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9/11/2001 - Regular
Woking Document-Subject to Revision ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA SEPTEMBER 11, 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 Thursday at 7 p.m. and Saturday 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. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call HCN ABSENT AT 3:05 P.M. HOM ANNOUNCED THAT BECAUSE OF THE TRAGEDY AT THE WORLD TRADE CENTER AND THE PENTAGON THAT THEY WOULD DEFER MUCH OF THEIR AGENDA TO ANOTHER MEETING. HE ALSO ANNOUNCED THAT HCN WAS ABSENT BECAUSE OF A DEATH IN HIS FAMILY 2. Invocation: John M. Chambliss, Jr. Assistant County Administrator 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS ECH DEFERRED ITEMS E-2 F-2 G-1 AND WORK SESSIONS O-1 0-2. 0-3 0-4 AND THE CLOSED MEETING. C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS 1. Recognition of Fire and Rescue Chief Richard Burch for having been elected President of the Southeastern Association of Fire Chiefs. CHIEF BURCH RECEIVED CERTIFICATE OF RECOGNITION. D. BRIEFINGS NONE E. NEW BUSINESS 1. Request for emergency funds in the amount of $40,000 for replacement of failed septic system at the Mason Cove Fire and Rescue Station. (Anne Marie Green, General Services Director) A-091101-1 JBC MOTION TO APPROVE $40 000 FUNDING FROM CAPITAL UNAPPROPRIATED BALANCE. URC WITH HCN ABSENT 2. Request for approval of the 2002 Holiday Schedule. (Joseph Sgroi, Human Resources Director) DEFERRED TO FUTURE MEETING F. FIRST READING OF ORDINANCES 1. First reading of ordinance to enter into a cooperative agreement between Roanoke City and Roanoke County for Fire and Rescue Service at the Clearbrook Fire Station. (Elmer C. Hodge, County Administrator) HOM MOTION TO APPROVE 1ST READING 2ND READING - 9/25/01 URC WITH HCN ABSENT 2 1 CITIZEN SPOKE IN SUPPORT WITH SOME CONCERNS 2. Ordinance amending ordinance 021098-9 and 032498-7 which vacated and closed public rights-of way and released public property interests in and around Pinkard Court subdivision, to delete the condition in each ordinance that the specified properties be acquired in one common ownership (Lowe's Inc.) And combined into one tract or parcel, and to otherwise ratify and approve each of said ordinances. (Vickie Huffman, Assistant County Attorney) DEFERRED TO FUTURE MEETING G. SECOND READING OF ORDINANCES 1. Second reading of ordinance amending notice requirement of enforcement procedures for Section 12-125 "Removal of inoperative motor vehicles, etc.," Section 13-14. "Unlawful accumulations of trash and growth of weeds; public nuisances and abatement thereof." (Paul Mahoney, County Attorney) DEFERRED TO FUTURE MEETING H. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals 2. Grievance Panel 3. Industrial Development Authority 4. League of Older Americans Advisory Council 5. Roanoke County School Blue Ribbon Committee 6. Social Services Advisory Board 7. Roanoke Valley Area Metropolitan Planning Organization (MPO) Community Advisory Committee. 3 JPM NOMINATED LEE EDDY HOM NOMINATED HECTOR WILTSHIRE FOR HCN WHO WAS ABSENT 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-091101-2 BLJ MOTION TO ADOPT CONSENT RESO URC WITH HCN ABSENT 1. Confirmation of Committee Appointments to the Grievance Panel and Industrial Development Authority and Social Services Advisory Board. A-091101-2.a 2. Resolution of Support for Roanoke County to participate in a state- wide tourism initiative called "Founders of America Communities." R-091101-2. b 3. Request from Schools to accept and appropriate $19,240 from the Carl Perkins Act for career and technical educational programs. A-091101-2.c 4. Donation of a 0.400 acre utility lot for a sanitary sewer pump station serving the Groves Subdivision in the Cave Spring Magisterial District from Palm Land Company, L. C. A-091101-2.d J. REQUESTS FOR WORK SESSIONS NONE K. REQUESTS FOR PUBLIC HEARINGS 4 L. CITIZENS' COMMENTS AND COMMUNICATIONS NONE M. REPORTS JPM MOTION TO RECEIVE AND FILE URC WITH HCN ABSENT 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Accounts Paid -July 2001 6. Proclamations signed by the chairman 7. Update on Roanoke Valley-Alleghany Regional Commission 8. Monthly report on Clean Valley Council activities 9. Status Report on 24 hour Fire and Rescue staffing at Fort Lewis, Hollins and Vinton stations. N. REPORTS AND INQUIRIES OF BOARD MEMBERS _ Supervisor Johnson expressed his shock and horror at the terrorist attacks at the Worfd Trade Center in New York and Pentagon in Washington. He expressed full support of the U S President and_his advisors and thought it appropriate that the Board hold #heir meetina even with the tragedy He suggested that the Countv offer official condolences to the victims and also offer whatever assistance we can He suggested contacting the American Red Cross. 5 Supervisor McNamara• Also expressed his sincere condolences to everyone who was touched by the tragedy in any w~ Supervisor Church• Advised that he had a son in Washington whom he was worried about and this makes one look at everything in a different light. He also agreed the County should hold the Board meeting and offered prayers to everyone touched by the tragedy. Supervisor Minnix: Explained his first reaction was anger and that he couldn't contact his son who lives in Manhattan He supported retaliation to those who are responsible, especially when innocent aeople are slaughtered but cautioned that we not jump to conclusion about who may be responsible Mr. Hodge reported that he pulled toaether key staff and contacted the Board of Supervisors to discuss how the County could assist. He advised that the County has an emergency operation plan for emeraencies He reported that Chief Burch is checking to see if other localities need personnel, equipment or supplies. He advised that some of the fire and rescue volunteers are already involved in assisting and that he would contact the Red Cross to see if they needed assistance He pointed out that both Washington and New York would need help for days to come and that the County would help in any way it could. O. WORK SESSIONS Joint Work Session with the Library Board to discuss Bent Mountain Library renovations. (Elmer C. Hodge, County Administrator) DEFERRED TO FUTURE MEETING 2. Update on Citizen Inquiry System and other technology initiatives. (Mary Allen, Clerk to the Board, Anne Marie Green, General Services Director) DEFERRED TO FUTURE MEETING 3. Unaudited year end financial review. (Brent Robertson, Budget Director) DEFERRED TO FUTURE MEETING 4. Discussion of proposed Interstate 73 corridor. (Arnold Covey, Community Development Director) DEFERRED TO FUTURE MEETING P. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344 A (7) Consultation with legal counsel regarding a specific legal matter requiring the provision of legal advice by the County Attorney, namely, negotiation of an agreement with the Town of Vinton regarding the McDonald Farm development. DEFERRED TO FUTURE MEETING Q. CERTIFICATION RESOLUTION CLOSED MEETING WAS NOT HELD R. ADJOURNMENT HOM ADJOURNED MEETING AT 3:55 P.M. 7 ~ (iOANp,~. ~r cf "~ "`~ x~ F I., ' A ~ ~ 1838 ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA SEPTEMBER 11, 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 Thursday at 7 p.m. and Saturday 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. A. OPENING CEREMONIES (3:00 P.M.) 1. Roll Call 2. Invocation: John M. Chambliss, Jr. Assistant County Administrator 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. Recognition of Fire and Rescue Chief Richard Burch for having been elected President of the Southeastern Association of Fire Chiefs. D. BRIEFINGS E. NEW BUSINESS 1. Request for emergency funds in the amount of $40,000 for replacement of failed septic system at the Mason Cove Fire and Rescue Station. (Anne Marie Green, General Services Director) 1 ® Recycled Paper 2. Request for approval of the 2002 Holiday Schedule. (Joseph Sgroi, Human Resources Director) F. FIRST READING OF ORDINANCES 1. First reading of ordinance to enter into a cooperative agreement between Roanoke City and Roanoke County for Fire and Rescue Service at the Clearbrook Fire Station. (Elmer C. Hodge, County Administrator) 2. Ordinance amending ordinance 021098-9 and 032498-7 which vacated and closed public rights-of way and released public property interests in and around Pinkard Court subdivision, to delete the condition in each ordinance that the specified properties be acquired in one common ownership (Lowe's Inc.) And combined into one tract or parcel, and to otherwise ratify and approve each of said ordinances. (Vickie Huffman, Assistant County Attorney) G. SECOND READING OF ORDINANCES 1. Second reading of ordinance amending notice requirement of enforcement procedures for Section 12-125 "Removal of inoperative motor vehicles, etc.," Section 13-14. "Unlawful accumulations of trash and growth of weeds; public nuisances and abatement thereof." (Paul Mahoney, County Attorney) H. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals 2. Grievance Panel 3. Industrial Development Authority 4. League of Older Americans Advisory Council 5. Roanoke County School Blue Ribbon Committee 6. Social Services Advisory Board 2 7. Roanoke Valley Area Metropolitan Planning Organization (MPO) Community Advisory Committee. 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. Confirmation of Committee Appointments to the Grievance Panel and Industrial Development Authority and Social Services Advisory Board. 2. Resolution of Support for Roanoke County to participate in a state- wide tourism initiative called "Founders of America Communities." 3. Request from Schools to accept and appropriate $19,240 from the Carl Perkins Act for career and technical educational programs. 4. Donation of a 0.400 acre utility lot for a sanitary sewer pump station serving the Groves Subdivision in the Cave Spring Magisterial District from Palm Land Company, L. C. J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 3 5. Accounts Paid -July 2001 6. Proclamations signed by the chairman 7. Update on Roanoke Valley-Alleghany Regional Commission 8. Monthly report on Clean Valley Council activities 9. Status Report on 24 hour Fire and Rescue staffing at Fort Lewis, Hollins and Vinton stations. N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS 1. Joint Work Session with the Library Board to discuss Bent Mountain Library renovations. (Elmer C. Hodge, County Administrator) 2. Update on Citizen Inquiry System and other technology initiatives. (Mary Allen, Clerk to the Board, Anne Marie Green, General Services Director) 3. Unaudited year end financial review. (Brent Robertson, Budget Director) 4. Discussion of proposed Interstate 73 corridor. (Arnold Covey, Community Development Director) P. CLOSED MEETING pursuant to Code of Virginia Section 2.1-344 A (7) Consultation with legal counsel regarding a specific legal matter requiring the provision of legal advice by the County Attorney, namely, negotiation of an agreement with the Town of Vinton regarding the McDonald Farm development. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 4 ACTION NO. ITEM NUMBER C'~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Recognition of Fire and Rescue Chief Richard Burch for having been elected President of the Southeastern Association of Fire Chiefs COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to recognize Fire and Rescue Chief Richard Burch for his election as President of the Southeastern Association of Fire Chiefs. He will be presented with a Certificate of Recognition for this achievement. Chief Burch's election took place at the SEAFC's annual conference in Nashville, Tennessee on July 11th, 2001. The association is one of eight divisions that make up the International Association of Fire Chiefs (IAFC). The Southeastern Division is made of representatives from the states of Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee, Virginia, West Virginia, the Commonwealth of Puerto Rico, and the U.S. Virgin Island. The mission of the SEAFC is to provide leadership, education, information, and networking to career and volunteer chief fire officers and managers of Emergency Service Organizations throughout the southeastern division of the International Association of Fire Chiefs. The first responsibility of Chief Burch was to present a comprehensive division report to the International Board of Directors and general membership at the IAFC annual conference in New Orleans this past August. sJ~~ ~ Elmer C. H dge County Administrator ACTION VOTE No. Yes Abs Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Church _ Johnson _ _ _ McNamara- Minnix _ _ Nickens _ _ _ A-091101-1 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: September 11, 2001 AGENDA ITEM: Request for funding for emergency replacement of Masons Cove Fire and Rescue Station Septic System COUNTY ADMINISTRATOR'S COMMENTS: Recommend Approval BACKGROUND: In April, the septic system at the Masons Cove Fire and Rescue station failed, resulting in the building being unusable for several days. The County temporarily installed portable toilet facilities, so that the station could be re-opened, and as a short term solution, repaired the septic tank and began pumping the septic system on a weekly cycle. The soil in that part of the County contains a high level of clay, and it is difficult to find appropriate areas for septic systems. Many of the residents along Bradshaw Road have experienced similar problems, and the Masons Cove station has long had a problem with standing water and the septic system itself. At the request of the Health Department, which is responsible for issuing septic permits, the County hired a soil scientist to test the soil at Masons Cove, and the report showed that the soil was not suitable for a traditional system. The consultant also looked at land around the station, but none of it met the criteria, either. The soil scientist recommended a package sewage treatment plant as an alternative which would be acceptable to the Health Department and keep the facility open and operational for the future. The County's General Services and Utility Departments worked with the Health Department to find an acceptable system, and the state issued a sewage system construction permit in June. The system was designed by the Utility Department, and purchased from the FAST wastewater treatment systems company. The system was delivered the week of August 27, and is currently being installed. It is expected to be operational by September 15. ~/ SUMMARY OF INFORMATION: There were no funds included in the current fiscal year budget for the replacement of this septic system. The system which is being installed is more expensive than a traditional system, because it involves a much more sophisticated method of sewage treatment before discharge. The FAST system, which was chosen for this project, was less expensive than the other available alternative, and the County used companies on contract to provide the majority of the other services required, such as electrical work, construction of the tanks, etc. Installation of this system should prevent further problems at Masons Cove and allow the station to remain in operation for many years. The total cost of the system is estimated at $40,000, and is broken down as follows: Interim Pump and Haul Portable Toilets $ 735 Septic Tank Repair 4,828 Tank Pumping 3,270 Total $8,833 New On-Site Sewer System FAST System $4,995 Crane 2,063 Soil Reports 900 Electrical 3,000 (estimate) Pump and Conduit 1,100 Paving 2,000 (estimate) Tanks 5,355 Contractor 10.000 (estimate) Total $29,413 TOTAL ESTIMATED COST $38,246 The actual cost for installation has not been determined, but should be within the estimates above. Staff is requesting approval of this in order to begin paying vendors involved in the process. FISCAL IMPACT: Funding for this project is available in the Capital Unappropriated Fund Balance. STAFF RECOMMENDATION: Staff recommends that the Board approve an expenditure up to $40,000 from the Capital Unappropriated Fund Balance to cover the cost of the emergency installation of the sewage treatment system for the Masons Cove Fire and Rescue Building. •. „ Respectfully Submitted by nne Marie Green Director of General Services Approved by: ~i'irn.~/ Elmer C. Hodge County Administrator ~-/ ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: Joseph B. Church to approve Church _ x _ Denied () $40 000 funding from Capital Unappro- Johnson _ x _ Received () priated Balance McNamara- x Referred () Minnix _ x To () Nickens _ _ x cc: File Anne Marie Green, Director, General Services Danial Morris, Director, Finance Chief Rick Burch, Fire & Rescue y ACTION NO. ITEM NUMBER ~lc~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Request for approval of the 2002 Holiday Schedule COUNTY ADMINISTRATOR'S COMMENTS: Recommend leaving the schedule as it is in 2001 with two floating holidays. BACKGROUND: In January 2001, the Board changed the holiday schedule in order to improve citizen access for conducting county business during minor holidays. The Board designated two minor holidays as floating holidays. This also provided employees with more flexibility and choice to schedule time off. Employees earn eight holiday hours for each of these two floating holidays when they occur. For the 2001 year, the County will be closed on the following holidays: New Year's Day Martin Luther King Day Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Day Monday, January 1 Monday, January 15 Monday, May 28 Wednesday, July 4 Monday, September 3 Thursday, November 22 Friday, November 23 Tuesday, December 25 For the year 2001, Roanoke County will be closed on Christmas Eve rather than on the minor holiday of Columbus Day. The two remaining minor holidays are floating holidays which included President's Day, Monday, February 19, and Veteran's Day, Monday, November 12 (to be observed). On these minor holidays, the County offices will remain open. r.., SUMMARY OF INFORMATION For 2002, here is a calendar for review: New Year's Day Martin Luther King Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Day after Thanksgiving Christmas Day Tuesday, January 1 Monday, January 21 Monday, February 18 Monday, May 27 Thursday, July 4 Monday, September 2 Monday, October 14 Monday, November 11 Thursday, November 28 Friday, November 29 Wednesday, December 25 SUN MON TUE WED THU FRI SAT Dec 22 Dec 23 Dec 24 Dec 25 Dec 26 Dec 27 Dec 28 Christmas Christmas Eve ALTERNATIVES: The Staff has discussed the following alternatives: Option 1: Instead of 2 floating holidays (Presidents' Day and Veterans' Day) like this year, designate 3 floating holidays to include Presidents' Day, Veterans' Day and Columbus Day. Option 2: Continue with Presidents' Day and Veterans' Day as the 2 floating holidays and again like this year, designate Christmas Eve Tuesday, December 24, 2002 as a holiday rather than Columbus Day in October 2002. STAFF RECOMMENDATION: Either alternative is viable and staff will implement the Board's preference. 2 Respectfully submitted, Joe Sgroi, Director Human Resources Approved by, %~m~/ Elmer C. Hodge County Administrator -~ ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ _ Received () McNamara- _ Referred () Minnix _ _ To () Nickens _ 3 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: September 11, 2001 AGENDA ITEM: First Reading of an Ordinance to Enter Into a Cooperative Agreement Between Roanoke City and Roanoke County for Fire and Rescue Service at the Clearbrook Fire Station COUNTY ADMINISTRATOR'S COMMENTS: This was a successful joint effort by the City and County. I want express appreciation to the Board of Supervisors for your courageous support. I also express appreciation to Roanoke City Council and City Manager Darlene Burcham. Special credit should be given to Chief Burch, Chief Grisby, and the staff and volunteers at Clearbrook. This is a great beginning. EXECUTIVE SUMMARY: This is the First reading of an ordinance to enter into an agreement with Roanoke City for joint staffing of the Clearbrook station. Roanoke City approved this at their meeting last Tuesday, September 4, 2001. If approved by the Board fire and EMS service will be greatly improved in the Clearbrook/South Roanoke area of the two localities. The Ordinance is attached for your information as is a copy of the proposed contract. BACKGROUND: This item has been discussed with the Board on a number of occasions, as recently as last week at the Regional Training Center. At that time, members of the County Board and City Council welcomed the class of 25 new recruits on their first day of training. When graduated in December, the 16 new County paramedic/firefighters will be allocated to core County stations to provide 24/7 service. Six Roanoke City personnel will also be allocated to the Clearbrook Station, which will allow both localities to provide improved fire and EMS services to the citizens of this area. Hopefully, this will set an example for other cooperative efforts in the future. At the meeting, Mr. Mahoney will explain the terms of a proposed contract between the City and the County, a copy of which is included for your information. Roanoke City approved this at its ~i council meeting on September 4. Chief Burch will also be present to share with you more information on the schedule, transition, and operations of this new venture. SUMMARY OF INFORMATION: You will see from the contract that the City will add six personnel to the twelve County personnel already planned for Clearbrook. We don't yet have any statistics on which locality will have the most fire and emergency calls run out of the station. We will collect information throughout the year in order to adjust staffing and the allocation of costs annually as we currently do with the station we operate with Botetourt County. Chief Burch will explain the role and purpose of the Transition Team established by he and Chief Grigsby. Allocation of Costs The Board has already authorized the charging of fees for EMS transport. Since staffing from this station will be operating in the City and the County, it is our recommendation that the fees collected accrue to the locality in which the call originated. In other words, Roanoke City will receive funds for all EMS transports in the City, and the County for EMS calls answered in the County. There are no major additional costs to add the City staff to the Clearbrook Station. The facilities are adequate to house these staff. If there are additional operating costs, the two chiefs will determine the proper allocation method. At the end of each year, adjustments can be made based on the number of calls answered in each locality. Role of the Volunteers The volunteer fire and rescue personnel have served Roanoke County very well for a number of years and we appreciate their services. Volunteers are supportive of this cooperative agreement and there are several members on the Transition Team. The volunteers will continue to operate out of Clearbrook as they do at this time. They are involved in plans for the remodeling of the building. The chiefs and Transition Team will determine exactly how career and volunteer staffing will be done. Roanoke City has requested that first due calls into their area be answered by career staff consistent with other City stations. This is acceptable and understandable to us. Roanoke County plans to continue running volunteers on our calls as we have in the past. Frequently Asked Questions ~_ ~ In an effort to answer questions that you and interested citizens have had, we are providing the following information: Q: Why are there six staff from Roanoke City when there are twelve from Roanoke County? A: Until the station is jointly staffed and operating in the City and County, we have no way of knowing the actual number of calls that will be run into each locality. When we have actual call statistics, the two chiefs can adjust the staffing if necessary. Q: Will the City share in the costs of improvements currently planned for the building? A: That is a question to be considered by City Council and the Board. In our negotiations and recommendations to you, we suggest that is not necessary. This contract will be reviewed each year and can be terminated by either locality at the end of the year. The improvements made to Clearbrook are necessary for our own operation. If there are other improvements in the future, it is foreseeable that the City may participate at that time. Q: Are other cooperative efforts being planned for other stations? A: It certainly makes sense to do so, but we have chosen to begin with the Clearbrook Station and to evaluate the success of this partnership before doing anything else. Additional stations or significant changes will require review and approval by City Council and the Board. Q: Will Indian Grave Road be improved and, if so, when? A: Indian Grave Road must be improved because of the development taking place in that area. We are all well aware of the plans for the church to construct a major facility and, in addition, we already have concept plans for development across Indian Grave Road. Arnold Covey is seeking proposals from A/E firms to get specific cost information on necessary improvements to Indian Grave Road. All of that will be brought to the Board at a later time when cost allocation information is available. It is very likely that any improvements will take 6-12 months. Q: Will this partnership with Roanoke City delay improvements to the Clearbrook Station that have already been approved by the Board? A: No. We are moving forward as quickly as we can so we will be able to accommodate the additional staff. . J ~` Q: Will the building need to be larger because of the City involvement? A: No. Our plans have always been to size the Clearbrook building large enough to accommodate 24/7 fire and rescue. Q: What will be the fiscal impact on Roanoke County? A: It is anticipated that yearly costs savings will be $250,000 for the County since Roanoke City will be providing six personnel at this station so it can operate 24/7 fire and rescue. It also saves Roanoke City from having to build a new station and hiring additional personnel. Conclusion and Recommendation I hope this answers many of the questions you have been hearing and would ask that you approve the contract. I also want to thank the Board and all of the others who have worked with us over the past year to take this most significant step. In particular, I want to recognize the efforts of Chief Burch and Chief Grigsby who have worked together so unselfishly that this dream has now become a reality. Staff recommends adoption of the ordinance authorizing the cooperative agreement between Roanoke City and Roanoke County for fire and rescue service at the Clearbrook Fire Station. Respectfully submitted, Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred to Motion by: ACTION ------------------------------------ No Yes Abs Church Johnson _ _ _ McNamara _ _ _ Minnix _ _ _ Nickens ~l AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, ON TUESDAY, SEPTEMBER 11, 2001 ORDINANCE APPROVING A FIRE AND EMERGENCY MEDICAL AGREEMENT WITH THE CITY OF ROANOKE TO STAFF THE CLEARBROOK STATION WHEREAS, §§27-2 and 27-23.9, Code of Virginia (1950), as amended, authorizes local governments to cooperate in the furnishing of fire and emergency medical response and related rescue issues, and §15.2-1300, Code of Virginia, authorizes agreements for the joint exercise of powers by political subdivisions of the Commonwealth. WHEREAS, the City and the County have determined that cooperatively and j ointly staffing the station located at Clearbrook in Roanoke County to provide fire and emergency medical response and related rescue services across city and county jurisdictional lines will improve such service in the areas that can be served by such station. WHEREAS, it is deemed to be mutually beneficial to the parties hereto to enter into an Agreement concerning the j oint staffing of the Clearbrook Station with regards to fire and emergency medical response and related rescue services. WHEREAS, the first reading of this ordinance was held on September 11, 2001, and the second reading was held on September 25, 2001. BE IT ORDAINED, by the Board of Supervisors of Roanoke County, Virginia, as follows: That the Board hereby approves the Fire and Emergency Medical Agreement to staff the Roanoke County Clearbrook Station in substantially the form as attached to this ordinance, and authorizes the County Administrator, or his designee, to execute this Agreement on behalf of Roanoke County, upon form approved by the County Attorney. 2. That pursuant to this Agreement the County and the City will assignfull-time career positions to staff this facility and the equipment located therein, and, that the County will routinely respond with fire and emergency medical equipment and personnel for the City from the Clearbrook Station into the 220 South/Southern Hills area. The specific boundaries are to be determined and mutually agreed upon by the respective Fire Chiefs. 3. That the City and the County agree to develop and adopt operational, communication, dispatch, safety and medical protocols that meet professional standards. All operational protocols are to be mutually agreed upon in writing by the Fire Chiefs of the City and the County. F~ 4. That the services performed and expenditures made under this Agreement shall be deemed to be for public and governmental purposes and all immunities from liability enjoyed by the County and its fire/emergency medical services and resource personnel within its boundaries shall extend to its participation in this Agreement. 5. That this Ordinance shall be effective from and after the date of its adoption. G: WTTORNEY\PMM\AGENDA\ClearbrookAgreeCity.ord.wpd 2 F- I FIRE AND EMERGENCY MEDICAL AGREEMENT TO STAFF ROANOKE COUNTY CLEARBROOK STATION THIS AGREEMENT made this day of , 2001, by and between the CITY OF ROANOKE, a municipal corporation of the Commonwealth of Virginia (the "City"), and the COUNTY OF ROANOKE, a chartered county of the Commonwealth of Virginia (the "County"). WITNESSETH: WHEREAS, §§27-2 and 27-23.9, Code of Virginia (1950), as amended, authorizes local governments to cooperate in the furnishing of fire and emergency medical response and related rescue issues, and § 15.2-1300, Code of Virginia authorizes agreements for the joint exercise of powers by political subdivisions of the Commonwealth. WHEREAS, the City and the County have determined that cooperatively and jointly staffing the station located at Clearbrook in Roanoke County to provide fire and emergency medical response and related rescue services across city and county jurisdictional lines will improve such service in the areas that can be served by such station. WHEREAS, it is deemed to be mutually beneficial to the parties hereto to enter into an Agreement concerning the joint staffing of the Clearbrook Station with regards to fire and emergency medical response and related rescue services. NOW, THEREFORE, in consideration of the mutual benefits to be derived from this Agreement, the parties hereto covenant and agree as follows: 1. The County will operate, maintain and control the Clearbrook Fire Station. 2. The County will provide and maintain at least one fire engine and one ambulance at the Clearbrook Station. 3. The County will assign a staff of twelve (12) full-time career positions to staff the equipment described in Paragraph 2. The City will assign six (6) full-time career positions to Clearbrook Station to staff the equipment described in Paragraph 2. The rank and skill levels of those assigned shall be agreed upon by the Fire Chiefs of the City and the County. The primary response for emergency incidents in the City will be by career personnel. FI 4. The County shall have jurisdiction over emergency calls within the County. The City shall have jurisdiction over such calls within the City. 5. The County will routinely respond with fire and emergency medical equipment and personnel for the City from the Clearbrook Station into the 220 South/Southern Hills area. Specific boundaries are to be determined and mutually agreed upon by the respective Fire Chiefs. 6. The County will provide working and living space at the station for City personnel assigned to Clearbrook Station. 7. City residents shall pay to the City the ambulance fee imposed by the City; for calls originating in the City; County residents shall pay to the County the ambulance fee imposed by the County for calls originating in the County. 8. The parties agree to develop and adopt operational, communication, dispatch, safety and medical protocols that meet professional standards. All operational protocols are to be mutually agreed upon in writing by the Fire Chiefs of the City and the County. 9. All fire and emergency medical services and resource personnel, agents and other employees of the parties to this Agreement who are acting pursuant to this Agreement shall have the same powers, rights, privileges and immunities as provided by law in each jurisdiction while providing fire and emergency services. 10. The services performed and expenditures made under this Agreement shall be deemed to be for public and governmental purposes and all immunities from liability enjoyed by the County and the City and their fire/emergency medical services and resource personnel within its boundaries shall extend to its participation in this Agreement. 11. All pension, disability, workers' compensation, life and health insurance and other benefits to which fire/emergency medical services and rescue personnel are entitled shall be extended to the services performed by such personnel under this Agreement. Each party agrees that provisions of these benefits shall G:WTTORNEY~PMIvnA-CITYC1Aug31.wpd 2 F~ remain the responsibility of the respective employer of the individuals assigned to staff the Clearbrook Station. 12. Each party agrees that, in all activities undertaken pursuant to this Agreement, each party hereby waives any and all claims against the other party. The parties shall not be liable to each other for reimbursement for injuries to or death of personnel or damage to equipment incurred when providing services pursuant to this Agreement, including when going to or returning from another jurisdiction. Neither party shall be liable to the other for any other costs associated with or arising from the provision of services or the rendering of assistance under this Agreement, except as specifically provided under this Agreement. 13. Each party shall indemnify and save harmless the other party from all claims by third parties for personal injury and death or property damage which may arise from activities under this Agreement, to the extent permitted by law. 14. Administrative details and future unforseen issues that may arise from activities associated with this Agreement shall be resolved by a mutually agreed upon solution of the respective Fire Chiefs. Any disagreement between the Fire Chiefs shall be resolved by the City Manager and County Administrator. 15. This Agreement shall be effective from January 1, 2002, until December 31, 2002. Thereafter, it shall automatically renew for additional terms of one (1) year, unless either party gives at least ninety (90) days prior written notice of termination to the other party. WITNESS the following signatures and seals: ATTEST: CITY OF ROANOKE, VIRGINIA G:WTTORNEY~PMMI~A-CITYC1Aug31.wpd 3 ~I Mary F. Parker, City Clerk By Darlene L. Burcham, City Manager ATTEST: Mary H. Allen, Clerk APPROVED AS TO FORM: City Attorney APPROVED AS TO EXECUTION: City Attorney COUNTY OF ROANOKE, VIRGINIA By Elmer C. Hodge, County Administrator APPROVED AS TO FORM County Attorney G:~ATTORNEY~P~A-CITYC1Aug31.wpd 4 o~ QOANpf~ AGENDA ITEM NO. ~- _ .~ _ Z -~ o Z J ~~ APPEARANCE REQUEST 1838 ~_PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~' ~ ~ ,~Q-~1- ~sc~...,~- 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 Gl1/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: 1~ ~ ~e___ ~ ra ADDRESS: 56S ~ ~~~ o PHONE: qg ~ "~'a S~' 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: September 11, 2001 AGENDA ITEM: ORDINANCE AMENDING ORDINANCE #021098-9, WHICH VACATED AND CLOSED ASPUBLICRIGHTS-OF-WAY A PORTION OF VALLEY AVENUE, ALL OF PINKARD AVENUE, MEADOW VIEW ROAD, BOOKER ROAD, AND SUMMIT AVENUE, AND ALL ALLEYS IN PINKARD COURT SUBDIVISION SHOWN IN PLAT BOOK 1, PAGE 363, AND ORDINANCE #032498-7, WHICH VACATED AND RELEASED PROPERTY INTERESTS CONVEYED TO THE BOARD OF SUPERVISORS IN CONNECTION WITH ROADS, STREETS, ALLEYS, RIGHTS-OF-WAY, AND PUBLIC ACCESS IN AND AROUND PINKARD COURT SUBDIVISION, TO DELETE THE CONDITION IN EACH ORDINANCE THAT THE SPECIFIED PROPERTIES BE ACQUIRED IN ONE COMMON OWNERSHIP (LOWE' S COMPANIES, INC.) AND COMBINED INTO ONE TRACT OR PARCEL OF LAND WITHIN FOUR MONTHS FROM THE DATE OF ADOPTION OF EACH ORDINANCE, AND TO OTHERWISE RATIFY AND APPROVE EACH OF SAID ORDINANCES. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to amend Ordinance #021098-9 and Ordinance #032498-7, which vacated certain public rights-of--way and released other public property interests in and around Pinkard Court Subdivision (Plat Book 1, page 363). The prior actions were taken in connection with the Lowe's Project in the Cave Spring Magisterial District of the County of Roanoke. BACKGROUND: F~ On February 10, 1998, the Board of Supervisors adopted Ordinance #021098-9 to vacate and close the public rights-of--way and alleys in Pinkard Court Subdivision, and also adopted Resolution #021098-8 to abandon the secondary roads in the subdivision. On March 24, 1998, the Board adopted Ordinance #032498-7 to vacate and release, and re-convey where applicable, a number of real estate interests that had been conveyed to the Board by recorded instruments, separate from the subdivision plat, in and around Pinkard Court. Each Ordinance included a condition that Lowe's would acquire the identified properties and combine them into one tract of land within afour-month period from the adoption of the ordinance. The purpose of the condition at that time was to insure that the properties would not be without public access and that the other public interests would not be released in the event that Lowe's subsequently elected not to proceed with the project. The time period was based upon Lowe's estimated project schedule. SUMMARY OF INFORMATION: This is a housekeeping item to clear any possible title objections or defects resulting from the four-month condition. Lowe's did, in fact, proceed with and complete all of the necessary acquisitions and development of the property. The conditions contained in the above-referenced ordinances, copies of which are attached hereto as Exhibits A and B, have been satisfied except that several ofthe property acquisitions were delayed beyond the four-month period due to title issues that needed to be resolved prior to settlement. This condition is now moot and serves no purpose for the public or the prior property owners. FISCAL IMPACTS: None STAFF RECOMMENDATION: Staff recommends that the Board adopt the proposed ordinance to delete the four-month requirement for the Lowe's acquisitions in Ordinance #021098-9 and Ordinance #032498-7, and to otherwise ratify and approve said Ordinances as originally adopted. Respectfully submitted, Vic ie L. Huffma Senior Assistant County Attorney 2 F ~, Approved ( ) Denied ( ) Received ( ) Referred to Motion by: ACTION VOTE No Yes Abs Church Johnson McNamara Minnix _ _ Nickens G: \ATTORNEY\V LH\AGENDA\Pinkard.Amend. Report. wpd 3 ~- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 2001 ORDINANCE AMENDING ORDINANCE #021098-9, WHICH VACATED AND CLOSED AS PUBLIC RIGHTS-OF-WAY A PORTION OF VALLEY AVENUE, ALL OF PINKARD AVENUE, MEADOW VIEW ROAD, BOOKERROAD, AND SUMMIT AVENUE, AND ALL ALLEYS IN PINKARD COURT SUBDIVISION SHOWN IN PLAT BOOK 1, PAGE 363, AND ORDINANCE #032498-7, WHICH VACATED AND RELEASED PROPERTY INTERESTS CONVEYED TO THE BOARD OF SUPERVISORS IN CONNECTION WITH ROADS, STREETS, ALLEYS, RIGHTS-OF-WAY, AND PUBLIC ACCESS IN AND AROUND PINKARD COURT SUBDIVISION, TO DELETE THE CONDITION IN EACH ORDINANCE THAT THE SPECIFIED PROPERTIES BE ACQUIRED IN ONE COMMON OWNERSHIP (LOWE'S COMPANIES, INC.) AND COMBINED INTO ONE TRACT OR PARCEL OF LAND WITHIN FOUR MONTHS FROM THE DATE OF ADOPTION OF EACH ORDINANCE, AND TO OTHERWISE RATIFY AND APPROVE EACH OF SAID ORDINANCES. WHEREAS, on February 10, 1998, the Board of Supervisors adopted Ordinance #021098-9 Vacating and Closing as Public Rights-of--Way a Portion of Valley Avenue, All of Pinkard Avenue, Meadow View Road, Booker Road, and Summit Avenue, and All Alleys in Pinkard Court Subdivision Shown in Plat Book 1, page 363, pursuant to §15.2-2272.2 of the Code of Virginia (1950, as amended), said action having been taken upon petition of the residents and Interstate Development, L.L.C., optionee on the properties, in Pinkard Court Subdivision in connection with the proposed development of the Lowe's retail business in the County of Roanoke; and, WHEREAS, on March 24, 1998, the Board of Supervisors adopted Ordinance #032498-7 Vacating and Releasing Property Interests Conveyed to the Board of Supervisors in Connection with Roads, Streets, Alleys, Rights-of--Way, and Public Access in and Around Pinkard Court Subdivision; and, WHEREAS, each of said Ordinances included a condition that the specified properties be acquired in one common ownership (Lowe's) and combined into one tract or parcel of land within four months from the date of adoption of each ordinance, in order to protect against the loss of public access to and from the individual properties or the relinquishment of other public interests, in the event that Lowe's elected not to proceed with its proposed development; and, WHEREAS, Lowe's did proceed with the prof ect and acquired all of the identified properties, together with several additional properties, but was unable to complete the requisite acquisitions ~~ within the four-month period specified in the above-referenced Ordinances due to resolution of various title issues pertaining to several properties; and, WHEREAS, in view of the satisfaction of all of the remaining conditions of said Ordinances and the combination of the properties into one tract of land, as shown on plat dated May 27, 1999 and revised through October 26, 2000, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 24, page 1, the four-month condition is deemed unnecessary for the protection of the public interest or the previous individual property owners; and, WHEREAS, notice of the proposed amendment 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 September 11, 2001; the public hearing and second reading of this ordinance was held on September 25, 2001. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: That Section l.a. of Ordinance #021098-9 be, and hereby is, amended as follows: ****. a. That fee simple title to all of the lots in Pinkard Court Subdivision as shown on Plat Book 1, Page 363 (except Lots 1, 2, and 3 in Block 1 which are not affected by this action), to a parcel of land currently owned by Rowena P. Jernigan (Deed Book 1288, Page 803) designated on the Roanoke County Land Records as Tax Map No. 87.08-3-1, and to a parcel of land consisting of 21.686 acres, more or less, and being a portion of a tract of land currently owned by Craighead Real Estate (Deed Book 1388, Page 1311; Will Book 44, Page 1447) designated on the Roanoke County Land Records as Tax Map No. 77.20-1-42 and a portion of Tax Map No. 77.20-1-43, shall be acquired by Interstate Development, L.L.C., or its assignee (Lowe's Companies, Inc.), in one common ownership and all of said lots or parcels shall be added and combined into one tract or parcel of land, with other parcels added if necessary or desired, orelirrxrree. 2. That Section 7.a. of Ordinance #032498-7 be, and hereby is, amended as follows: 7. That this ordinance shall be subject to the following conditions: a. That fee simple title to all of the lots in Pinkard Court Subdivision as shown on Plat Book 1, Page 363 (except Lots 1, 2, and 3 in Block 1 which are not affected by this action), to a parcel of land currently owned by 2 ~~ Rowena P. Jernigan (Deed Book 1288, Page 803) designated on the Roanoke County Land Records as Tax Map No. 87.08-3-1, and to a parcel of land consisting of 21.686 acres, more or less, and being a portion of a tract of land currently owned by Craighead Real Estate (Deed Book 1388, Page 1311; Will Book 44, Page 1447) designated on the Roanoke County Land Records as Tax Map No. 77.20-1-42 and a portion of Tax Map No. 77.20-1-43, shall be acquired by Interstate Development, L.L.C., or its assignee (Lowe's Companies, Inc.), in one common ownership and all of said lots or parcels shall be added and combined into one tract or parcel of land, with other parcels added if necessary or desired, That all other provisions of Ordinance #021098-9 and Ordinance # 032498-7 are hereby ratified and approved as originally adopted on February 10, 1998, and March 24, 1998, respectively. 4. That the County Administrator, an Assistant County Administrator, or any County Subdivision Agent is hereby authorized to execute such documents and take such actions as maybe necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 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). G: \ATTORNEY\V LH\AGENDA\Pinkard.Amend.Ord. wpd 3 ACTION NO. ITEM NO. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTYADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: ORDINANCE AMENDING NOTICE REQUIREMENTS OF ENFORCEMENT PROCEDURES FOR SECTION 12-125. "REMOVAL OF INOPERATIVE MOTOR VEHICLES, ETC." AND SECTION 1s-14. "UNLAWFUL ACCUMULATIONS OF TRASH AND GROWTH OF WEEDS; PUBLIC NUISANCES AND ABATEMENT THEREOF" COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Board ofSupervisors ofRoanoke County has raised concerns about the delays involved in nuisance enforcement procedures followed by County staff, and discussed these concerns at a work session on August 14, 2001. County enforcement staffs are following the specific time periods established in the County Code. The County Code provisions are based upon State enabling legislation authorizing certain enforcement measures "after reasonable notice." The Board will recall that the zoning ordinance amendment was referred to the Planning Commission after the first reading and will be brought back to the Board for second reading on October 28, 2001. The proposed ordinance reduces the time period for compliance by the property owner after notification by County enforcement personnel from fifteen days for inoperative motor vehicles violations and fourteen days for weeds and trash violations to ten days. These notice provisions attempt to balance the legitimate private property interests and due process of law mandates enshrined in our Constitution and limiting government in its interactions with its citizens, with the necessity for prompt action to abate or remove imminent and immediate threats to the public arising from public nuisances. It is believed that these significant reductions in the notice and compliance period will not be deemed unreasonable by a court of competent jurisdiction. "Nuisance" is defined in Section 15.2-900 of the Code of Virginia, as including, but not limited to "dangerous or unhealthy substances which have escaped, spilled or been released or which have been allowed to accumulate in or on any place and all unsafe, dangerous, or unsanitary G:\ATTORNEY\PMM\AGENDA\nuisancetimeperiod l Odaysord.rpt.frm 1 G-~ public or private buildings, walls, or structures which constitute a menace to the health and safety of the occupants thereof or the public." Further this nuisance must pose "an imminent and immediate threat to life or property" before the county can abate, raze or remove such public nuisance, and bring an action to recover the necessary costs incurred for the provision of public emergency services reasonably required to abate any such public nuisance. Previously the Board had directed County staff to work with County citizens to resolve such nuisance problems and to accomplish compliance through voluntary measures, where possible, and to utilize adversarial judicial proceedings only in extreme cases of a wilful noncompliance. From the comments of the Board at the work session, and by the adoption of this ordinance reducing notice and compliance time periods, staff understands the Board direction for a more aggressive enforcement posture by County staff. FISCAL IMPACTS: Reducing the time periods required for notice to property owners to abate nuisances, coupled with more vigorous and aggressive enforcement activities by County staff, will require additional staffand resources to be effective. Additional staffand resources will require additional funding. The size and scope of such additional funding are dependent upon the degree of enhanced enforcement activities directed by the Board. STAFF RECOMMENDATION: This ordinance was requested by the Board of Supervisors. It is recommended that the Board consider the adoption of this ordinance at first reading on August 28, 2001. Second reading of this ordinance is scheduled for consideration on September 11, 2001. Respectfully submitted, ~V~~ ~~ Paul M. Mahoney County Attorney Action Approved ( ) Denied ( ) Received ( ) Referred to Motion by Vote No Yes Abs Church ohnson McNamara Minnix Nickens G: \ATTORNEY\PMM\AGENDA\nuisancetimeperiod lOdaysord.rpt.frm 2 ~^ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 2001 ORDINANCE AMENDING NOTICE REQUIREMENTS OF ENFORCEMENT PROCEDURES FOR SECTION 12-125. "REMOVAL OF INOPERATIVE MOTOR VEHICLES, ETC.," AND SECTION 15-14. "UNLAWFUL ACCUMULATIONS OF TRASH AND GROWTH OF WEEDS; PUBLIC NUISANCES AND ABATEMENT THEREOF" BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That Section 12-125. "Removal of inoperative motor vehicles, etc." of Chapter 12. "Motor Vehicles and Traffic" be amended to read and provide as follows: ~~~~ Sec. 12-125. Removal of inoperative motor vehicles, etc. (a) The owner of the property on which there is an inoperative motor vehicle, trailer, or semitrailer that is not fully enclosed or completely shielded shall remove the vehicle or comply with the screening or enclosure requirement of this article within fifteen-(~.rj ten (10) days after being notified by the zoning administrator. (b) Whenever the property owner fails to comply with this article within the ff:fl'een~.rj ten (10) -day period of this notice, the chief of police or zoning administrator may remove the inoperative motor vehicle, trailer or semitrailer from the property to the impound lot of the authorized towing service. (c) Whenever the chiefofpolice or zoning administrator removes an inoperative motor vehicle, trailer, or semitrailer from a property, such vehicle may be disposed of after giving an additional fifteen (15) days notice to the last known owner of the vehicle. ~~~~ 2. That Section 1~3-14. "Unlawful accumulations oftrash and growth ofweeds; public nuisances and abatement thereof' of Chapter 1 S. "Offenses-Miscellaneous" be amended to read and provide as follows: Sec. 15-14. Unlawful accumulations of trash and growth ofweeds; public nuisances and abatement thereof. U:\WPDOCS\AGENDA\CODE\nuisance.ord.wpd 1 ~-f ~~~~ (d) In addition to any applicable criminal sanctions provided in this code, whenever the enforcement agent determines that a public nuisance exists upon any parcel, he shall notify the record owner of such parcel of such fact by certified mail at the owner's last know address, as shown by any source available to the agent, and such notice shall constitute, for purposes of this section, due legal notice as made and provided bylaw. The notice herein required shall direct that the public nuisance be abated within ten (10) days following the mailing. Incase the owner's address is unknown or cannot be found, the enforcement agent shall post the notice herein required at a conspicuous place on the parcel on which the public nuisance exists and the posting shall constitute, for purposes of this section, legal notices as made and provided by law. ~~~~ (h) No more frequently than twice a year, the enforcement agent shall hold hearings at the Roanoke County Administration Center for the purpose of hearing objections to and comments upon reports and proposed assessments under this section, of correcting any mistakes or inaccuracies in the reports and of confirming the same. (i) Not less than fom~ ten (10) days prior to a hearing provided for in subsection (h) above, such reports and assessment lists shall be posted at the front door of the County Administration Center with a notice of the time and place the enforcement agent will conduct the hearing on the reports and assessment lists, and the enforcement agent shall send by certified mail to each owner, at his address as determined from county records, a notice of the time, place and subject matter of the hearing. The notice shall advise the owner of his right to object to, be heard upon, and to contest the confirmation of the report and assessment. The notice shall further provide that, upon the confirmation by the enforcement agent of the reports of abatement costs and service charges the same shall constitute special assessments against the owner and the parcel, a personal obligation of the owner and a lien upon the owner's parcel from the date and time of the recordation of a notice of lien, and bear interest at the rate often (10) percent. There shall be included with the notice a statement to the owner of the abatement cost, service charge and accrued interest. (j) At the hearing provided for in subsection (h) above, the enforcement agent shall hear any objections which may be raised by any owner liable to be assessed and may confirm, U:\WPDOCS\AGENDA\CODE\nuisance.ord.wpd 2 ~-~~ modify or reject the reports and assessment lists as he may deem appropriate and send those confirmed to the director of finance and the treasurer for collection of the respective special assessment. (k) With respect to all such accounts remaining unpaid ten (l0) days after the confirmation of the reports and assessment lists, the enforcement agent shall cause a notice of the lien of the special assessment prepared by the county attorney to be recorded in the clerk's office of the circuit court of the county. The county attorney may take appropriate steps, including a personal or in rem suit or action, in the appropriate court to enforce the lien to satisfy the special assessment. ~~~~ 4. That this ordinance shall be in full force and effect from and after its passage. U:\WPDOCS\AGENDA\CODE\nuisance.ord.wpd ~ ACTION NUMBER ITEM NUMBER 'I ~°°'C.~, AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 SUBJECT: Appointments to Committees, Commissions and Boards COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BUILDING CODE BOARD OF ADJUSTMENTS AND APPEALS (FIRE CODE BOARD OF APPEALS The four year term of David M. Shelton, Jr., Alternate, Fire Code Board of Appeals will expire September 23, 2001. The four year term of J. A. Kendricks, Jr., Alternate, Fire Code Board of Appeals will expire October 28, 2001 2. GRIEVANCE PANEL The three year term of Raymond C. Denny, Alternate will expire October 10, 2001. 3. INDUSTRIAL DEVELOPMENT AUTHORITY (not appointed by District The unexpired fouryearterm of Ronald M. Martin, Windsor Hills Magisterial District, who passed away recently. The term will expire September 26, 2002. 4. LEAGUE OF OLDER AMERICANS ADVISORY COUNCIL The one year term of Steven L. Harrah expired on March 31, 2001. 5. ROANOKE COUNTY SCHOOLS BLUE RIBBON COMMITTEE The Blue Ribbon Committee is being reconvened for the purpose of reviewing the Capital Improvement suggestions recently made by the School Facilities Study Team from the Virginia Department of Education. Three original Board of Supervisors appointed committee members have indicated they do not wish to ,r ~ µ /- L continue to serve. Individuals from the following Magisterial Districts need to be appointed: Cave Spring Magisterial District -one member to replace Mary Nasca Hollins Magisterial District -one member to replace AI Hardy Vinton Magisterial District -one member to replace Doug Chittum 6. SOCIAL SERVICES ADVISORY BOARD The four-year term of Betty Lucas, Cave Spring Magisterial District, will expire August 1, 2001. Ms. Lucas has served two consecutive terms and is NOT eligible for reappointment. The unexpired four-year term of Raymond Denny, representing the Windsor Hills Magisterial District, is vacant. Dr. Betty McCrary, Director of Social Services has received notification from Mr. Denny that he resigned effective January 17, 2001. The term will expire August 1, 2004. At the request of Supervisor McNamara, the Clerk to the Board has contacted Janet Green to fill Mr. Denny's term representing the Windsor Hills Magisterial District. Ms. Green has agreed to serve and her confirmation is on the Consent Agenda. SUBMITTED BY: APPROVED BY: ~~~~ Mary H. Allen, CMC Elmer C. Hodge Clerk to the Board County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ _ Denied () Johnson _ _ _ Received () McNamara- _ Referred () Minnix _ _ To () Nickens ACTION NO. ITEM NUMBER ~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Appointments to the Roanoke Valley Area Metropolitan Planning Organization (MPO) Community Advisory Committee COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The MPO has formed a new committee, the Community Advisory Committee, to advise the MPO policy board on various regional transportation-related issues. They have requested that Roanoke County appoint three members. They have further requested that these appointees be citizens and/or representatives of community, business, education, health care or civic interests rather than staff. Attached is additional information about the committee and a list of individuals who have already been asked to participate. STAFF RECOMMENDATION: It is recommended that the Board appoint three Roanoke County residents to the MPO Citizens Advisory Committee. Respectfully Submitted by: Approved by: Mary H. Allen, CMC/AAE Elmer C. Hodge Clerk to the Board County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ _ _ Received () McNamara_ _ _ Referred () Minnix _ _ _ To () Nickens ' ~ ~ "~ f " ROANOKE VALLEY AREA METROPOLITAN PLANNING ORGANIZATION a division of the Roanoke Valley-Alleghany Regional Commission Post Office Box 2569 _ E-mail: rvarc@rvarc.org 313 Luck Avenue, SW ~~ ~~ Ph: 540-343-4417 Roanoke, Virginia 24010 '~`` ~ "-'~ Fax: 540-343-4416 August 9, 2001 Mr. Elmer C. Hodge, Jr. Roanoke County Administrator P.O. Box 29800 Roanoke, Virginia 24018 Dear Mr. Hodge: The letter serves as a request for Roanoke County to appoint three members to the Roanoke Valley Area Metropolitan Planning Organization's (MPO) newly formed Community Advisory Committee (CAC). The primary purpose of the CAC will be to advise the MPO policy board on various regional transportation-related issues. Attached are fact sheets about the MPO and CAC. When appointing members to the CAC, please consider individuals that have an interest in the community and are likely to participate at meetings. A "c,onsiderations sheet" is attached to help you in selecting possible candidates for appointment to this committee. Please forward a list of your appointed members so that staff can make the appropriate contacts prior to the first scheduled meeting of the committee. The stricture of the CAC will include appointees from member localities and at-large members. The at-large members will be solicited from business, community and other special interest groups. It is anticipated that the CAC will meet on a quarterly basis with special meetings called as situations warrant. The CAC will operate on a consensus basis in order to incorporate creativity and inclusiveness in the MPO's planning process. The first meeting of the CAC is scheduled for Thursday, September 6, 2001 at 3:30 p.m. at the Roanoke Valley-Alleghany Regional Commission office (313 Luck Avenue in downtown Roanoke). The CAC adds an exciting new component to the MPO's transportation planning process --- one that I hope will help us when developing our transportation plans and programs. Members: Botetourt County, City of Roanoke, Roanoke County, City of Salem, Town of Vinton, Roanoke Valley-Alleghany Regional Commission, Greater Roanoke Transit Company, Roanoke Regional Airport, Virginia Department of Transportation Page -2 ' " If you have any questions about the MPO or CAC, please contact me at the number provide above. Sincerely, ~~~~~~~ ~G Michael W. Gray Director of Transportation Attachments cc: The Honorable Joe "Butch" Church, Member, Roanoke Valley-Area Metropolitan Planning Organization, Roanoke County Representative The Honorable Joe McNamara, Member, Roanoke Valley-Area Metropolitan Planning Organization, Roanoke County Representative }~-7 Roanoke Valley Area Metropolitan Planning Organization c/o Roanoke Valley-Alleghany Regional Commission P.O. Box 2569, 313 Luck Avenue, Roanoke, Virginia 24010 www.rvarc.org; (540) 343-4417 phone; (540) 343-4416 fax; rvarc@rvarc.org Considerations for Appointing Members to CAC Thank you for your assistance in the nomination of individuals to serve on the CAC. So that we do not duplicate our efforts, the following list of at-large members, who have already been invited to participate by staff is provided for your convenience. Ms. Andree Brooks Mr. Phil Sparks Ms. Susan Williams Ms. Beth Pline Ms. Karen Michalski-Karrney Dr. Thomas McKeon Ms. Pam Kestnei•-Chappelear Mr. Stark Jones Ms. Susan Jennings Mr. Brian Duvall Ms. Barbara Duerk Ms. Beth Doughty Ms. Tammy Bratcher Ms. Liz Belcher Workforce Development Board RV Economic Development Partnership Area Agency on Aging United Way of Roanoke Valley Blue Ridge Independent Living Center Roanoke Higher Education Center Council of Community Services Roanoke Regional Chamber Arts Council of the Blue Ridge S/RC Chamber of Commerce Citizen -Bicycle Interest Roanoke Regional Chamber Total Action Against Poverty Roanoke Valley Greenway Commission Although local government staff members fulfill many vital functions in the planning process, the goal of the CAC is to represent community interests. We would appreciate it if local governments consider appointing either individual citizens and/or representatives of community, business, education, health care or civic interests in the locality for its allotted representation. Thanks again for assisting us in an exciting new component of the regional transportation planning process. Please do not hesitate to contact us if you have any comments, questions or concerns. Roanoke Valley Area Metropolitan Planning Organization ~' c/o Roanoke Valley-Alleghany Regional Commission P.O. Box 2569, 313 Luck Avenue, Roanoke, Virginia 24010 www.rvarc.org; (540) 343-4417 phone; (540) 343-4416 fax; rvarc@rvarc.org Community Advisory Committee (CAC) Fact Sheet Introduction: The CAC is a new committee being formed for the purpose of advising the Roanoke Valley Area Metropolitan Planning Organization (RVAMPO) policy board on various regional transportation-related issues. The CAC is a form of representative participation in which committee members represent various groups and stakeholders. One attractive advantage to establishing a CAC that directly advises the MPO policy board is that the same group can represent general public input with regards to various planning activities. General Structure: The CAC will derive its membership from two types of members: 1) Members nominated by the local governments and 2) "At Large Members." The number of members representing each local government will be approximately based on population. The MPO policy board will confirm all nominees on a yearly basis. At large members would represent community groups and organizations on the CAC. Meeting Frequency: Regularly scheduled meetings will be held on a quarterly basis; however, special meetings may be called as needed. It is anticipated that greater meeting frequency will occur during the update of the Long Range Transportation Plan (LRTP) and Transportation Improvement Program (TIP) processes. Tenure: CAC members will be confirmed each year. It is hoped that members will choose to serve successive terms. Consensus: The CAC will operate on a consensus model. One of the goals of the CAC is to assist staff with public participation in transportation planning. This is best accomplished in anon-voting setting. Relationship to Other Committees: The RVAMPO is currently advised by a standing Transportation Technical ..Committee (TTC). The TTC consists primarily of planners, engineers and public works officials from localities, state transportation agencies and transit operators. The role of the CAC will be to advise the policy board from a community perspective so that both the technical (TTC) and community (CAC) perspectives are considered. ~-~ Roanoke Valley Area Metropolitan Planning Organization c/o Roanoke Valley-Alleghany Regional Commission P.O. Box 2569, 313 Luck Avenue, Roanoke, Virginia 24010 www.rvarc.or~ Ph: (540) 343-4417 Fax: (540) 343-4416 Email: rvarc@rvarc.org FACT SHEET Roanoke Valley Area Metropolitan Planning Organization (RVAMPO) What is the RVAMPO? Who We Are The Roanoke Valley Area Metropolitan Planning Organization (RVAMPO) plans for transportation in the Roanoke Valley area. Under federal law requiring the formation of a "metropolitan planning organization" (MPO) for any urbanized area with a population of more than 50,000, local communities and the Governor created the RVAMPO in 1978 to plan and prioritize the use of federal transportation dollars in the urban part of the Roanoke Valley area. What We Do Working across municipal and community lines, the RVAMPO advises decision-makers on regional transportation policy and funding issues. We use our expertise to plan and coordinate a diversity of projects. Examples of our activities include: • Conducting studies of heavy or congested traffic corridors to identify needed transportation improvements; • Planning for new and upgraded transit, bicycle/pedestrian, and roadway facilities to ensure the efficient movement of people and goods; and • Assisting communities with developing solutions to high-priority local and regional transportation problems. Who We Work With Our goal is to satisfy the broadest constituency possible by fostering cooperation among member governments, private sector organizations, and our region's citizens. To do so, we work closely with a variety of groups, including the: • Greater Roanoke Transit Company (Roanoke City's local transit provider); • Unified Human Services Transportation Systems Inc. (the region's specialized transit agency); • Roanoke Regional Airport (the region 's commercial passenger and cargo airport); • Virginia Department of Transportation; • Virginia Department of Rail and Public Transportation; and • U.S. Department of Transportation. -°? How We Are Governed All of the RVAMPO's activities are directed by a 14-member board that establishes regional transportation policy, defines committee duties, and adopts an annual planning work program. The elected body of each member city, county and town appoints two representatives, at least one being an elected official, to the RVAMPO Policy Board for athree-year renewable term. Voting members of the Board include representatives of the five local jurisdictions, Greater Roanoke Transit Company, Roanoke Regional Airport Commission, Roanoke Valley-Alleghany Regional Commission, and the Virginia Department of Transportation. In addition, ex-officio, or non-voting members, include the Virginia Department of Rail and Public Transportation and affected federal agencies (Federal Highway Administration and Federal Transit Administration). The RVAMPO has two standing committees that assist the Policy Board in its work: The Transportation Technical Committee (TTC) is responsible for recommendations ~ Roanoke Valley Area Metropolitan Planning Orgainza6on Policy Board to the RVAMPO Policy Board on all 14VotingMemtxrs transportation plans and programs in the ~ 3 "°"-young Members Roanoke Valley area. The TTC develops and reviews documents, amendments, and reports. The TTC is made up of representatives from each of the five local Transportation i Community jurisdictions, the Greater Roanoke Transit Technical I Advisory Committee ~ Committee Company, the Unified Human Services Transportation Systems Inc. (RADAR), the Virginia Department of Transportation (Transportation Planning Division), the - Virginia Department of Transportation Roanoke Valley-Alleghany Regional Commission' Transportation Planning Staff (Salem District), the Roanoke Regional Airport, and the Virginia Department of Rail and Public Trans ortation. In addition eX- Note: The Roanoke Valley Area Metropolitan Planning Organization P > is staffed by the Roanoke Valley-Alleghany Regional Commission's officio, or non-voting members, include the Transportation Planning Division. Virginia Department of Aviation and affected federal agencies (Federal Highway Administration and Federal Transit Administration). • The Community Advisory Committee (CAC) is responsible for recommendations to the RVAMPO Policy Board on all transportation plans and programs in the Roanoke Valley area. The CAC is a new committee of the RVAMPO and is in the process of being established. The first meeting of the CAC is expected to occur in early September. Where We Get Our Funding Financial support for the RVAMPO's planning activities is provided primarily from federal transportation funding, with matching funds provided by the five local jurisdictions, the Virginia Department of Transportation, and the Virginia Department of Rail and Public Transportation. The annual RVAMPO budget (from all sources) for regional transportation planning is approximately $330,000. ~~'°~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 2001 RESOLUTION 091101-2 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 September 11, 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 4, inclusive, as follows: 1. Confirmation of Committee Appointments to the Grievance Panel and Industrial Development Authority and Social Services Advisory Board. 2. Resolution of Support for Roanoke County to participate in a state-wide tourism initiative called "Founders of America Communities." 3. Request from Schools to accept and appropriate $19,240 from the Carl Perkins Act for career and technical educational programs. 4. Donation of a 0.400 acre utility lot for a sanitary sewer pump station serving the Groves Subdivision in the Cave Spring Magisterial District from Palm Land Company, L. C. 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, McNamara, Church, Minnix 1 NAYS: None ABSENT: Supervisor Nickens A COPY TESTE: Mary H. Allen, CMC Clerk to the Board of Supervisors cc: File Roger Johnson, Administrator, Career, Technical and Adult Education Danial Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board Vickie L. Huffman, Senior Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development 2 A-091101-2.a ACTION NO. ITEM NUMBER ~" AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Confirmation of Committee Appointments to the Grievance Panel, the Industrial Development Authority and Social Services Advisory Board COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION Grievance Panel At the August 28 meeting, Supervisor Nickens nominated R. Vincent Reynolds to serve another three-year term which will expire September 10, 2004. Industrial Development Authority At the August 28 meeting, Supervisor Nickens nominated Stephen A. Musselwhite to serve another four-year term which will expire September 26, 2005. Social Services Advisory Board Supervisor McNamara has nominated Janet Green, Windsor Hills Magisterial District, to fill the unexpired four-year term of Raymond Denny, who resigned in January 2001. The term will expire August 1, 2004. STAFF RECOMMENDATION: It is recommended that the above appointments be confirmed. Submitted by: Mary H. Allen CMC Clerk to the Board Appr ed by, ~~~ / Elmer C. Hodge County Administrator 1 ~l ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Absent Approved (x) Motion by: Bob L. Johnson to approve Church _ x _ Denied () Johnson _ x _ Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens x cc: File Grievance Panel File Industrial Development Authority File Social Services Advisory Board File 2 r ...~ .. ~,... ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 2001 RESOLUTION 091101-2.b OF SUPPORT FOR THE FOUNDERS OF AMERICAN COMMUNITIES IN VIRGINIA PROGRAM WHEREAS, Roanoke County is an exceptional tourism destination; and WHEREAS, many of the persons and events that founded the United States are associated with Roanoke County; and WHEREAS, the Founding of the United States is a story deserving greater recognition and would provide the basis for additional tourism opportunities in the Commonwealth; and WHEREAS, communities have an opportunity to share in the Commonwealth's 2007 Rediscovery through the Founders program. THEREFORE, BE IT HEREBY RESOLVED that the Board of Supervisors of Roanoke County, Virginia, supports the Founders of American Communities in Virginia program in order to foster recognition of the Commonwealth's unique role in the creation of the American Republic, and BE IT FURTHER RESOLVED that the Legislature be encouraged to pass such resolutions as necessary to create and fund such a program. On motion of Supervisor Johnson to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Johnson, McNamara, Church, Minnix NAYS: None ABSENT: Supervisor Nickens 1 A COPY TESTE: ~-•~d Q~~ Mary H. Allen, CMC Clerk to the Board of Supervisors cc: Fite Pete Haislip, Director, Parks, Recreation & Tourism Gary R. Wilson, Director, Caroline County Department of Economic Development Roanoke Valley Legislators 2 .- ACTION NO. ITEM NUMBER ~~'o~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Resolution of Support for the concept of a Statewide "Founders of America Communities Program". COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Caroline County, Virginia Economic Development Office is spearheading a campaign to develop a statewide tourism program, Founders of America Communities, which seeks to capitalize on Virginia's rich history and contributions to the founding of America. This program is similar to the Civil War Trails effort in that it will seek to package and promote the people and places of Colonial interest in each community. The object will be for each community to identify and place markers at their borders highlighting the areas unique colonial attractions and people. This information would be included in a statewide map that hopefully would be distributed by the Virginia Tourism Corporation and other tourism marketing entities. It is anticipated that participating communities can develop special events around the colonial theme and that these events would be promoted on a state- wide basis. SUMMARY OF INFORMATION: Roanoke County has an increasing interest in developing tourism initiatives as well as capitalizing on the new relationship with Explore Park, which presents a realistic picture of the colonial era as it existed in the valley. For these reasons, the proposed "Founders" trail is a concept that should be supported and emphasized. FISCAL IMPACT: None at this time. ALTERNATIVES: 1. Adopt the resolution supporting the concept of the Founders of America Communities as presented. 2. Do not support the concept of the Founders of America Communities project. „w a STAFF RECOMMENDATION: Staff recommends Alternative 1, adoption of the attached resolution supporting the concept of the Founders of America Communities. Respectfully submitted, Pete Haislip, Director Parks, Recreation and Tourism ACTION Approved () Motion by: Denied ( ) Received ( ) Referred ( ) To ( ) Approved by, irns/ 6fJ Elmer C. Hodge County Administrator VOTE No Yes Abs Church _ _ Johnson _ _ _ McNamara _ _ _ Minnix _ _ _ Nickens AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 2001 RESOLUTION OF SUPPORT FOR THE FOUNDERS OF AMERICAN COMMUNITIES IN VIRGINIA PROGRAM Whereas Roanoke County is an exceptional tourism destination; and T- a Whereas many of the persons and events that founded the United States are associated with Roanoke County; and Whereas the Founding of the United States is a story deserving greater recognition and would provide the basis for additional tourism opportunities in the Commonwealth; and Whereas communities have an opportunity to share in the Commonwealth's 2007 Rediscovery through the Founders program. Therefore, be it hereby resolved that the Board of Supervisors of Roanoke County, Virginia, supports the Founders of American Communities in Virginia program in order to foster recognition of the Commonwealth's unique role in the creation of the American Republic, and Be it further resolved that the Legislature be encouraged to pass such resolutions as necessary to create and fund such a program. A-091101-2.C ACTION NO. ITEM NO. ~: MEETING DATE: September 11, 2001 AGENDA ITEM: Request from Schools to appropriate $19,240 from the Carl Perkins Act for Career and technical programs COUNTY ADMINISTRATOR'S COMMENTS: G~~ SUMMARY OF INFORMATION: For the past several years, Career and Technical Education programs have been provided supplemental federal funding through the Carl Perkins Act. The funds are allocated according to census data. The projected allocation this year was based on U. S. Census Office poverty data for 1995. The actual allocation was based on the data for 1997. An additional $19,240 has been added to Roanoke County's allotment under the Carl Perkins Act which will bring the total allotment amount to $136,684 rather than the original amount of $117,444. The additional funds will be used to purchase updated equipment for Career and Technical Education programs. FISCAL IMPACT: None, no local matching required. STAFF RECOMMENDATION: Staff recommends appropriating the additional amount of $19,240 to be used to buy additional equipment for Career and Technical programs. Signature: f GJ ~ Roger W. John on Career, Technical, and Adult Education Administrator ~~~ Elmer C. Hodge County Administrator ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Bob L. Johnson to approve VOTE No Yes Absent Church _ x _ Johnson _ x _ McNamara- x Minnix _ x Nickens _ _ x cc: File Roger Johnson, Administrator, Career, Technical and Adult Education Danial Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board A-091101-2.d ACTION NO. ITEM NO. ~-- 7 ~- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Donation of a Utility Lot, 0.400 acre, for a Sanitary Sewer Pump Station Serving The Groves Subdivision, in the Cave Spring Magisterial District, as shown on Plat Book 17, page 101, from Palm Land Company, L.C. to the Board of Supervisors of Roanoke County COUNTY ADMINISTRATOR'S COMMENTS: ~~c~~n~ww~ SUMMARY OF INFORMATION: This consent agenda item involves the donation and acceptance of the following parcel of land for the sanitary sewer pump station to serve The Groves Subdivision, in the Cave Spring Magisterial District, to the Board of Supervisors of Roanoke County: a) Donation from PALM LAND COMPANY, L. C., a Virginia limited liability company, of the fee simple interest in a parcel of land, consisting of 0.400 acre, shown and designated as "PiTMP STATION LoT - 0.400 acx~s", together with the right of ingress, egress and regress upon, over and across the "NEW 20' ACCESS EASEMENT", on the `Plat Showing the Resubdivision of Tract "A" (52.011 Ac.) Property of Nicholas H. Beasley, Tax #96.02-1-46.4 Creating Hereon Pump Station Lot (0.400 Ac.) & 20' Access Easement', dated December 15,1994, prepared by Lumsden Associates, P. C., said plat being recorded in the Clerk's Office ofthe Circuit Court of Roanoke County, Virginia, in Plat Book 17, page 101, a partial copy of which is attached hereto as Exhibit A. Said lot is designated upon the Roanoke County Land Records as Tax Map #96.07-99-1. The location and dimensions of this property have been reviewed and approved by County staff' FISCAL IMPACT: No County funding is required. STAFF RECOMMENDATION: Staff recommends acceptance of the donation. Respectfully submitted, T- ~l Vi kie .Huffman Sr. Asst. County orney ------------------------------------------------------------------------------------------------------------------ ACTION VOTE Approved (x) Motion by: Bob L. Johnson to approve Denied ( ) Received ( ) Referred ( ) To ( 1 cc: File Vickie L. Huffman, Senior Assistant County Attorney Gary Robertson, Director, Utility Arnold Covey, Director, Community Development No Yes Absent Church _ x _ Johnson _ x _ McNamara- x Minnix _ x _ Nickens x G: \ATTORNEY\ V LH\AGENDA\CONSENT\Groves. rpt. wpd . , . ,~ .' hw m~ 0 ZaW ~`~ ~N~ - EX. SANITARY SEWER \1 ) i i ~ i EASEMENT , o P.B. PG. A=53.82' ~ S R=52.00" ~ k SANITARY EX. WATER \ ~ ~~ $YYER EASEMENT ~ ~q~ P.B. 15, PG. t50- ~~~, LJ~('t::~~..~~~ ~~~. _____ ~-~-._-.~_' -H _ ~ -- ~_-__ _ . _ ` .__ 1 ~ ~\ A=20.65 `( /~~ /,~~ i ~ R=32.00" ~\~J ~~ NEW 20' ACCESS ~ EASEMENT ~ ~ LOCATION MAP ~ ~ EXIST . \ '. ~' ~ No scue - - - i MON. . ~.a, -. --- . . t._ - -~------ - `~ \2 B ~": "' EX. SANITARY SEWER "~~ / - _ - ~- ~ / j~ \ ~~ EASEMENT \o~' \ \ P.B. PG. ~ ~ ` \ / / ~, RE1~tAINiNG PORTI \ • ' ON -t ~ A \ \ ~~ TRACT 3 ~~ P.B. 17, PG. 3 ia~ \ ~~ ~~ 57.611 Ac. ,` / ~~i. \~ \~ ~~~~ ~ ~ ~ \4~ ' ~` \~'•- \ \ N ~ ~ -NATUkAL WATEkCOUP SE ~ ~ \ ~B \ \ ~~ , i \ ~. A 13 E 71 ,353 t ~ \ i \ ~' 2 i i N'r A \ ~\ ..~• \~ i ~ ~ /// O ~ ~ / ~ = o ~ j6T p0 4 W' 50' // ~2,~553 W / ~ 5'I / !5' X'ALAf.Ns IAA;G EASE~'NEN,' ! EXIST MON. PROPERTY OF ~ UNITED STALES OF AMERICA ' (BLUE RIDGE PARKWAY) T' Ic cnMMI~sION oA NE CIRCUIT COURT OF ROANOKE THE CERIIFlCATE OF A~:KNOWLEDGENENT, 0 RECORO ON _x.13 ~ ~ S - 199 MCGRAW, CLERK ~ ~ ~- K PLAT SHOWING THE RESUBDiV;SiuN OF TRACT "A" (5?.01.1 Ac, ) PROPERTY OF NICB~LAS ~I. BEASLF;Y TAX #96.02-1-46.4 CREATING HEREON ~+~y'CHOp ~' ~/ PUMP STATIGN I,QT (0.40 Ac. ) ~~' ACCESS EASEMENT CAVE SPRING MGISTEftiAL DISTRICT RUANOKE COUNTY, VIRGWIA EXHIBIT A 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 2001 - 2002 General Fund Revenues $126,027,248 6.25% of General Fund Revenues $7,876,703 Respectfully Submitted, Appr ved By, ~~~m~' Danial Morris Elmer C. odge Director of Finance County Administrator ~'""`~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited balance at June 30, 2001 ug 6,2001 Lloyd Property Settlement Proceeds ug 14, 2001 Solid Waste Collection Canisters Transfer from 2000-2001 departmental savings Unaudited balance at Sept 11, 2001 Respectfully Submitted, Danial Morris Director of Finance Ap~pro~ved By, ~~~ "." ~~ Elmer C. odge County Administrator $656,424.43 984,000.0 (42,000.00) $1,598,424.431 /I?-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2001-2002 Original Budget $100,000 August 28, 2001 Citizen Satisfaction Survey (12,000.00; Balance at Sept 11, 2001 $88,000. Respectfully Submitted, Danial Morris Director of Finance Apr ed By, Elmer C. Hodge County Administrator m-~ FUTURE SCHOOL CAPITAL RESERVE COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget Transfer from County Capital Projects Fund FY 1997-1998 Original budget appropriation me 23, 1998 Savings from 1997-1998 debt fund FY1998-1999 Original budget appropriation FY1999-2000 Original budget appropriation Less increase in debt service ovember 9, 1999 Savings from 1998-1999 debt fund FY2000-2001 Original budget appropriation Less increase in debt service FY 2001-2002 Original budget appropriation Less increase in debt service Unaudited Balance at Sept 11, 2001 served for Future School Oberations $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 2,000,000 (1,219,855) 780,145.00 495,363.00 2,000,000 (1,804,427) 195,573.00 2,000,000 (465,400) 1,534,600.00 $9,110,496.00 FY2000-2001 Original budget appropriation y 11, 2000 SW Co Regional Stormwater FY2001-2002 Original budget appropriation y 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle Unaudited Balance at Sept 11, 2001 $1,500,000.00 (290,000.00) 1,500,000.00 (1,858,135.00) 851,865.00 * Of this amount $486,680 is currently being used for the lease purchase of refuse vehicles and will be repaid within two years. ACTION # ITEM NUMBER />>'"~ ATA REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Accounts Paid -July 2001 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Direct Deposit Checks Payments to Vendors: $5,771,145.31 Payroll 7/6/01 $638,809.71 $195,131.31 833,941.02 Payroll 7/20/01 646,815.94 184,643.93 831,459.87 Void Checks 0.00 Manual Checks 7/20/01 477.92 477.92 $7,437,024.12 A detailed listing of the payments is on file with the Clerk to the Board of Supervisors. SUBMITTED BY: L~ Danial Morris Director of Finance F /n-G C~~~z~#g of ~urznn~e HONORING THE RESCUE MISSION OF ROANOKE UPON THE GRAND OPENING ON AUGUST 31, 2001,OF "ART ON A MISSION" TO BE LOCATED AT TANGLEWOOD MALL IN ROANOICE COUNTY, VIRGINIA WHEREAS, the Rescue Mission of Roanoke is amulti-specialty Christian Crisis Intervention Center with a history of meeting the needs of the region's homeless, hungry, chemically dependent and impoverished citizens for 53 years; and WHEREAS, the Rescue Mission is opening Art on a Mission, an art gallery, located at Tanglewood Mall in Roanoke County, Virginia, to offer an opportunity for local, regional and national artists to showcase their work; and WHEREAS, Art on a Mission will specialize in art, antiques and gifts, with proceeds from the gallery going to provide operating costs for the Rescue Mission's on-site Healthcare Center for the Homeless which provides free medical and psychiatric care to the Valley's homeless; and WHEREAS, The County of Roanoke is proud that the Rescue Mission has chosen Tanglewood Mall in Roanoke County to locate such a worthwhile endeavor which will provide funds to assist those in need, a venue for artists to sell their works, and an opportunity for the public to purchase these works and aid the homeless at the same time. NOW, THEREFORE, We, H. Odell "Fuzzy" Minnix, Chairman, and Joseph B. "Butch" Church, Vice Chairman, of the Board of Supervisors of Roanoke County, Virginia, do hereby extend congratulations tothe Rescue Mission upon the Grand Opening of ART ON A MISSION; and FURTHER, we express our appreciation to the Rescue Mission for their many successful programs for the Roanoke Valley homeless population. ~svc~y-~.Q,c~n. ,~~, /~j ,v/~~v _ ~ "~~~ . /~z'n.~t''i'. ~'l H. Odell "Fuzzy ,Chairman Josep B. "Butch" Church, Vice Chairman ~~ f Elmer C. dge, County Administrator ~i l . C~nun#~ of ~Z~rz~uke ~--(o ~ r.~ O~ ROAN ~ -~ F ~ L f' 70 Z ~, ~ 2 ~ a` 38 DECLARING AUGUST 31, 2001, AS THE SECOND ANNUAL "HOKIE PRIDE DAY" IN ROANOKE COUNTY WHEREAS, the Roanoke Valley has had a long and mutually beneficial relationship with Virginia Tech, its alumni, and supporters, and is home to many thousands of Virginia Tech alumni and friends of the University; and Wl-IEREAS, Virginia Tech has brought great positive attention to Southwest Virginia in academics, research and athletics; and the supporters of Virginia Tech feel great pride in the accomplishments of the University; and WHEREAS, the Virginia Tech Hokie Club and the Virginia Tech Alumni Association, which extends membership to any and all supporters of Virginia Tech, are promoting Friday, August 31, 2001, as the second annual Virginia Tech "Hokie Pride Day"; and WIiEREAS, the County of Roanoke wishes to recognize the positive impact of Virginia Tech on its community and to encourage all supporters of Virginia Tech, both individuals and businesses, to demonstrate their Hokie pride. NOW THEREFORE, WE, the Board of Supervisors of Roanoke County, Virginia, do hereby proclaim Friday, August 31, 2001, as the second annual "HOI{IE PRIDE DAY" in the County of Roanoke, and call its significance to the attention of all of our citizens; and FURTHER, we extend our best wishes to Virginia Tech, its alumni, friends and supporters for continued success in future endeavors. Mary H. Allen, Clerk H. Odell "F haixman B. Bob L. Church, Vice-Chairman McNamara Harry C. ~ckens Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 MEMORANDUM To: Roanoke County Board of Supervisors Date: 8/31/01 Subject: August Meeting Roanoke Valley-Alleghany Regional Commission Attached is a summary of the August meeting as prepared by the Commission staff. I was unable to attend this meeting. If you have any questions, please call Wayne Strickland, Executive Director of the Commission, at 343-4417. Respectfully submitted, .~ ~> ~ . _~~~ Lee B. Eddy ~• • • ~ •. • .~' .~l i.;p C~L .iidl.i~Yi1NVk- -N Co»~is~on Phone: 540.343.4417 / Fax: 540.343.4416 E-mail: rvarc~rvarc.org / www.rvarc.org OVERVIEW OF ACTIVITIES/ACTIONS Roanoke Valley-Alleghany Regional Commission Meeting Thursday, August 23, 2001 • Chair~i~an Kessi~~ger reported that the Commission's dominating Committee ~.vould meet in early September to prepare a slate of officers (chair and vice chair) for consideration by the Commission. Election of officers will take place at the September 27 meeting. • The Commission approved a letter of support to Dabney S. Lancaster Community College for their submittal of an application to the Alleghany Foundation for the creation of the "Advanced Integrated Manufacturing Center" at DSLCC. • Mr. Strickland highlighted two meetings held in late July: ~~~~ Serving Alleghanq County, Botetourt County, Clifton Forge, Covington, Craig County, Boanoke City, Boanoke County, Salem, and the Town of Vinton 313 Luck Avenue, SW / P.O. Box 2569 / Roanoke, Virginia 24010 (1) On July 26, staff attended a public meeting on the Roanoke River Basin Study Commission. The General Assembly's HJR 149 directed the State Water Commission to study the establishment of a Roanoke River Basin Commission. Attendees felt that regions near the headwaters should have greater representation on the proposed Roanoke River Basin Commission, and also asked that the State pursue river basin work throughout Virginia and provide funding to support that effort. It was also felt that the Commission not be a regulatory agency, but be an advisory group to the state and localities. (2) On July 31, representatives from the Alleghany Highlands attended a meeting held at Dabney S. Lancaster Community College to discuss the Chesapeake Bay Act Expansion. The General Assembly, in HJR 622, asked the Joint Legislative Audit and Review Commission (JLARC) to examine the benefits to the environment and the possible local impacts of expanding the Chesapeake Bay Act regulations to other communities in the James River Basin. The Chesapeake Bay Local Assistance Department, which is working with JLARC, must report to JLARC by December 20, 2001 on this issue. J I Page -2 Iii- • The Executive Director reported that the House approved alive-year reauthorization of the Appalachian Regional Commission (ARC). The measure authorized a new telecommunications program along the lines proposed by the ARC. It provides that 50 percent of the ARC grant dollars go for projects that benefit "distressed" counties or areas. Mr. Strickland noted that there are no "distressed" counties within our region. • Botetourt County will serve as host of the September Commission meeting. The meeting will be held on September 27 at 3:00 p.m. at the Greenfield Education & Training Center in Daleville. Mrs. Wingo reported that Commissioners would be taken on a tour of the facility upon their arrival. • Commissioners thanked Mr. Packett and the City of Salem for hosting the August Commission meeting. After the meeting, which was held at the Salem Civic Center, Commissioners attended an Avalanche ballgame at Salem Memorial Baseball Stadium. • It was reported that the Commission's Annual Dinner Meeting would be held November 29 at The Hotel Roanoke. w ~-~ Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 MEMORANDUM To: Roanoke County Board of Supervisors Date: August 28, 2001 Subject: Monthly Report - Clean Valley Council (CVC) The CVC held its regular monthly meeting at the offices of the Roanoke Valley Resource Authority on August 28, 2001. Attached are the agenda for the meeting and a copy of the minutes of the July meeting. A second Clean Valley Day is scheduled for October 6, 2001, to concentrate on the Roanoke River and its tributaries. In previous years there has been only one Clean Valley Day, in the Spring, that involves litter pickup on land parcels. The third annual CVC-sponsored earth summit is being planned for November. These summits are a one-day seminar involving high school juniors and seniors from the Roanoke Valley and Botetourt County. Expert speakers are brought in to present topics consistent with the theme of the conference, nostly dealing with environmental issues. The students can select breakout sessions that frequently involve "hands-on" experiences. The theme this year will be "quality of life". Director Ann Masters reviewed the financial report for the month of July and said the Council was in good shape with approximately $70,000 in reserve funds. In FY2002 the annual contribution from the Roanoke Valley Resource Authority will increase from $38,000 to $40,000. Bonny Branch, the new educator, showed the package of information being sent to area schools describing the environmental programs available from CVC, and said the early response has been excellent. Lexie Levin reported on a recent grantsmanship training program she attended in Williamsburg. Her expenses were sponsored jointly by CVC and the Junior League. If there are any questions, please let me know or call Ann Masters, CVC Executive director, at 345-5523. Respectfully submitted, Lee B. Eddy .~,~. p1-8 Agenda Clean Valley Council, Inc. Roanoke Valley Resource Authority, 2"d Floor Meeting Room Tuesday, August 28, 2001, 12:15 PM I. Opening a. Call to Order ...........................................................Laura Wasko b. Roll Call ..................................................................Lexie Levin c. Approval of Minutes from July 17, 2001 d. Additions or Corrections to the August Agenda II. Old Business a. Fall River Clean up ..........................................Nancy Bailey Duval b. Earth Summit 2001 ..........................................Lexie Levin III. Staff Reports a. Financial Report .....................................................Ann Masters b. Director's Report ....................................................Ann Masters c. Educator's Report ..................................................Bonny Branch 1. New Education Packets 2. Upper Roanoke River Roundtable Watershed Conference d. Administrative Assistant's Report ..........................Lexie Levin 1. Grantsmanship Training Program r X18 Clean Valley Council, Inc. Board of Directors' Meeting Minutes 7*17*O1 The Board of Directors of Clean Valley Council, Inc. met Tuesday, July 17, 2001 at 12:15 p.m. in the meeting room of the Roanoke Valley Resource Authority. Laura Wasko, President, called the meeting to order at 12:20 p.m. Wasko introduced the new board members and the new educator, Bonny Branch. Attendance was recorded. PRESENT: Laura Wasko, Owen Grogan, Andrew Glenn, Nancy Bailey Duval, Lee Eddy, Eddie Hunter, Cary Lester, Jim McClung, Anita McMillan, Sandy Murray, Rusty Richardson, Allan Robinson, and Susan Strong. STAFF: Ann Masters, Bonny Branch, and Lexie Levin. ABSENT: Dan Hall, Chip Harris, Jim Henderson, and Julianne Hollingsworth. GUESTS: Tom Cain and Vince Reynolds. The minutes from the June meeting were approved as submitted. Two amendments to the July agenda were made. Wasko presented Vince Reynolds with a present for all his dedication to CVC as 2000- 2001 board president. GUEST SPEAKER: Tom Cain began his presentation with a short explanation of Project Impact. Cain said Project Impact was created by FEMA with the intent of lessening the impact of federal disasters and allowing for the allocation of relief funds to go directly to the communities hit by catastrophes. Project Impact is cooperative with Roanoke City, Roanoke County, Salem, and Vinton. He explained Roanoke's biggest threat is flooding, although wildfires are also prone to occur in this region. Cain then described the multiple work groups of Project Impact. The groups include land use, hazard analysis, public education, and storm management. Cain emphasized that Roanoke is at the head of the Roanoke River, so this community is responsible for the condition of the river all the way to the Albermarle Sound in North Carolina. He continued his discussion of water issues with the announcement of workshops and public hearings concerning the health and control of the Valley's streams and rivers. Ann Masters asked if there were geographic boundaries to Project Impact's work. Cain responded that Project Impact is funded by the four localities he previously mentioned, but that their programs are not limited to those areas. Cain also expressed interest in working with Botetourt County. Sandy Murray asked if a concern was runoff from the proposed biotech centers. Cain said this is a concern and hoped parks could be built around the centers to lessen the impact. Wasko thanked Cain for his presentation to the board. NEW BUSINESS: a. Fall Waterways Clean Up ...........................Nancy B. Duval announced the date for the waterways clean up is October 6, 2001. Duval said the state will be doing it on September 15~', but CVC wanted to avoid local events such as VA Tech football games and the Polo Cup. She also said CVC's events would receive ~n-s supplies from the state. Masters said she believed RVRA would accept the collected trash from the event. Cary Lester mentioned the Kiwanis group that did a river clean up on July 4th who might be a good resource for information on waterways clean ups. Lee Eddy said Mayor Smith spoke about the cleaning of local waterways recently and asked if CVC's event would be limited to the Roanoke River. Duval said no and would report more on this event at upcoming meetings. Masters asked the board to alert the staff if they knew of a group who would be interested in participating. b. Nominating Report ..............................Allan Robinson reported he spoke with three additional people and would like to recommend Paul Bridge for a seat on the Board of Directors. Robinson said Bridge has indicated interest in the nomination. Robinson made a motion for Bridge's nomination. Duval seconded the motion. The motion passed. STAFF REPORTS Financial Report: Ann Masters reported the following balances: Undeposited $50.00 cash; $3,042.97 First Citizens Bank; $ 55, 000 CDs; and $24,726.49 Paine Webber money market. Masters asked the board to note the mistake of the $3,000.00 undeposited cash on the June YTD report. She said it was an honest error due to faxing difficulties, which would be corrected. Masters said a corrected report would be mailed to the board in the next week. Eddy said the board had previously discussed having an annual audit. Masters responded that CVC was doing an audit every three years because of the cost. Eddy said it was important to have recent audits for grant applications. Masters agreed and added that the last audit was still recent enough for that purpose. Director's Report: Ann Masters welcomed the new and returning board members. Masters reported CVC had just received quarterly payment from the United Way and $2,000.00 from the B. Wilson Porterfield Foundation. Masters, Levin, and Wasko took Kris Shad to a farewell dinner. The Jefferson Center Foundation CEO, Janet Burrow assured Masters that meeting space availability was going to be revised for the tenants. Masters thanked Allan Robinson for allowing the board to meet in the RVRA's meeting room. Educator's Report: Bonny Branch introduced herself to the board. Branch said she was native to the area and has a BA from University of Colorado and is working on her MALS at Hollins University. She also said she had been an EMT, teacher, and landscaper. Masters added that Branch led a session at the last Earth Summit and she was pleased to have Branch at CVC. Administrative Assistant's Report: Lexie Levin reported that the CVC research library was being reorganized and reminded the board they are welcome to use any materials. Levin passed information regarding "Take it or Leave it" and a committee sign-up sheet. Masters added that members from local governments might want to consider putting together a "Take it or Leave it" event. Levin also reported her attendance to an AFP meeting on July 10th on bulk mailing procedures. Masters joined the board in thanking Tom Cain. The meeting adjourned at 1:20 p.m. 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: September 11, 2001 AGENDA ITEM: Status Report of 24-hour staffing at Vinton, Fort Lewis and Hollins Stations COUNTY ADMINISTRATOR'S COMMENTS SUMMARY OF INFORMATION: At the request of Supervisor Nickens included with this agenda packet is a report that details call statistics at Fort Lewis, Hollins, and Vinton stations. The reporting period is for April 1, 2001 through July 31, 2001 and captures the rescue calls since the implementation of the 24-hour medic units at these locations. Submitted by, ~ ~~. ~. Richard E. Burch, Jr. Chief, Fire and Rescue Approved by, ~G~ Elmer C. Hodge County Administrator ACTION VOTE No Yes Abs Approved () Motion by: Church _ Denied () Johnson Received () McNamara- Referred () Minnix To () Nickens cc: File Richard E. 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ITEM NUMBER -I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September ll, 2001 AGENDA ITEM: Joint Work Session with the Library Board to Discuss Bent Mountain Library Renovations COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: At the August 14, 2001 meeting of the Board of Supervisors, you asked that we set up a work session with the Library Board to discuss the proposed improvements to the Bent Mountain Library that the community has requested. The Library Board has been invited to come to your Work Session beginning at approximately 4:00 p.m. on Tuesday, September 11. The Bent Mountain Library expansion project proposes to add approximately 550 square feet of space to the existing facility. This branch is attached to the Bent Mountain Elementary School and contains 529 square feet of space. The site is limited in the additional space that can be used for non-school purposes to maintain certification for school use. The planned improvement would be within the existing paved traffic pattern and would not be disruptive to the school operation. The Capital Improvements Program (CIP) includes the projected capital facilities and major equipment needed by the various departments and programs for the next five years. The departmental requests are prioritized by a committee from the County administration and the document becomes part of our budget process. Based on availability of monies, the Board of Supervisors may choose to fund certain projects from the General Fund, the Capital Fund, the Utility Fund, or from the sale of bonds or other financing mechanisms. It should be remembered that the CIP is only a plan. The fact that a project is placed in a particular fiscal year in the CIP is not a guarantee that funds will be available during that time frame to complete the project. One way to fund facilities included in the CIP or ones that may need improvement would be to package a bond referendum for the sale of general obligation bonds. Our last such bond sale for general government improvements was in 1992 and included $17,990,000 for improvements to schools, Dixie Caverns Landfill, Roads, Parks and Recreation, the Hollins Library, Valleytech Park, (~-I Drainage, Stormwater Management, Fire Hydrants, and the purchase of land for a High School Site. The Bent Mountain Library Expansion project is shown in the CIP as priority number five of the seven projects shown for the library (number 39 of 57 overall). An estimate of $89,200 had been included in the FY 2005-06 period, however, none of the library projects are funded at this time. Mr. Harwood from Hill and Associates met with representatives from the Library and community and developed a concept plan which he estimates could cost $135,000 - $160,000 plus 7o for A/E work. Other funding alternatives have been discussed to some degree in the past including fund drives within the community, matching grants, etc. Our Parks and Recreation Department has administered their Capital Improvement Incentive Fund which allows community groups to apply for shared funding of up to 50% of the project and a maximum of $10,000 to attain needed equipment. This fund uses approximately $50,000 per year. We have not, however, chosen to use this model for major improvements because some communities or groups have significantly better chances of raising large sums of money than other groups. The budgetary process seems to provide the most equity in planning for these improvements. The Library Board is responsible to work with the Library Director to establish policy, oversee the provision of public library services, and to plan for the types of programs and services that are needed within the communities. They recommend budgets to the Governing Body, but do not have the ability to generate revenues for capital projects or operations. The Governing Body has the ultimate authority for approving budgets, authorizing bonds or other financial means for funding facilities, and determining the level of service that can be afforded by the community. Together, these boards are able to see the needs at the technical and local level as well as the broad perspective of the whole community including the diverse level of services that we provide as a County. The following series of attachments should help in understanding the steps that have already been taken to recognize the specific project of the Bent Mountain Library expansion: Attachment A Information from Paul Mahoney from the August 14 Board of Supervisors meeting. Attachment B-1 Summary of the Capital Improvement Program approved as part of the FY 2001-02 Budget. Attachment B-2 Details of the Library projects from the CIP Attachment B-3 General Instructions for preparing CIP request Attachment B-4 Ranking of all projects in the FY 2001-02 CIP Attachment C Library Statistics Attachment D Parks and Recreation Capital Incentive Program Attachment E Outline of the 1992 Bond Referendum RECOMMENDATIONS: Staff suggests that this work session be used to discuss between the two boards the needs of the entire library system. Staff further suggests that consideration could be given to authorizing a bond referendum to finance capital improvements not otherwise funded within the budget process. Respectfu~l~ly submitted, Appro d by~ John M. Chambli s, Jr. Elmer C. Hodge Assistant Administrator County Administrator ----------------------------------------------------------------- ACTION VOTE Approved ( ) Motion by: No Yes Abs Denied ( ) Church Received ( ) Johnson Referred ( ) McNamara To ( ) Minnix Nickens Attachment A ~~ ACTION N0. ITEM N0. rn--5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 14, 2001 AGENDA ITEM: REPORT ON BENT MOUNTAIN LIBRARY ADDITION, CITIZEN FUND RAISING INITIATIVE COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: Supervisor McNamara requested a report on the status of citizen- initiated fund-raising efforts for the expansion of the Bent Mountain library. This report discusses this initiative and further County actions. BACKGROUND: Earlier this year County staff was approached by Mrs. Joan Carver, a citizen residing on Bent Mountain, who proposed a plan for the construction of a 550 sq. ft. addition to the Bent Mountain Library to be funded by community fund-raising efforts. Ms. Carver requested a letter from the County Attorney's office that could be given to prospective donors stating that any donation would be deductible from the donor's individual income tax return as a charitable deduction. Before issuing such a letter I suggested several preliminary actions. Attached is a copy of my letter dated March 22, 2001 to Ms. Carver. This report summarizes those actions. SUMMARY OF INFORMATION: First I recommended that Ms. Carver meet with the School Board Construction Committee to secure its approval of this concept. Since the proposed expansion is located on property of the School Board, its approval is necessary. I am advised that the School Board Construction Committee reviewed this proposal in April, 2001, and generally approved the concept, but indicated that the School Board would not provide any capital or operational funding. Next I recommended that the Library Board be given an opportunity to review and comment upon these plans. The Library Board supports active citizen involvement in the library system and wants to encourage these efforts. However, it expressed two concerns: (i) the overall needs of the system, and how this expansion meshes with the priorities identified in the approved Capital Improvements Plan (CIP), and (ii) that G:\ATT~RNEY\PMM\AGENDA\BentMtnLibrary.rpt.dat ~- o- ~ .~ any donation of funds be unencumbered (i.e. restrictions or limitations on the use of donated funds may unduly restrict flexibility or cause unnecessary and costly administrative or management problems}. With respect to fund-raising and donations, I recommended that her group create a tax exempt organization under Section 501 of the Internal Revenue Code, and that any donations be given to the Treasurer of Roanoke County. She had advised me that she had been collecting donations and depositing them in an account with the Bank of Floyd. I had expressed concerns that these actions may result in tax deductibility problems for the donors. Finally I recommended that she seek the approval of the Board of Supervisors before commencing fund-raising activities. In consideration of the significant cost estimates for this expansion ($89,200 in the CIP, $135,000-$160,000 plus 7~ A&E estimates from Hill & Associates), the lack of any matching fund program, the relative low ranking of this project in the CIP, and the long lead time for approval, procurement, design and construction, Board concurrence should be secured before proceeding. The County welcomes citizen initiatives to assist it in the development of capital assets. The Board would gladly accept this project if 100 of the construction costs were collected and donated. The success of the sports booster club projects in expanding facilities in County parks is a testament to our citizens and the sense of community in Roanoke County. Absent full funding the Board will have to balance competing demands for services and capital projects among the CIP priorities with limited budget resources. I recommend that the Board review this proposal in the context of its adopted CIP and capital budget; review the recommendations of the School Board Construction Committee and Library Board; and consider approval of this expansion before Ms. Carver commences her fund raising efforts. Respectfully submitted, -~~ m. Paul M. Mahoney County Attorney Action Approved ( ) Denied ( ) Received ( ) Ref erred to Motion by Vote No Yes Abs Church Johnson McNamara Minnix Nickens G:\ATTORNEY\PMM\AGENDA\BentMtnLibrary.rpt.dat 2 ~ ~ ROAN ^. ~ ~`~ ~ - ~ a ~~~~ ~~ ~~~~ 7838 OFFICE OF THE COUNTY ATTORNEY P.O. BOX 29800. 5204 BERNARD DRIVE PAUL NL MAHONEY ROANOKE, VIRGII~IA 2401$-0798 JOSEPH B. OBENSHAIN COUNIY ATTORNEY FAX (540) 772-2089 SENIOR ASSISTANT COUNTY ATTORNEY VICKIE L. F.~ (540) 772-2007 SENIOR ASSISTANT COUNTY ATTORNEY March 22, 2001 (540)772-2071 Mrs. Joan Carver 8469 Willett Lane Bent Mountain, Virg nia 24059 Re: Bent Mountain Library addition Dear Mrs. Carver: On Tuesday, March 20, 2001, Roanoke County and Roanoke County School Board representatives (John Chambliss, Diana Rosapepe, Sohn Murphy, Richard Flora and n met with you to discuss your construction and fund-raising plans for an addition to the Bent,Mountain Library, which is to Gated in the B ent Mountain Elementary School. On behalf of the B ent Mountain ~ti omen' s Club, you propose to expand the Bent Mountain Library Branch approximately DSO square feet. This expansion is included in the County's adopted CIP, and total cost in FY 2004-0~ is estimated to be $89,200. Mr. Harwood of Hill & Associates estimates these costs to be in the range of 513~,000- 160, 000, plus 7% for AB:E. I recommended that your organization meet with the School Board Construction Committee on April 10, 2001 to secure its approval of this concept. As you are aware, this library branch is located on School Board property. There can be no adverse impact on school uses or operations. Mr. Flora emphasized that there be no e~,-pectations that the School Board provide any funds (capital or operation) for this project. Next I recommend that your organization meet with the Library Board on April 2~, 2001 to discuss these plans with it, and seek its approval... . Finally, I recommend that after these bodies approve these plans, then your organization seek the approval of the Board of Supervisors for this project. I recommend that these approvals in concept occur prior to the commencement of any fund-raising. I believe that the Board would be willing to accept and approve this project if 100% of the construction costs were collected. Without full funding the Board will have to balance competing demands for limited budget resources, and to determine priorities among various CII' projects. Mrs. Joan Carver March Z2, 2001 Page 2 Assuming that these various approvals are accomplished, then I could provide you with a letter to assist your organization in its fund-raising efforts. This letter will address the County's tax exempt status and the opportunity far donations to the County for this project to be eligible for individual income tax deductions. My office has issued similar letters in the past, most recently for the greenway project. Generally these donations must be made directly to the County to be eligible for any deduction. I encouraged you to establish a tax exempt organization under Section 501 of the Internal Revenue Code to accept and control these donations, and to explore the tax exempt status of the ~~'omen's Club to determine if it can serve as a vehicle for accepting these donations. I caution you that collecting donations through the Bank of Floyd will not make these amounts eligible for income tax deductibility. The County cannot waive either State or Local Licensing fees or building permit fees for this project. If your organization is considering a raffle as p art of your fund-raising, then I recommend that you secure the appropriate permits from the Commonwealth of Virginia. Finally I believe that it will be necessary to consider the possibility that your organization will be unable to collect the estimated construction costs for this addition. Will the expectations of the citizens or donors be frustrated if sufficient funds are not~collected? The School Board (through the P.T.A.s) and the County (through its Parks and Recreation Department) have matching fund programs.; however, these are limited in their size and scope, and are subject to uniform, consistent policies. Neither program has been used to fund a capital project of this size and cost, nor to circumvent existing public priorities. I look forward to working with you on this project. Your organization has made a generous offer, and on behalf of Roanoke County, I wish to express my appreciation for your hard work and interest in this project.. Very truly yours, ~~^~ Paul M. Mahoney Roanoke County Attorney Cc: Board of Supervisors Elmer C. Hodge Richard Flora John Chambliss Diana Rosapepe July 16, 2001 Joan Carver 8469 Willett Lane Bent Mountain, VA 24059 Dear Mrs. Carver: ~_i On behalf of the members of the Board of Trustees, I would like to thank you and your colleagues, Ms. Nance and Ms. Kroschalis, for meeting with us to explain your plans for a fund raising campaign on behalf of the Bent Mountain Library. It is always encouraging to find citizens who value their library and who aze willing to invest both time and effort on its behalf. As Board members, we too, shaze your interest in the welfaze of the library. As we explained in our meeting, we have given extensive and repeated consideration to the needs of the entire system, including an expansion at Bent Mountain. We have expressed our support for it and other construction or renovation needs by endorsing the library's Capital Improvements Projects [CTP]. We believe that the endorsement of the CIP is the proper course of action for the Boazd of Trustees to take. It is not within our jurisdiction to approve, endorse, or promote a fund raising campaign by any outside individual or group. Such a decision and all related questions more rightly remain with the Board of Supervisors and should be directed to them, We have nna.,;n,ously decided, therefore, that it would be inappropriate for our Boazd to involve iuelf in any citizen's plans for raising fiends for. the library, beyond reiterating our position that any donations or bequests made to the library should be free from contingencies that preempt the responsibilities of the Library Directorand/or staff. Again, I would like to express the Board's appreciation for your presentation and our best wishes for your fund raising efforts. . Sincerely, Norma Jean Petezs Chair Attachment B-1 d~- I I I ! ~ o lo o 0 ~ I ~ y I m l i o 0 O > G i ! I N ' V m I ¢ I I l ! 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N ~' ti ~ ~ ~ ~ ~. H A pl ~~ ~ ~ ~ U U W CJ Z ~n > a ~ i b-I Attachment B-2 0-I x , ~ ~,, .,,~-- ~`'~~' '1. ~ ~zD'" M raa~ ~ .} i 1 Library 419 Library Renovation and Expansion Bent Mountain Branch Renovation Glenvar Branch Expansion Masons Cove Branch Library Mount Pleasant Branch Library Library Security System Vinton Branch & Parking Lot Improvement 0- ~ 419 Library Renovation and Expansion Prior Estimated Expenditures by Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $1,074,000 $1,5]5,00 $2,589,000 Operating Costs $16,800 $34,600 $35,300 $86,700 Description: A renovated and expanded 419 Library will serve as the regional research library for the majority of the residents of the Cave Spring and Windsor Hills Districts. The redesign of the existing facility will be extensive and include up to 11,500 square feet of expansion. This project will provide additional readers' and work/study seats, update technological infrastructure, and improve the functional layout of the current building. Instructional and programming space, as well as facilities for intensive research, will be improved and expanded. New space will be included to support larger scale lectures, performances, and cultural activities. The project will also feature added parking space and improvements for vehicular access and parking lot circulation. Areas that support system wide automation and technical processing functions will be enlarged and extensively redesigned. Justification: Over 66% of the 419 Library is now over 25 years old and has never been substantially improved. Neither the original structure, nor the 1988 addition and renovation, are adequate to meet today's traffic levels and growing business demands. Planned auditorium and arts display space will provide a suitable venue for cultural and artistic programs and activities within the county; it will also permit the library to overcome seating and stage limitations for lectures and children's programs. This facility also has increasing difficulties with safety issues related to parking lot traffic and the means of entrance and egress to the lot. The current level of facility use, with over 315,000 visitors, and more than 380,000 circulation transactions per year, has placed considerable stress on the building. The 419 Library is one of the most heavily used library facilities in Southwest Virginia, but it is substantially smaller than similar libraries in Bedford, Lynchburg, and Roanoke City. The building fails to meet state guidelines for gross square footage, particularly in the children's area. This project, if completed within a reasonable time, will delay the need for the construction of a community branch elsewhere in the southwest area of the county. The addition of a new community branch would require support of up to $200,000 per year in operating costs, while increased costs for the 419 expansion will be less than $40,000 per year. This plan is also presented as an alternative to the replacement of the current structure with a completely new building. Such a project would cost over $4 million. The recent acquisition of additional property contiguous with the current site allows the expansion and renovation of the existing building to be designed on a basis that will permit acost- effective resolution of numerous functional and spatial deployment problems. Funding Sources: Bond issue or general operating. revenues. Operating Budget Impact: Increased maintenance and utility costs, as well as some small increases in part-time staffing. Total increases would average approximately $35,000 per year. 34 C~- Conformance With Plans, Policies, and Legal Obligations: The Community Plan, p. 51-52, 168, supports this project. It is also included in the Library's Five Year Plan, and it is a top priority selected by the Citizens Review Team (1997). It is also needed to meet the Library of Virginia's standards for facilities. Bent Mountain Branch Expansion Prior Estimated Ex enditures by Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-OS 2005-06 Cost FY 02-06 Beyond 2006 $89,200 $89,200 Operating Costs $825 $850 $1,675 Description: This project will expand the current Bent Mountain Branch with an addition of up to 550 square feet, and include some minor renovations. The new space will house children's materials, allow more open space for programs, and provide additional seating. Justification: The Bent Mountain Branch has a collection that is rapidly approaching the shelving limits of the current building, and additional space is needed to house these materials. Well-attended programs are conducted in restricted, inadequate space. A shortage of seating has become more critical with the introduction of access to remote resources. There is room for only one public web access station, and an expanded facility would be designed to increase the number of access units for the public. The current building, with less than 1,000 sq. ft. of total space, is too small given the growth in service activity levels over the past decade, with circulation growing from 6,685 items in 1990 to 10,432 items in FY 99/00. Funding Sources: General operating revenues. Operating Budget Impact: Increased maintenance and utility costs should total less than $900 per year. Conformance With Plans, Policies, and Legal Obligations: This project is listed on page 133 of the Community Plan. 35 ~_I Glenvar Branch Expansion. Prior Estimated Expenditures b Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $503,500 $353,700 $857,200 Operating Costs $3,225 $11,250 $16,050 $16,370 $46,895 Description: This project will transform the Glenvar Branch from a community library into a regional reference library, placing it in the same size and capability range with the county's other regional libraries at Hollins, Vinton, and 419. The expanded facility will also include system wide archival storage space and a processing center for donated materials. The project includes the addition of 4,300 square feet and the renovation of the existing 5,100 square feet of space. The expanded library will offer an enlarged general stack area, an enhanced reference area, increased work/study seating, and suitable space for access to electronic services. Improved meeting space and a better designed, more open children's services area will also be included in this project. Worn and outdated finishes and fixtures will be upgraded in the renovation of the current public areas of the building. Justification: After over twenty years of steady use, substantial improvements and expansion are warranted at the Glenvar Branch. With an average of over 50,000 visitors per year this facility needs to be enlarged. Use of the facility has outgrown its current space, and the stack areas are filled to capacity with books often being stored on the floor or in boxes. The cramped and crowded public areas of the building do not effectively support the service demands currently placed on them. Growing demand for reference and electronic services are difficult to meet due to the physical limitations of the facility. Lighting fails to meet current standards, and electrical and automation infrastructure upgrades are needed to support current equipment as well as future needs. The Glenvar expansion will also provide space to help meet some important system wide needs by including an appropriately designed controlled archival storage center and processing and treatment work space for donated materials. Funding Sources: Bond issue or general operating revenues. Operating Budget Impact: The enlarged building will need increased support for utility and maintenance costs at approximately $6,450 per year. Also, ideally, additional part-time staff would be added at $9,600 annually, to assist in delivering services and maintaining security for the larger public service area. Conformance With Plans, Policies, and Legal Obligations: A The Community Plan, p. 52 and 148, supports this project. Expansion of the Glenvar Branch is also supported by the Library of Virginia's standards for library facilities, and it is one of the primary capital priorities of the Citizens Review Team (1997) 36 0-~ Library Security System Prior Estimated Ex enditures by Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $115,900 $115,900 Operating Costs $12,800 $13,200 $13,600 $39,600 Description: An electronic article surveillance (EAS) system would be installed at Hollins, Glenvar, Vinton, and 419 to protect against theft of materials from library collections.. These systems provide an audio warning when someone attempts to exit a building or area with items that have not been properly scanned and cleared for checkout. An EAS system would also be incorporated into a customer self- charging program, providing the Library with the protective measures needed to offer and operate this service. Justification: EAS systems are needed in the larger facilities to reduce collection loss levels. The rate of loss appears to have been increasing in recent years, and long-range tracking studies will provide additional data and annual cost assessments. EAS systems offer limited protection against collection loss, but they generally do have some impact in reducing theft. In addition to protecting against general losses, an EAS system is a prerequisite for a properly functioning customer self-charging system. Without an EAS system it is difficult to regulate aself-charging system, and unaccounted charges would escalate to disturbing levels. Self-charging systems offer customers many of the same conveniences associated with ATMs and similar retail self-service operations. These systems would also free library staff from some of their circulation desk work and allow them to spend more time helping customers with reference and research inquiries. Funding Sources: General operating revenue. Operating Budget Impact: Continuing operational costs will include $6,300 per year for magnetic detection strips and maintenance; and $6,500 per year for strip/item processing. Conformance With Plans, Policies, and Legal Obligations: This project is supported by page 52 of the Community Plan and is included in the Library's Five Year Plan. 37 Masons Cove Branch Library Prior Estimated Ex penditures by Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $655,900 $655,900 Operatin Costs $43,450 $43,450 Description: This project will provide a community branch library of 3,500 square feet with 15 parking spaces. It will bring county library services to a number of citizens who are currently underserved or who use the Salem Library, and it will also replace the book station now located in the Catawba Community Center. The branch will include stack space, a reading area, and 12 to 15 work/study seats. A programming area for groups of up to 20 will also be included. This library will be designed to meet the popular reading, ready reference, and elementary level homework and research needs of the citizens who live in the areas served by Mason's Cove School. Justification: Many of the residents of the Mason's Cove area must rely on the Salem Library for library services, and services offered at the Catawba Book Station are rudimentary and irregular. The book station is a largely voluntary operation and it does not have a phone and is not linked to the automated system; it has substandard shelving and a collection of donated books. The proposed project would provide basic library services to residents of the area and make those services readily accessible. Funding Sources: Bond issue or general operating revenues. Operating Budget Impact: Operation of a new branch would require additional funding of $25,700 for personnel and $17,750 for maintenance, utilities, and general operating costs. Conformance With Plans, Policies, and Legal Obligations: This project is consistent with the Community Plan, page 52. Mount Pleasant Branch Library Prior Estimated Ex enditures by Fiscal Year Total Cost Approved Funding 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $584,400 $584,400 Operating Costs $23,850 $24,330 $24,800 $25,300 $98,280 Description: The current 529 square foot Mt. Pleasant Branch is a one-room operation located inside of the Mount - ~, Pleasant Elementary School. This project would replace the current facility with a 3,500 square foot building. There are several options regarding the location of a new facility. It could be located as an independent detached building on the school grounds, or it could be attached to the school building in 38 v- i a manner similar to the Bent Mountain Branch. Staff, however, recommend that the new building be located at a site on, or visible from, Route 116. The new branch library will include stack space to accommodate general reading, adult nonfiction, and juvenile collections. It would include approximately 12 to 15 work/study seats and areas designed for the access and use of modern technology. A programming and meeting area for small groups would also be offered. Justification: Crowded conditions at Mt. Pleasant School have resulted in a situation where the school utilizes the library as an instructional space during the school day, thereby limiting the schedule of library operations. Additional problems, such as conflicting furnishings needs and security issues, have compromised library operations. The current space is too restricted to support the size and type of collection, as well as the basic library services, which the community needs. State standards indicate the current branch is too small by a measure of 1,845 sq. ft., and projected population growth indicates a 2,000 sq. ft. deficit by the year 2010. Mt. Pleasant is an area experiencing considerable residential growth and library services and facilities need to be upgraded to meet the needs of this growing population. Selection of a site for a new and enlarged facility will be an issue. The staff, as noted above, would prefer a site located on Route 116. Such a location would improve access and visibility, and promote increased use of the branch. Anew site would also avoid some of the security and control issues which arise when public library operations are located on school grounds. A branch library located on Route 116 could also be a possible candidate for a joint project with Franklin County. Funding Sources: Bond issue. Operating Budget Impact: Budget impact would include increased personnel costs of $16,100 per year, and increased operational, maintenance, and utilities costs of $7,750 annually. Conformance With Plans, Policies, and Legal Obligations: Supported in the Roanoke County Community Plan, pages 52, 159, and 160. The current building fails to meet the Library of Virginia's standards for a public library facility. Expansion and replacement of the Mt. Pleasant Branch was a top priority of the Library's Citizen Review Team (1997). Vinton Branch & Parking Lot Improvement Prior E stimated Ex enditures by Fiscal Year Total Cost Approved Fundin 2001-2002 2002-03 2003-04 2004-05 2005-06 Cost FY 02-06 Beyond 2006 $66,000 $135,400 $201,400 Operatin Costs $1,260 $1,260 $1,300 $1,300 $5,120 Description: This project will expand the number of parking spaces at Vinton Library to a total of 30 spaces. Although State Library standards indicate a need for a minimum of 45 spaces, only a limited amount of land is available for the needed expansion. An agreement with the Town of Vinton must be reached on the use of the needed land. This project will place the parking expansion adjacent to current parking parallel to Meadow Street, and a currently placed exit from the War Memorial 39 o-i property would bisect the parking area. The project would also provide for some minor renovations and refurbishment of the Vinton Branch's interior as well as the addition of a modest-sized instructional area. This would be the first major refurbishment of the branch in seventeen years. Justification: The 15 parking spaces at Vinton do not meet the County's minimum requirements for this type of facility (one space/300 sq. ft.). It also fails to meet state standards. Usage levels, with over 115,000 visitors per year, have increased substantially in the recent past. Inadequate parking represents a substantial barrier to access and prevents the County and the community from realizing the full potential of the Vinton Library" building, collection, and services. Action is needed to correct this situation and make it easier for the community to use the library. The minor renovations and refurbishment are needed to replace worn finishes and furnishings, particularly in the reading area and the meeting room. A small expansion and renovation of some current space would allow the library to offer expanded instructional activities and educational programs. Funding Sources: General operating revenue. Operating Budget Impact: Funding of up to $1,300 per year will be required to operate additional lighting in the expanded parking lot and to maintain improvements to the building. Conformance With Plans, Policies, and Legal Obligations: This project is supported on page 164 of the Community Plan. Improvements are also needed to met the Library of Virginia's standards for facilities. s .~ ~ Attachment B-3 -'' General CIP Information Over the next few months, the previous year's CIP will be updated for the five-year period beginning in FY 2001-2002. Using the instructions contained in this packet, and the forms provided via Intranet, departments are asked to prepare the project submissions for potential funding. Submissions are due to the budget department by December 1, 2000 After an initial review of the projects, budget staff will work with individual departments to ensure that projects are in final format before they are submitted to the ranking committee for prioritization in January of 2001. What qualifies as a capital project for the CIP? For the purposes of the CIP, a capital project is defined as: • A tangible asset that has a useful life of at least 5 years. • A tangible asset that costs at least $25,000. This can include items such as: • Major repairs • Reconstruction or replacement of capital items such as buildings or equipment • New construction or development • Property acquisition • Equipment acquisition Any item/project that individually meets these two criteria maybe submitted as a capital project for inclusion in the CIP. What DOES NoT qualify as a capital project for the CIP? Some items will not be considered for inclusion in the CIP: • Costs from two or more projects/items that individually cost less than $25,000 may not be aggregated to produce a single project. • Vehicles are no longer considered CIP capital projects. Vehicles are to be included in the addback process and as part of the vehicle replacement policy. • Normal operating expenditures (salaries, routine operational needs). • Routine maintenance and repair. Items that do not meet the criteria of a capital project should be submitted during the Annual Operating Budget process as additional funding requests. Attachment B-4 ~~~ Roanoke County CIP Prioritization Committee Preliminary Project Ranking for 1=Y 2002-2006 Total Project Score Regional Stormwater Management/NPDES 343 Roanoke County/Salem Jail Renovations 250 Center for Research and Technology 246 Sewer Repair/Replacement 244 GIS Phase II Integration 242 Cresthill I 233 VDOT Revenue Sharing -Road Improvements 224 Network Fire and Rescue Facilities 219 419 Library Renovation/Expansion 214 Castle Rock Lower 214 Top 10 Mobile Data Terminals 211 North Water Transmission Line 210 Site Development -McDonald Farm 207 Hanging Rock Public Safety Center 204 Upgrade/Replace Paging Capabilities 200 Exit 146 North County 200 Green Hill Park Phase III 193 VDOT Projects 185 Mudlick Creek Greenway 184 SW County District Park 183 20 Vinton Rescue Public Safety Building 177 Vinton Branch & Parking Lot Improvement 177 Voter Equipment Replacement 171 Roanoke River Greenway -Green Hill Park 168 Read Mountain Station Addition 168 Hollins Road Public Safety Building 165 Family Aquatic Center 165 Bunk Room Additions 160 Glenvar Branch Expansion 160 Information System Upgrades 156 30 Spring Hollow Park 155 Garst Mill Park Improvements 154 Grouting Clifford C. Craig Dam 1.53 Mount Pleasant Branch Library 151 Burton Athletic Complex 150 GIS Phase III - Reflight and Orthophotos 149 Mason's Cove Branch Library 149 Walrond Park Phase III 146 Bent Mountain Branch Expansion 145 Evidence Vaults 142 40 Whispering Pines Phase III 139 Camp Roanoke Pool 135 North Roanoke Soccer Complex 134 GPS Ground Monumentation 132 Brambleton Center 131 M:\Budget\01-021CI P\CIP\Ranking_ReportWll Printed 09/07/2001 1 of 2 U-I Preliminary Project Ranking for FY 2002-2006 Total Project Score Improvements for Parking Areas 131 Merriman Soccer Complex 126 Station Fuel Control System 125 Bay Heater Upgrades 123 Parks and Recreation Land Bank 123 50 Picnic Shelters 120 Vinyard Park Phase III 115 Starkey Park Phase III 114 Library Security System 112 Craig Avenue Recreation Center 108 Drainage Maintenance Building 98 Community Recreation Center 82 57 M:\Budget\01-02\CI P\C I P\Ran king_ReportlAl I Printed 09/07/2001 2 of 2 O V ~ M N M N U x Z ~ ~ ~ ~ ~--~ ~ M N d- , ~ ~ U ~ 000 M ~ ~ N 01 [~ ~t OHO .--a ~ l ~ ~--I N ~y .. V W ~ ~ N '-" ~ doo. ~ ~ ~ O M H y U d O ~ ~ ~ .-+ ~ N ~ ~ M oo ~ ~ ~n ~ ,-~ O~ ~ ,--~ oo ~ ~ N ~ ~ C a ~ O ~ 1 N a ~~1 ~ V M ~ ,Z W O ~ Q1 ~ M ~ O o ~--~ 0 M o ~ G ~ „ ti ~ F Eti ~ ~, ~ d' .~ 00 O M ~ ~--~ O rl ~ h'y N ~ ~ O x a~ ~V a/ ay ~ O N ~ ~p ,-~ ~ O d~ ~ [~ N ~-+ oo r1 Q r `/ O (~ O ~ ~ ~ ~ N "" O 0~0 ~I O O V N~ z ~ O ~ 00 ~ ~ N O d W GL, N ~ "~ ~ O U~ ~ U ~ ~ ~ b y ~ ~ 01 ~ o o i C~ o ~ ~ ~ w Attachment C (,J"'' - - ___ ~_ _ -____ _ - -- ~ -,- __ a Diana Rosapepe - App01-02.doc _p _ Pale 1 Attachment D ~-i ROANOKE COUNTY PARKS, RECREATION, AND TOURISM DEPARTMENT 2001-2002 CAPITAL IMPROVEMENT INCENTIVE FUND APPLICATION PACKAGE -. __ ~- ~ Diana Rosapepe - App01-c_)2.dec Pa e 2 U '- ROANOKE COUNTY PARKS AND RECREATION DEPARTMENT 2001-2002 CAPITAL IMPROVEMENT INCENTIVE FUND PURPOSE: To provide matching funds to non-profit community service groups, individuals, or corporations wishing to make capital improvements to county owned park and recreation facilities. FUNDS AVAILABLE IN 2000-2001: 50 000 FUNDING LIMITS: A maximum of fifty percent (50%) of the project or $10,000. APPLICATION PROCEDURES: For the 2001-2002 program, applicants must complete an original application with site plan and (attaching additional pages if needed) and submit it, along with eight (8) copies to the Director of Parks, Recreation, and Tourism by Friday, June 8, 2001. Applications received after June 8th will not be considered. GENERAL POLICIES AND PROGRAM ELIGIBILITY: A. Proposed projects must be located on publicly owned property and must be consistent with the master plan of the proposed site. Projects on Parks and Recreation property must be pre-approved in writing by the Roanoke County Parks, Recreation, and Tourism department. The Roanoke County School Construction committee must also approve any project on school property and a letter of their approval must accompany the grant application; B. Projects submitted for County-owned leased property or school property must benefit the general public or those programs sanctioned or sponsored by the Roanoke County Parks, Recreation, and Tourism Department; C. Matching fund grants are subject to all Roanoke County Procurement policies and Building and Zoning requirements; D. Projects must be a fixed capital addition or improvement and cannot include personal or team type equipment, consumable items, or maintenance of existing facilities; E. Individual organizations may submit more than one (1) request per year, but requests shall be prioritized; F. No organization may submit an application on a previously approved project that is still under construction; G. All projects completed on non Parks and Recreation land shall have a sign (in an appropriate location) recognizing Roanoke County Parks, Recreation, and Tourism contribution to the project; the sign will be provided by Roanoke County Parks, Recreation, and Tourism; _,~ T _.w:w .~ ~, .M . ~...... , -_- r ~~F~, . DianaRosapepe HppU1 U2doc ~-_ a ,. Page, 3, ,~ __ d~ ..- ..-~ H. Playgrounds constructed on school sites shall be maintained by the requesting group or school and shall meet standards adopted by the State Department of Social Services and the Consumer Product Safety Commission. I. Requesting groups, schools, etc. are responsible for the maintenance of their project unless an alternate written agreement is made and approved by the Roanoke County Parks, Recreation, and Tourism Department; J. All projects must meet standards in accordance with the Americans with Disabilities Act. PROJECT SELECTION CRITERIA: A. Projects that correct and/or improve the safety and security of a field or facility; B. Projects that reduce maintenance and/or operating costs; C. Projects that add, enhance or expand a needed service; D. Projects that serve the greatest number of people and benefit an entire community or (organized) athletic group as opposed to a limited user group; E. Financial status of the applicant group -- i.e., matching share must be on hand and committed to the project. Quantified donated materials and services up to twenty-five percent (25%) of total project will be considered; F. Feasibility of the schedule and completion dates of the project and the past project performance of the requesting organization; G. Projects on Roanoke County Parks and Recreation property will receive priority consideration. SOME EXAMPLES OF PROJECTS: A. Facility renovations B. Field fencing and lighting C. Trail construction D. Field renovations E. Basketball or tennis court renovations F. Playgrounds, renovations, and enhancements SELECTION COMMITTEE: The Parks, Recreation, and Tourism Advisory Commission shall appoint a selection committee yearly. The committee shall consist of one (1) commission member from each district, one (1) representative from the Parks division, one (1) representative from the Recreation division for a total of seven (7) members. The director of Parks, Recreation, and Tourism department serves as an advisor to the selection committee. SELECTION PROCESS: 1. Applications will be taken through June 8, 2001. _ _.. F~ .~ m,.... , ..~. . ~... .., ~ ,,... ~... Diana Rosa ePe - A p01-02.doc _ „ _ .. Page4 -1 2. The applications will be reviewed during the month of June. During this period, the selection committee may ask applicants to provide additional information and/or clarifications to assist the committee in the selection process. 3. The committee will make their selections based on the individual projects' merits as they relate to the project selection criteria. Projects will be approved in June and forwarded to the Parks, Recreation, and Tourism Director for processing by July 10, 2001. Projects not selected may be re-submitted during the next funding cycle. PROJECT ADMINISTRATION A. Each organization is responsible for the overall planning, management, and construction of their approved project. However, projects must be scheduled so as not to impact activities and/or facility programming. B. An organization receiving a grant shall appoint a representative to serve as the project coordinator. The coordinator shall have full authority to act on behalf of the organization. C. The Roanoke County Parks, Recreation, and Tourism Department will provide technical assistance and help in the coordination of all projects. Upon completion, each project must be inspected and approved by the Roanoke County Parks, Recreation, and Tourism Department. D. Cost overruns, delays, and incomplete projects are the responsibility of the requesting organization. Projects should be targeted for completion within 12 months from award date. Any delays must be reported to the Parks and Recreation Project Coordinator as soon as noted, with suggested corrective action. E. Grants will be forfeited back to the CIIF fund if significant progress is not made on approved projects within the fiscal year funded. ROANOKE COUNTY PROCUREMENT PROCEDURES: For purchases under $500, a receipt or invoice is required for reimbursement; For purchases from $500 to $5,000 you must get a minimum of three competitive telephone quotes, fully documented on the Roanoke County Telephone Quote Sheet provided to all grant recipients. The low bidder must be awarded the contract, unless you have the appropriate justification and County approval to select another vendor; For purchases over $5,000 you must receive quotes from a minimum of three vendors, in writing, on vendor letterhead. You must accept the lowest quote unless you have the appropriate justification and County approval to select another vendor. These are basic guidelines. For more information on Roanoke County Procurement procedures please call Don Karnes at 772-2062. _ ,. ~ ~ _.. M~s Diana Rosapepe - r~p~C~1-©2.~~ ~ ti Pa e 5 I V--` i ROANOKE COUNTY PARKS, RECREATION, AND TOURISM 2001-2002 CAPITAL IMPROVEMENT PROJECT APPLICATION To be completed & submitted (along with 8 copies) to: Director, Roanoke County Parks, Recreation, and Tourism 1206 Kessler Mill Road Salem, VA 24153 DATE OF SUBMISSION: NAME OF PROJECT: LOCATION OF PROJECT: (Please include site plan, map, and other necessary attachments and approvals) NAME AND ADDRESS OF APPLICANT ORGANIZATION: NAME AND ADDRESS OF PROJECT COORDINATOR: COORDINATOR'S PHONE: DAY EVENING PROJECT DESCRIPTION: (Be Specific and add attachments if necessary) WHO IS RESPONSIBLE FOR MAINTENANCE WHEN THE PROJECT IS COMPLETE? Diana Rosapepe - App01 02.doc Pa e 6 v~ PLEASE CHECK ITEMS BELOW: Concept Plan Included Yes No N/A Cost Estimate attached Yes No N/A Projects meets ADA Requirements Yes No N/A School Board letter of approval attached Yes No N/A Parks and Recreation letter of approval attached Yes_ No N/A HOW WILL THIS PROJECT BENEFIT THE COMMUNITY? (Include specific groups it will serve, if applicable) WILL THE PROJECT BE AVAILABLE FOR USE BY THE GENERAL PUBLIC? ESTIMATED PROJECT START DATE: / / REQUIRED COMPLETION DATE: / / ESTIMATED COST: $ MATCHING FUND REQUEST: $ (Please attach estimate breakdown) APPLICANT'S FINANCIAL COMMITMENT: (Please describe the scope of your group's financial commitment and how you will meet this commitment, including {if applicable} quantified donated materials and services up to twenty-five percent (25%) of total project) A signed application will be considered the applicant's commitment to fulfill all of its obligations, financial and other, under the terms of this program, and will confirm the group has the financial resources on hand to complete this project. The above named project manager shall have full authority to act on behalf of the requesting organization. SIGNATURE: DATE: Print Name: Title: Diana Rosapepe - App01-02.doc ~_ _ .~ _,o.. _ __ .. .. ,,. _ ,..e. ~ ~ ~ :. _ _ Page 7'' lJ -' TO: Potential CIIF Applicants FROM: Pete Haislip RE: 2001-2002 CIIF Application DATE: April 20, 2001 Attached is the 2000-2001 Capital Improvement Incentive Fund Application package. Please note that this application is due June 8, 2001. Thank you for your interest in this program. If you need assistance or have any questions, please call Jeff Balon, Project Coordinator, at 387-6078 ext. 271. ~-~ Attachment E Outline of the 1992 Bond Referendum The Board of Supervisors authorized a bond referendum for November, 1992 for the issuance of General Obligation Bonds for a number of capital projects. Outlined below are the major categories and amounts designated for each. School Improvements $ 8,506,000 North County Library (Hollins) 1,500,000 Dixie Caverns Landfill Clean-up 2,750,000 Drainage 300,000 Stormwater Management 300,000 Parks and Recreation 1,750,000 Road Improvements 1,000,000 Economic Development (Valleytech Park) 750,000 Installation of Fire Hydrants 184,000 Purchase Land for new High School 750,000 Total $17,790,000 I 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: September 11, 2001 AGENDA ITEM: Update on Citizen Inquiry System and other Technology Initiatives COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside to update the Board of Supervisors on the purchase and implementation of the Citizen Inquiry System as follows: The Department of Information Technology has ordered the servers for the program. The software will be installed by the end of October 2001. A Steering Committee has been formed that will work with the vendor managing the application implementation, setting policies and procedures for using the system, and managing the pilot program. They are: Elaine Carver -Information Technology Director, Project Manager Diane Childers -Budget Department, Assistant Project Manager Mary Allen -Clerk to the Board Anne Marie Green -General Services Director Brent Robertson -Budget Director Kathi Scearce -Community Relations Director Gary Robertson, Utility Director Arnold Covey, Community Development Director Dan O'Donnell, Assistant County Administrator Another team comprised of the actual users of the system will be established to assist the Steering Committee and implement the pilot program. Start-up of the program is tentatively scheduled to be complete by January 1, 2002. r • A separate Solid Waste Program is being developed by the vendor that will be used by General Services Staff will be available at the work session to answer any questions the Board may have. Respectfully Submitted by: Approv d by: .~vl Mary H. Alen, CMC/AAE Elmer C. Hodge Clerk to the Board --------------------------------------------------------------- County Administrator --- ACTION --------------------------------------------------- VOTE No. Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ Received () McNamara_ _ _ Referred () Minnix _ To () _ Nickens _ _ _ ACTION NO. ITEM NUMBER AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: September 11, 2001 AGENDA ITEM: Work Session on Year End Financial Review COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for a review of "unaudited" year end revenues and departmental expenditures in excess of budget. SUBMITTED BY: Brent Robertson Budget Director APPROVED: Elmer C. Hodge County Administrator Approved ( ) Denied ( ) Received ( ) Referred ( ) To () Motion by No Yes Abs Church Johnson McNamara Minnix Nickens G:\FINANCE\COMMON\Boazd-Reports\2001\9-11-01 ye rev.wpd 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: September 11, 2001 AGENDA ITEM: Work Session on the impact of Interstate 73 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This time has been set aside for a work session to discuss the potential impacts of Interstate 73. Elmer C. H dge County Administrator --------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ Denied () Johnson _ _ _ Received () McNamara_ _ _ Referred () Minnix _ _ _ To () Nickens 4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, SEPTEMBER 11, 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~ pOANp,1.~ ti' z ~ ~ 2 ~ ~~ 1838 P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC ROANOKE, VIRGINIA 24018-0798 CLERK TO THE BOARD (540) 772-2005 Internet E-Mail: mallen@www.co.roanoke.va.us FAX (540) 772-21 93 September 13, 2001 Mr. Stephen A. Mussetwhite 549 Aragona Drive Vinton, VA 24179 Dear Mr. Musselwhite: BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us The members of the Board of Supervisors wish to express their sincere appreciation for your previous service to the Industrial Development Authority. 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, September 11, 2001, the Board of Supervisors voted unanimously to re-appoint you as a member of the Industrial Development Authority for another four year term. This term will begin on September 26, 2001, and expire on September 26, 2005. 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. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered prior to your participation on this Authority. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. 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 bjh Enclosures cc: Douglas Chittum, IDA, Secretary Steven A. McGraw, Clerk, Circuit Court ® Recycled Paper R O~ ROANp,~~ ~ ,_, `_. A 2 G1 1838 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 (540) 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us September 13, 2001 Mr. R. Vincent Reynolds 4229 Toddsbury Drive Vinton, VA 24179 Dear Mr. Reynolds: 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 meet'Ing held on Tuesday, September 11, 2001, the Board of Supervisors voted unanimously to re-appoint you as a member of the Grievance Panel for a three year term. Your new term began on September 10, 2001 and will expire on September 10, 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 bjh Enclosures cc: Joe Sgroi, Director, Human Resources ® Recycled Paper O~ ROANp,Y~ - ti~ ;'--9 L7 J a~ Z ~~ r41 Y 1~ ~1~Y rte- T ~ .1r N~ 4.r ~e~ 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 (540) 772-2005 FAX (540) 772-2193 BRENDA J. HOLTON DEPUTY CLERK Internet E-Mail: bholton@www.co.roanoke.va.us September 13, 2001 Ms. Janet Green 4548 Cresthill Drive, SW Roanoke, VA 24018 Dear Ms. Green: I am pleased to inform you that, at their meeting held on Tuesday, September 11, 2001, the Board of Supervisors voted unanimously to appoint you as a member of the Social Services Advisory Board, representing the Windsor Hills Magisterial District. You will be completing the unexpired portion of the four-year term of Raymond Denny who resigned in January, 2001. This term began on August 1, 2000 and will expire on August 1, 2004. State law provides that any person elected, re-elected, appointed, or re-appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered prior to your participation on this Board. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. 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. Very truly yours, Mary H. Allen, CMC Clerk to the Board of Supervisors bjh Enclosures cc: Dr. Betty McCrary, Director, Social Services Steven A. McGraw, Clerk, Circuit Court ® Recycled Paper O~ ROANp,1.~ ti 'A ~ z ~ az ~~a~~~ ~~ ~~xx~~a.~.~e 1838 P.O. BOX 29800 5204 BERNARD DRIVE MARY H. ALLEN, CMC ROANOKE, VIRGINIA 24018-0798 CLERK TO THE BOARD (540) 772-2005 BRENDA J. HOLTON FAX (540) 772-2193 DEPUTY CLERK Internet E-Mail: mallen@www.co.roanoke.va.us Internet E-Mail: bholton@www.co.roanoke.va.us September 12, 2001 Mr. Gary R. Wilson, Director Carolina County Department of Economic Development P. O. Box 447 Bowling Green, VA 22427-0447 Dear Mr. Wilson: Attached is a copy of Resolution No. 091101-2.b of support for the Founders of American Communities in Virginia program. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, September 11, 2001 by a unanimous vote. If you need further information, please do not hesitate to contact me. Sincerely, ~~~~ g~ ~~~~~, Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors Enclosure cc: File Pete Haislip, Director, Parks, Recreation & Tourism Roanoke Valley Legislators ® faecycled Paper TRANSMIT MESSAGE CONFIRMATION REPORT ~ i NAME:RKE 80ARD SUPERVISOR TEL :540 772 2193 DATE:09/07'01 15:33 TRANSMIT: 9P853P1172 i DURATION ~ PAGE ~ SESS I RESULT TYPE MEMORY TX ~ MODE ~ i i E - 96 ~ 03'08 ~ i i 07 ~ i 610 ~ OK i ~A~~ S H E E T Clerk to the Board T'o: Chief Grigsby Fax #: 853-1172 Subj: Clearbrook Agreement Report Date: September 7, 2001 Pages: Mr.. Hodge asked me to fax tv you a copy of the Clearbrool~ Agreement Board Report and ordinance for the Roanoke County Board of Supervisors meeting on Tuesday, September l I. COM.1v1FNTS: From the desk of... Mary H. Allan, CMC/AAE Clerk to the Board County of Roanoke ~. o. sox z9soa Roanoke, VA 24018 Phone: 540-772-2003 Fax: 540-772-2193 TRANSMIT MESSAGE' CONFIRMATION REPORT ~ ~ NAME:RKE BOARD SUPERVISOR TEL :540 772 2193 DATE:09/07'01 15:28 TRANSMIT: 9P561P8108 DURATION PAGE SESS RESULT ~ TYPE MEMORY TX ~ MODE ~ E- 14 ~ i i i i 02'19 ~ i 07 ~ i 609 ~ OK ~ i i C O V E R FA~~ S H E E T Clerk to the Board '>C'o: Chad Sweeney Fax #: 561. -81.08 Subj: Cleaxbrook Agxeem.en.t Report Date: September 7, 2001 Pages: COMMENTS: Per our telephone cozwersati.on., would you please give Chief Burch. a copy of the report and ordinance and mail a copy to Leroy Bibbs and Ernest Amos. Tb.az~ks a tot for. your help at the last minute. From the desK of... Mary H. Allen, CMC/AAE Clerk to the Board County of Roanoke P. Q. Box 29800 Roanoke, VA 24018 Phone: 540-772-2003 Fax: 540-772-2193 TRANSMIT ME55AGE CONFIRMATION REPORT t ~ i NAME:RKE BOARD SUPERVISOR TEL :540 772 2193 DATE:09/07'01 15:24 TRANSMIT: 9P853P1138 DURATION PAGE I SESS RESULT ~ TYPE MEMORY TX ~ MODE ( E - 14 ~ 02'21 ~ 07 ~ 608 ~ OK ~ i i i i i i i i R S H E E T Clerk to the Board To: barlene Burcham Fax #: 853-1138 Subj: Clearbrook Agreement Report Date: September 7, 2001 Pages: Mr. Hodge asked me to fax to you a copy of the Clearbrook Agreement hoard Report and ordinance. COMMENTS: From the desk of... Mary H. A11en, CMC/AAE Clerk to the Board County of Roanoke P. O. Box 29800 Roanoke, VA 24018 Phone: 540-772-2003 Fax: 540-772-2193 Mary Allen - Re: President SEAFC From: Mary Allen To: Richard Burch Subject: Re: President SEAFC I'll move to the first meeting in September (9/18) - is that O.K.? »> Richard Burch 08/20/01 11:38AM »> I will not be here for the 28th meeting. Can we do it in Sept. and I will be glad to send you the info. Thanks Yours for a better fire and rescue service. Chief Rick Burch »> Mary Allen 08/20/01 10:48AM »> I have a note in my agenda packet for August 28 agenda that you are being recognized at that meeting for being elected President of the SEAFC. First, what is the SEAFC and second can you send me some information so I can prepare the recognition? Congratulations! Page 1 Mary H. Allen CMC Clerk to the Board County of Roanoke 540-772-2003 -~9'3"~ ~l 3' ~~1e~ °'' nru~ ~ ~n ~ t -~ ~- ~~ t 1 ~/~Y~ ~i ~~ x ~ ~~~~ /~ ~~ ~~ Z ~ ~' v2 ~~r~, ~ .~ ~ ~. ~`~~ ~ ~ ~, ~ C ~. Mary Allen -agenda item Page 1 From: Pete Haislip To: Mary Allen Date: 9/4/01 10:22AM Subject: agenda item Please place on the agenda a request for a reso of support for Roanoke County to particpate in a state wide Tourism initiative called "Founders of America Communities". Thanks. Pete Brenda Holton - Re: Resolution Founders of America Communities Page 1 From: Brenda Holton To: Pete Haislip Date: 9/12/01 2:53PM Subject: Re: Resolution Founders of America Communities Thanks Pete. I will send you a copy of the letter and resolution. Brenda »> Pete Haislip 09/12/01 01:50PM »> Yes, that would be good to do. Pete »> Brenda Holton 09/12/01 12:57PM »> Pete, Mary Allen is off for the rest of the week. I don't know if you or she wrote this resolution. In the last paragraph, when it says encourage the legislators to pass and fund legislation, should I send copies to the Roanoke Valley legislators? Did you talk about that? Sometimes the resolution says to send copies so just wasn't sure. Thanks for your help. Brenda Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors 540-772-2005 bholton aC~co.roanoke.va.us ~:. Mary Allen -Sept. 11 Board Report ~ - Page 1 From: Mary Allen To: Pete Haislip Date: 8/27/01 3:27PM Subject: Sept. 11 Board Report Through regular internal mail I am sending you a letter from the Caroline County Economic Development Department concerning a new Tourism Program that they are supporting called "The Founders of America Communities" program. It emphasizes colonial history in communities throughout Virginia. Elmer would like for you to review and get back to me on whether we should support and become involved in the program. If so, we need to put a resolution of support on the September 11 agenda. Mary H. Allen CMC Clerk to the Board County of Roanoke 540-772-2003 ~_ ~~ / ~ "P/1~P~ ~~ August 13, 2001 Elmer C Hodge, Administrator Roanoke County Po Box 29800 Roanoke, VA 24018 Dear Mr. Hodge, The Commonwealth is exceptionally positioned to institute a new tourism initiative that will benefit many of its county's tourism programs while focusing on its unique colonial history. By creating a Founders ofAmerica Communities program similar to, but more streamlined than the Civil War Trails effort, Virginia can further extend its lead in history based tourism, and colonial era tourism especially. Virginia's history is exceptional for its contribution to the American Revolution and for contributing so many leaders to the cause. Few states have a colonial history and no other can truly compete with the Commonwealth's diversity of sites, historic personalities, and events in the founding of America. The story of Virginia's prominence in America's struggle for independence is well known in history texts, but inadequately told by many of its counties and cities. Virginia has more to offer tourist than the excellent attractions of Colonial Williamsburg and Mount Vernon. Many Virginia communities can boast of being a Founders ofAmerzca community. Westmoreland County was the birthplace of the Father of our Country, George Washington, but no central/statewide tourism marketing devise exists to tout this exceptional distinction. The same is true of the birth places of many of our nation's heroes who were Virginians and many of the sites where they achieved exceptional accomplishments. Caroline County, for example, has among its colonial resources: A signer of the Declaration of Independence, John Penn; historic Port Royal where Captain John Smith made landfall; and other distinguished patriots. Currently, these heroes and many historic sites are ignored rather than valued as tourism resources. We believe that these historical personalities, sites and history represent a new opportunity to excite more tourism business for Virginia while furthering the Commonwealth in the competition with other states for history motivated travelers. The Founders of America Communities program would operate similarly to the Civil War Trails program only in that it would provide a map and county road signs. Designation would be advertised through road signs at the jurisdiction's border that evoke the colonial history that they are designed to promote. Specific location or historic figure signage is not now anticipated as being a apart of the Founders project, though, as the program matures, additional signage may be desired. Communities would be responsible for establishing their own attractions, but we suggest that the state print and disseminate a map showing the communities where Virginia's colonial leaders and locations of merit ion ~~~~.~~ ~ ~/. ~ ~~v~; ~~ d ~ , ten, ~ .~.~%~za~~ ~- ~~ ~'O/,~F~.~40~/t ~j~ ~~air, c~O/.~6~~.2/~d'9 ~ C~~-~~G~.~u~--~.~k~~ca ~,~zzP. e.~z. ud (~G~Gl%2~ (//P/~ are to be found. Individual jurisdictions would provide festival and event data to be included on the map/brochure....... The Founders ofAmerica Communities program may achieve at least two significant tourism goals. First, the program will further heighten awareness of the state's exceptional colonial history and point to several communities worthy of tourism expansion, thus inspiring more visits and causing tourists to stay longer in the state and provide more transient occupancy taxes for participating communities. Instead of visiting only three or four main colonial sites, tourists will be able to visit dozens. The communities with newly designated Founders status will have a new opportunity to grow their tourism industry. Counties will be able to build on its historical resources and develop festivals and programs that add to the community's tourism appeal. By spending comparatively little on brochures and signs, Virginia may dramatically expand its history based tourism industry while counties so designated can design new and aggressive programs to trade on their increasing visibility. Second, existing colonial historical sites will benefit from designation. Though Mount Vernon, Colonial Williamsburg, Jamestown-Yorktown, Montpelier, and Monticello are leading tourism destinations, more tourists drawn into the state will only further benefit these existing attractions. US Interstate 95 can act as the conduit for increased visitation in eastern Virginia. As tourists visit Mount Vernon, they will be further lured into the state by following the Founders map down I-95 to several sites that lead to Colonial Williamsburg and Jamestown-Yorktown. More sites, more days spent in the state, more visitors, and more revenues may be expected from this program. A "Colonial Crescent" can lead many visitors into the Shenandoah Valley down Interstate 81, while a "Colonial Descent" along Interstate 64 can lead travelers from the Southwest Mountains, via Monticello and Montpelier to the Tidewater. Virginia has unique colonial historical resources, it must now have the will to share it with the nation. Each participating community will craft it own historical interpretation. Not all attractions or festivals must be driven by a profound event or historical figure. Indeed, Ivor Noel Hume, 30 years chief archaeologist of Colonial Williamsburg, wisely advises that many average persons contributed much to the founding of America and are worthy of attention. If a community cannot boast of a Declaration Signer, for example, it likely has someone or some place worthy of community pride and deserving of recognition. Perhaps an important aspect of the Commonwealth's 2007 Rediscovery is what Virginia. communities rediscover in themselves. Timing for the Founders program could not be more ideal. The Jamestown Rediscovery will be celebrated in 2007 and each locality has been encouraged to use this anniversary of England's first 70/t ~Jc~~ ~~in ~J~~ ~/. ~ ~~~ax./s/f7; ~ n~u.~tr~~ ~~.c~rz, %,`~/ .~.Z~/t.270/t47" C= cf'O/t-6~.~/~07/f ~ ~a~ ~'O/~6~~~`'l~'9 • ~,~~,r~ ~iu.~r~~~z~ca. cwra~~rze. e,~z. rta ~. ~m~~~ ~~ permanent settlement in North America as a target date for a statewide series of events and activities. The Founders effort compliments this important initiative. - Clearly, with a modest investment, Virginia can truly realize the potential of its colonial past and honor the sacrifices of its heroic sons and daughters in a tourism program that is both simple, and likely to succeed. Not only will the Commonwealth achieve even more recognition for its contribution to the founding of America, but its contemporary communities will be more motivated to turn their unique historic resources into tourism destinations. Again, even existing colonial history destinations will benefit from enhanced exposure of their venues and programs through the Founders program. Virginia has more to offer the tourism customer than it is currently supplying. By maximizing its tourism effort, Virginia will reap financial benefit and be able to more clearly affirm its historic leadership as a Founder of America. The Next Step What we must do to realize the potential of our colonial history is simple. First, we ask each community interested in developing the Founders program to take the matter up at a Board of Supervisor's meeting as soon as possible in order to pass a resolution in its favor. Caroline County will act as the clearing house for endorsements and present them to the Corporation for Virginia. Tourism. (The CVT is already sympathetic to this concept.) We will report to each Board of Supervisors in November 2001 as to the extent of support received. We would then ask each community, should it be warranted based on community responses, to communicate with their Delegate and Senator recommending funding for the CVT (to be determined) to begin development of this project. We do stress that the Corporation for Virginia Tourism is not initiating this project, Caroline County and neighboring counties are assuming this responsibility. Should there be a ground swell of support and a demand for this new marketing tool among Virginia communities and the legislature, it may be safe to assert that the CVT would assist in creating this marketing tool. As the Founders program matures, participating communities and attractions will have a new marketing tool, and a new source of pride, for their community. Please forward endorsements or questions to: Gary R. Wilson, Director Caroline County Department of Economic Development Bowling Green, VA 22427 804.633.4074 ~nvilson a(~co.caroline.va.us ~p ~ ~G/ afr~~~ ~~~ J~~f, ~ ~~ ~ a~ 4/t~; ~~a~iin~ t~ir~, L%! 9.~/f~'7O/.~/.~7 ~S'O/.~-6~/O~/f • ~ 'ate ~O/f-/6~~~Q~4~9 • / /o r~Zj~~'ca/~ ~yee. mac. a~ srrr~.~z~G~~/a ~J~liiriu,~ ~~ e.~a~a~~Ja ~J3z~ ~/~.~~~Le p W i~ZC~~'~zA i~ UC~C/ OL Finally, we hope-that your organization-will-consider this program as a modest marketing effort with- limited goals that may stimulate more tourism development in your county while finally honoring the Virginias who created our nation. By creating a skeletal organization format, we allow tourism professionals an open field to further develop this program in the future. If your Board has additional thoughts for improving this concept, please share them. If ideas emerge, then your Board is already in the process of making this a better project, and is on its way to developing a local tourism opportunity. We trust that with your endorsement, we may be able to preserve the Commonwealth's colonial past while enriching Virginia's future. Thank you fox your consideration. Sincerely, Gary R. Endorsements Jamestown-Yorktown Foundation George Washington's Mount Vernon Estate and Gardens James Madison's Montpelier The Fredericksburg Regional Alliance County of Middlesex Richmond County Essex County King and Queen County Tappahannock-Essex Chamber of Commerce, Inc. Ashland & Hanover Convention and Visitors Bureau Virginia's Potomac Gateway Welcome Center Ivor Noel Hume, OBE Caroline County ,O~ ~/or~~/%Carirz ~J~P,~~ ~_ [;!~~ ~~c~; 4/t7, ~%Jryu~~ ~r~~rr , //c~~%~/ ~~`~,/f.~70/f~~ ~O/.~6.~r/f074 ~ ~~ <S'O/f6 ~~r.~/~9 ~ -~~/e%Car~ ~usr~yzG~ca. cc7/u~,r~.E. -r~r. rtd - ryU~ni~yri~.~~/a ~7e~.yc~ ~~ e~u,~r,!~~~ /a ~J~ <~~~~ u Caroline County of Economic Development