasons. These procedural guarantees can be found in Chapter 10.1:1 of Title 2.1 of the Code of Virginia, 1950, as amended, Sections 2. 1-116.9:1 through 2.1-116.9:5. H. Investi ations The County may conduct investigations and/or tests, including drug and alcohol testing, as part of its investigation of unacceptable conduct. These investigations and/or tests will follow accepted administrative policies and current laws. After consulting with the Department of Human Resources and the Office of the County Attorney, the appropriate department 1}ead director, constitutional officer or higher County official may recommend an investigation and/or testing. All departmental policies and guidelines on drug and alcohol testing must be reviewed by the County Attorney and Director of Human Resources, and are then approved by the County Administrator. These policies and procedures should include provisions regulating selection of employees for testing, custody of test samples, qualifications of testing facilities, opportunities for second tests, security and communication of test results, and the range of consequences or alternatives for positive test results. They will also designate the methods that will be used to inform all departmental employees of the provisions. Any 19 drug or alcohol testing conducted on a random basis or to comply with federal or State mandates, including those required for holders of a Commercial Driver's License (CDL), shall be performed following those approved policies and guidelines. I. Employee's Right to Notice Before any dismissal, demotion, transfer instead of dismissal, suspension or receipt of a written reprimand, the employee shall be given verbal or written notice of the offense by the appropriate supervisor, department Bead director, constitutional officer or other County official. Further, the employee shall have the right to offer an explanation and/or contest the decision. The supervisor should consult with the department director and/or Department of Human Resources before issuing w:~y c~~es~~~~~ suspensions and terminations. J. Harassment Policy Roanoke County is committed to a work environment in which all individuals are treated with respect and dignity Each employee has the right to work in a professional atmosphere that promotes equal employment opportunities and ~roh~brts discriminatory practices, including harassment based on race, color, religion, age, sex, national origin, disability status as a veteran or any other protected status. Therefore, Roanoke County expects that all relationships among ersons in the workplace will be business-like and free of bias, prejudice and harassment. Offensive or harassing behavior will not be tolerated against any employee. Supervisory or managerial personnel are responsible for taking proper action to e_nd such behavior in their workplace. K. Sexual Harassment The County has an obligation to maintain a place of employment that is free of harassing, abusive or disruptive conduct. + ' ~ +' ~T•+~ ~nT r t ~• •~ 4 J W V• g-~~~---e~~~ended, Sexual harassment constitutes discrimination is illegal under federal and state laws and county policy, and will not be tolerated. The County is committed to taking positive corrective action where the need arises. Definition Sexual harassment is unwanted sexual attention of a persistent or offensive nature made by a person who knows, or reasonably should know, that such attention is unwanted. Sexual harassment includes sexuall oriented conduct that is sufficiently pervasive or severe to unreasonably interfere with an 20 • employee's sob performance or create an intimidating, hostile, or offensive working environment. This may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender While sexual harassment encompasses a wide range of conduct, some examples of specifically prohibited conduct include• • sexual iokes and innuendo • sexual commentary about an individual's body, sexual prowess or sexual deficiencies • display or circulation in the workplace of sexually suggestive obiects or pictures (including through a-mail) • insulting or obscene comments or gestures • verbal harassment or abuse • on oin ,subtle pressure for sexual activity engaging in sexually suggestive physical contact or touching another employee in a way that is unwelcome. • making sexual or romantic advances toward an employee and persisting despite the employee's resection of the advances • requesting sexual favors accompanied by implied or overt threats concerning an individual's employment status or promise of preferential treatment for an individual's employment status • actions or activities--even though frivolously intended--that express employment preferences motivated by sexually oriented concerns • the promotion or condoning of a hostile, sexually harassing environment. Sex-based harassment, that is, harassment not involving sexual activity or language (e.g., male manager veils only at female employees and not males) may also constitute discrimination if it is severe or pervasive and directed at employees because of their sex. Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature constitute sexual harassment when any of the following occur: • submission to such conduct is made either directly or indirectly a term or condition of employment • submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual • such conduct has a purpose or effect of substantially interfering with an individual's work performance or of creating an intimidating, hostile or offensive work environment. 21 • 2. Statement of Action Individuals who experience sexual harassment must notify the violator directly or indirectly that such behavior is offensive and if repeated will be reported to the appropriate supervisor. Thr~~~*~~~ -~ ~~~~ ~,~ ~,~~--~~.< <-- ~+-_ _ _ _ _ ,. ., K~ 7 baEE)mt~'1E~v~rr~nf h~~,~~Fe~~o~ u~D~e~~es. The County strongly urges the reporting of all incidents of discrimination, harassment or retaliation, regardless of the offender's identity or position Individuals who beheve_ they have experienced conduct that they believe is contrary to Roanoke County's Sexual Harassment Policy or who have concerns about such matters should file their complaints with their immediate supervisor, the Director of Human Resources or any member of the Human Resources Department before the conduct becomes severe or pervasive Individuals should no_t feel obligated to file their complaints with their immediate supervisor first before bringing the matter to the attention of one of the other County designated representatives identified above Violation or misapplication of this policy may result in disciplinary action, including dismissal. The County's commitment to eliminating sexual harassment from the work place should not be viewed as an opportunity for employees to intentionally make unfounded, frivolous or vindictive actions that violate the intent of this policy. The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing conduct from promptly advising the offender that his or her behavior is unwelcome and requesting that it be discontinued In dealing with complaints of sexual harassment, the County will follow due process and the rights of all parties will be protected. All formal complaints of sexual harassment shall be investigated following the formal investigative procedures developed or approved by the Director of Human Resources. The Sexual Harassment Investigative Procedure is on file in the Department of Human Resources. L. Retaliation or Acts of Reprisal for Filing a Grievance Roanoke County prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports Retaliation against an individual for reporting harassment or discrimination or for articipating in an investigation of a claim of harassment or discrimination is a serious violation of_ this policy and, like harassment or discrimination itself, will be subject to disciplinary action . Non-probationary full-time employees and regular part-time employees are eligible to file grievances, following the provisions and exclusions described in Chapter V. ~~~e~etrxt~ 22 Those who believe they have been retaliated against for filing a grievance may use the Crrievance Procedure described in Chapter V or may choose to follow the policy described below. 1. Definition Retaliation or acts of reprisal for filing a grievance may include but are not limited to: disciplinary action, demotion, suspension, dismissal or other adverse job action taken against an employee who files a grievance. Retaliation or acts of reprisal may also include harassment, unfavorable work conditions or work assignments that are not directly related to essential County business, and implied or overt threats concerning an individual's employment status. 2. Statement of Action The employee must report any retaliation or reprisal to the appropriate supervisor, the County Attorney, the Director of Human Resources, or the County Administrator. The appropriate supervisor or official must immediately deal with any known act of retaliation or reprisal against an employee for filing a grievance. Violation or misapplication of this policy may result in disciplinary action, including dismissal. The County's commitment to eliminate workplace retaliation or acts of reprisal for filing a grievance should not be viewed as an opportunity for employees to intentionally make unfounded, frivolous or vindictive actions that violate the intent of this policy. In dealing with complaints of retaliation or acts of reprisal for filing a grievance, the County will observe due process and the rights of all parties will be protected. • 23 CHAPTER 5 -GRIEVANCE PROCEDURE A. Pu ose Generally, the majority of employee/employer problems can be settled to the satisfaction of both through informal discussion between the employee and the supervisor. If not, the Grievance Procedure described in section H of this chapter, may be used. This procedure provides an immediate and fair method for the resolution of disputes and complaints that arise out of the employee/employer relationship. The purpose of this procedure is as follows: • To provide employees a method for having complaints considered rapidly, fairly and without fear of reprisal • To encourage employees to express themselves about work conditions that affect them as employees • To assure employees that personnel actions will follow fair and uniform policies and procedures • To develop in supervisors a greater sense of responsibility in dealing with employees Any supervisor or other management official who makes a reprisal against an employee for filing a grievance may be subject to strict disciplinary action, including demotion and dismissal. B. Coverage of Personnel The following personnel may use the Grievance Procedure: • non-probationary, full-time Roanoke County Department of Social Services employees • non-probationary, full-time employees of constitutional officers who have chosen to have their offices participate in the County's grievance procedure • all other non-probationary, full-time employees • part-time employees who have worked for the County at least six consecutive months. The following County employees are not allowed to use the Grievance Procedure: • Board-appointed officers • elected officers • the County Administrator • the County Attorney • chief deputies of constitutional officers 24 • chief financial officer • assistant county administrators • department 13eat~~ directors • probationary employees, temporary, limited term and seasonal employees • law enforcement officers who choose to file a grievance under the statutory grievance procedure for law enforcement personnel. Probationary, temporary, limited term and seasonal employees may file a grievance if the complaint involves a charge of discrimination. Assistant county administrators and department Iiea~ls directors may file grievances regarding disciplinary actions limited to dismissals. The County Administrator will determine which positions are exempt from coverage under this procedure and will maintain an up-to-date list of all exempt positions. C. Management Rights The County has management eights, or the authority to arrange its human and material resources in order to provide efficient and effective services to County residents. Nothing in the Grievance Procedure is intended to restrict or change the following management rights, so long as they are not exercised in an arbitrary and/or capricious manner: • To direct the work of employees as well as establish and revise wages, salaries, position classifications and general employee benefits • To hire, promote, transfer, assign and retain or dismiss employees • To maintain the efficiency of County governmental operations • To relieve employees from duties in emergencies • To determine the methods, means and personnel to accomplish operations. D. Using the Grievance Procedure Definitions A g~°ievance is a complaint or dispute by an employee relating to his or her employment; a grievant is an employee who files a grievance. An employee has the right to use the Grievance Procedure for any matter he or she believes needs to be formally addressed. However, the County Administrator will determine grievability, or whether an employee's complaint will be resolved using the Grievance Procedure. If the County Administrator determines that the complaint is not grievabce, the employee may appeal the decision to the Roanoke County Circuit Court. The employee also has the option to request administrative review of the complaint outside the Grievance Procedure. Grievability and appeal are discussed in section F of this chapter. • 25 . 2. Grievable Complaints Following the Code of Virginia, the County has distinguished circumstances where a complaint will generally be determined grievable and situations where it will not. Complaints or disputes related but not limited to the following will generally be found grievable: • disciplinary actions involving dismissal, demotion, suspension or written reprimand • dismissals resulting from discipline or unsatisfactory job performance • concerns regarding the proper application of personnel policies and regulations • complaints of discrimination on the basis of race, color, religion, age, sex, political affiliation, handicap or disability, veteran status, or national origin • any complaint alleging any action that would be prohibited by Title II of the Americans with Disabilities Act. An employee will typically be allowed to use the Grievance Procedure for complaints or disputes related to retaliation or acts of reprisal associated with the following: • using the Grievance Procedure or participating in the grievance of another County employee • compliance with any United States law or Virginia law • reporting any violation of United States law or Virginia law to a governmental authority • seeking to change United States or Virginia law before the Congress of the United States or the Virginia General Assembly. Non Grievable Com Taints Complaints or disputes related but not limited to the following will generally be decided as not grievable: • management rights described in section C of this chapter • content of ordinances, statutes, or established policies or regulations • establishment or revision of wages, salaries, position classifications or reclassifications, or general benefits • failure to be promoted except where the employee can show that established policies were not followed or applied fairly • work activity accepted by the employee as a condition of employment or work activity which may be reasonably expected to be part of the job content • measurement and assessment of work activity through performance evaluation, except where the employee can show that the performance evaluation was arbitrary or capricious 26 • dismissal, demotion or layoff because of lack of work, reduction in work force, or job abolition, except where the action affects an employee who has been reinstated within the previous six months as the result of the final determination of a grievance. For grievances brought under this last exception, the County's action will be upheld once it shows that a valid business reason existed for the action and that the employee was notified of the reason in writing before the effective date of the action. E. Employee Rights and Representation The grievant shall be permitted to be accompanied by or represented by an individual of his or her own choice at the Step III meeting and the Step IV panel hearing. The grievant is responsible for any expenses related to representation. By mutual agreement, the grievant and the County may extend the time periods established in the steps of the Grievance Procedure, unless those time periods are designated by law. F. Determinin and Appealing Gr'ievability Whether or not a matter is grievable may be raised at any time during the Grievance Procedure until the Step IV panel heating begins. Once raised, the issue must be resolved before any further proceedings on the grievance: The issue of grievability shall be resolved before the panel heating convenes, otherwise it shall be considered waived. At the request of either management or the grievant, the County Administrator will decide whether or not a matter is grievable. The Determination of Gtievability form (Form A) must be used to make the request and the decision shall be made within 10 calendar days of its receipt. The County Administrator will notify the grievant of the decision through the Determination of Grievability form. The grievant may appeal the decision by signing the "Notice of Appeal" on the form and returning it to the County Administrator within 10 calendar days of the Administrator's decision. A copy of the form asking for appeal must be given to the Department of Human Resources. The grievant must also file a motion with the Roanoke County Circuit Court Clerk. The County Administrator will then have ~ 10 calendar days to transmit the following materials to the Clerk of the Court: a copy of the County Administrator's decision, a copy of the notice of appeal and any exhibits. A list of any exhibits or evidence given to the court shall be given to the grievant at the same time. If the County Administrator fails to transmit the materials within the time allowed, the grievant' s rights shall not be compromised. The Court, on a motion filed by the grievant, may issue a writ of certiorari, which would require the County Administrator to transmit the records to the 27 Clerk on or before a specified date. The Court may affirm the County Administrator's decision or may reverse or modify the decision. The decision of the Court is final and is not appealable. G. Policv Both the grievant and the County must obey, or comply with the substantial procedural requirements of the Grievance Procedure. If one party does not comply, the other party must send a written notice of the violation to the other. A copy of the notification must also be sent to the County Administrator. The violator must correct the violation within five working days of receiving the written notice. Otherwise, a decision will be made in favor of the other party. The County Administrator or the Administrator's designee shall make the final determination on all compliance issues. Decisions made by the County Administrator or the designee may be appealed by filing a petition with the Clerk of the Circuit Court within 30 days of the compliance determination. H, Procedure Grievances beyond the informal discussion step shall be documented in writing on forms supplied by the Department of Human Resources. During Steps I, II and III, both the grievant and the County may call upon appropriate witnesses. At least 24 hours in advance, the grievant and the appropriate County representative shall make a reasonable effort to notify one another of all witnesses expected to appear at their meeting. Either party has the right to have any witness excluded during the meeting when that witness is not actually testifying. The resolution of complaints or disputes through the Grievance Procedure shall proceed in the following manner. Informal Discussion with the Immediate Supervisor An employee with a complaint shall first discuss the problem directly with his or her immediate supervisor. The complaint does not need to be in writing at this point. The employee has 30 calendar days from the time the event occurred that created the complaint to initiate the informal discussion with the immediate supervisor. The immediate supervisor shall give the employee a verbal response within ~ 10 calendar days following their discussion. If the problem is not resolved through informal discussion, the employee has. the right to pursue the grievance through • the procedure outlined below. 28 2. Step I--Meeting with the Step I Official If the informal discussion does not resolve the employee's complaint, the employee may file a written grievance with his or her department bead director on the Grievance form (form B). The form must be filed within tt~ 10 calendar days following the end of the informal discussion procedure and it must specify the employee's expected resolution to the complaint. A Step I official shall submit a copy of the Grievance form to the Director of Human Resources as soon as it is received. For most departments, the department head director is the Step I official. The Chief of Police, Chief of Fire and Rescue, and the Sheriff may designate in writing another appropriate official at the rank of Captain or above to be the Step I official for addressing grievances originating in their departments. The Step I official shall call a meeting to gather information about the grievance within ten 10 calendar days of receiving the Grievance form. The grievant and Step I official are the only persons who may be present at this meeting. Either party may call witnesses during the meeting to present facts and evidence related to the grievance. The Step I official shall give a written response to the grievant within ten 10 calendar days following the Step I meeting, and a copy of the response shall be given to the Director of Human Resources. i 3. Step II--Meeting with the Top Level Official If the Step I written response does not resolve the grievance, the grievant may indicate his or her disapproval on the Grievance form and resubmit the form within ten 10 calendar days to the appropriate assistant county administrator or other top level management official. These persons serve as the Step II top level official. Should the next level of supervision for a department be the County Administrator, the grievance shall proceed directly to Step III. For Police, Fire and Rescue, and Sheriffs Department employees, Step II grievances will be addressed by the Chief of Police, Chief of Fire and Rescue, or the Sheriff respectively, if these officials have not already addressed the grievance. The top level official shall call a meeting to gather information about the grievance within tern 10 calendar days of receiving the Grievance form. The grievant and the top level official are the only persons who may be present at this meeting. Either party may call witnesses during the meeting to present facts and evidence related to the grievance. The top level official shall give a written response to the grievant within ten 10 calendar days following the Step II meeting, and a copy of the response shall be given to the Director of Human Resources. 29 4. Sten III--Meeting with the County Administrator If the Step II written response does not resolve the grievance, the grievant may again indicate his or her disapproval on the Grievance form and resubmit the form to the County Administrator within ten 10 calendar days of the Step II reply. The County Administrator shall call a meeting to gather information about the grievance within ten 10 calendar days of receiving the Grievance form. At the agreement of both parties, the County Administrator may designate an assistant county administrator to address the grievance, if an assistant county administrator has not already served as the Step II top level official. At the Step III meeting, the grievant may have a representative present. If the grievant is represented by legal counsel, the County may likewise be represented by counsel. Either party may call witnesses during this meeting to present facts and evidence related to the grievance. The County Administrator shall give a written reply to the grievant within ten 10 calendar days following the Step III meeting, and a copy of the reply shall be given to the Director of Human Resources. 5. Step IV--Panel Hearin If the Step III written response does not resolve the grievance, the grievant may request a panel hearing. The request for the Step IV panel hearing shall be submitted in writing to the County Administrator on the Panel Hearing form (Form C) within ten 10 calendar days from receiving the Step III decision. The County Administrator shall immediately submit a copy of the panel-hearing request to the Director of Human Resources. The County Administrator or the Administrator's designee shall arrange a hearing and forward copies of the grievance to the panel members. The panel is appointed by the Board of Supervisors and consists of three regular members and twe four alternate members. All are appointed for three-year terms. The panel selects a chairperson at the beginning of each grievance panel hearing. To insure impartiality, the following persons will be disqualified and will not serve on the panel: • individuals who are directly involved with the grievance or with the circumstance that caused the grievance • an attorney who is directly involved with the grievance, or a partner, associate, employee or co-employee of such an attorney • a spouse, parent, child, descendants of a child, sibling, niece, nephew or first cousin of any participant in the grievance • a parent, child, descendants of a child, sibling, niece, nephew or first cousin of the spouse of any participant in the grievance. 30 An alternate panel member shall serve for any member disqualified from the grievance hearing. The panel shall hear the appeal within ~ 10 calendar days from receiving the case or as soon as a panel can reasonably be assembled. I. Rules and Guidelines for Conducting Panel Hearings 1. Rules The following rules govern each panel conducting Step IV appeals. a. The panel has the responsibility to rule on the interpretation and application of the County's personnel policies, rules and regulations. It is not authorized to create policies or procedures, or to change existing policies or procedures. b. At the request of either party that the hearing be private, the panel shall determine whether persons who do not have an interest in the hearing may be present. c. Before the Step IV hearing begins, the County shall simultaneously give copies of the grievance record, including any documents, to the panel members and the grievant. The County shall give the grievant and his or her attorney access to view and/or copy all relevant files that will be used in the Step IV hearing. They shall be given access to these files at least tern 10 days prior to the hearing. d. Both parties shall be given full and equal opportunity to present their evidence. The panel chairperson shall have the authority to determine the admissibility of evidence, without regard to the burden of proof, and the order of presentation of evidence. The panel may receive as evidence exhibits offered by the grievant or the County, and these shall be marked and made part of the record. e. The hearing is not intended to be conducted like a court proceeding and the formal court rules of evidence do not necessarily apply. All evidence shall be presented in the presence of the full panel and both parties, unless both parties mutually agree otherwise. f. At least €xFe 5 days in advance of the hearing, the parties will exchange copies of all documents and exhibits that will be introduced at the hearing and a list of expected witnesses. g. The panel's decision on the appeal shall be made by majority vote. It shall be final so long as the decision is within the panel's authority. The decision will be subject to existing County policies, procedures and ordinances and any applicable laws. 31 h. No later than ten 10 calendar days after the Step IV hearing is complete, the chairperson shall file the panel's decision using the Panel Hearing, form with the County Administrator. The County Administrator shall promptly send copies of the decision to the grievant, the top level official and the Director of Human Resources. 2. Guidelines The following guidelines may be used by the panel to conduct the hearing. a. At the beginning of the hearing, the panel may ask for statements from the grievant and the County or their representatives that clarify the issues related to the grievance. b. The County or its representative shall then present claims and proofs, and witnesses who shall submit to questions or other examinations. This process will then be repeated by the grievant. At its discretion, the panel may vary this procedure but must give both parties full and equal opportunity to present any material, relevant proofs or witnesses. c. Both parties may offer evidence and may be required by the panel to provide additional evidence necessary to understand the dispute and make a determination. d. The chair erson shall determine if both arties have c m 1 p p o p eted their presentations by asking the grievant and the County if any further proofs or witnesses are to be heard. When both parties state that they have no further proofs or witnesses, the chairperson shall declare the panel hearing closed. e. Before the panel's decision is filed with the County Administrator, the hearing may be reopened by a panel motion or an application from either party. The application must give good reasons why the hearing should be reopened. f. Any or all of the time periods established in the hearing procedure may be extended by the panel chairperson or by the mutual agreement of the grievant and the County. 3. Implementation and Other Matters a. Once the panel has concluded the hearing and reached a decision, the County Administrator shall implement the panel's remedy to the extent that it is consistent with State and federal laws, and County policies. b. If either the grievant or the County believes the panel's decision is not consistent with State and federal laws, and County policies, the party in disagreement shall inform the panel and the other party within ten 10 calendar 32 • days of receiving the decision. Either party may petition the Circuit Court for an order requiring the County Administrator to implement the panel's decision. c. The question of whether a panel decision is consistent with County policies shall be determined by the County Administrator or the Administrator's designee. The decision shall be made by the Roanoke County Commonwealth's Attorney if the County Administrator or the designee is directly involved with the grievance. d. The grievant must assume any costs for legal representation or for preparing his or her case. 33 • CHAPTER 6 -ADMINISTRATIVE POLICIES A. Travel Reimbursement Employees required to travel for County business will be reimbursed for work-related travel expenses. All travel is subject to prior approval by the appropriate supervisor. Reimbursement will only be approved after submitting all eligible travel expenditure receipts. Ineligible expenses include but are not limited to the following: purchasing alcoholic beverages, personal recreation-related expenses, and in-room hotel "pay-for- view" movies. Employees who use their personal vehicle for County business are also eligible to receive mileage reimbursement. Reimbursement is paid at the current per-mile amount. For further information, refer to the County Travel Policy on file in the Department of Finance ~~.d t''° T'°~~~-'~°~* °~ LT D or on the Department of Finance Intranet site. B. Safety . Safety on the job is crucial. It is the responsibility of all County employees to observe the safety rules established for their positions. Department directors and supervisors shall be held responsible for providing the training of employees in the proper use of anv required machinery, equipment, tools and personal protective equipment and in documenting such training. Employees will be expected to participate in and complete trainins as gained to the proper use of any required machinery, equipment or tools. They will also be trained and expected to use the proper personal protective equipment that is required for their job. Employees who use a County vehicle aye shall be expected to follow the established County and State safety procedures and traffic laws. Any questions that anv employee may have about these Safetv procedures or laws should be promptly addressed to the employee's supervisor Failure to follow established safety rules or improper use of protective equipment, will be considered a violation of conduct standards and appropriate disciplinary action will follow. An employee who finds any apparent defect in County equipment must report it to the appropriate supervisor as soon as possible, preferably before beginning the shift. Any accident involving County equipment must also be reported immediately to the appropriate supervisor regardless of the cause. 34 C. Use of County Vehicles Employees are responsible for the proper care and maintenance of County-owned vehicles used in their work. Those who will operate County vehicles must at all times possess a valid Virginia driver's license and must have and maintain a satisfactory driving record. In addition, employees who will be driving vehicles ~ t~te~ meeting DOT requirements must possess the appropriate Commercial Driver's License (CDL). Emplovees holding a CDL will be subject to drug/alcohol testing as required under the federal Omnibus Transportation Employee Testing Act of 1991 which is further discussed in section G, "Drug Free Working Environment" in this chapter. The County requires a current Di~rsian Department of Motor Vehicles ~Dl~ record from new employees and at the time any employee is transferred, promoted or reassigned to a position that requires driving a County vehicle. The revocation or suspension of an employee's driver's license or any driving restrictions must be reported to the appropriate supervisor. The existence of a revocation, suspension or driving restriction, or the failure to promptly notify the supervisor of its existence, may be sufficient grounds for demotion or dismissal. Established County and State safety procedures must be followed while using County vehicles. Vehicles may be assigned to an employee either on a take home basis from a pool of vehicles or on a task basis. County vehicles are not for personal use except for commuting to work when authorized. Use of Police Department and Sheriff s Department vehicles is wed--in governed by the Take Home Vehicle Policy of those departments. If an employee is involved in an accident with aCounty-owned vehicle, the appropriate supervisor must be notified of the accident immediately. If the ~°°~a°~* ~~-~^'~•°~'~^a~'•~ An investigation of all accidents must be conducted by law enforcement personnel. A Vehicle Accident form must also be completed and submitted to the Risk Manager within 24 hours of the accident or by the next workday. The County Vehicle Accident Review Committee and Risk Manager review all accidents. Employees involved in an accident while driving their personal vehicles on County business must notify the appropriate supervisor. D. Severe Weather Policv Employees are responsible for reporting to work on time. When weather conditions do cause transportation or reporting to work problems, the employee must contact the appropriate supervisor. If the supervisor decides the employee is not required to report to work, the supervisor may let the employee take annual leave or compensatory time (if eligible) as appropriate. An employee who fails to make a reasonable effort to get authorization for an absence may be subject to discipline. 35 In extreme weather conditions, County offices that do not provide emergency services may be closed by the County Administrator. When this occurs, employees will be notified through their supervisor or the local media. Those who must report to work in severe weather during authorized closings will be compensated. Non-exempt employees will receive payment at their regular hourly rate for all hours worked in addition to their regular salary. Exempt personnel will receive compensatory time, if eligible, for all hours worked in addition to their regular salary. Employees who are not required to report to work during authorized closings will not be penalized. E. Immediate Familv Members within a Department (Nepotism It is the policy of the County not to place immediate family members in a supervisor- subordinate relationship within the same department. This includes regular full-time, part- time, probationary, seasonal and temporary employees. The immediate family includes: spouse, children, brothers, sisters, parents and grandparents of the employee and the spouse. F. Smoking Policy Smoking is prohibited in County-owned (including leased space) buildings and facilities, except in designated areas. The County is concerned about the health and welfare of its emplovees and is responsible for providing a work environment that does not present a health or safety hazard to emplovees or County citizens. Employees who violate the Smoking Policy could be subject to a reprimand. See vour supervisor if you have any questions. Th;a ;~ ~ * ~.~' ~, a ~ ~+ ~~; . +~, + ' ~~ +~, r~ ,~ _ + ~~ N ^~ J yll 111V ~. F u y ~g ei,°~ c cci'~i-`o`~fl~~f~}S-FrC~~~-E~lf~ -r r ~ ccc'a-'i9-rrrvr d:sCj-uccrorr. G. Drug Free Working Environment The County of Roanoke is committed to providing adrug-free working environment for all employees. The unlawful manufacture, distribution, dispensing, possession or use of alcohol or a controlled substance by an employee is prohibited in the workplace and is cause for immediate dismissal. No employee shall distribute, dispense, possess, use or be under the influence of any alcoholic beverage or other intoxicating Ii~er~ substances. The County is mandated to perform drug/alcohol testing for emplovees covered 36 under the Omnibus Transportation Emplovee Testing Act of 1991, specifically those emptovees who are reauired to have a commercial driver's license (CDL) and who perform safety-sensitive functions for Roanoke County Requirements include pre- employment, random, reasonable cause. return to duty and follow-up tests (following a positive test result). Employees who must be tested will be provided written information on testing requirements and an opportunity to ask questions at the time of employment. The Office of Risk Management has the responsibility for all drug/alcohol testing of CDL holders. Ouestions on drug/alcohol testing for CDL holders should be directed to your supervisor and the Office of Risk Management The Department of Human Resources will provide technical assistance in this area upon request. Employees taking prescription drugs issued by a licensed physician or over-the- counter drugs are responsible for knowing how the drugs will affect his/her job performance, reporting the use of such substances to his/her supervisor, and obtaining Roanoke County's authorization to use such drugs while working Please consult your supervisor if you have any questions or concerns about the County's policy on drugs or alcohol in the workplace. The County intends to fully comply with the requirements of the Drug-Free Workplace Act, the Drug-Free Schools and Community Act and the Omnibus Transportation Employee Testing Act of 1991. This policy is intended to cover all employees of the County if it is determined that "reasonable cause" exists for drug/alcohol testing, and it is necessary to ascertain an em lovee's fitness for duty. The County has contracted with an Emplovee Assistance Program to provide confidential assistance to emptovees and their families who suffer from a wide variety of problems. (See Chapter 8, section G, "Emplovee Assistance Program") You are encouraged to contact the EAP counselor if you are experiencing problems with alcohol or drug abuse. All conversations with the counselor will be held strictly confidential unless you request otherwise. H. r:.:„y~:t°vr U~ '~- c° r~*•• n°'~ Electronic Media Usage Policy This policy governs the use of a-mail, the Internet/Intranet, telephones, and any other electronic device provided by the County and used by an employee in the furtherance of County business. It is the responsibility of the department director to ensure compliance with the policy. Employees are responsible for the proper use of sempa~ electronic equipment, software, data, °~a *'~° °°~~a°°*~~~=t~ o= log-on IDs, and passwords. Wllll L11V VVllllllV11L1LL1 Log-on IDs and passwords assigned to individual emptovees are to be held strictly confidential and are not to be divulged to other emptovees nor to individuals not in the employ of the County unless specifically directed by a supervisor Unauthorized access and use of computers, software and data is strictly prohibited. 37 $@C~6., r ccTl'~ .,1'., A 1.+',-.,, » 11 ~~ Yl J ~ 7 CL13U! Vl ZI When using the Internet or fax machines, emplovees are directed not to send materials of a sensitive nature or which constitute the confidential information of Roanoke County unless the information is appropriately encrypted to prevent access or interception by unauthorized third parties. Employees are expected to treat all electronic and verbal communications, particularly of a confidential nature, the same as written materials. Employees who use these communication systems for sending any message that damages the County's reputation or competitive advantage may be subiect to appropriate disciplinary action, up to and including dismissal. All electronic communication systems and all communications and stored information transmitted, received, or contained in the County's information systems are the property of the County and as such are to be used solely for iob-related purposes. One should not expect that any communications made through the County system are private. The County retains the right and maintains the obligation as the owner of computer, software, and data to access, review, and use such for County business and to gather information as deemed necessary to conduct investigations or to assist in legal investigations of individuals or incidents at any time and without prior notice. Use of County telephone, voice mail, and computer systems constitutes acceptance of such monitoring. Roanoke County policies against sexual or other harassment apply fully to the email computer, Internet/Intranet, and voice mail systems, and any violation of those policies is grounds for discipline up to and including discharge. Therefore, no messages should be created, sent, or received if they contain intimidating, hostile, or offensive material concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law. Roanoke County is not responsible for material viewed or downloaded by users from the Internet. The Internet is a worldwide network of computers that contains millions of pages of information. Users are cautioned that many of these pages include offensive, sexually explicit and inappropriate material In general, it is difficult to avoid at least some contact with this material while using the Internet Users accessing the Internet do so at their own risk. Employees may not use the County's Internet connection to download games or other entertainment software, or to play games over the Internet Also, emplovees are . responsible for complying with copyright law and applicable licenses that may apply 38 • to software, files, graahics, documents, messages and other material available to download or copy. • • 39 CHAPTER 7 -YOUR PAY A. Classification Plan The pay of all regular County employees is established by The Classification and. Pay Plan which is approved annually by the Board of Supervisors. The Department of Human Resources is responsible for developing and maintaining a uniform plan. Pay ranges, or gi°ades, are assigned for every classified position in the Plan. Every grade consists of minimum and maximum pay rates for a position. 1 CL{.V 1V1 B. Recording Work Hours Personnel covered by this handbook must accurately record all work hours and leave time on an approved time sheet or time card. The standard workweek for payroll purposes begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 midnight. Time sheets or cards must be submitted to the appropriate supervisor after the biweekly pay period is complete (see next section). The appropriate supervisor verifies and approves hours worked and departmental time records are forwarded to the Payroll Office. C. Pa,~ays Employees are paid biweekly. Paydays occur on alternate Fridays throughout the year. If a payday falls on a holiday, employees are paid the workday before the holiday. D. Direct Deposit The County provides electronic funds transfer into your bank or credit union account. All new full-time employees are required to participate in direct deposit Regular part-time employees who work on a weekly basis may also participate in the direct deposit if they choose. • 40 E. Deductions The amount of salary earned and the amount of salary received will differ. This is a result of pay deductions. Some deductions are required by law and others are made at the employee's request. State and federal income taxes and Social Security deductions are required by law. Other legal deductions could include garnishments, tax liens and other wage assignments. These payments are deducted from each employee's salary according to federal and State rates. All other deductions are voluntary and made at the employee's request. These may include health insurance, savings bonds, credit union payments, United Way contributions, deferred compensation and the Roanoke County l~er~e#~e~~~ Flexible Spending Accounts. F. Overtime Compensation Each job class is given the status of either nonexempt or exempt, and exempt job classes are further separated into exempt/compensatory and exempt/discretionary. The job class status is used to determine overtime compensation. To be considered exempt, an employee's job duties must fit into either an executive, administrative or professional category by the Fair Labor Standards Act. Those employees whose job duties do not fall into these categories are classified as nonexempt. Your supervisor will inform you of your status when you are hired. 1. Overtime Compensation for Nonexempt Emplo. Overtime compensation will begin for all hours actually worked over 40 during the established workweek (Saturday 12:01 a.m. through Friday 12:00 midnight). The County provides overtime compensation in the form of time and one-half the nonexempt employee's hourly pay rate. Sick leave, annual leave and holiday hours are not considered actual work hours for the purposes of calculating overtime. Management may reschedule employees during the work period so that no more than the normally scheduled hours are worked. As defined by the Fair Labor Standards Act, Roanoke County places employees whose primary duty is law enforcement or fire protection on an extended work period. The extended work period is 28 days and the County provides overtime compensation r.:1c. ;~ ~ :11,• v.°;,.'~::.g 1',1 hour° „ *'~~ ''4 a° a in accordance with FLSA guidelines. Compensation is at time and one-half the employee's hourly rate. Sick leave, annual leave, and holiday hours are not considered actual work hours for the purposes of calculating overtime. Management may reschedule employees during the work period so that no more than the normally scheduled hours are worked in the 28-day period. Upon employment, your supervisor will inform you as to whether or not your position is considered law enforcement or fire protection. 41 The appropriate supervisor must pre-approve all overtime. ~ee~--e~tt~~tl~e~Fere-perk: Overtime payment is included on the employee's paycheck that follows submission of the biweekly time sheet containing the overtime work except those on a 28 day cycle. Employees on a 28 day cycle (public safety) are paid their overtime on the paycheck that follows the submission of the time sheet at the end of their 28 day cycle, 2. Exempt/Compensatory Overtime Compensation Employees may be designated as exempt'compensatofy iftheir job duties fit into an executive, administrative or professional category but are below the assistant department lead director level. Exempt/compensatory employees earn compensatory time off on an hour-for-hour basis for all hours actually worked over 40 during the established workweek. Compensatory time off must be taken as soon as is practical according to the workload of the department. If the department's work load makes it impractical to take compensatory time off as soon as it is earned, compensatory time off can accumulate. However, accumulated compensatory time off may not exceed 100 hours at the beginning of each fiscal year (July 1). Employees who move from an exempt/compensatory position to either nonexempt or exempt/discretionary position will forfeit all accumulated compensatory time off. This provision does not apply if the new position was a result of a reclassification. When an employee leaves County service voluntarily or involuntarily, he or she forfeits all compensatory time off. If an employee with accumulated compensatory time is placed on ~ff reduction in force status, the compensatory time will be paid out as a lump sum with any accrued annual leave and/or sick leave. ,,,.,., ~.° °a ''°'a '~~'~ +''° °"""^ °4.. +^ r~~ [~m.ae~~Cer'y-L"iIII~i rolYTCt°G~VPhe-lI ±GiIV -GZi11"iiv~ vv ;u ~~/~~~~/ 3. Exempt/Discretionary Overtime Compensation An employee is designated as exempt/discretionary if their job duties fit into an executive, administrative, or professional category and is at the assistant department director or senior management level or above. Exempt/discretionary employees are expected to work the hours necessary to complete the iob and do not accumulate or record overtime (comp time) hours worked on an hour for hour basis as described above in the Exempt/Compensation section.l3~t~i~stead Exempt/discretionarv employees are 42 eligible to take time off at their discretion based on ~°*~•°' °•~°~~~~° hours that have been worked beyond the normal workweek. '`T°~^"~~ +"~° '°_°°' of _ ~ ...,~.. ,..,......~_ .....~._.-~-- r~ ~----_ --_- ---- _-- ------_ _--- --__- _____. G. Performance Evaluation "~°~+ T^^~°^~°° E`rl~-iii-r~E~&~c'6 e1~3p~9~e5-6ir thl'xi -c'li~iii`dl~~~---c~uc~vi peFfvrn~l~C$-a~tt~Or~~eE~~EhC~cce~ii h •"`' ed-~~- t13L~Beptcrimc- ~ ;,f ~r.....,•.„ D°~c~.ccU. Roanoke County is committed to evaluating emplovee performance and to providing feedback about emplovee efforts. The performance appraisal is an opportunity to evaluate past performance, set performance goals for the future, and to develop plans for skills learning and career development. Performance appraisals are normally completed on a yearly basis. H. Acting Status Compensation An employee who is required to assume the duties of another employee in a higher pay grade is entitled to acting status compensation. This compensation is a temporary 10 percent increase in the employee's salary, or to the minimum of the pay grade, iw..5°v w.v .i.b.... Y"J b` whichever is more. •a '' +'' ~~+'~~„ +''° °^ ~~+''°-'''"''°= ^ w''e. The employee fulfilling acting status will receive the appropriate compensation beginning on the first day of the pay period following two consecutive weeks of acting duty status. I. ZO Year Service Pay When afull-time emplovee has reached 20 years of continuous full-time service with the County, the emplovee is eligible for an additional $600 of pay each year or otherwise approved by the Board of Supervisors in the classification plan. This amount is added to the regular salary over 26 pay periods. Payments will begin on time service. If an emplovee leaves County service during the year for any reason, the emplovee will not be eligible for any unpaid portions of the award. • 43 - ENEFITS CHAPTER 8 B A. Health and Dental Insurance Only full-time employees are eligible to participate in the County's health i~~;~anc~ and/or dental insurance plans. For those who participate, the cost of these insurance plans is partially funded by the County and the remaining amount is deducted from the employee's salary. Those enrolled in the County's health and/or dental insurance plans will receive a handbook explaining the plans in detail and the benefits. The employee may only enroll, make changes in, or cancel the health hanee and/or dental insurance plans upon employments ~ during yearly open enrollment periods or within 30 days of a qualifying event. Contact the Department of Human Resources or see the Roanoke County Human Resources Intranet site for more details on qualifying events. ~d~ r°•~~*~~'~ rtr ~~znr Employees leaving County service may elect to continue their health/dental insurance for up to 18 or 29 months following termination of employment following the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA). The 29-month period is only available to qualified beneficiaries who are deemed by Social Security Administration to have been disabled before the end of the first 60 days of the 18 month COBRA continuation period. In addition, family members who are enrolled may also continue coverage through the County's health i~~~r~ee and dental insurance plans if certain qualifying events would otherwise end their coverage. A qualifying event may include termination of employment, marriage, change in employment status, death, divorce, child reaching ineligible status due to age, etc. Spouses of employees may elect to continue their health/dental insurance for up to 36 months in the case of the employee's death or divorce. Dependent children of employees may also elect to continue their health/dental insurance for up to 36 months when the child ceases to be an eligible dependent. ~r°„+°^++''° D^ ~" n~^° ~ r =~:,,-„ -::~ -~=-~::c::.-,' Employees who are considering retirement should check with Human Resources concerning health and dental insurance coverage. r *' ' •~ "egm-~~^^~u`-'--'.:~'-t'-= i~sc-e--eever~age-tt~e~-t~° r°~~~*~~'~ br^~•^ ^'°~. To quality for continuation of coverage and to be eligible to receive the County's premium contribution toward the health insurance, the employee must have at least 5 years of full-time service with • 44 Roanoke Count be eli ible for the VRS retirement benefit and have been enrolled in the Y~ g health and/or dental plans for at least 12 months at the time of retirement. If the employee or spouse is 65 or over, turns 65, or is eligible for disability Medicare while receiving retiree health benefits, the spouse must pay or begin paying the full premium to continue their health insurance. Retirees tl~~~nty + '~ *' + a *~ ~°°~*~ ^~~ ra ~~~ °~~R~h'° +°'~°^~-' _r who wish to-continue participating in the dental plan are responsible for payment of the full dental retiree premium. Contact the Department of Human Resources for further information regarding the County's health and dental plans. B. Life Insurance Each full-time employee participates in the group life insurance plan :~n-fie. The Virginia Retirement System administers the plan, which offers life insurance without the requirement of a medical examination. The full-time employee may also purchase additional insurance through the optional life program. T~ r +.• °^•°°r~ +i,° ^^°~ Employees must choose a beneficiary when they begin County service and are responsible for keeping beneficiary records current. Contact the Department of Human Resources if the beneficiary changes. The Virginia Retirement System publishes a handbook that includes an explanation of the group life insurance plan. This may be obtained in the Department of Human Resources. C. Worker's Compensation The County may pay related medical expenses--at no cost to the employee--for an accident or qualifying illness that occurs ~~'~~'° ~+ ~_~^~''~ ^r as a result of work. Worker's compensation coverage is provided for full-time, part-time and temporary employees and authorized volunteers. In addition, the employee i-s may be entitled to compensation to help offset the loss of wages while unable to work. Employees do not share in the cost of worker's compensation; the County pays the entire cost. To be considered for full worker's compensation, accidents on the job must be reported to 45 the employee's supervisor immediately. The Report of Accident or Injury and the Panel of Physicians forms must be completed by the supervisor and employee and forwarded to the Department of Risk Management within two working days of the accident. These forms are to be completed even if the employee does not receive medical treatment. The County's Worker's Compensation third party administrator reviews all claims that are submitted for eligibility. During the first seven calendar days that a regular full-time employee is absent from work because of job-related illness or injury, the employee must use accrued sick leave to receive full pay. After the first seven calendar days and up to the next 90 working days, the employee could receive full pay at the recommendation of the department director and approval of the Risk Manager. The Board of Supervisors may grant up to an additional 60 days with pay in special instances. If the employee is absent more than 21 calendar days because of an approved job-related illness or injury, the County will reinstate the sick leave that was used. In order to receive full pay, the employee must sign over any worker's compensation checks to the County. State law allows the County to designate physicians that the employee must choose from for an examination verifying the extent of injury or illness. If an employee chooses to be treated by a physician other than one on the County's panel of physicians, the employee may be responsible for medical expenses related to that treatment. In cases of 'ob-related in'u or illness that extends be and a roved limits or in cases of J J rY y pP permanent disability, the employee will receive the compensation allowed under the Worker's Compensation Act. The employee will not be on pay status with the County during this time and, therefore, will not accrue sick leave or annual leave. Questions regarding worker's compensation may be directed to the Risk Management Department. D. Unemployment Compensation The County contributes to an unemployment compensation fund for employees who leave County service and are eligible to apply for unemployment compensation through the Virginia Employment Commission (VEC). After applying, the VEC determines compensation eligibility on an individual basis. E. Virginia Retirement S.. s The Virginia Retirement System (VRS) was designed by the State to supplement federal Social Security retirement coverage. Membership in VRS is a condition of employment for all full-time regular County employees; however, new full-time employees 65 or older 46 may choose not to participate. VRS provides a monthly payment to members when they retire for as long as the member lives. This monthly payment is based on the member's highest, consecutive 36 months of salaried employment averaged; years of VRS membership; and the member's age. The County makes contributions to VRS for each employee. These payments are divided into the employee's share, which is 5 percent of the annual salary, and the employer's share, but the County pays both shares as one of the employee's benefits. An employee must be a member of VRS five years to become vested, or eligible for a monthly retirement benefit. Vested members are entitled to receive VRS benefits upon retirement. Employees may receive full or partial VRS benefits depending on their age when they retire. If an employee terminates service with the County before retirement, he or she may be able to withdraw the employee's VRS share, depending on provisions of the VRS. The VRS membership handbook gives a detailed explanation of the VRS benefits. Copies of the handbook may be obtained in the Department of Human Resources. Employees who become permanently mentally or physically unable to perform present job duties may be eligible for work-related or non work-related disability retirement with the Virginia Retirement System. Contact the Department of Human Resources for more information. Law enforcement officers and firefighters may be eligible for an additional retirement benefit through the Virginia Retirement System, The Law Enfo~°cement Officers, Firefighters and Sheriffs Program. Contact the Department of Human Resources for additional information regarding this benefit. F. Social Security The County contributes to the Social Security payment for each employee. The balance of the payment is deducted from each employee's salary. These payments are then credited to each employee's account. All payments made to Social Security by the employee and his or her employer(s) are totaled and determine the amount of Social Security benefit that the individual will receive upon retirement. G. Employee Assistance Pro rgam (EAP) The County offers EAP services as a benefit to employees. Full-time employees er and their immediate family members including spouses, children, parents, or other relatives living in the employee's household, may obtain confidential, professional assistance in resolving personal problems through the Employee Assistance Program (EAP). The EAP .,_ provides professional counseling and referral services. Its purpose is to help -~mployees and their families identifv, resolve, and gain control over personal or work-related problems that may be interfering with work and daily life-£~k 47 l..__J mss- The employee or the immediate family member may contact the EAP directly. The supervisor may refer an employee to the program as well. This referral is in strict confidence a~~~ee~eetea-=~it~t~~a••~t~d~~',i::w ; Yrccc~~. For more information on the EAP contact your supervisor or the Department of Human Resources. s ' L '"r ui v u e'` ''c ` IIrrt1~YL11 ~ r~--~iie-tJ~'~C~'~f'~~ aa u ., .~ wv z u 1~ f7r J , r +L.o ~ +., .-~] mot;,-o o„t r~~,~~. ~ . H. Deferred Compensation All full-time employees have the option of participating in the voluntary deferred compensation program. Contributions can be made through pre-tax deductions from paychecks. The County makes a matching contribution determined by the Board of Supervisors for each participating employee. Employees are 100% vested in the deferred compensation program once they enroll. For further information regarding the deferred compensation program or the amount of the County contribution, contact the Department of Human Resources. Flexible Spending Accounts Flexible spending accounts may be established by full-time employees to have qualifying medical expenses and/or dependent care expenses deducted through pre- tax payroll deductions each payday. Employees may only enroll in this benefit within thirty days from the date of hire, or during annual open enrollment periods. Please contact the Department of Human Resources for further__information regarding the flexible spending accounts. Tuition Reimbursement Program The Tuition Reimbursement Program helps employees pursue professional growth and development with the County by providing reimbursement for non-mandatory, job-related coursework. Reimbursement is based upon available funding within each department's 48 budget. The program is normally intended for those completing an academic degree, such as an associates, bachelors or masters degree. Completion of the GED, a certificate or technical course of study or a single job-related course may also be covered. The course of study should be related to the current position or prepare the employee for promotion into another County position. The Tuition Reimbursement Program is not intended to replace job skills training, seminars, workshops and other training provided by the employee's department or required for the job. Employees who are eligible for educational assistance from other sources, including veteran's benefits, grants, and/or scholarships, must exhaust those sources before applying for County reimbursement. If an employee receives student loan money for coursework, the employee may still be eligible for tuition reimbursement. Tuition reimbursement may be available for regular full-time, non-probationary employees. Those who participate in the program will be asked to remain in County service one month for each credit hour (or its equivalent) which is reimbursed. Employees who terminate employment with the County before completing time owed to the County for tuition reimbursement will be required to repay the monies received. County employees who retire are exempt from this pay-back provision. Employees should make requests for tuition reimbursement through their department head director. Requests should provide information that describes the course(s) and explains its relationship to preparing the employee for a County promotion or its relationship to the employee's current position. To receive reimbursement for approved coursework, the employee must achieve at least a grade of "C"(or its equivalent) for all high school and undergraduate courses and at least a grade of `B" (or its equivalent) for all graduate courses. A copy of the grade report must be submitted to the department bead director. Tuition reimbursement will be provided up to the in-state, undergraduate or graduate credit hour tuition rate for Virginia Tech. Employees must bear all costs related to registration and other enrollment fees. The County may reimburse employees for textbook fees and other supplies after the employee has completed the course(s) within the grade requirements described previously. Textbooks that the County has paid for must be made available to other employees. eimbursement is not available for audited courses or to employees who are on extended leave without pay. County time should not be used to take non-mandatory courses unless approved by the department head director. (See Chapter X, section B, "Required Training" for classes that are considered working time.) To the greatest extent possible, department head directors should allow employees to flex their work schedules, use compensatory time or annual leave to attend non-mandatory courses. 49 C~ • • Credit Union K. The credit union is a financial organization owned and operated by its members. Members are eligible for a variety of benefits and services, including loans, dividends and family memberships. Credit union transactions for Roanoke County employees are handled through the Member One 1`T°~ "~ ^^a 1'1~ern Cr employee may become a member of the credit union. ^~-' Danz Credit Union for membership information. Recognition Programs L edit Union. Any Roanoke County Contact the Member One ells The Employee Recognition Program recognizes and awards employees for their years of service with Roanoke County. Employees are honored annually by the Board of Supervisors, normally at a Board meeting, and are given a choice of service awards. They are recognized for five-year increments of consecutive County service (5, 10, 15 etc.). A retiring employee with at least 20 years of service receives Q ~ nn nn T T,,;te c+^+°^ c^~~;^n° R^„a special recognition After 25 years of service, employees become members of the Quarter Century Club. Employee Advisory Committee M. The Employee Advisory Committee (EAC) provides all employees with a way to make suggestions concerning personnel policies, benefits, working conditions and other areas of concern. . They typically meet monthly to address employee concerns. " °~ ''°M+ ""+ ^~ -nttet-nrembe~~-anc~tluz-~A~b~LI-a~~e--a~~ilnb-lei Contact the Department of Human Resources for more information. Circle Suggestion Program N. As part of Roanoke County's continuing mission to improve operations and services to the citizens of Roanoke County, the CIRCLE (Continuous Improvement of Roanoke County Led by Employees) Suggestion Program is designed to encourage and reward emplovees whose ideas result in cost savings and/or improvement to the County. In addition, emplovees whose suggestions are implemented will receive recognition and a monetary reward. 50 O. Extra Mile Club The "Extra Mile Club" is a veer recognition program designed to showcase exemplary emplovees who have gone the `extra mile' to provide exceptional customer service to either external or internal customers. These emplovees receive a certificate of appreciation, are recognized in the "County Signal" employee newsletter and by the Board of Supervisors. • • 51 - ENCE CHAPTER 9 LEAVES OF ABS A. Annual Leave 1. Accumulation • Full-time employees receive annual leave based on their years of continuous County service. Leave is applied biweekly to the employee's record according to the table below: Years of Annual Biweekly Service Accumulation Accumulation 0 up to 5 12 days 3.6923 hours 5 up to 10 15 days 4.6154 hours 10 up to 15 18 days 5.5385 hours 15+ 21 da s 6.4615 hours "tr cur .a ~+ f ~~ a 4 f.rr.on r o <r~or< 4~0.-0 . n 4ti..ra s. <.~n<. rr r°r ,, 1 nJ rl„ „rt • Annual leave may be taken in quarter-of-an-hour (IS minutes) increments and is available for use after leave e~edits accruals have been applied. Unless the employee has accrued annual leave available for use, he or she will not be granted annual leave. Absences with pay due to annual leave, sick leave, civil leave, military leave or other types of paid leave do not affect the annual leave accumulation. However, leave will not accrue for any unpaid absence of 40 hours (~-~~or more, per biweekly pay period including absences for FMLA reasons. This applies to new employees, those leaving County service or employees on leave without pay. Annual leave e~edlts will accrue for all employees serving a probationary period. Employees may accumulate annual leave e~edits not to exceed 336 hours (42 days) °*~~ by the last pav period of any fiscal year (June 30) or when the employee leaves County service. 52 2. Scheduling Annual Leave Although annual leave is an employee benefit, it should be scheduled so the ongoing work effort is not disrupted. Therefore, all annual leave requests must be submitted no less than three working days in advance and approved by the appropriate supervisor. The supervisor may waive the three-day requirement in emergency circumstances. In some departments, annual leave must be requested more than three days in advance. The appropriate supervisor will inform the employee when hired if a longer submission time applies. 3. Annual Leave Upon Termination Employees who leave County service are entitled to payment for annual leave up to the maximum accrual rate of 336 hours (42 days). This includes retirement, voluntary resignation, death, or dismissal. The County will pay the employee once all County property is returned to the appropriate department(s) and any debt to the County is settled. T~~em~' y~~t~n~°~~n~~l~<'° c:ea'*-=<s'~-~° e-estate An employee must give atwo-weeks notice of resignation. Any annual leave taken during this time must be approved by the appropriate supervisor and must not i interfere with the ongoing work effort of the department. Annual leave can not be used to extend a resignation past the two-week notice. 4. Holidays During Annual Leave Any scheduled holiday that falls during an employee's annual leave will not be charged to that leave balance. B. Sick Leave 1. Accumulation All regular and probationary full-time employees receive 120 hours (15 days) of sick leave per year. Sick leave ^Yv-rcait~-are is applied to the employee's record "+ ~-~*° °~ ~<~° ''°..,.~ 13iweelc~ ~4 26 times per year. The biweekly accumulation is 4.6154 hours. Sick leave may be taken in quarter-of-an-hour (IS minutes) increments. s Accumulated hours are available for use by full-time regular and probationary employees after they are applied to the employee's record. Unless the employee has accrued sick leave available for use, he or she will not be granted sick leave. Absences with pay due to annual leave, sick leave, civil leave, military leave 53 or other types of paid leave do not affect the sick leave accumulation. However, leave will not accrue for any unpaid absence of 40 hours {3-days) or more, per biweekly pay period including absences for FMLA reasons. This includes new employees, those leaving County service, or employees on leave without pay. Sick leave hours will accrue for all employees serving a probationary period. Sick leave ~redit~ can accumulate and accrue from one fiscal year to the next. There is no maximum on the amount of hours allowed to accrue. 2. Justification for Sick Leave Use a. Personal Illness Sick leave may be used to cover any absence from work that results from a personal illness or injury, exposure to a contagious disease that could create a hazard to fellow employees, or health-related appointments when these appointments cannot be reasonably scheduled outside working hours. b. Family Illness Employees may use sick leave for illness of the spouse, children, parents or other relatives living in the employee's household, or for health related appointments for those relatives when appointments cannot be scheduled outside business hours. A maximum of ten working days in the fiscal year may be charged against sick leave for family illness. In unusual circumstances, the Director of Human Resources may extend the ten-day fiscal year limit at the recommendation of the employee's supervisor. c. Maternity/Paternity Absences caused by or related to maternity and paternity, including adoption of children, may be covered by sick leave. For more information concerning maternity and paternity leave, see section D, "Absences for Maternity and Paternity," in this chapter. d. Family Death Sick leave may be used to cover any absence related to the death of the employee's spouse, the employee's or spouse's child, brother, sister, step- brother, step-sister, parent, grandparent, grandchild or other relative living in the employee's household. A maximum of three working days may be charged against sick leave for a family death, and a maximum of six days for the fiscal year. In unusual circumstances the Director of Human 54 Resources ma extend the three-day limit or the six-day fiscal year limit at Y the recommendation of the employee's supervisor. If additional time off is required, the employee may use annual leave, compensatory time (if eligible) or leave without pay, following the guidelines in this chapter. 3. Verification and Notification The appropriate supervisor has the right to request verification of absences reported as sick leave by requiring a physician's statement. When sick leave needs to be used, all employees must notify the appropriate supervisor no later than the beginning of the shift. In some departments a longer notification period may be required. The appropriate supervisor will inform the employee if this applies. Failure to notify the supervisor of an absence, except in an emergency situation, is considered grounds for discipline. 4. Extended Illness or Disability If an employee will be out of work because of a prolonged illness or disability, he or she must submit to the appropriate supervisor a physician's statement that estimates the probable duration of the illness or disability. The employee must use accrued sick leave, annual leave or leave without pay (as described in section J, "Leave without Pay," of this chapter) to cover his or her absence. 55 5. Worker's Com ensation Leave All work-related accidents must be reported to the appropriate supervisor as soon as possible. If the accident requires medical attention, the cost may be covered by Worker's Compensation Insurance. (For more information on this insurance, see Chapter VIII, section C, "Worker's Compensation.") 6. Sick Leave Bonus When an employee leaves County service, he or she is eligible to receive payment for all unused sick leave. Those who ~rseparate by resignation or death are paid $1.25 per unused sick hour ($10 per unused sick day) up to $2,400. Retirees are paid $4.375 per unused sick hour ($35 per unused sick day) with no maximum. To receive payment, the employee must return all County property and all debt to the County must be settled. 7. Abuse of Sick Leave Sick leave is available to the employee as an aid in time of need and should only be used when necessary. It should be used with care to prevent financial hardship that might result from leave without pay status during an extended absence because • sick leave has already been exhausted. It is the department director's responsibility to manage this policy and ensure that sick leave is used as it is intended. Sick leave usage shall be monitored and reviewed with the employee when six (6) or more days of sick leave have been used during a fiscal year Employees who utilize their sick leave without _producing a medical excuse are prohibited from working at their secondary employment while receiving this county benefit. Employees who are utilizing sick leave on the basis of a medical authorization may not work at their secondary employment unless they receive the prior permission of their department director. Sick leave pay will be denied to any employee who is found guilty of making a false statement of sickness or otherwise abusing the sick leave privilege. An employee could also be considered guilty of abusing sick leave even if he or she has not used the 15-day yearly allowance. Abuse of sick leave is considered grounds for counseling and/or discipline. 8. Sick Leave Bank The Sick Leave Bank is a program that provides a "sick leave loan" to members who have exhausted all accumulated sick leave and annual leave balances. Loans are for personal major or prolonged illnesses; they are not available for family 56 illness. All full-time, non-probationary employees are eligible to join the sick leave bank. To enroll, the employee must make aone-time donation of 16 hours from accumulated sick or annual leave. Contact the Department of Human Resources for an application form. All sick leave loans must be repaid following the procedures in the Sick Leave Bank Policy available in the Department of Human Resources. Leave hours donated to the bank must have been earned while actively employed by the County. Eligible employees may enroll once they have completed the probationary period or bets=ee~T~-~and~trne-38 during annual open enrollment periods if the probationary period has already expired. Contact the Department of Human Resources for further information on enrollment, loan requests and loan repayments. C. Military Leave The County grants a leave of absence to any regular full-time employee entering military service. Following federal regulations, this leave is granted for active military duty and participation in a reserve unit. • 1. Active Duty Those employees who leave County service to enter active duty are entitled to military leave without pay. They are also entitled to reinstatement into the position they would hold if they had remained in County service. This policy applies to those who normally serve no longer than five years. To be reinstated, returning veterans must apply to the County within 90 calendar days after discharge or release. They also must present a certificate showing discharge or release under honorable conditions. 2. Reserves Regular full-time employees who are enlisted in the National Guard, Naval Militia, or a reserve unit of the Armed Forces are entitled to a leave of absence without pay for the following periods: • initial training, and for all other periods connected with the initial training • weekend drills when these conflict with work schedules • any reserve training other than the time of annual training. • 57 • Members of the National Guard, Naval Militia or a reserve unit of the Armed Forces are entitled to a leave of absence with pay for the following periods: • pre-induction physical • annual training • training that is approved by the Governor or the Governor's designee • emergency call-up ordered by the Governor. a. An employee who is scheduled for apre-induction physical will be given a paid leave of absence for the time of the physical, up to the length of the normal shift. b. The County will provide a leave of absence with pay during annual training, up to 15 working days per federal fiscal year (October 1 through September 30). If the training is fragmented, the County will still pay for up to 15 working days per federal fiscal year. c. As required by State law, the County must provide a paid leave of absence for training that is approved by the Governor or the Governor's designee. • Pay is given for up to 15 working days per federal fiscal year. d. In accordance with Section 44-75 of the Code of Virginia, an employee who is a member of the above named reserve units is entitled to a paid leave of absence during periods of emergency call-up ordered by the Governor. Employees serving in the Virginia State Defense Force or National Defense Executive Reserve are also entitled to a paid leave of absence for emergency call-up approved by the Governor. The County must also pay these employees for up to 15 working days per federal fiscal year for periods of training that are approved by the Governor or the Governor's designee. To be eligible for a leave of absence from the job, whether paid or unpaid, the employee must present a copy of the official military orders and submit a leave request form to the appropriate supervisor. A copy of the orders and a copy of the leave request form must be forwarded to the Department of Human Resources. If the leave is unpaid, the employee must continue to make insurance premium payments in accordance with the leave of absence policy to keep their health, dental, or life insurance policies in force. r~ ~~ 58 • D. Absences for Maternityand Paternity The time an employee is medically disabled from apregnancy-related condition is treated as any other personal illness or disability described in this chapter. Absences may be charged to earned sick leave for any medically disabling condition related to pregnancy that is certified by a physician. Maternity and paternity absences for parental bonding and/or child care following the birth or adoption of a child may also be charged to earned sick leave, not to exceed 160 hours (20 working days). To request maternity or paternity leave, the employee must obtain a physician's statement or a statement from the adoption agency. This statement must be submitted to the appropriate supervisor 30 days in advance, when possible, of the requested absence. Following the appropriate supervisor's approval of the absence, the Department of Human Resources is notified. If accumulated sick leave is exhausted, the employee may charge maternity/paternity absences to accumulated annual leave, compensatory time (if eligible) or leave without pay, following the guidelines described in this chapter. Use of Maternity/Paternity Leave is limited to pregnancy-related medical conditions, parental bonding and child care only. Abuses of this leave could result in disciplinary action. E. Required Training Employees may be required or approved by their supervisor to attend job-related training. The training will be considered working time and the employee will be compensated according to Chapter VII, "Your Pay." In addition, the County will pay for reasonable training-related expenses. F. Educational Leave Employees who choose to pursue ajob-related course not required by the County may be reimbursed for their tuition, as described in Chapter X, section A, "Tuition Reimbursement Program." Optional coursework is not considered working time and employees will not be paid for their time to attend such courses. G. Civil Leave Any regular full-time employee who is summoned to serve on jury duty, or who is summoned or subpoenaed to appear in a court of law will be entitled to civil leave with pay. To receive civil leave, the employee must provide the appropriate supervisor with a copy of the subpoena or summons and must turnover any payment received for civil duties to the payroll office (excluding reimbursement for travel expenses). If the employee 59 chooses to charge civil duty to annual leave, he or she may keep all payments received. Civil leave may not exceed the time actually spent fulfilling the civil duty. Any additional time off on the same day must be charged to annual leave or compensatory time (if eligible), or leave without pay. When an employee may need to use civil leave, he or she must notify the appropriate supervisor as soon as possible and complete a leave request form. A copy of the civil leave request must be forwarded to the Department of Human Resources. Employees who are defendants in a criminal court case or a party in a civil lawsuit may not use civil leave. They must charge the absence to annual leave or compensatory time (if eligible), or leave without pay. H. Blood Donor Leave The department bead director may approve time off with pay during the normal working day for the purpose of donating blood. Any additional time off on the same day must be charged to annual leave or compensatory time (if eligible), or leave without pay. I. Family and Medical Leave Act (FMLA) The federal Family and Medical Leave Act of 1993 provides up to 12 weeks of ~eb- pn~eEt~d un aid leave peg-}ear during a 12 month period. The 12 month period is a rolling 12 month period measured backward from the date an emplovee uses any FMLA leave To be eligible for Family Medical Leave Act (FMLA) leave, an emplovee must have been employed by the County for at least 12 months and for at least 1250 hours during the 12 month period immediately preceding the commencement of the leave During this leave, an eligible emplovee is entitled to continued group health plan coverage as if the emplovee had continued to work. At the conclusion of the leave, subiect to some exceptions, an emplovee generally has a right to return to the same or to an equivalent position. Employees are eligible to receive ~ ' ~~ FMLA leave for any of the following reasons: the birth or adoption of a child, for personal serious illness or serious illness of an immediate family member (child, parent or spouse). A "serious health condition" is an iniurv, illness, impairment or physical or mental condition that involves inpatient care or continuing treatment by a health care provider for conditions meeting certain criteria. For leave relating to the employee's or a family member's serious health condition, the employee may take intermittent leave or work a reduced schedule if it is medically necessary, as determined by a physician. The County may require a physician's statement certifying the employee's or family member's absence. The County requires the employee to apply accumulated paid leave time (sick and annual 60 • leave to the total 12-week allowance. To be considered for FMLA leave, an employee should notify their immediate supervisor to request an FMLA leave application, the submit this request to the Department of Human Resources and submit a physician's statement indicating the employee's or family member's diagnosis and anticipated time off from work. The Department of Human Resources will evaluate the request and notify the employee of approval or disapproval of FMLA leave. Contact the Department of Human Resources for specific guidelines on the policies regulating annual use of FMLA Leave. J. Leave Without Pay Although the County is not obligated to grant leave without pay, the department head director may approve leave without pay requests for extended illnesses or for personal reasons given by the employee. Leave without pay may be granted for as much as 180 calendar days during the course of employment. The employee cannot accumulate additional leave ems if on leave without pay for more than 40 hours. The employee will not receive pay for any holidays that occur while on non-pay status. If on leave without pay for longer than two pay periods, the employee must cover the entire premium balance to continue medical and/or dental insurance coverage (employee's share and the County's share). For those covered by the Virginia Retirement System, the employee must pay the employee's share of the life insurance premium to continue coverage. «'^~+~^+ +''° °a;~=cll K. Holiday Schedule ~ie~~~e~ Ai T 's i .+t' T ~I T.. Tl~~> 2r17 Td.,.,.7.,,> :.. T..,-.,.~.-,> . ' Q ~y ~~ \.l lY1V= \LK~ 1 --- viczrr6 -met Tl A°,°, T ~ A ii .,.i ~ ., A iii lY'1V ==<L(4~'~ ~ r AT.,,>°.,..>,°r , , ' ~',-;.i., > ~ 11., ~+1, TL. .~1 TAT„ .~.i.° V ll==U ~ITl r~J~ tttll=V t= ~ „ r ~` • 61 • .Roanoke County employees receive eleven (11) holidays per near For a complete listing of the holiday schedule, please refer to the Human Resources Intranet site. The Board of Supervisors reserves the right to amend the holiday schedule at any time and to increase or decrease the number of holidays observed. For those offices that remain open on designated holidays or do not follow the established holiday schedule, the total number of paid holidays shall not exceed 11 eight-hour working days or 88 hours. Any additional day(s) appointed by the Board of Supervisors *'~° ~'°~°°r^^~ ^~~'"'`~'~ will be added to the 88-hour maximum for these offices. Holidays are considered an eight-hour work period that falls on the specified holiday. Employees working in public safety and other departments with special shifts may have holiday hours applied in a different manner not to exceed 88 hours in a year. When a holiday falls on Saturday, the Friday before the holiday will be observed. When a holiday falls on Sunday, the Monday following the holiday will be observed. All regular full-time employees are eligible to take the holiday off and to receive payment at the hourly rate for time off ~ r ^'~~°~°°'' ''^'~a°=~ However, an employee must be on pay status the full workshift (normally eight hours) before and after the holiday to receive holiday pay. Employees who are on leave without pay on the workday immediately before or after a holiday will not be paid for that holiday. Full-time, exempt and nonexempt employees required by their supervisor to work on a County holiday are paid at the regular hourly rate for the amount of time worked " ~a ~ ~ *~° ~^~~a°~The employee, with director approval, may choose to either be paid for the holiday or to "bank" the holiday hours for use at a future date. Hours held in the Holiday Bank may accumulate, but may not exceed 24 hours by the last pay period of any fiscal year or when the employee leaves County service. ~ese « » ~T D 3' ~' A Z' °~ i °~ ~. n 7 ~ 77 7 ~ `J 62 r~ ~J CHAPTER 10- RESPONSIBILITIES A. Conflict of Interest In keeping with the Conflict of Interest Act, Chapter 40.1 of Title 2.1 of the Code of Virginia, County employees are prohibited from using information they have gained while performing their job to further their personal interests. Some County employees may be required to file a statement of their interests (i.e. investments) as prescribed by County ordinances or State law. Those who are uncertain whether their interests may present a conflict with their position as a County employee should contact the Roanoke County Commonwealth's Attorney. Violation of the Conflict of Interest Act could result in disciplinary action as described in Chapter IV, "Conduct." B. Confidentiality of Records Many County employees will work in positions where confidential information concerning the plans and affairs of the County, their department or other employees will be handled. Employees shall not discuss such plans or records with persons not authorized to have access to this information. If an employee is uncertain about releasing information, he or she should refer the individual requesting the information to the appropriate department Bead director, constitutional officer or other County official. An employee who releases confidential information could receive disciplinary action as described in Chapter IV, "Conduct." C. Gifts County employees are in a position of public trust and may not accept gifts, gratuities, favors or rewards for any services they perform in connection with County employment. In addition, it is unlawful to solicit, offer or accept money or anything of value in exchange for an appointment, promotion or special privileges with the County. These limitations are not intended to prevent employees from accepting articles of little value that may be distributed by other County employees or citizens. 63 • Violation of this policy could result in disciplinary action as described in Chapter IV, "Conduct." D. Secondary Employment Although employees are allowed to have secondary employment outside the County, it must not interfere with work performance in the County position or create a conflict with responsibilities to the County. Any non-County employment--including self-employment-- must be preapproved. The employee must complete the Outside Employment Approval form, available on-line or in the Department of Human Resources, before accepting the second job. This form must then be submitted to the appropriate department head director, constitutional officer or other County official for approval. Once approved, the form will be forwarded to the Department of Human Resources and maintained in the employee's personnel file. If the authority who approved the outside work or the Director of Human Resources determines that the second position interferes with the employee's job performance or creates a conflict of interest, the employee must end the secondary employment or resign his or her position with the County. Failure to complete the Outside Employment Approval form could result in disciplinary action as described in Chapter IV, "Conduct." E. Political Activity Employees shall serve all County residents equally, regardless of residents' political opinions or affiliations. In no way shall the amount or quality of service an individual receives from the County be affected by the resident's political opinions or affiliation. Secondly, the appointment, retention or promotion of a County employee shall in no way be influenced by the employee's political affiliation, preference, opinions or activities. While on County time or County property, employees may not campaign for themselves, for other persons, parties or organizations; and they may not display campaign posters, solicit campaign funds or circulate candidacy petitions. Violation of this policy could result in disciplinary action as described in Chapter IV, "Conduct." F. Conduct and Appearance Employees represent the County government to the public and must conduct themselves at all times as representatives of Roanoke County. This is especially important for those 64 • required to be in uniform or to operate County vehicles since they are more visible to the public. In addition, as a general standard the County expects employees to be neat, show good taste in dress, and to maintain a neat work area. Departments may have specific dress code policies. Violation of this policy could result in disciplinary action as described in Chapter IV, "Conduct." G. Personal Use of County Time and Equipment The County provides telephones for employees who need them to conduct County business. Personal calls should be limited. They should not be made or received when they will interrupt or interfere with the employee's work or interfere with the use of the telephone for County business. Fax machines, personal computers, copiers and other County equipment should be used for County business. Unauthorized removal of County equipment or property from the premises, or the unauthorized use of County equipment or property for personal reasons is prohibited. Employees will report to work as scheduled and make every effort to use time wisely for completing assigned duties. Using County time for personal reasons is not allowed. It is considered time theft and will be grounds for disciplinary action. (An example of time theft might be having another employee type personal correspondences.) Prolonged or repeated "visits" between employees while working interferes with the on-going work effort and is also considered time theft. Violation of this policy could result in disciplinary action as described in Chapter IV, "Conduct." H. Solicitation County employees are not permitted to sell items for personal gain to other employees or members of the general public during regular office or work hours. Other forms of solicitation shall not be permitted in any County buildings, except as provided by County building use regulations or by those individuals or organizations approved by or sponsored by the Board of Supervisors. Violation of this policy could result in disciplinary action as described in Chapter IV, "Conduct." • 65 • ROANOKE COUNTY EMPLOYEE HANDBOOK ACKNOWLEDGEMENT I hereby acknowledge receipt of a copy of the Roanoke County Employee Handbook. The information in this manual is subject to change as situations warrant, and I understand any change in these policies may supercede, modify, or eliminate the policies in this manual. Changes in policy will be communicated to me by my supervisor or through official notices. • Print Your Name Your Signature Date • 66 ACTION NO. ITEM NUMBER ~"' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Request for Joint Budget Work Session with the Schools on March 13, 2001 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Schools have requested that time be set aside on the March 13, 2001 Board of Supervisors agenda for a joint work session with the Schools to review a draft of their 2001-02 budget. A joint work session on March 13 will allow the Schools time to make any changes that are agreed to in the session and still meet the April 1, 2001 deadline to submit their completed budget to the County. If you have any special concerns that you would like addressed at this work session, please give these to me and I will coordinate with the Schools. SUBMITTED BY: C.c~~, ~. ~~~ Diane D. Hyatt Chief Financial OlFicer APPROVED: ~,~~ ~ Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () No Yes Abs Church Johnson McNamara Minnix Nickens M:\FINANCE\COMMON\Board-Reports\2001\2-13-01b.wpd February 7, 2001 L AN ANALYSIS OF VIRGINIA GAS PIPELINE COMPANY'S P-ZS PROJECT By Robert F. Stauffer Associate Professor of Economics -Roanoke College President -Stauffer Consulting, Inc. Introduction In order to focus on key economic issues in this controversy over pipeline F construction routes, I believe it would be useful to review a few general concepts regarding public utility regulation: (1) Public utility corporations are different from regular businesses: They operate, at least in some of their markets, as natural monopolists. Competition in the provision of local gas, electricity, sewer, water and phone service is simply not feasible, since the duplication of the local distribution networks by each competitor would be extremely wasteful. (2) The solution to this failure of the free market is government regulation of public utilities (or government ownership, particularly in the case of water and sewer lines}. Privately owned utilities are subject to regulation of prices, profits, and quality of service. In return, these utility companies are protected from competitors entering their market area, and are allowed to set prices at levels that cover costs and provide them with average or normal profits. They do not have to face the major risks of competition and operating losses that normal businesses contend with; perhaps the major risk they do face is from the regulatory agencies J themselves- Capricious and ill-advised regulatory changes (as in deregulation in California) can lead to disaster. (3) The major objective of public utility regulators is to follow policies that provide the public with reliable supplies of gas, electricity, etc., at the lowest reasonable price (a price that covers all costs of the utility plus an average profit). This is a logical and rational objective, but it presents a real dilemma for regulators. The companies have every incentive to build excess capacity, since they are actually guaranteed an average profit on their investments, and since such excess capacity can be useful if there are equipment failures or other supply interruptions. - 5 Pipeline Proiect What is needed here is a careful analysis of all costs of the two alternative routes: the one proposed by Virginia Gas (and approved by the SCC) versus co-location on the easement owned by Duke Power (on a route that basically parallels the one proposed by Virginia Gas). Somewhat belatedly, Alexander Skirpan, an SCC hearing examiner, has ordered Virginia Gas to produce a comparison of economic costs of the two alternatives by February 7`f'. The accuracy of such a report is open to questions from the very start for at least three reasons. (1) Executives for Virginia Gas have already gone on record that the cost of their $11.1 million proposed route will be cheaper than the alternative of co-location, even though they have not done anything close to a careful analysis of the costs of co-location. How can they be so cavalier about such cost comparisons? The answer is simple: in the case of public utilities, the costs of any project can be passed on to captive users. If Virginia Gas does end up building the high cost alternative, it is a problem for their customers, not their management or stock- holders. (2) ~ Co-location has to reduce the costs of land acquisition (i.e. -the easements involved), clearing that land and building access roads, simply because the costs are shared. However, the key question here is exactly how much should Virginia Gas pay Duke Power in order to share the existing route. This should not simply be an issue for negotiation between the two utilities; rather it is an issue that should ultimately be approved by the regulatory agencies involved (the SCC and perhaps FERC). It's important to remember that this route was originally obtained by the taking of private property rights through the use of eminent domain or the threat of using eminent domains. Such action can only be justified if it serves the common good, and adjustments should be made over time (e.g.- sharing the easement) in furtherance of the public interest. To its credit, Duke Power has made several proposals that would involve sharing of the existing route. Unfortunately, Virginia Gas appears disinterested in these proposals. (3) Accurate cost comparisons cannot be made until the SCC estimates the costs of sharing the original easement. This is a job for the SCC staff, not for Virginia Gas executives. One possible cost estimate is what Duke Power should receive in order to earn an average rate of return on one-half of their original cost of developing that easement. Again, such shared costs must be lower than the current non-shared costs of obtaining new easements, clearing the land, etc. The on~l rr way that total economic costs of co-location could be greater is if construction difficulties or safety concerns raise the costs of laying the pipeline by more than the savin s associated with shared use of the original easement. I am confident that the forthcoming report by Virginia Gas will find higher construction costs associated with co-location. But will these higher costs be overly inflated, and will the cost savings of route sharing be underestimated? Conclusion Apparently, proper economic cost comparisons have not yet been made in this case. In my opinion, the SCC has also failed to require proper notification to landowners along the approved route. The fact there were no complaints from property owners in response to initial notifications is proof that such notifications were inadequate. This is "stealth" eminent domain. The SCC can correct these oversights by conducting a careful study of economic costs, review the environmental costs, and then attach the appropriate conditions to the pending merger between NUI and Virginia Gas. I am fully aware that there are many legal and engineering complexities here which are difficult to evaluate. However, I believe the following general conclusion is justified: unless it can be demonstrated that co-location involves significantly higher costs, the SCC, by allowing the P-25 project to go forward as planned, will be dictating higher prices for Virginia consumers, less revenue for Duke Energy, wasteful duplication of capital investment, unnecessary environmental degradation, and unnecessary use of eminent domain at the expense of private property rights. Finally, I am not impressed with the industry's argument that excess capacity in the short-run can be justified because it may help meet growth in demand in the long run. The recent steep rise in natural gas prices dictates slower demand growth in the future, thereby giving the industry more time to adjust to changing conditions. Also, it may be feasible for both Duke Power and Virginia Gas to expand their capacity at minimum cost, by sharing construction costs of a pipeline larger than the planned 8" line. I urge the SCC to apply their analytical expertise to these issues, and identify a course of action that serves the best interests of the public while encouraging efficient public utility operations. AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE '~ CITIZEN COMMENTS ~~~ ~ ~~- SUBJECT: l' ~~= I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~~',~ ~ ~~ ~U~-SC L 7`_ ., ADDRESS:. ~ ~ '`~ ~ ~ ~ 5 ~~ PHONE: ~4~ ~~ `fir ~~~~ AGENDA ITEM NO. APPEARANCE REQUEST -PUBLIC HEARING -ORDINANCE ~ITIZEN COMMENTS SUBJECT: t~ ~ ~~~~ ~ Q ~~~~ / I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW: • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~~~ ~ I ~- 5t,;' ADDRESS: ~ ~ `~ ~ C~L~,vv~ ~~~ ~ .S }.~~ . ~ ~/~ , ~ ~a ~ PHONE: ~ ~ ~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING -ORDINANCECITIZEN COMMENTS SUBJECT: ~~ ~}~ `-~'~' '7-f ~-~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW: • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~~L~Z- I^/C-~~7~----_ ADDRESS: ~~3~ ~~"~~~Lt`~w~S PHONE: ~~f ~^ ~~~`' ~ AGENDA ITEM NO. APPEARANCE REQ EST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~ S ~' " I /~~-~ ~~ ~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting o the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED n BELOW,' • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~S~h~~ ~ uv~S ADDRESS: 59 ~0 C` lemurs ,~ , PHONE: -~~~ U ~ g AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC BEARING -ORDINANCE =CITIZEN COMMENTS SUBJECT: ~ ~ ~ P ~~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW,- • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: '~e"~~ ~ ~ I~'~4 ADDRESS: S~ ~ ~G~~ ~~` J IK~ ~~ ~ ` " PHONE: ~ V ` -2 ~ ~~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: Li/~ S ~'l~~ ~--/~J~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW: • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: /-~ u ~ i2 L~ )-~ . X 1 i3 ~.~ 1~- ADDRESS: ~ b 5~ l~ S T~-7C"S ,~~, S~ ~~~~{ ~`'~ PHONE: ~~ ~ ~ y ~'7 ~ I ~ ~~ - AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE / CITIZEN COMMENTS SUBJECT: v ~ ~-- ~/ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW.- • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~ ~-~.~ ~ ~ f-(~ I.._~ lZ l_ S,S ADDRESS: (OS'~' ~ I ' 1~S c~hl S V ~ - ~/~l. ~- PHONE: ~ l~~S- ~ '~~ --z ~ ~- AGENDA ITEM NO. ~~~~~~ APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~ ~ - ~~ -'~~~~-~N~. I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of ' clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~,~Cf-~~ ~-~`~~c'~~ ADDRESS: `~~~ ~~G~~~~~~~ ~~~ ~H~NE. AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING -ORDINANCECITIZEN COMMENTS SUBJECT: 1f t1t1 • ~ ~ ~ ~C~ S~ a 1J~ ~-1~~ I ~J I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW,- • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: C I~~ ~ ~ ~~'~ ~/~/ ~ -SS ADDRESS: S ~> S t' ~!~ ~ L V~ ~ C L (~~ ~- ~!/~ ~ ~ ~ I ~' Jc',~ rv.~ Z ~D PHONE: 5~~ ° ~? -(` ~~ 5~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING -ORDINANCE ~ CITIZEN COMMENTS SUBJECT: ~-~ ~ -' ~ /'~'I ~(/'~~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GUIDELINES LISTED BELOW. • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~ nB~'R-7 ~ . STAu ~~G~. ADDRESS: 3~~ S lY1 G d ~. I C i~c' PHONE: ~7"1 ~ - 4 ~ I ~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~ ~ CL~ ~~ ~;~ ~ ~ (/~~ r'~ ~`'~~~~E' I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW- • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherv-iise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ll ~ ~I 6M G~ (1/~ ~- ADDRESS: I ~ ~ C' C 6e PC'K ~ A lL~ S~ l~' ~~~ PHONE: 7~~' Z~~~2 / /~-~ GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenues Audited Beginning Balance at July 1, 2000 $9,908,641 8.33% Oct 24, 2000 Funds for twenty additional paramedic firefighters (907,000) and planning for renovations to Vinton, Read Mountain, and Mason Cove stations Dec 19, 2000 County's half share in Phase I Construction Costs (500,000) for McDonald Farm business park Dec 19, 2000 Advance of funds for water and sewer improvements (500,000) for the Stable Road Water and Sewer District ($418,766) and traffic signal and road improvement ($81,234) in the Clearbrook community Jan 9, 2001 Matching funds for TEA-21 grant to construct the Green Hill Park section of the Roanoke River Greenway ($41,700) Balance at February 13, 2001 $7,959,941 6.69% Changes below this line are for information and planning purposes only. Balance from above $7,959,941 Jan 23,2001 Potential use for Phase II NPDES stormwater assessment (40,000) $7,919,941 6.66% 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 2000 - 2001 General Fund Revenues $118,982,797 6.25% of General Fund Revenues $7,436,425 Respectfully Submitted, [L~u~' -- Danial Morris Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board-Reports\MonthlyReports\GENOO.xIs 02/06/2001 r _~f CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Balance from June 27, 2000 Board meeting $279,722.09 Addition for sale of land and equipment during 1999-2000 303,501.34 Audited beginning balance at June 30, 2000 583,223.43 Transfer from 1999-2000 departmental savings 224,701.00 Balance at February 13, 2001 $807,924.43 Respectfully Submitted, -- Danial Morns Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board-Reports\MonthlyReports\CAPOO.xIs 02/06/2001 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2000-2001 Original Budget $100,000.00 July 25, 2000 Contribution to D-Day Memorial (10,000.00) Sept 12,2000 Video distribution for Senior and Challenged Citizens Commission (1,000.00) Sept 12,2000 Project Impact (12,800.00) Jan 9, 2001 VML/VACO Assessment, AEP Negotiations (4,183.00) Balance at February 13, 2001 $72,017.00 Respectfully Submitted, ~~~~"~s Danial Morris Director of Finance Approved By, Elmer C. Hodge County Administrator M:\Finance\Common\Board-Reports\MonthlyReports\BOARDOO.xIs 02/06/2001 ~-y FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget $670,000.00 Transfer from County Capital Projects Fund 1,113,043.00 FY1997-1998 Original budget appropriation 2,000,000.00 June 23, 1998 Savings from 1997-1998 debt fund 321,772.00 FY1998-1999 Original budget appropriation 2,000,000.00 FY1999-2000 Original budget appropriation 2,000,000 Less increase in debt service (1,219,855) 780,145.00 November 9, 1999 Savings from 1998-1999 debt fund 495,363.00 FY2000-2001 Original budget appropriation 2,000,000 Less increase in debt service (1,801,579) 198,421.00 Balance at February 13, 2001 $7,578,744.00 Reserved for Future School Operations FY2000-2001 Original budget appropriation $1,500,000.00 July 11, 2000 SW Co Regional Stormwater (290,000.00) Balance at February 13, 2001 1,210,000.00 * Of this amount $736,680 is currently being used for the lease purchase of refuse vehicles and will be repaid within two years. Respectfully Submitted, L,~%G~"'a l~l Danial Morns Director of Finance Approved By, irk•~ Elmer C. Hodge County Administrator M:\Finance\Common\Board-reports\MonthlyReports\SCHOOLOO.xIs 02/06/2001 .~ Revised SPY ACTION NO. ** Interest updated I/ t'' Document TC010005 fail to post ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISQRS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: February 13, 2001. AGENDA ITEMS: Statement of the Treasurer's Accountability per investment and Portfolio Policy, as of January 31, 2001. SUMMARY OF INFORMATION: BANKERS ACCEPTANCE: $1,986,252.77 BANK OF AMERICA 4,558,046.31 6,544,299.08 BRANCH BANKING &TRUST CERTIFICATE OF DEPOSITS: FIRST AMERICAN 100,000.00 SOUTHWEST VIRGINIA SAVINGS 8~ LOAN 100,000.00 200,000.00 COMMERICAL PAPER: ALEX BROWN BANK OF AMERICA PAINE-WEBBER SUNTRUST WAGHOVIA GOVERNMENT: WACHOVIA LOCAL GOVT INVESTMENT POOL: GENERAL FUND RESOURCE AUTHORITY MONEY MARKET: SUNTRUST FIRST UNION PAINE-WEBBER CASH INVESTMENTS: SUNTRUST LB&T MENTOR (GEN. OPER) MENTOR (RES. AUTH.) WACHOVIA TOTAL 2, 968, 848.61 3, 218, 507.57 3, 962, 943.88 991, 608.33 1, 979, 265.55 990, 741.67 ** 8, 309, 357.74 ** 1, 987, 345.28 ** 2,283,319.18 2,174, 519.10 1,461,060.84 13,121,173.94 990, 741.67 10, 296, 703.02 5, 918, 899.12 ** 15, 554, 072.15 ** 3, 388, 352.15 5, 639, 983.72 6,006,485.36 ** 2,451,554.84 33,040,448.22 70,112,265.05 Pg1of2 ACTION NO. ITEM NUMBER t~~.,,_ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER. MEETING DATE: February 13, 2001. AGENDA ITEMS: Statement of the Treasurer's Accountability per Investment and Portfolio Policy, as of January 31, 2001. COUNTY ADMINISTRATOR'S COMMENTS: STAFF RECOMMENDATION: Respectfully Submitted C. Anderson ounty Treasurer ACTION Approved ()Motion by Denied ( } Approve by: Elmer C. Modge County Administrator Church Johnson McNamara Minnix Nickens VOTE No Yes Abs Received ( ) Referred ( ) To (~ Page 2 of 2 ACTION NO. ITEM NUMBER ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: PG& E Commercial Paper COUNTY ADMINISTRATOR'S COMMENTS: Ms. Hyatt, Mr. Mahoney and I have worked through this issue with Mr. Anderson and assure you that all the guidelines and policies have been followed. We reviewed the bulletins of the largest financial services in the Country and they continued to advise people to purchase PG&E for four weeks after we made the investment. Several other Virginia local governments also invested in PG&E during the same time frame that the County did. While it's possible that the Company will go into bankruptcy, I believe that the County will receive its full investment. SUMMARY OF INFORMATION: On December 5, 2000, I invested $989,447.22 to purchase $1,000,000 of commercial paper of PG&E Corporation. They maturity date was February 1, 2001. This purchase was made in compliance with the County Investment Policy and the Code of Virginia. At the time of purchase, the paper was rated Al/P1, which is the highest grade commercial paper. On January 4, 2001, S&P downgraded the paper from A-1 to A-3, and on January 16, 2001 lowered the rating again from A-3 to C. On the maturity date of February 1, 2001, the paper did not pay off, and we were alerted to this fact by our custody agent on February 5, 2001. I am currently working with the County Administrator, the County Attorney and the Chief Financial Officer to vigorously pursue whatever options are available to us. The attached Fact Sheet summarizes the current status of PG&E investments. SUBMITTED BY: , APPROVED: ~ Alfred C. Anderson Elmer C. Hodge Treasurer, Roanoke County County Administrator Mnti~n by Approved ( ) No Yes Abs Denied () Church Received O Johnson Referred O McNamara To O Minnix Nickens G:\COMMON\Feb13\2-13-01PGE.wpd February 8, 2001 ' FACT SHEET `_ "' PG&E INVESTMENT The California UtiG Crisis Pacific Gas & Electric (PG&E) and Edison International (EIX is the parent of Southern California Edison) are the two largest energy suppliers in California, comprising 70% of all the power supplied to California customers. As a result of deregulation, the California Public Utilities Commission has forced PG&E and EIX to buy wholesale power above their own generating capacity in the spot market. At the same time, the Commission has capped the rate that the power companies can charge to their customers. Recent spikes in wholesale electricity and natural gas have forced them to pay prices up to 10 times higher than they are allowed to charge consumers. Consequently in the last 4 months the firms have accumulated $12 billion in aggregate losses. • On January 4, 2001, S&P and Moody's downgraded the short term debt ratings of PG&E and EIX from the top tier A1lP1 to the third tier A3/P3. The ratings were then further lowered to junk status on January 17, 2001. • The rapid decline in ratings is unprecedented in the history of the rating agencies. • The crisis is a political one. The Governor, California Assembly, and California Public Utilities Commission are the solution to the problem. • Assembly Bill No. 1 (AB 1) was passed as a step toward providing less volatile wholesale power prices in the Western United States and towards transferring the future procurement obligation from the utilities. However, this bill does not address Pacific Gas & Electric Company's and Southern California Edison Company's ability to recover past under collections. What We Are Doing Our commercial paper is currently past due. There is not a market to resell. Our recovery will depend upon the outcome of the California utility crisis. PG&E says it is examining a restructuring of its bank loans and commercial paper, and that it may take six months for holders of defaulted debt to get back their principal. PG&E may go into bankruptcy. Two precedents exist for utility bankruptcies - El Paso Electric and New Hampshire Public Utilities. In each case the unsecured creditors received payment. In New Hampshire the recovery was 100 cents on the dollar with some interest impairment after 2 % years. The El Paso unsecured debt holders got 75 cents on the dollar. We are currently seeking legal advice so that our best position is secured. ACTION NO. ITEM NUMBER ~" p AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: February 13, 2001 AGENDA ITEM: Work Session to review discussions from January 27, 2001 Economic Development Forum COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In preparation for our work session on Economic Development, we are sending you the following documents: Assistant County Administrator Dan O'Donnell will review the results of the survey that he sent to each of you and to the staff members who attended the Economic Development Forum. There are few surprises here. The Board and staff priorities were: • A strong existing business and expansion program • Technology -including bio-medical and bio-technical programs • Industrial -manufacturing • High end commercial development Technology, A Valley Primer - a 12-page booklet prepared by Bonz Hart and distributed to the Regional Partnership Business Council on February 8. Bonz has been asked to chair a Technology Committee to prepare the Roanoke area for this expanding economy. He lists on page 11 some of the things that we, as a community, need to do. I am a member of the Committee and will keep you posted of its progress. A list of the New Century Technology Council legislative priorities for this year's General Assembly. They are requesting State support for tax relief and education incentives. We would like to discuss all of these issues with you and will incorporate your suggestions in our final plan. Last summer, the Board adopted an Economic Development plan that has worked well for us. It covers the above topics, except for the emphasis on technology which we will add. ai We want to move forward with a four star program: • Amend our Existing Business Retention program to provide ongoing information to County businesses via print and electronic media. Visit targeted businesses on a regular basis. • Recruit high end manufacturing companies and support those already located here to help them expand their business. • Promote and support select commercial businesses including headquarters companies, professional firms, and offices. Major emphasis should be placed on working with Tanglewood Mall. • Add emphasis on growing, retaining and attracting technology companies. We realize that much of this must be done through work force development and providing the quality of life that will appeal to these companies. We also expect to receive less direct, less measurable returns on our- investments. If we are serious about our involvement in technology, and we should be, then we need to do certain things. First, we should review our BPOL and other tax programs to provide relief for startup and targeted technology and biomedical programs. Second, we should establish a separate incentive fund for these companies. This should be done as part of the budget process and will need to be substantial enough to make a statement. I suggest a minimum of $250,000 and preferably $500,000. This would certainly require planning and approval of the Board on how incentive funds would be used. Third, we should consider building a technology flex-space building at CRT. Fourth, we need to step up the pace in working with Virginia Tech and the State on all economic development fronts. All of these need to be the topic of work sessions in future weeks. Roanoke County has certainly created awareness, discussion and energy. We have had many solid successes in the past with ValleyPointe and RR Donnelley and others. We are ready to build on these successes and look forward to discussing these with you. Submitted by: ~~~y~,.r Elmer C. Hodge County Administrator ACTION Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: VOTE No. Yes Abs Church _ _ Johnson _ _ McNamara- _ Minnix _ _ Nickens v-~ Survey Results -Ranking of Activities Important Activities -Maintain, Attract, Grow, Diversify, Target Categories -Technology, Industrial, Commercial 15 questions -top five listed Board Results Score 1) Maintain Existing Technology Enterprises 5 2) Maintain Existing Industrial Enterprises 6 2) Maintain Existing Commercial Enterprises 6 2) Attract New Technology Enterprises 6 3) Target Specific Technology Enterprises 7 4) Attract New Industrial Enterprises 9 5) Grow our own Technology Enterprises 10 Staff Results 2) Grow our own Technology Enterprises 15 3) Maintain Existing Industrial Enterprises 16 4) Maintain Existing Technology Enterprises 17 5) Diversify Types of Industrial Enterprises 18 6) Attract New Technology Enterprises 19 5) Grow our own industrial Enterprises 19 5) Diversify Types of Technology Enterprises 19 Conclusion: Policy direction pertaining to the three types of business Technology Industrial Commercial Maintain Maintain Maintain Attract Attract Grow These results point towards creating a strong existing business retention and expansion program for all three types, an attraction program for industry, and on finding ways to help entrepreneurs grow their own technology businesses. -°~ f Obstacles to Success Board Results 1) Skills in the Workforce (workforce quality) 11 2) Available Labor (workforce quantity) 17 3) Capital /Investors 20 4) Product (land and buildings) 21 5) Infrastructure 22 6) Development Costs 23 7) Attitudes 25 Staff Results 1) Skills in the workforce 27 2) Available Labor 32 3) Product 38 4) Attitudes 43 5) Capital /Investors 49 6) Infrastructure 54 7) Development Costs 68 Conclusion - Workforce development issues of both quality and quantity are seen as the major obstacles to success, followed by capital, product and infrastructure. Development costs were rated as a low obstacle by both groups. The result concerning Attitudes -resistance to change in the community was sighted as a moderate obstacle by staff, but a low obstacle by the Board. These results point towards a strong emphasis on workforce development, a significant emphasis on increasing capital availability and product development. (Buildings and Sites) 2 ~ .~ i Importance of Outcomes Board Results 1) Ensure High Quality Development 18 2) Create New Jobs 19 3) Increase Average Per capita / HH Income of residents 22 4) Increase viability of Commercial Corridors 25 5) Increase Property Tax Base 27 6) Increase sales tax base 28 6) Minimize unemployment 28 7) Create revenue to pay for service regardless of the type of revenue 29 Staff Results 1) Create revenue to pay for services regardless of type 37 2) Increase Average Per Capita / HH Incomes 39 3) Increase Property Tax base 45 3) Ensure High Quality Developments 45 4) Increase Sales tax base 47 5) Create New Jobs 50 6) Increase viability of existing commercial corridors 58 7) Minimize unemployment 76 High level objectives for both groups were Increasing average income of residents, Ensuring high quality development Medium Level objectives for both groups were Increase property tax base Low objectives of both groups Minimize unemployment Increase sales tax base Lack of congruity between both groups Create new jobs -high for board, medium for staff Increase viability of Commercial Corridors -medium for board, low for staff ~~l Conclusion -Both the Board and staff are concerned with encouraging high quality, high wage development. Although increasing the property tax base is still important, it seems as though quality of jobs and development are more important than high property tax projects that are deemed to be lower in quality. 4 0-~ Total Survey Conclusion The County's policies should include some emphasis on all three types of business, technology, industrial and commercial. The technology strategy should have a three pronged approach, maintain, attract and grow technology-based companies. Workforce skills and capital availability are important components for technology development. The industrial strategy should be two pronged, to maintain and attract. Similar to technology, workforce development issues are important. Product (land and buildings) is also an important factor. The survey seems to indicate that high quality development and high wages are more important than immediate tax base expansion, although property tax base expansion is still a desired and necessary outcome. This is consistent with the emphasis on high technology. The commercial strategy should be to maintain what we have. This notion should also include replacing what we lose. The notion of high quality development seems to pertain to commercial development as well technology and industrial development. ~-r A Valley Primer Vision Technology companies are the growth engine of our national economy. They provide high paying jobs, have little environmental impact, create wealth for shareholders and provide their community with knowledge workers. Technology companies search exhaustively to find the best communities to plant their new company seeds. The key elements for aknowledge-based company are ideas, people, customers, capital and environment. With many localities trying to attract technology companies, the Valley must focus on providing the best environment to start technology businesses. Then, the wealth and technology expertise will come and remain in our area. The absence of a clear community voice can be highly detrimental to attracting new high-tech companies to the area. The enclosed outline is to help facilitate our Valley find its voice to attract and retain technology companies. Here are the key areas upon which we can focus discussion, so we can each add our expertise our community's technology voice and vision our People Capital Environment to rrarr~c Each topic is broken into the following points to consider: Current State Opportunity Issues Next Steps 2 4 A ~' ~~~,ew ._ People We are blessed with many natural resources in this area but have not fully utilized them. Instead we are exporting many of our best and brightest. Current State We have many Universities and Colleges within athree-hour radius of Roanoke. Our resident colleges in the valley offer liberal arts curriculum with recent progress in developing technology focused courses. We have good public schools K -12 Our current population statistically suffers from a lack of technology or advanced degrees. Demographically we have an aging population. Changes in societal morays regarding the later age to get married and have children changes has altered the quality of life assessments. What is important in lifestyle now varies greatly by the different age groups. Significant change in the market value of experience versus knowledge, for technology companies, has made current technical knowledge often more valuable than years of experience. o Thus technology companies depend on recent and con- tinuous training more than ever before. Opportunity Retain and recruit as many regional technology students to our Valley as possible. Develop additional 20-30 something lifestyle amenities to our Valley o Bike trails, green space downtown o Mountain trails (hiking and bike) integrated into our downtown and living areas. o Downtown living o Downtown night life o Advanced technology training at the Higher Ed center and local Colleges Increase our connection to Va. Tech with more interaction from Valley businesses with students, graduate students, and professors. Recruit technology workers and entrepreneurs from Northern Virginia. We must consider how to reach out to the world's gene pool and recruit the brightest minds to our area. 3 Issues We must answer the question "why should I do technology in Roanoke?" We must decide what is our vision and sell the vision along with tangible evidence. Although we have the raw technology talent in our region we lack experienced technology managers. Mext Steps Consider starting a Valley wide technology board (much -- like a tourism board) to market our Valley to the regional Universities and Northern Virginia. o This board could also market our technology products to our states business and government. Since very few technology companies move geographically once started, we must focus on people starting businesses in our Valley. 4 Capital In order for technology firms to start, grow and thrive in any region, capital must be available. Although for the right idea and management team, capital from outside our region is available to some. Having local capital is key, because local capital will encourage the enterprise to remain located in our region. People invest in what they understand and are comfortable with, thus local investment creates learning and that creates additional investment. Startup capital is provided by: Angel investors Friends and family Customers Venture Capital Traditional Loans; by banks, Small Business Administration etc. What is unique in the technology era is that those with the technology skills to start a new business are usually so young that they have not had time to create their own capi- ta I . Thus the use of other people's money is widespread in technology startups. The lack of hard assets (real estate or capital equipment) presents the greatest challenge in the investor entrepreneur relationship since the assets are usual- ly employees' intellectual capital. ~. Current Sta#e The Roanoke Valley has one independent technology focused Venture Capital firm. The angel network (early stage funding) is not organized or accessible by most. Outside Venture Capital is available but often prefers that the company relocates to a technology cluster in: o Northern Virginia o Research Triangle Park in North Carolina o Atlanta Bootstrapping with traditional bank loans and customer /personal funding is the norm in our area. This presents significant more risk to the entrepreneur than is present in technology centers. 5 Opportunity Create a network of technology investors and easier access to technology capital. Encourage additional Venture Capitalist to locate in our Valley. Consider how we can offer office space, Internet connectivity in lieu of capital for technology companies. Consider it our local banks could offer a special loan fund just for technology companies. Equip our Valley's economic development groups with the tools to help the special needs of technology companies. Issues Personal financial risk for the entrepreneur(s) is minimized with ready venture capital. The lack thereof creates a community barrier to attracting technology startups. With such intangible assets proximity is key to get a "feel" of how an investment is working out. Efficiency of an investor's time is multiplied by having many investments within a region. Knowledge of the true talent in a region is key to making investments. That knowledge either comes from the entrepreneurs' track record or personal experience with an individual investor. In an embryonic area, attracting patient investors usually requires investors with a commitment to a region. The best investors bring much more than money: The ability to recruit known talent A network of trusted technology focused service providers o Consultants o Lawyers o Accountants o Additional Investors o Landlords ~~~~=:.~~~.~,u Mext Steps ~;_~'~ By lowering risks for the entrepreneurs and investors we will '-`'`°4' F~ attract technology companies to start here. We must focus on everything we can do to lower risk. We must market state and create local incentives for technology investments. We must develop Angel networks. We must encourage technology investors. 6 Environment The regional environment for technology compa- nies must help create and sustain them. There are many areas that are key to creating a technology community. This section is broken into two subsec- tions, Infrastructure and Government. Infrastructure '1 Current State Our valley is a major communication hub for our region with many fiber optic connections downtown. We lack the high tech campus office parks that many regions have. We have many buildings downtown that could be rehabbed for non-manufacturing technology business We offer a low cost of living with low traffic. We have many of the cultural and (non technology) service amenities to meet the needs of knowledge workers. Historically we have been a commercial center west of Richmond, South of Washington and North of Charlotte We have the regional airport. Opportunity Understand and market our communications infrastructure. Provide the commercial technology services in our region. Create technology areas with reasons to locate there. o Perhaps downtown area for non-manufacturing technology companies (software and engineering). ~ Leverage the Hotel Roanoke and the Market area. o Leverage and grow the downtown bio-medical center o Perhaps the utilize Roanoke County for technology manufacturing and a larger technology campus environment. the research going on at Virginia Tech and University of Virginia in Roanoke. Provide suitable technology friendly buildings in this area for every stage of a technology company. o Very low cost space for startups 1 -20 employees o Nicer customer friendly space for next stage 20-50 o Larger lease space available for next stage SO-100 o Building sites or older buildings in the technology zones for rehab. Produce a long term plan for use and development of an area of the city and county that specifies where and how technology company growth will happen. 7 Issues We have several, non-manufacturing, technology companies downtown we need to cluster them and encourage growth. Regional technology service firms are moving to Blacksburg not Roanoke. o Roanoke firms are putting their technology practices in Blacksburg Downtown parking and property is expensive We lack a good next facility step for technology firms in the Roanoke incubator. Next Steps Regional technology development plan and vision ~-- Renovation of downtown space for a technology accelerator and technology offices. Continued development of the Roanoke County Center for Research and Technology Cataloging and marketing of our technology assets and vision Governmen# Current State The Roanoke Valley has multiple governments, Chambers of Commerce and economic development groups. Economic development in the past has focused on recruiting companies to open plants in our region to provide jobs. o Facilitating technology company startups are new skills that most government economic development groups don't have. § Technology companies don't respond to the tax incentives offered by most localities. o The current local tax system rewards governments' focus on traditional businesses. This is based on their ability to tax real estate, capital goods and inventories. Technology businesses most valuable assets (knowledge and people) are currently not locally taxed. Thus the inattention of local governments to helping technology companies. This had lead to a clustering of technology companies near major universities where they under- stand intellectual capital. 8 o State and Federal tax policy encourages technology companies to use outside capital to finance operating deficits while the company grows. ~ This discriminates against small entrepreneurs starting and running small profitable technology companies in non-techno centric areas of our country. Technology companies have flown under the radar of government attention and policy until recently. o Technology companies are now providing the efficiency and growth that is powering our nations' economy so increasing attention is being paid to them. The economics and risks of technology companies are inherently different than traditional companies. Speed is often more important than expense. o Local business licenses taxes and property taxes have had little impact on changing the behavior or location of technology companies. Most act as a deterrent ver- sus encouragement. ~ Fairfax County in Va. and Montgomery County in Maryland have done away with or updated most local taxes for technology companies. Technology companies often lack a local or regional voice since their customers and employees are often world-wide. o This makes them not dependent on local economies. Opportunity Create local government policy that encourages technology companies to start in the Roanoke Valley. ~ Shift funding from old economy drivers (shell buildings and tax abatement) to new economy drivers (lower risk, speed of doing business, flexible facilities). Work with the local media to draw attention to technology opportunities (current and visionary) in our area. Understand the technology communities needs: o Parks and recreation o Tax and policy o Education o Law enforcement Issues We need to answer "Why should I consider or stay in Roanoke with a technology business"? What is our vision? What makes us different from Lynchburg or Danville? How do we provide assistance to technology startups? 9 Next Steps Ideas for the different levels of our government to encourage - technology growth in our region: National Immigration free zone in Roanoke, for immigrants with a masters level or above in technology or bio-medical fields. Tax relief for reinvesting in your hi-tech self funded company o Accelerated depreciation on software and hardware to reflect reality of the true depreciation and help the cash flow of a company trying to make a profit and reinvesting. State Mission: To spread the wealth created by technology in Northern Virginia to the rest of the state. Investment tax credits for rehabbing an old downtown building to a high tech office. Hi-tech board to sell Virginia technology to Virginia companies o Similar to the state tourism board Encourage Virginia colleges to place students in Virginia Technology companies. o Increase the Universities funding based on technology students placed in-state Credit for University students if the stay in state after graduating o Lower tuition fees or reduced student loan balances Example, in-state tuition rates for out of state students if they work in state for 4 years following graduation. Provide tax incentives for high speed Internet connections in smaller cities surrounded by rural areas Provide unique state tax credit for angel investment in designated cities 10 Roanoke Mission: Become the least expensive, lowest risk Valley in Virginia to start a technology business Rehab downtown buildings for the various stages of hi-tech growth cycle o From startup incubator to glamorous office buildings o Provide very short term leases (3 month) o Pre-wired for hi-speed network, phones and furnished with hi-tech office furniture Market to technology entrepreneurs in regional colleges and Northern Virginia o To create their startup in Roanoke Create a downtown technology zone o Exempt personal property taxes on income and com- puters for a period of X years. o Provide shuttle from Blacksburg for tech workers with two arrive and departure times. o Solve the cost of parking problem o Provide immigration assistance office o Encourage local investors to invest in technology Market the area to Northern Virginia: o Both to technology workers and budding entrepreneurs o Answer the question, "why Roanoke"? With a package that shows how we offer... the lowest risk, with the best lifestyle. 11 Why this booklet? Moving a community to action takes the effort of many. There are many steps involved including: 1. Awareness of the problem or need 2. Assessment of current situation 3. Evaluation of options or opportunities 4. Creation of a vision of what we want "it" to be 5. Creation of an action plan of what's doable Hopefully this document has helped in areas #1 to #3. We need your help to determine #4 and #5. Let us know your perspective, speed is key! Please email mail me your thoughts at bonz@meridium.com 12 a°/ NCTC Legislative Agenda: Economic Development Issues: Provide funding for regional technology deve%pment boards (much like regional tourism boards) to market regional technology jobs to other areas. Also provide ef~trepreneurs with information on why they should start a business in th~~~ir region. Establish a tier~:d system of incentives that increase in value as businesses' choice locations get more rural Support local i~~frastructure developments to enable increased bandwidth capability and ~esources Tax Issues • Provide tax niief for small profitable technology companies that are using retained earnings to grow their business by reinvestment versus seeking outside capital. (This will be a key funding mechanism as venture funding becomes harder to obtain) • Tax credit for investment in small technology business • Technology and biotechnology specific R&D tax credit • Technology internships tax credit • Phase out the Business and Professional Occupational License (BPOL) tax, key disincentive to investment, starting with a statewide exemption for software desk ~ and development, now a local option. • Maintain mora'~orium on Internet taxes • Lower threshc~ids for companies to qualify for the jobs tax credit or investment tai credit to recognize that half of Virginia's technology jobs are created by srxaw~ll firms in small increments. Educational Issues • Provide statewide incentives for technology students to work in the state after graduation, (Lower student loans, or charge out ofstate students in- state tuition) • Develop incentives to increase the number of science and technology majors in Virginia's institutions of higher education • Support the development of a statewide system that matches internship opportunities with qualified students • Fund the Adva.~tage Virginia Incentive Program (AVIP) which provides scholarships t~:~ students majoring in science and technology related fields at two- and four-;-ear public institutions of higher education in return for their commitment t:~ work in Virginia's "occupational areas of high demand." • Provide a tax :~:redit to those in the private sector who choose to fund the Advantage Virc~~inia Incentive Program (AVIP), which provides scholarships to students majoring in science and technology related fields at two- and four- . year public in:,titutions of higher education in return for their commitment to work in Virgir;;a's "occupational areas of high demand." State Law Issues: • Provide c%ar state law that ref/ects the federal law for protection of Intel%ctual property and trade secret theft. (Current state /aw does not provide adequate protection in criminal cases for deve%pers of commercial Intel%ctual property) • Modernize Virginia's laws and regulations regarding commercialization of research and experimentation performed by university and other state employees to match the most attractive regulatory regimes of other states *italics indicate a New Point from the NCTC others indicate agreement... • • 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY FEBRUARY 13, 2001 RESOLUTION 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. O~ FiOANp~.~ a ~ ti p z c> ~ _ ~ ,,, a~ ~: ~, ,.. 7838 P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallen@www.co.roanoke.va.us ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 February 15, 2001 Ms. Beth Anderson 2555 Sharmar Road Roanoke, VA 24018 Dear Ms. Anderson: BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bhotton@www.co.roanoke.va.us The members of the Board of Supervisors wish to express their sincere appreciation for your previous service to the Grievance Panel. Citizens so responsive to the needs of their community and willing to give of themselves and their time are indeed all too scarce. I am pleased to inform you that, at their meeting held on Tuesday, February 13, 2001, the Board of Supervisors voted unanimously to reappoint you as a member of the Grievance Panel for another three year term. Your new term began on February 23, 2001 and will expire on February 23, 2004. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors Enclosures cc: Joe Sgroi, Director, Human Resources ® Recycled Paper O~ ROANp,~~ , .2 l 1 I rl' 11'~Yt"T1'Y Tl'1" '111 T1' Xt"Y1' Tl" L? b v-. a Board of Suaervisors H. Odell "Fuzzy" Minnix, Chairman Cave Spring Magisterial District Joseph B. "Butch" Church, Vice-Chairman Catawba Magisterial District P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 February 14, 2001 Ms. Margaret L. Witt 9052 Poor Mountain Road Bent Mountain, VA 24059 Dear Ms. Witt: Bob L. Johnson Hollins Magisterial District Joseph McNamara Windsor Hills Magisterial District Harry C. Nickens Vinton Magisterial District Enclosed is a resolution of appreciation upon your retirement which was unanimously approved at the February 13, 2001 Board Meeting. On behalf of the Board of. Supervisors of Roanoke County and its citizens, I wish to offer my appreciation for your many years of capable, loyal and dedicated service to the County. I am pleased to send you this resolution, and notification that Roanoke County has purchased a $100 Savings bond in recognition of your years of employment with the County. This bond will be forwarded to you from the Federal Reserve Bank at a later date. If you would like to have your resolution framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. It has been our experience that framed resolutions may be damaged when mailed. On behalf of each member of the Board and the citizens of Roanoke County, please accept this Resolution and savings bond with our best wishes for a productive retirement and continued success in the future. Sincerely, .j" ~,fr~ } ~~ H. Odell "Fuzzy" N[inni~, Chairman Roanoke County Board of Supervisors Attachment cc: Joseph Sgroi, Director, Human Resources Diana Rosapepe, Director, Library OFFICE: FAX: VOICE MAIL: E-Mail (540) 772-2005 (540) 772-2193 (540) 772-2170 bos C~co.roanoke.va.us of Roanro,~~ G ti ' 9 7 ~ a ~.~~~~ .~~ ~a~xx~~a.~..~ 1838 Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 H. Odell "Fuzzy" Minnix, Chairman Bob L. Johnson Cave Spring Magisterial District Hollins Magisterial District Joseph B. "Butch" Church, Vice-Chairman Joseph McNamara Catawba Magisterial District Windsor Hills Magisterial District Harry C. Nickens Vinton Magisterial District February 14, 2001 Ms. Susie B. Owen 917 Gatling Lane Salem, VA 24153 Dear Ms. Owen: Enclosed is a resolution of appreciation upon your retirement which was unanimously approved at the February 13, 2001 Board Meeting. On behalf of the Board of Supervisors of Roanoke County and its citizens, I wish to offer my appreciation for your many years of capable, loyal and dedicated service to the County. I am pleased to send you this resolution, and notification that Roanoke County has purchased a $100 Savings bond in recognition of your years of employment with the County. This bond will be forwarded to you from the Federal Reserve Bank at a later date. If you would like to have your resolution framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. It has been our experience that framed resolutions may be damaged when mailed. On behalf of each member of the Board and the citizens of Roanoke County, please accept this Resolution and savings bond with our best wishes for a productive retirement and continued success in the future. Sincerely, ~ .. H. Odell "Fuzzy" Minnix~hairman Roanoke County Board of Supervisors Attachment cc: Joseph Sgroi, Director, Human Resources OFFICE: FAX: VOICE MAIL: E-Mail (540) 772-2005 (540) 772-2193 (540) 772-2170 bos ~co.roanoke.va.us O~ ROANp~.~ ~ ~, Z ~3, c~ 1838 Board of Supervisors H. Odell "Fuzzy" Minnix, Chairman Cave Spring Magisterial District Joseph B. "Butch" Church, Vice-Chairman Catawba Magisterial District P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 February 13, 2001 Bob L. Johnson Hollins Magisterial District Joseph McNamara Windsor Hills Magisterial District Harry C. Nickens Vinton Magisterial District Rev. Brian Clingenpeel Villa Heights Baptist Church 4080 Challenger Ave., NE Roanoke, Virginia 24012-6734 Dear Reverend Clingenpeel: On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, February 13, 2001. We believe it is most important to ask for divine guidance at these meetings and the Board is very grateful for your contribution. Thank you again for sharing your time and your words with us. It was good to have you with us. With kip,dest regards, .~ ~~, ~ ~~~ H. Ode "Fu z "Minnix Chairman Y Roanoke County Board of Supervisors OFFICE: FAX: VOICE MAIL: (540)772-2005 (540)772-2193 (540)772-2170 E-Mail bos C~3co.roanoke.va. us O~ ROANp,Y~ z ~ J a? ,83$ C~~~xxr# .~~ .a~xx~.~.~..e P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC ROANOKE, VIRGINIA 24018-0798 BRENDA J. HOLTON CLERK TO THE BOARD (540) 772-2005 DEPUTY CLERK Internet E-Mail: mallen@www.co.roanoke.va.us FAX (540) 772-21 93 Internet E-Mail: bholton@www.co.roanoke.va.us February 15, 2001 Mr. Jeff Echols, Resident Engineer Virginia Department of Transportation P. O. Box 3071 Salem, VA 24152-3071 Dear Mr. Echols: Attached is a certified copy of Resolution No. 021301-6 requesting that the Virginia Department of Transportation decrease the speed limit on Route 460 in front of Fort Lewis Elementary School and Route 220 in front of Clearbrook Elementary School. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, February 13, 2001, by a unanimous vote with Supervisor Nickens absent. If you need further information, please do not hesitate to contact me. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors bj h Enclosure cc: Paul M. Mahoney, County Attorney ® Recycled Paper O~ ROANp,Y~ ~. ti >, ', ,; A z ~ ! r r °v J ,,ate Z ^ ~ r'~ 1 ~ 1A~ ~ 1~ r~ T ~ .rr N~ 7.r ~4 L~ ~ P.O. BOX 29800 MARY H. ALLEN, CMC CLERK TO THE BOARD Internet E-Mail: mallen@www.co.roanoke.va.us 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (5401 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us February 15, 2001 Ms. Beth Anderson 2555 Sharmar Road Roanoke, VA 24018 Dear Ms. Anderson: The members of the Board of Supervisors wish to express their sincere appreciation for your previous service to the Grievance Panel. Citizens so responsive to the needs of their community and willing to give of themselves and their time are indeed all too scarce. I am pleased to inform you that, at their meeting held on Tuesday, February 13, 2001, the Board of Supervisors voted unanimously to reappoint you as a member of the Grievance Panel for another three year term. Your new term began on February 23, 2001 and will expire on February 23, 2004. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors Enclosures cc: Joe Sgroi, Director, Human Resources ® Recycled Paper O~ (~OANp,`.~ Z ,~ ~ - ~ Z J a~ C~~~~# ~~ ~~x~~a.~.~ rase P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC ROANOKE, VIRGINIA 24018-0798 BRENDA J. HOLTON CLERK TO THE BOARD (540) 772-2005 DEPUTY CLERK Internet E-Mail: mallen@www.co.roanoke.va.us FAX (540) 772-21 93 Internet E-Mail: bholton@www.co.roanoke.va.us February 15, 2001 Mr. Jeff Echols, Resident Engineer Virginia Department of Transportation P. O. Box 3071 Salem, VA 24152-3071 Dear Mr. Echols: Attached is a certified copy of Resolution No. 021301-6 requesting that the Virginia Department of Transportation decrease the speed limit on Route 460 in front of Fort Lewis Elementary School and Route 220 in front of Clearbrook Elementary School. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, February 13, 2001, by a unanimous vote with Supervisor Nickens absent. If you need further information, please do not hesitate to contact me. Sincerely, Mary H. Allen, CMC Clerk to the Board of Supervisors bjh Enclosure cc: Paul M. Mahoney, County Attorney Arnold Covey, Director, Community Development ® Recycled Paper Mary Allen_Public notice -Sale of Lloyd property -Reply Page 1 From: Legals Staff <legals@roanoke.com> To: <SPATTERSON-BANE@co.roanoke.va.us> Date: 1 /29/01 10:49AM Subject: Public notice -Sale of Lloyd property -Reply ad will run Jan 30 & Feb 6 -cost $151.24...thanks PUBLIC NOTICE Please be advised that the Board of Supervisors of Roanoke County, Virginia, at its meeting on February 13, 2001, at the Roanoke County Administration Center, 5204 Bernard Drive, Roanoke, Virginia, at the afternoon session beginning at 3:00 p.m., will hold a public hearing on the following: ORDINANCE ACCEPTING AN OFFER FOR AND AUTHORIZING THE SALE OF 37.86 ACRES OF REAL ESTATE LOCATED IN THE CITY OF SALEM (THE LLOYD PROPERTY - TAX MAP NO. 194-1-1) All members of the public interested in the matters set forth above may appear and be heard at the time and place aforesaid. A copy of the full text of the ordinance is on file and is available for public inspection in the office of the Clerk of the Board of Supervisors, whose office is located at 5204 Bernard Drive, Roanoke, Virginia. Paul M. Mahoney County Attorney Roanoke County,Virginia (1599762) Mary Allen - Iloyd.notice.wpd Page 1 ._ II PUBLIC NOTICE ' Please be advised that the Board of Supervisors of Roanoke County, Virginia, at its i meeting on February 13, 2001, at the Roanoke County Administration Center, 5204 Bernard I, Drive, Roanoke, Virginia, at the afternoon session beginning at 3:00 p.m., will hold a public ~I hearing on the following: ORDINANCE ACCEPTING AN OFFER FOR AND AUTHORIZING THE SALE OF 37.86 ACRES OF REAL ESTATE LOCATED IN THE CITY OF SALEM (THE LLOYD PROPERTY -TAX MAP NO. 194-1-1) All members of the public interested in the matters set forth above may appear and be ~ heard at the time and place aforesaid. A copy of the full text of the ordinance is on file and is available for public inspection in !, the office of the Clerk of the Board of Supervisors, whose office is located at 5204 Bernard Drive, Roanoke, Virginia. Paul M. Mahoney County Attorney Roanoke County, Virginia Publish on the following dates: January 30, 2001 February 6, 2001 ~I Send invoice to: Board of Supervisors P. O. Box 29800 Roanoke, VA 24018-0798 ATTENTION: MRS. MARY ALLEN '_Mary Allen -Public notice -Sale of Lloyd property Page 1 From: Sue Patterson-Bane To: Legals@roanoke.com Date: 1 /16/01 2:16PM Subject: Public notice -Sale of Lloyd property Martha, Please see attached public notice on the sale of the Lloyd property. Please let me know if you have any questions. Sue 772-2007 CC: Mary Allen To: Mary Allen From: Tammi Wood Community Development, Planning & Zoning RE: Transmittal Reports Date: February 7, 2001 Mary, Attached please find copies of the Transmittal Reports for the February 6, 2001 Planning Commission Public Hearing. They are as follows: 1-1/2001 The Trustees of the Korean Baptist Church 3-2/2001 Jones & Jones Associates 4-2/2001 Mi Suk Perry 5-2/2001 Tracy A. Bryant Let me know if you need any additional information. Thank you. Tammi