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4/9/2002 - Regular
O~ p;OANpk~ ~ 9 ~` ' ,~ ~~ ~~~~~ rasa ~. ~.c.~ment - ~r~tto, ~fevt6ron ROANOKE COUNTY BOARD OF SUPERVISORS ACTION AGENDA APRIL 9, 2002 ~~~~~ Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7 p.m. and on Saturdays at 4 p.m. The meetings 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 ALL PRESENT AT 3:00 P.M. 2. Invocation Rabbi Manes Kogan Beth Israel Synagogue 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS PMM ADDED ITEM D.2 RESOLUTION ORDERING AN EVACUATION OF THE KEELING PROPERTY AND IMPLEMENTING THE PROVISIONS OF THE GOVERNOR'S EXECUTIVE ORDER C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS, AND AWARDS ® Recycled Paper 1. Recognition of Budget Department for receiving Government Finance Officers Association Distinguished Budget Presentation Award for Fiscal Year 2001-2002. CHAIR RECOGNIZED BRENT ROBERTSON AND GERALDINE BARBER 2. Resolution ordering an evacuation of the Keeling property and implementing the provisions of the Governor's Executive Order. (Paul Mahoney, County Attorney) R-040902-1 HCN MOTION TO ADOPT RESO URC D. BRIEFINGS 1. Briefing on Starlight Lane Brush and Tire Fire. (Rick Burch, Chief of Fire & Rescue) BRIEFING BY CHIEF BURCH, DAVID TURNER, EPA, AND RICK WEEKS, DEQ E. NEW BUSINESS 1. Request for approval of the Roanoke Regional Airport Commission budget for fiscal year 2002-2003. (Diane Hyatt, Chief Financial Officer, and Jacqueline Shuck, Executive Director, Roanoke Regional Airport) R-040902-2 HOM MOTION TO ADOPT RESO URC 2. Request for approval of Roanoke Valley Resource Authority budget for fiscal year 2002-2003. (Dania) Morris, Finance Director, and John Hubbard, CEO, RVRA) R-040902-3 HCN MOTION TO ADOPT RESO URC 3. Request for approval of Health Insurance rates for the 2002-2003 fiscal year. (Dania) Morris, Finance Director) A-040902-4 HCN MOTION TO APPROVE HEALTH INSURANCE RATES URC 2 4. Request to use accumulated sick and annual leave for medical pay-out. (Dania) Morris, Finance Director, and Joe Sgroi, Human Resources Director) A-040902-5 JPM MOTION TO APPROVE REQUEST URC 5. Request from citizen for waiver from water service connection requirement for Clearbrook Lane Water Service Area. (Gary Robertson, Utility Director) A-040902-6 HOM MOTION TO APPROVE ALT #1 (DENY REQUEST FOR WAIVER) AYES: JPM, HOM, HCN, JBC NAYS: RCF F. FIRST READING OF ORDINANCES 1. First reading of ordinance vacating and closing an unimproved and unused portion of a 25-foot right-of-way known as "Jones Street" Section 1, Dwight Hills, Hollins Magisterial District, upon the petition of Mr. and Mrs. William Reedy. (Arnold Covey, Director of Community Development) RCF MOTION TO APPROVE 1ST READING 2ND READING AND PUBLIC HEARING - 4/23/02 URC 2. First reading of ordinance vacating a 15-foot drainage easement, Section 15, Penn Forest and Section 18, Penn Forest and vacating a 40-foot drainage easement, Section 15, Penn Forest, Cave Spring Magisterial District, upon the petition of James F. Kinder, Jr., Jacqueline M. Kinder and Carol H. Berglund. (Arnold Covey, Director of Community Development) HOM MOTION TO APPROVE 1ST READING 2ND READING AND PUBLIC HEARING - 4/23/02 URC 3. First reading of ordinance vacating a 15-foot sanitary sewer easement, "The Orchards, Applewood Section No. 8" and a portion of a 20-foot sanitary sewer easement on plat entitled "The Orchards, Huntridge Road Extended; and further shown as "Existing 20' Sanitary Sewer Easement 3 (P.B. 17, Page 85)", Hollins Magisterial District, upon the petition of F. & W. Community Development Corporation. (Arnold Covey, Director of Community Development ) RCF MOTION TO APPROVE 1ST READING 2ND READING AND PUBLIC HEARING - 4/23/02 U RC 4. First reading of ordinance authorizing creation of and financing for a Local Public Works Improvement Project -Joe Carrol Road Water Project, Catawba Magisterial District. (Gary Robertson, Utility Director) JBC MOTION TO APPROVE 1ST READING 2ND READING - 4/23102 URC G. SECOND READING OF ORDINANCES NONE H. APPOINTMENTS Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals HCN NOMINATED DAVID SHELTON TO SERVE ANOTHER FOUR-YEAR TERM ON FIRE CODE BOARD OF APPEALS EXPIRING SEPTEMBER 23 2005 2. Grievance Panel 3. Parks and Recreation Advisory Commission 4. Roanoke Valley Greenway Commission 5. Total Action Against Poverty Board of Directors 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. 4 R-040902-7 HOM MOTION TO ADOPT CONSENT RESO URC 1. Acceptance of $500 grant from Department of Motor Vehicles for purchase of child safety seats and related materials by the Police Department A-040902-7.a 2. Request to authorize amendments to the County's Deferred Compensation Plans for Employees (457) and Employer Match (401 a) to incorporate federal legislation. A-040902-7. b 3. Request from Schools for appropriation of $10,935.85 for the dual enrollment program. A-040902-7.c 4. Request from Schools to accept $1,700 Virginia Commission for the Arts grant to apply toward performance by the Virginia Opera for elementary schools. A-040902-7.d 5. Request from Schools to accept $136,879 Virginia Tobacco Settlement Foundation Grant for implementation of the Life Skills Training curriculum in grades 3-8. A-040902-7.e 6. Request from Schools to accept $15,000 Learn and Serve Virginia K-12 Grant to purchase services from Family Service of the Roanoke Valley. A-040902-7.f J. REQUESTS FOR WORK SESSIONS NONE K. REQUESTS FOR PUBLIC HEARINGS 5 NONE L. CITIZENS' COMMENTS AND COMMUNICATIONS (1) Paul Bell spoke against having a regional water authority. 12) Ruth Moseley spoke of concerns about the recent tire fire. (3) Rhonda Conner asked several questions about the tire fire. ~4) Mike Altizer suggested that the Board look at doing a study of how companies are disposingof their tires to avoid future problems with tire dumps. (5) W. T. McAuley -ECH advised that Mr. McAuley had to leave and that he had asked Mr. McAulev to call him tomorrow about his concerns on the tire fire. -Build nolicv on I expressed disappointment that the Board did not give the Mount Pleasant citizens the same consideration that they gave the Colonial Avenue citizens who opposed work planned for their road. (7) Nancy Hughes asked the Board to support the Hidden Valley Recreation Foundation. ECH RESPONDED CONCERNING THE TIRE FIRE: (1) STAFF PLANS TO PUT INFO ABOUT TIRE FIRE ON THE WEBSITE AND (2~ A TV SHOW IS CURRENTLY IN PRODUCTION BY RVTV HOM REQUESTED THAT ECH AND PMM PROVIDE ANSWERS TO THE QUESTIONS ASKED BY CITIZENS M. REPORTS JPM MOTION TO RECEIVE AND FILE - URC 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Clean Valley Council N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor McNamara (1) Advised that it needs to be remembered that at one time accumulation of tires was not illegal; that County did a good job when it created a contingency plan which prevented a bigger disaster. (2) Asked for status of his request for information on reducing BPOL tax. ECH said staff will have a response within a few months. Supervisor Minnix advised that Cave Spring High School and PTSA are having a free annual health and fitness fair from 10 a.m. until 2 p.m., April 13, at the school, and invited everyone to attend. Supervisor Nickens: (1) Suggested that Board might want to adjourn to April 16 to attend the Branding Charette sponsored by the City of Roanoke at the Jefferson Center and asked the Chair to poll the Board as to who would attend. Chair agreed to do this after the work session. Supervisor Church: ~1) Asked that a citizen has inquired if Explore Park had reduced rate or multiple visit passes and asked -ECH to check on this. (2) Thanked Senator Warner and Congressman Goodlatte for showing their concern by coming to Roanoke County to view the Starlight Lane fire site. ECH REQUESTED THAT CLOSED MEETING BE HELD BEFORE THE WORK SESSION O. WORK SESSIONS (4th Floor Conference Room 1. Budget Work Session WORK SESSION HELD FROM 5:50 P.M. UNTIL 7:00 P.M. PRESENTED BY BRENT ROBERTSON, DIANE HYATT. ELMER HODGE BOARD CONSENSUS THAT: (1) DEPT BUDGETS BE REDUCED AS PROPOSED TO COVER SHORTFALL OF $955,908 FOR CURRENT YEAR (2) WORKSHEETS WITH SUGGESTED CONTRIBUTIONS TO HUMAN SERVICE, CULTURAL TOURISM AND OTHER AGENCIES BE RETURNED TO BUDGET BY 4/16/02 AT 7 P.M. ~3) $25,000 OF FUNDING PROPOSED FOR EXPLORE PARK WILL BE CONSIDERED REPAYMENT OF LAST YEAR'S LOAN AND 2-1 /2% SALARY INCREASES SUGGESTED HCN LEFT AT 6:40 P.M. P. CLOSED MEETING pursuant to Code of Virginia Section 2-3711 A (1) Discussion in consideration of the assignment or performance of special officers, appointees, or employees of the County; and Section 2-3711 A (5) Discussion of prospective business or industry where no previous announcement has been made. JBC MOTION TO GO INTO CLOSED MEETING AT 5:05 P.M. URC CLOSED MEETING HELD FROM 5:15 UNTIL 5:40 P.M. Q. CERTIFICATION RESOLUTION R-040902-8 JBC MOTION TO RETURN TO OPEN SESSION AT 5:50 P.M. AND ADOPT CERTIFICATION RESO. URC R. ADJOURNMENT TO THURSDAY, APRIL 18, 2002, AT 12 NOON AT THE CENTER FOR APPLIED TECHNOLOGY AND CAREER EXPLORATION (CATCE) TO ATTEND THE LOCAL GOVERNMENTS REGIONAL SUMMIT, HOSTED BY THE FRANKLIN COUNTY BOARD OF SUPERVISORS JBC ADJOURNED MEETING AT 7:05 P.M. TO APRIL 18. 2002 8 o~ ROAN ~F a _. .~ 1838 of ~.a~x~~~e ROANOKE COUNTY BOARD OF SUPERVISORS AGENDA APRIL 9, 2002 ~~~~~ Welcome to the Roanoke County Board of Supervisors meeting. Regular meetings are held on the second Tuesday and the fourth Tuesday at 3:00 p.m. Public hearings are held at 7:00 p.m. on the fourth Tuesday of each month. Deviations from this schedule will be announced. The meetings are broadcast live on RVTV, Channel 3, and will be rebroadcast on Thursdays at 7 p.m. and on Saturdays at 4 p.m. The meetings 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 Rabbi Manes Kogan Beth Israel Synagogue 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 Budget Department for receiving Government Finance Officers Association Distinguished Budget Presentation Award for Fiscal Year 2001-2002. D. BRIEFINGS 1. Briefing on Starlight Lane Brush and Tire Fire. (Rick Burch, Chief of Fire & Rescue) E. NEW BUSINESS 1 ® Recycled Paper 1. Request for approval of the Roanoke Regional Airport Commission budget for fiscal year 2002-2003. (Diane Hyatt, Chief Financial Officer, and Jacqueline Shuck, Executive Director, Roanoke Regional Airport) 2. Request for approval of Roanoke Valley Resource Authority budget for fiscal year 2002-2003. (Danial Morris, Finance Director, and John Hubbard, CEO, RVRA) 3. Request for approval of Health Insurance rates for the 2002-2003 fiscal year. (Danial Morris, Finance Director) 4. Request to use accumulated sick and annual leave for medical pay-out. (Danial Morris, Finance Director, and Joe Sgroi, Human Resources Director) 5. Request from citizen for waiver from water service connection requirement for Clearbrook Lane Water Service Area. (Gary Robertson, Utility Director) F. FIRST READING OF ORDINANCES 1. First reading of ordinance vacating and closing an unimproved and unused portion of a 25-foot right-of-way known as "Jones Street" Section 1, Dwight Hills, Hollins Magisterial District, upon the petition of Mr. and Mrs. William Reedy. (Arnold Covey, Director of Community Development) 2. First reading of ordinance vacating a 15-foot drainage easement, Section 15, Penn Forest and Section 18, Penn Forest and vacating a 40-foot drainage easement, Section 15, Penn Forest, Cave Spring Magisterial District, upon the petition of James F. Kinder, Jr., Jacqueline M. Kinder and Carol H. Berglund. (Arnold Covey, Director of Community Development) 3. First reading of ordinance vacating a 15-foot sanitary sewer easement, "The Orchards, Applewood Section No. 8" and a portion of a 20-foot sanitary sewer easement on plat entitled "The Orchards, Huntridge Road Extended; and further shown as "Existing 20' Sanitary Sewer Easement (P.B. 17, Page 85)", Hollins Magisterial District, upon the petition of F. & W. Community Development Corporation. (Arnold Covey, Director of Community Development ) 4. First reading of ordinance authorizing creation of and financing for a Local Public Works Improvement Project -Joe Carrol Road Water Project, Catawba Magisterial District. (Gary Robertson, Utility Director) 2 G. SECOND READING OF ORDINANCES H. APPOINTMENTS 1. Building Code Board of Adjustments and Appeals serving as Fire Code Board of Appeals 2. Grievance Panel 3. Parks and Recreation Advisory Commission 4. Roanoke Valley Greenway Commission 5. Total Action Against Poverty Board of Directors 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. Acceptance of $500 grant from Department of Motor Vehicles for purchase of child safety seats and related materials by the Police Department 2. Request to authorize amendments to the County's Deferred Compensation Plans for Employees (457) and Employer Match (401 a) to incorporate federal legislation. 3. Request from Schools for appropriation of $10,935.85 for the dual enrollment program. 4. Request from Schools to accept $1,700 Virginia Commission for the Arts grant to apply toward performance by the Virginia Opera for elementary schools. 5. Request from Schools to accept $136,879 Virginia Tobacco Settlement Foundation Grant for implementation of the Life Skills Training curriculum in grades 3-8. 6. Request from Schools to accept $15,000 Learn and Serve Virginia K-12 Grant to purchase services from Family Service of the Roanoke Valley. 3 J. REQUESTS FOR WORK SESSIONS K. REQUESTS FOR PUBLIC HEARINGS L. CITIZENS' COMMENTS AND COMMUNICATIONS M. REPORTS 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future School Capital Reserve 5. Clean Valley Council N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS (4th Floor Conference Room) 1. Budget Work Session P. CLOSED MEETING pursuant to Code of Virginia Section 2-3711 A (1) Discussion in consideration of the assignment or performance of special officers, appointees, or employees of the County; and Section 2-3711 A (5) Discussion of prospective business or industry where no previous announcement has been made. Q. CERTIFICATION RESOLUTION R. ADJOURNMENT TO THURSDAY, APRIL 18. 2002, AT 12 NOON AT THE CENTER FOR APPLIED TECHNOLOGY AND CAREER EXPLORATION (CATCE) TO ATTEND THE LOCAL GOVERNMENTS REGIONAL SUMMIT, HOSTED BY THE FRANKLIN COUNTY BOARD OF SUPERVISORS 4 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: April 9, 2002 AGENDA ITEM: Recognition of the Budget Department for receiving the Government Finance Officers Association Distinguished Budget Presentation Award for Fiscal Year 2001-2002 COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County has been awarded the Distinguished Budget Presentation Award for the budget document for fiscal year beginning July 1, 2001 and ending June 30, 2002. This award is the highest form of recognition in government budgeting. The award was established in 1984 and recognizes exemplary budget documentation by state and local governments. Each budget document is evaluated using a comprehensive evaluation checklist by three independent reviewers who are members of GFOA's Budget Review Panel. Budget Director Brent Robertson will accept the recognition on behalf of the Budget Department. Respectfully Submitted by ~„~; ~~ Elmer C. Hodge County Administrator ACTION Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: VOTE No. Yes Abs Church Flora _ _ McNamara- _ _ Minnix Nickens _ _ 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: April 9, 2002 SUBJECT: Briefing on Starlight Lane Brush and Tire Fire COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At this time on the agenda, staff will be prepared to brief the Board on the current status of the Starlight Lane Brush and Tire Fire. Elmer C. Hodge County Administrator -------------------------------------------------------------------------------------------------------------------- ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ _ Denied () Flora _ _ Received () McNamara- _ Referred () Minnix _ To () Nickens _ _ _ 1 ~ ~~' r NpKE ORS pF RRA11pN SvpERV~ PpMINIS of ovN f l~~ G 9 ~ ?°°2 _~F ~cE~~'TNE -- ~--- AT AREGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 RESOLUTION 040902-1 ORDERING AN EVACUATION OF THE KEELING PROPERTY AND IMPLEMENTING THE PROVISIONS OF THE GOVERNOR'S EXECUTIVE ORDER WHEREAS, by Executive Order Number 11, the Governor of the Commonwealth of Virginia confirmed, ratified, and memorialized in writing his verbal orders issued March 24, 2002, wherein he proclaimed a State of Emergency due to the tire fire at the Willie J. Keeling property in Roanoke County, pursuant to authority granted by Section 44-146.17 of the Code of Virginia, and by Article V, Section 7 of the Constitution of Virginia, and by Section 44-75.1 of the Code of Virginia; and WHEREAS, pursuant to Section 44-146.17 of the Emergency Services and Disaster Laws, the Governor ordered certain protective and restorative measures, including the evacuation of areas threatened by this event; and WHEREAS, pursuant to Section 44-146.21 of the Code of Virginia, a local governing body may determine that evacuation is deemed necessary for the preservation of life, the protection of health, or other emergency mitigation, response or recovery. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the Board of Supervisors of Roanoke County hereby determines that an evacuation is deemed necessary for the preservation of life, the protection of health, or other emergency mitigation, response or recovery; said evacuation period to continue for a period of time commencing Thursday, April 4, 2002 and ending on or about April 30, 2002; however, said evacuation may be amended administratively by order of the County i Administrator of Roanoke County as he -deems necessary, based upon the progress in suppressing the tire fires, removing hazardous wastes generated by the tire fire, and the safety of the public. 2. That the Board hereby implements those provisions of the Governor's Executive Order No. 11 which may require action by the local governing body; and 3. That the area to be evacuated is identified as that real estate owned by W. J. Keeling, et al. consisting of approximately 145 acres located on Starlight Lane in Roanoke County, Virginia; and 4. That the County Administrator shall coordinate this evacuation with the Virginia Emergency Operations Center, acting on behalf of the State Coordinator of Emergency Management; and 5. Subject to the protection of the public health, safety and welfare, the County Administrator is hereby authorized to allow Willie J. Keeling, his family, agents or employees or other persons to access this property during the time period specified above. The County Administrator may impose such conditions on such access as he may deem necessary in order to accomplish the goals and purposes of this resolution; and 6. That the Board hereby ratifies and confirms the actions taken in responding to this emergency due to the tire fire and brush wildfire at the Willie J. Keeling property and implementing the Executive Order; and 7. That this Resolution shall be effective immediately upon its adoption. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church 2 NAYS: None A COPY TESTE:'' II-- ,,`, ~C.Y~~ .. ~1-Y Tom. Brenda J. Ho ton, CMC Deputy Clerk to the Board of Supervisors cc: File Paul M. Mahoney, County Attorney Richard Burch, Chief, Fire & Rescue Ray Lavinder, Chief of Police Skip Burkart, Commonwealth's Attorney Captain Charles R. Compton, Jr., Virginia State Police Magistrates Michael Cline, State Coordinator of Emergency Management Brett Burdick, Virginia Department of Emergency Management Robert Crouch, Secretary of Public Safety Donald Welsh, Regional Adm., U. S. Environmental Protection Agency Chris Wagner, Environmental Protection Agency Bob Kelly, Environmental Protection Agency Robert Burnley, Director, Virginia Department of Environmental Quality Rick Weeks, Regional Department of Environmental Quality Dr. Margaret Odell, Director, Regional Health Department James Garner, Jr., State Forester, Virginia Department of Forestry Chris Thomsen, Virginia Department of Forestry Chuck Hutsell, Virginia Department of Forestry ~=-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY, APRIL 9, 2002 RESOLUTION 040902-2 APPROVING THE ROANOKE REGIONAL AIRPORT COMMISSION BUDGET FOR FY 2002-2003, UPON CERTAIN TERMS AND CONDITIONS WHEREAS, Section 24.B of the Roanoke Regional Airport Commission Act and Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport Commission provide that the Commission shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County and City Council of the City; and WHEREAS, by report dated March 13, 2002, a copy of which is on file in the office of the Clerk to the Board, the Executive Director of the Roanoke Regional Airport Commission has submitted a request that the County approve the FY 2002-2003 budget of the Roanoke Regional Airport Commission. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the FY 2002-2003 budget and proposed capital expenditures for the Roanoke Regional Airport Commission as set forth in the March 13, 2002, report of the Commission Executive Director, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. On motion of Supervisor Minnix to adopt the resolution, and carried by the following recorded vote: 1 AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Holt ,,CMC Deputy Clerk to the Board of Supervisors cc: File Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney Arthur Whittaker, Chairman, Roanoke Regional Airport Commission Mary F. Parker, Clerk, Roanoke City Council Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission 2 Roanoke Regional Airport Commission 5202 Aviation Drive ~ Roanoke, Virginia 24012-1148 (540) 362-1999 FAX (540) 563-4838 ~; March 13, 2002 M^A ~ry~ RE~IOI~IALVI Honorable Chairman and Members /-11F~'v1[ 1 Roanoke County Board of Supervisors P.O. Box 29800 Roanoke, Virginia 24018-0798 Re: Roanoke Regional Airport Commission Fiscal Year 2002- 2003 Budget and Proposed Capital Expenditures Dear Gentlemen: In accordance with the requirements of the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended, the Roanoke Regional Airport Commission is hereby submitting its Fiscal Year 2002-2003 Operating Budget (Attachment I) for approval. This Budget was adopted by the Commission at its meeting on March 13, 2002. We are also providing • a separate listing of Capital Expenditures which are expected to exceed $100,000 in cost and are intended to benefit five or more future accounting periods (Attachment II). You will note that no deficit is anticipated in either the Operating Budget, or for the Capital Expenditures; therefore, no additional appropriations are being requested or anticipated from the City or the County of Roanoke. Formal approval of the Operating Budget and the Capital Expenditure List by resolution of each of the participating political subdivisions would be appreciated. I would be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your assistance and cooperation. Very truly yours, Jacqueline L. Shuck Executive Director Enclosures cc: Chairman and Members, Roanoke Regional Airport Commission Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission Paul M. Mahoney, Roanoke County Attorney Mary H. Allen, Deputy Clerk, Roanoke County Board of Supervisors csp030402.U Conan\2002 cityc omityUndg et. lU~ • "ATTACHMENT I" ~~ A FOR YEAR 2002-2003 BUDGET MyFiles\Budget\Budget 2002-2003 2001-2002 Budgeted 2002-2003 Budgeted EXPENSE BUDGET Expenditures Expenditures 1. Operations and Maintenance Expenses A. Salaries, Wages and Benefits $2,416,869 $2,657,070 B. Operating Expenditures 2,508,365 2,574,095 C. Other Maintenance Projects 133,900 0 Total Operations and Maintenance 5,059,134 5,231,165 2. Non-Operating Expenses A. Interest 248, 557 234, 086 B. Debt Service 345,814 335,000 Total Non-Operating 594,371 569,086 3. Capital Expenses A. Capital Projects and Purchases 157,500 98,400 B. Multi -Year Projects 308,130 151,880 Total Capital Expenses 465,630 250,280 Total Budgeted Expenditures $6,119,135 $6,050,531 2001-2002 Projected 2002-2003 Projected REVENUE PROJECTIONS Revenues Revenues 1. Operating Revenues A. Airfield $1,109,042 $1,275,400 B. General Aviation 181,950 230,318 C. Terminal Related 4,396,317 4,035,426 D. Other Revenues 262,385 245,786 Total Projected Operating Revenues 5,949,694 5,786,930 2. Non-Operating Revenues A. Interest from Debt Service 53,315 40,000 B. Interest on Investments 540,000 425,000 Total Projected Non-Operating Revenues 593,315 465,000 Total Projected Revenue $6,543,009 $6,251,930 • ATTACHMENT II Proposed Capital Expenditures (For projects expected to exceed $100,000 in cost and intended to benefit five or more accounting periods) I. Projects A. Construct Pad and Access Road for ARFF Fire Simulator: 1. Description: Construct a concrete pad and access to it for the conduct of training sessions by the Airport Rescue and Fire Fighters, especially with the state owned ARFF Fire Simulator. 2. Justification: Members of the Airport Rescue and Fire Fighting Unit are required by federal regulation to participate in a live fire drill at least once per year. The Fire Simulator purchased by the state and made available to all commercial service airports at least twice per year requires a concrete pad to support it and the heat of the propane fire. Currently planes are displaced to make way for the Simulator and the required training. Firefighters from Roanoke City and County, as well as other jurisdiction also participate in training when the Simulator is located at the airport. Estimated Cost: $ 300,000 B. Construct Portion of Perimeter Road (Phase I~: 1. Description: Construct interior perimeter road west of Runway 33. 2. Justification: Concerns regarding conflicts between aircraft and vehicles, as well as an increased need for inspections for security purposes, require that an interior perimeter road be built. This is now considered to be a priority project by the FAA. The first section of this road can easily be included in the Runway 33 rehabilitation project scheduled for the spring of 2003. Estimated Cost: $1,350,000 • Attachment II ~-- ~' Page Two C7 C. Purchase 3 Glycol Recovery Units: 1. Description: Purchase three units capable of sweeping up glycol used to deice aircraft. 2. Justification: The Commission's storm water pollution prevention plan and state permit require that it eliminate sources of storm water contamination. These units will be used by the passenger and cargo airlines to recover the glycol used to deice aircraft, especially when such deicing occurs during dry weather. . Estimated Cost: $ 300,000 II. Funding Sources Federal AIP Grant Funds $1, 755,000 State Aviation Grant Funds 195,000 Commission Funds -0- Estimated Total Projects Funding $1, 950,000 csp/corrun/2002 March Meeting\2002budgetattachlLfrm • C...- °° • RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 13th day of March 2002 No. 06-031302 A RESOLUTION approving and adopting the Commission's Operating and Capital Purchase Budget for fiscal year 2002-2003. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 2002-2003 Operating and Capital Purchase Budget for the Commission as set forth in the report and accompanying attachment by the Executive Director dated March 13, 2002, is hereby approved; BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 2002-2003 Operating and Capital Purchase Budget, as well as a list of Proposed Capital Expenditures, to the Roanoke City Council and the Roanoke County Board of Supervisors for approval pursuant to the contract between the Commission, Roanoke City and Roanoke County dated January 28, 1987, as amended. ATTEST: - -- ~t Sec ry' ; a', VOTE: AYES: Macfarlane, Smith, Turner, Whittaker NAYS: None ABSENT: Milliron r~ ACTION # ITEM NUMBER ~% ~" AT A REGULAR MEETING OF THE BOARD OFMIN STRATOION CENT ROKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY AD MEETING DATE: Apri19, 2002 AGENDA ITEM: Approval of the Roanoke Regional Airport Commission Budget for Fiscal Year 2002-2003 COUNTY ADMINISTRATOR'S COMMENTS: ,/~7 ~. ~.ac-CYO Zf'k~ `~ BACKGROUND: The Roanoke Regional Airport Commission is required to submit their budget to the Roanoke County Boazd of Supervisors and the Roanoke City Council for approval before it can be formally adopted by the Commission. At its meeting on March 13, 2002, the Commission approved the attached budget for fiscal year 2002-2003 to be forwazded to the governing bodies of the two localities. SUMMARY OF INFORMATION: The 2002-2003 budget for the Roanoke Regional Airport Commission shows revenues of $6,251,930 and expenditures of $6,050,531. This reflects that airport operations are self supporting and do not require any additional supplement from either the County or the City. This budget does not include a salary increase for employees. The increased cost in the salaries and benefits section is from additional personnel to meet the new security requirements. The Commission also adopted the attached proposedbe~funded with Federal and State Grant Funds. expenditures total $1,950,000. These expenditures Jacqueline Shuck, the Executive Director of the Roanoke Regional Airport Commission, will attend the Board of Supervisors meeting to present the budget request. FISCAL IMPACT: On June 30, 1996, the County made its final payment of $264,640 which completed our original ten year M:\COMMON\Board-Reports\2002k}-09-02.airpoR.wpd 'Eil ca ital contribution to the airport. There will not be any additional monies needed as a result of this P budget. STAFF RECOMMENDATION: Staffrecommends adopting the attached resolution approving the Roanoke Regional Airport Commission budget for the fiscal year 2002-2003. SUBMITTED BY: U Diane D. Hyatt Chief Financial Officer APPROVED: ~~ Elmer C. Hodge County Administrator No Yes Abs Approved O 1~~(ntinn by Church Denied ( ) Received O Flora - McNamara - - Referred () _ Muinix To () Nickens - - M:\COMMON\Board-Reports\2002\4-09-02.airport.wpd ""` AR MEETING OF THE BOARD OF SUPERVISORS ORATIONO NTERiJNTY, AT A REGUL VIRGINIA, HELD AT THE RO DOKE ~RINL 9 2~~I TUE RESOLUTION APPROVING THE ROANOKE REGIONAL AIRPORT COM TERMS ND CONDIT ONS Fy 2002-2003, UPON CERTAIN Section 24.B of the Roanoke Regional Airport Commission Act and Section 17.(a) WHEREAS, tract between the City of Roanoke, Roanoke County, and the Roanoke Regional Airport of the con ' ion rovide that the Commission shall prepare and submit its operating budget for the Commiss p cal ear to the Board of Supervisors of the County and City Council of the Crty; and forthcoming fis y b re ort dated March 13, 2002, a copy of which is on file ~ the office of the Clerk WHEREAS, y p the Executive Director of the Roanoke Regional Airport Commission has submitted a to the Board, e uest that the County approve the FY 2002-2003 budget of the Roanoke Regional Airport rq Commission. FORE BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia THERE Y 2002-2003 budget and proposed capital expenditures for the Roanoke Regional Airport that the F et forth in the March 13, 2002, report of the Commission Executive Director, a copy of Commission as s rated b reference herein, is hereby APPROVED, and the County Administrator and the which is mcorpo Y e authorized to execute and attest, respectively, on behalf of the County, any documentation, m Clerk ar form approved by the County Attorney, necessary to evidence said approval. M:\COMMON\Board-Reports\2002\4-09-02.airport.wpd Roanoke Regional Airport Commission 5202 Aviation Drive Roanoke, Virginia 24012-1148 (540) 362-1999 FAX (540) 563-4838 s C -~ ~ Honorable Chairman and Members Roanoke County Board of Supervisors P.O. Box 29800 Roanoke, Virginia 24018-0798 March 13, 2002 Raava~ ~on~ ar~oar Re: Roanoke Regional Airport Commission Fiscal Year 2002- 2003 Budget and Proposed Capital Expenditures Dear Gentlemen: In accordance with the requirements of the Roanoke Regional Airport Commission Contract dated January 28, 1987, as amended, the Roanoke Regional Airport Commission is hereby submitting its Fiscal Year 2002-2003 Operating Budget (Attachment I) for approval. This Budget was adopted by the Commission at its meeting on March 13, 2002. We are also providing a separate listing of Capital Expenditures which are expected to exceed $100,000 in cost and are intended to benefit five or more future accounting periods (Attachment II). You will note that no deficit is anticipated in either the Operating Budget, or for the Capital Expenditures; therefore, no additional appropriations are being requested or anticipated from the City or the County of Roanoke. Formal approval of the Operating Budget and the Capital Expenditure List by resolution of each of the participating political subdivisions would be appreciated. I would be pleased to respond to any questions or comments that you may have with regard to this matter. On behalf of the Commission, thank you very much for your assistance and cooperation. Enclosures Very truly yours, Jacqueline L. Shuck Executive Director cc: Chairman and Members, Roanoke Regional Airport Commission Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission Paul M. Mahoney, Roanoke County Attorney Mary H. Allen, Deputy Clerk, Roanoke County Board of Supervisors csp030402.h Cottrun\2002citycountybudget.ltr "ATTACHMENT I" .~~ FOR YEAR 2002-2003 BUDGET MyFiles\Budget\Budget 2002-2003 2001-2002 Budgeted 2002-2003 Budgeted EXPENSE BUDGET Expenditures Ex enditures 1. Operations and Maintenance Expenses A. Salaries, Wages and Benefits $2,416,869 $2,657,070 B. Operating Expenditures 2,508,365 2,574,095 C. Other Maintenance Projects 133,900 0 Total Operations and Maintenance 5,059,134 5,231,165 2. Non-Operating Expenses A. Interest 248,557 234,086 B. Debt Service 345,814 335,000 Total Non-Operating 594,371 569,086 3. Capital Expenses A. Capital Projects and Purchases 157,500 98,400 B. Multi -Year Projects 308,130 151,880 Total Capital Expenses 465,630 250,280 Total Budgeted Expenditures $6,119,135 $6,050,531 2001-2002 Projected 2002-2003 Projected REVENUE PROJECTIONS Revenues Revenues 1. Operating Revenues A. Airfield $1,109,042 $1,275,400 B. General Aviation 181,950 230,318 C. Terminal Related 4,396,317 4,035,426 D. Other Revenues 262,385 245,786 Total Projected Operating Revenues 5,949,694 5,786,930 2. Non-Operating Revenues A. Interest from Debt Service 53,315 40,000 B. Interest on Investments 540,000 425,000 Total Projected Non-Operating Revenues 593,315 465,000 Total Projected Revenue $6,543,009 $6,251,930 ~~~ ATTAC~IMENT II Proposed Capital Expenditures (For projects expected to exceed $100,000 in cost and intended to benefit five or more accounting periods) I. Projects A. Construct Pad and Access Road for ARFF Fire Simulator: 1. Description: Construct a concrete pad and access to it for the conduct of training sessions by the Airport Rescue and Fire Fighters, especially with the state owned ARFF Fire Simulator. 2. Justification: Members of the Airport Rescue and Fire Fighting Unit are required by federal regulation to participate in a live fire drill at least once per year. The Fire Simulator purchased by the state and made available to all commercial service airports at least twice per year requires a concrete pad to support it and the heat of the propane fire. Currently planes are displaced to make way for the Simulator and the required training. Firefighters from Roanoke City and County, as well as other jurisdiction also participate in training when the Simulator is located at the airport. Estimated Cost: $ 300,000 B. Construct Portion of Perimeter Road (Phase I): 1. Description: Construct interior perimeter road west of Runway 33. 2. Justification: Concerns regarding conflicts between aircraft and vehicles, as well as an increased need for inspections for security purposes, require that an interior perimeter road be built. This is now considered to be a priority project by the FAA. The first section of this road can easily be included in the Runway 33 rehabilitation project scheduled for the spring of 2003. Estimated Cost: $1, 350,000 Attachment II Page Two C. Purchase 3 Glycol Recovery Units: 1. Description: Purchase three units capable of sweeping up glycol used to deice aircraft. 2. Justification: The Commission's storm water pollution prevention plan and state permit require that it eliminate sources of storm water contamination. These units will be used by the passenger and cargo airlines to recover the glycol used to deice aircraft, especially when such deicing occurs during dry weather. . Estimated Cost: $ 300,000 II. Funding Sources Federal AIP Grant Funds $1,755,000 State Aviation Grant Funds 195,000 Commission Funds -0- Estimated Total Projects Funding $1,950,000 csp/comet/2002 March Meeting\2002budgetattachII.frm L RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION Adopted this 13th day of March 2002 No. 06-031302 A RESOLUTION approving and adopting the Commission's Operating and Capital Purchase Budget for fiscal year 2002-2003. BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year 2002-2003 Operating and Capital Purchase Budget for the Commission as set forth in the report and accompanying attachment by the Executive Director dated March 13, 2002, is hereby approved; BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of the Commission to submit the fiscal year 2002-2003 Operating and Capital Purchase Budget, as well as a list of Proposed Capital Expenditures, to the Roanoke City Council and the Roanoke County Board of Supervisors for approval pursuant to the contract between the Commission, Roanoke City and Roanoke County dated January 28, 1987, as amended. ATTEST: Sec rye ~k .. a._ . ~. VOTE: AYES: Macfarlane, Smith, Turner, Whittaker NAYS: None ABSENT: Milliron r _.. :._ .~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY APRIL 9, 2002 RESOLUTION 040902-3 APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE YEAR ENDING JUNE 30, 2003 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke, and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 27, 2002, a copy of which is on file in the office of the Clerk of the Board, the Chairman of the Roanoke Valley Resource Authority has submitted a request that the County approve the budget of the Roanoke Valley Resource Authority for the year ended June 30, 2003. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the budget for the year ended June 30, 2003 for the Roanoke Valley Resource Authority as set forth in the March 27, 2002, report of the Authority Chairman, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, inform approved by the County Attorney, necessary to evidence said approval. On motion of Supervisor Nickens to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None 1 A COPY TESTE: Y { \~/~~ Brenda J. Hol n, CMC Deputy Clerk to the Board of Supervisors cc: Diane D. Hyatt, Director, Chief Financial Officer Danial Morris, Director, Finance Bittle W. Porterfield, III, Chairman, RVRA John R. Hubbard, CEO, RVRA Mary F. Parker, Clerk, Roanoke City Council Carolyn S. Ross, Clerk, Vinton Town Council 2 -~ ROANOKE VALLEY RESOURCE AIJTHORiTY March 27, 2002 Mr. Elmer C. Hodge County Administrator County of Roanoke P.O. Box 29800 Roanoke, VA 24018 Dear Mr. Hodge: On March 27, 2002, the Roanoke Valley Resource Authority approved its 2002/2003 annual budget. The budget totals $8,269,925 and represents a slight decrease of .6% over the current 2001/2002 Budget. The tipping fee rates remain the same for commercial users and for the Charter Members. This will be the tenth year that fees have remained at the current rate for commercial users. The Resource Authority continues its efforts to provide the most economical service possible while maintaining high quality service to the Roanoke Valley. This proposed budget is a reflection of those efforts. In accordance with the Member Use Agreement, the Resource Authority's 2002/2003 Pu~T:,~'.al BiLLdget ig being g~ihm~tterl fnr the ("'~i-'ni-~~ of RnannlrP Bnarr~ of ."C',~YP~~ignr'~ µpprn~r~l, Attached is a summary of the budget, a comparison of the budget and the bond projections. A detailed budget is available, if additional information is needed. The Resource Authority is committed to serving the residents and businesses of the County of Roanoke and other Charter Members, and we look forward to a successful future. Sincerely, Bittle W. Porterfield III Chairman 1020 HoIIins Road Roanoke, Virginia 24012 (540) 857-500 Fay (S40) 857-056 ~~'eb Site: ~r~~.r~~ra.net (- Roanoke Valley Resource Authority ~~~ Disposal Pees Interest Income Bunning Balance Sale of Recyclable Material MisceIIaneous ~~ L ~--~ $ 6,727,925 $ 700,000 $ 800,000 $ 24,000 $ 18,000 Total $ 8,269,925 ~~1~~~~~ Personnel Operating Capital Transfer to Reserves Debt Service $ 1,378,030 $ 2,758,413 $ 193,500 $ 1,160,000 $ 2,779,982 Total $ 8,269,925 Municipal Private $42 Per Ton $55 Per Ton 1 2002-2003 BUDGET Roanoke VaIley Resource Authority ~ ~ ~~ - ~~~~~~ 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 ~~~~ Disposal Fees $ 7,509,000 $ 7,498,000 $ 7,122,400 $ 7,367,475 $ 6,755,525 $ 6,727,925 Interest Income $ 450,000 $ 500,000 $ 600,000 $ 600,000 $ 1,000,000 $ 700,000 Beginning Balance $ - $ - $ - $ - $ 519,000 $ 800,000. Sale of Recyclable $ - $ 6,000 $ 6,000 $ 10,000 $ 28,000 $ 24,000 Material Miscellaneous $ - $ - $ 20,000 $ 23,000 $ 21,000 $ 18,000 TOTAL $ 7,959,000 $ 8,004,000 $ 7,748,400 $ 8,000,475 $ 8,323,525 $ 8,269,925 ~~~~~ ~~ Personnel $ 1,270,582 $ 1,306,842 $ 1,343,236 $ 1,388,454 $ 1,393,955 $ 1,378,030 Operating $ 2,502,605 $ 2,460,281 $ 2,435,164 $ 2,574,793 $ 2,780,344 $ 2,758,413 Capital $ - $ 40,000 $ 10,000 $ 100,000 $ 215,200 $ 193,500 Transfer to Reserves $ 1,252,466 $ 1,261,877 $ 1,160,000 $ 1,160,000 $ 1,160,000. $ 1,160,000 Debt Service $ 2,933,347 $ 2,935,000 $ 2,800,000 $ 2,777,228 $ 2,774,026 $ 2,779,982 TOTAL $ 7,959,000 $ 8,004,000 $ 7,748,400 $ 8,000,475 $ 8,323,525 $ 8,269,925 Municipal $ per ton 53 53 51 51 42 42 Private $ per ton 55 55 55 55 55 55 ~~~~~~' -?2.6% 0.6% -3.2% 3.3% 4.0% -0.6% in expenses 2002-2003 BUDGET 2 RoanokeVaiieyResourceAuthority - ~~~~ ~~~~~~ _ ®~1~JL4.~~®l~Y ~ -~° CATEGORY BOND FY2002-2003 CURRENT PROJECTION BUDGET BUDGET WASTE GENERATION (Tons) Solid Waste Generated Residential Waste 83,200 97,500 95,200 Commercial Waste 110,200 39,500 41,800 Less: Additional Source Recycling Residential Waste (5,200) 0 0 Commercial Waste (6,900) 0 0 Solid TNaste to the System 181,300 137,000 137,000 OPERATING REVENUES Tipping Fee Revenue Requirement $ 12,261,000 $ 6,727,925 $ 6,755,525 Interest Income $ 478,000 $ 700,000 $ 1,000,000 Recycling Income $ - $ 42,000 $ 49,000 Beginning Balance $ - $ 800,000 $ 519,000 Total Operating Revenues , $ 12,739,000 $ 8,269,925 $ 8,323,525 OPERATING EXPENSES Landfill and Transfer Station $ 4,026,000 $ 2,484,123 $ 2,612,679 Rail Expenses $ 2,241,000 $ 1,445,820 $ 1,381,020 Total Operating Ex enses $ 6,267,000 $ 3,929,943 $ 3,993,699 NET REVENUE AVAILABLE for DEBT SERVICE $ 6,472,000 $ 4,339,982 $ 4,329,826 DEBT SERVICE $ 3,587,000 $ 2,779,982 $ 2,774,026 DEPOSITS TO RESERVE ACCOUNTS Closure Fund $ 500,000 250,000 250,000 Renewal and Replacement Funds Equipment Reserves $ 700,000 375,000 375,000 Environmental Contingency Fund $ 130,000 - _ Host Community Improvement $ 10,000 10,000 10,000 Property Value Protection $ _ _ Total Deposits to R & R Fund $ 840,000 $ 385,000 $ 385,000 HOST FEES $ 400,000 $ 400,000 $ 400,000 EXCESS REVENUES $ 1,145,000 $ 525,000 $ 520,800 INDEN'T'URE COVERAGE TEST (.10 minimum) 0.3192 0.1889 0.1877 ~ADDTTIONAL DEPOSITS TO RESERVES Further Site Development $ 920,000 $ 500,000 $ 500,000 Interim and Post Development $ 25,000 $ 25,000 $ 25,000 Recycling $ 200,000 $ - $ _ Total Additional Deposits to Reserves $ 1,145,000 $ 525,000 $ 525,000 SOLID WASTE TIPPING FEES ($/ton) Residential (Municipal) $ 64.78 $ 42.00 $ 42.00 Coutimercial $ 69.78 $ 55.00 $ 55.00 2002-2003 BUDGET' _ 14 Roanoke Valle Resource Authority 1~~ ~~~~~~ March 27, 2002 ~--°' .. ~~ RESOLUTION # RA 2002-368 A RESOLUTION APPROVING. THE AUTHORITY'S ANNUAL BUDGET FOR FISCAL YEAR 2002-2003 AND AUTHORIZING SUBMITTAL OF SUCH BUDGET TO THE GOVERNING BODIES OF THE CHARTER MEMBER USERS FOR APPROVAL BE IT RESOLVED by the Roanoke Valley Resource Authority that: 1. The fiscal year 2002-2003 Annual Budget for the Roanoke Valley Resource Authority as set forth in the reports dated February 27, 2002 and March 27, 2002, including $800,000.00 as revenue to be transferred from t11e General Surplus Fund to the Repair and Replacement Fund as established in the Authority's June 1, 1992, Master Indenture of Trust with Crestar Bank, is hereby approved; 2. The Authority Chairman authorized on behalf of the Authority to submit the fiscal year 2002-2003 Aruiual Budget and Bond Comparison to the governing bodies of the Charter Member Users, being the County of Roanoke, the City of Roanoke, and the Town of Vinton, for approval in accordance with the requirements of the Roanoke Valley Resource Authority Members Use Agreement, dated October 23, 1991, as amended. ATTEST: be orate T. Charles RVRA Board Secretary Mr. Goodman made a motion to approve Resolution RA 2002-368 to approve the 2002-2003 Annual Budget and authorize its submittal to the Charter Member Users for approval, seconded by Mr. Anderson, and carried by the following recorded vote: AYES: Mr. Anderson, Mr. Goodman, Ms. Green, Mr. Morris, Mr. Porterfield, Ms. Snyder NAYS: None ABSENT: Mr. Bengtson ACTION N0. ITEM NUMBER L- - a~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: Request to Approve FY 2002-03 Budget for the Roanoke Valley Resource Authority COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: On March 27, 2002, the Roanoke Valley Resource Authority (RVRA) adopted an operating budget for the year ended June 30, 2003. As specified in the Roanoke Valley Resource Authority's Members Use Agreement, the Charter Member Users must now approve this budget before it can be placed in effect. SUMMARY OF INFORMATION: In a letter, dated March 17, 2002, the Chairman of the Roanoke Valley Resource Authority submitted the attached approved budget for consideration by the Charter Member Users. The budget totals $8,269,925, which is $53,600 or .6% less than the current FY2001-02 budget. This budget includes a 4% salary increase and does not include any new personnel. The RVRA Board agreed to revisit the actual salary increase prior to implementation in that any salary increases planned by the Charter Member Users were not set at the time this budget was approved. This budget includes maintaining all fees at the current level. Commercial tipping fees remain at $55 per ton and the municipal tipping fees remain at $42 per ton. This budget utilizes $800,000 of the General Surplus Fund to balance the budget. The General Surplus Fund currently has a balance of $7,186,570, which is $2,569,570 more than currently needed. The use of $800,000 in the 2002-03 budget is intentional in order to bring the reserve down to a more reasonable level. The use of General Surplus Fund balances for the budget is planned through the 2004-05 fiscal year. All reserves will continue to be funded at the current levels. The current budget provides for the use of $519,000 of General Fund Surplus. It appears that current year results will reduce the need to use the entire $519,000 as planned. E-~ Mr. John Hubbard, Chief Executive Officer of the Roanoke Valley Resource Authority, will be at the meeting to present the budget request. FISCAL IMPACT: The Roanoke Valley Resource Authority budget impacts the County in several ways: 1. Tipping fees will continue at the present charge of $42 per ton. No budgeted impact from the tipping fee. 2. The County will continue to receive a municipality fee of $300,000 annually from the Resource Authority to compensate for the siting of the landfill within the County. The City of Roanoke also continues to receive an annual municipality fee of $100,000 to compensate for the siting of the Transfer Station. 3. The County will also receive payment from the RVRA of $45,000 during FY 2002-03 for providing accounting services. STAFF RECOMMENDATION: Staff recommends adopting the attached resolution approving the operating budget of the Roanoke Valley Resource Authority for the year ending June 30, 2003. Respectfully Submitted by Dania) Morris Director of Finance Approved ( ) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: Approved by: C~~~ ~~°~ Elmer C. Hodge County Administrator ACTION VOTE No. Yes Abs Church Flora McNamara Minnix Nickens cc: File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER, TUESDAY APRIL 9, 2002 RESOLUTION APPROVING THE ROANOKE VALLEY RESOURCE AUTHORITY BUDGET FOR THE YEAR ENDING JUNE 30, 2003 WHEREAS, Section 5.9 of the Roanoke Valley Resource Authority Members Use Agreement provides that the authority shall prepare and submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of the County, the City Council of the City of Roanoke, and the Town Council of the Town of Vinton; and WHEREAS, by report dated March 27, 2002, a copy of which is on file in the office of the Clerk of the Board, the Chairman of the Roanoke Valley Resource Authority has submitted a request that the County approve the budget of the Roanoke Valley Resource Authority for the year ended June 30, 2003. THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that the budget for the year ended June 30, 2003 for the Roanoke Valley Resource Authority as set forth in the March 27, 2002, report of the Authority Chairman, a copy of which is incorporated by reference herein, is hereby APPROVED, and the County Administrator and the Clerk are authorized to execute and attest, respectively, on behalf of the County, any documentation, in form approved by the County Attorney, necessary to evidence said approval. ~- :~~ i ~~; \S O'~ ROANOKE VALLEY RESOURCE AUTHORITY March 27, 2002 Mr. Elmer C. Hodge County Administrator County of Roanoke P.O. Box 29800 Roanoke, VA 24018 Dear Mr. Hodge: On March 27, 2002, the Roanoke Valley Resource Authority approved its 2002/2003 annual budget. The budget totals $8,269,925 and represents a slight decrease of .6% over the current 2001 /2002 Budget. The tipping fee rates remain the same for commercial users and for the Charter Members. This will be the tenth year that fees have remained at the current rate for commercial users. The Resource Authority continues its efforts to provide the most economical service possible while maintaining high quality service to the Roanoke Valley. This proposed budget is a reflection of those efforts. In accordance with the Member Use Agreement, the Resource Authority's 2002/2003 Pu.n'.:al R,wrlrrat 1S heino ciMbm~tteri fnr the ("rnint~~ of Rnannl{e Rnarri of ~Ci~~en~iSnr'S a~prn~~al Attached is a summary of the budget, a comparison of the budget and the bond projections. A detailed budget is available, if additional information is needed. The Resource Authority is committed to serving the residents and businesses of the County of Roanoke and other Charter Members, and we look forward to a successful future. Sincerely, Bittle W. Porterfield III Chairman 1020 Hollins Road Roanol~e, Virginia 24012 (540) 857-500 Fax (540) 8~7-506 ~'~'eb Site: «~r.r~•ra.net - Roanoke Valley Resource Authority ~ ~ ~~ ~ ~ ~ ~~~ Disposal Fees $ 6,727,925 Interest Income $ 700,000 Beginning Balance $ 800,000 Sale of Recyclable Material $ 24,000 Miscellaneous $ 18,000 Total $ 8,269,925 ~' ~~~~~~ Personnel $ 1,378,030 Operating $ 2,758,413 Capital $ 193,500 Transfer to Reserves $ 1,160,000 Debt Service $ 2,779,982 Total $ 8,269,925 Municipal Private $42 Per Ton $55 Per Ton 2002-2003 BUDGET' 1 Roanoke Valley Resource Authority ~ ~ * -. ~~ - ~~~~ A -a 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 ~~~~~~ Disposal Fees $ 7,509,000 $ 7,498,000 $ 7,122,400 $ 7,367,475 $ 6,755,525 $ 6,727,925 Interest Income $ 450,000 $ 500,000 $ 600,000 $ 600,000 $ 1,000,000 $ 700,000 Beginning Balance $ - $ - $ - $ - $ 519,000 $ 800,000 Sale of Recyclable $ - $ 6,000 $ 6,000 $ 10,000 $ 28,000 $ 24,000 Material " Miscellaneous $ - $ - $ 20,000 $ 23,000 $ 21,000 $ 18,000 TOTAL $ 7,959,000 $ 8,004,000 $ 7,748,400 $ 8,000,475 $ 8,323,525 $ 8,269,925 ~~~~~~~ Personnel $ 1,270,582 $ 1,306,842 $ 1,343,236 $ 1,388,454 $ 1,393,955 $ 1,378,030 Operating $ 2,502,605 $ 2,460,281 $ 2,435,164 $ 2,574,793 $ 2,780,344 $ 2,758,413 Capital $ - $ 40,000 $ 10,000 $ 100,000 $ 215,200 $ 193,500 Transfer to Reserves $ 1,252,466 $ 1,261,877 $ 1,160,000 $ 1,160,000 $ 1,160,000 $ 1,160,000 Debt Service $ 2,933,347 $ 2,935,000 $ 2,800,000 $ 2,777,228 $ 2,774,026 $ 2,779,982 TOTAL $ 7,959,000 $ 8,004,000 $ 7,748,400 $ 8,000,475 $ 8,323,525 $ 8,269,925 Municipal $ per ton 53 53 51 51 42 42 Private $ per ton 55 55 55 55 55 55 ~~ ~~~~~~' -2.6% 0.6% -3.2% 3.3% 4.0% -0.6% in expenses 2002-2003 BUDGET 2 Roanoke Valley Resource Authority CATEGORY WASTE GENERATION (Tons) Solid Waste Generated Residential Waste Commercial Waste Less: Additional Source Recycling Residential Waste Commercial Waste Solid Waste to the System OPERATING REVENUES Tipping Fee Revenue Requirement Interest Income Recycling Income Beginning Balance Total Operating Revenues ~ ~~.~~ J.L1~ ~ llJ J!J/~~~ - BOND FY2002-2003 CURRENT PROJECTION BUDGET BUDGET 83,200 97,500 95,200 110,200 39,500 41,800 (5,200) 0 0 (6,900) 0 0 181,300 137,000 137,000 $ 12,261,000 $ 478,000 $ - $ - $ 12,739,000 $ 6,727,925 $ 6,755,525 $ 700,000 $ 1,000,000 42,000 $ 49,000 $ 800,000 $ 519,000 $ 8,269,925 $ 8,323,5251 OPERATING EXPENSES Landfill and Transfer Station $ 4,026,000 $ 2,484,123 $ 2,612,679 Rail Expenses $ 2,241,000 $ 1,445,820 $ 1,381,020 TotalOperatin Ex eases $ 6,267,000 $ 3,929,943 $ 3,993,699 NET REVENUE AVAILABLE for DEBT SERVICE $ 6,472,000 $ 4,339,982 $ 4,329,826 DEBT SERVICE $ 3,587,000 $ 2,779,982 $ 2,774,026 DEPOSITS TO RESERVE ACCOUNTS Closure Fund $ 500,000 250,(}00 250,000 Renewal and Replacement Funds Equipment Reserves $ 700,000 375,000 375,000 Environmental Contingency Fund $ 130,000 - Host Community Improvement $ 10,000 10,000 10,000 Property Value Protection $ - - - Total De osits to R & R Fund $ 840,000 $ 385,000 $ 385,000 HOST FEES $ 400,000 $ 400,000 $ 400,000 EXCESS RI~V~ ENUES $ 1,145,000 $ 525,000 $ 520,800 INDENTURE COVERAGE TEST (.10 minimum) 0.3192 0.1889 0.1877 ADDITIONAL DEPOSITS TO RESERVES FurEher Site Development $ 920,000 $ 500,000 $ 500,000 Interim and Post Development $ 25,000 $ 25,000 $ 25,000 Recycling $ 200,000 $ - $ - Total Additional Deposits to Reserves $ 1,145,000 $ 525,000 $ 525,000 SOLID WASTE TIl'PING FEES ($/ton) Residential (Municipal) $ 64.78 $ 42.00 $ 42.00 Commercial $ 69.78 $ 55.00 $ 55.00 2002-2003 BUDGET 14 Roanoke Valley Resource March 27, 2002 ~ _ ~~ RESOLUTION # RA 2002-368 A RESOLUTION APPROVING THE AUTHORITY'S ANNUAL BUDGET FOR FISCAL YEAR 2002-2003 AND AUTHORIZING SUBMITTAL OF SUCH BUDGET TO THE GOVERNING BODIES OF THE CHARTER MEMBER USERS FOR APPROVAL BE IT RESOLVED by the Roanoke Valley Resource Authority that: 1. The fiscal year 2002-2003 Annual Budget for the Roanoke Valley Resource Authority as set forth in the reports dated February 27, 2002 and March 27, 2002, including $800,000.00 as revenue to be transferred from the General Surplus Fund to the Repair and Replacement Fund as established in the Authority's June 1, 1992, Master Indenture of Trust with Crestar Bank, is hereby approved; 2. The Authority Chairman authorized on behalf of the Authority to submit the fiscal year 2002-2003 Annual Budget and Bond Comparison to the governing bodies of the Charter Member Users, being the County of Roanoke, the City of Roanoke, and the Town of Vinton, for approval in accordance with the requirements of the Roanoke Valley Resource Authority Members Use Agreement, dated October 23, 1991, as amended. ATTEST: Gill/O.f~/K.(~ / ' ~~~~iZ~E~ Deborah T. Charles RVRA Board Secretary Mr. Goodman made a motion to approve Resolution RA 2002-368 to approve the 2002-2003 Annual Budget and authorize its submittal to the Charter Member Users for approval, seconded by Mr. Anderson, and carried by the following recorded vote: AYES: Mr. Anderson, Mr. Goodman, Ms. Green, Mr. Morris, Mr. Porterfield, Ms. Snyder NAYS: None ABSENT: Mr. Bengtson A-040902-4 ACTION NO. ITEM NO. ~` "w AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: Approval of Health Insurance Rates for the 2002-03 Fiscal Year COUNTY ADMINISTRATOR'S COMMENTS: py ° ~ r/~a ~~~~~ BACKGROUND: The County of Roanoke and Roanoke County Schools participate in a joint health insurance program for their eligible employees. Fiscal year 2001-2002 is the second year of a contract with Trigon Blue Cross Blue Shield. As the County is self insured with respect to health insurance provided to County and School eligible employees, the County purchases administrative services, access to the network physicians and facilities, and claims administration from Trigon. The Trigon contract also provides excess risk coverage that limits the County's dollar liability for any individual plan participant and the group as a whole. SUMMARY OF INFORMATION: On February 27, 2002, Trigon presented a proposal fora 19.5% increase for fiscal year 2002-03. For the past two years, the County has maintained two Trigon plans; a Comprehensive (COMP) plan and aPoint-of-Service (POS) plan. Potential changes in plan design were explored with Trigon in an attempt to reduce the proposed increase. The lack of utilization of the Comprehensive plan (only 48 of 863 County Trigon members are currently enrolled in the Comprehensive plan) was an issue last year that we also intended to address. Trigon proposed merging our COMP and POS plans into one PPO plan. On March 19, 2002, the merits of this idea were discussed with a team of County and School representatives, Trigon and Palmer & Cay, insurance consultant to the County and Schools. The team favored bringing the PPO proposal forward. Trigon's proposal of combining our two plans to one Preferred Provider Organization (PPO) plan reduced the overall increase from 19.5% to 12.9%. This represents a reduction of nearly $600,000 in the increase for the County and Schools and another $250,000 in increased costs employees would have paid. Attachments B and C outline the changes in plan design from the current plans to the proposed PPO plan. The PPO plan does not require a Primary Care Physician (PCP) as a gatekeeper so referrals to specialists are not necessary. It does increase the co-payment for specialists and adds a co-payment to outpatient diagnostic tests and outpatient surgery. It also increases total annual out-of-pocket maximums that would result from co- insurance and co-payments. w~ ~} Prescription drug pricing and utilization continue to grow at about 25% annually. These, as well as more moderate inflation and utilization trends for medical providers and facilities, account for the increase in costs. Athree-tiered prescription drug plan was adopted last year and no increases in employee costs for this program are proposed. As this increase is substantial, it was also recommended that the current percentages paid by the employer and employees be maintained. This was done on the attached rates as proposed. If approved, implementation should not be an issue. Trigon will provide new insurance cards in a mailing to each employee. However, only those employees who are new, or those wishing to change dependent coverage will need to enroll or re-enroll. An information packet will also be provided to each employee and retiree, and the County and Trigon will conduct informational meetings for employees and retirees. Attachment A shows current and proposed rates for County eligible employees as well as the monthly increase in cost. Attachment D discusses the effect of this increase within the context a proposed 2.5% salary increase. The School Board is scheduled to consider this proposal at their meeting on April 11, 2002. FISCAL IMPACT: The fiscal impact of the renewal at an overall increase of 12.9% will increase the County budget $576,505 and the School budget $1,025,146; if employees are asked to contribute at the same percentage of total premium cost as they have been contributing at for the current POS plan. Those employee contributions are 11.65% of the single coverage and 37.00% of employee and minor or family coverage. STAFF RECOMMENDATION: Staff recommends approval of the attached health insurance rates, with Trigon Blue Cross Blue Shield, for fiscal year 2002-2003. Respectfully Submitted by Danial Morris Director of Finance Ap row e` d by/~ .Hod e~ mer C g County Administrator -------------------------------------------------------------------------------- ACTION --------------- ------------------- VOTE No Yes Abs Approved (x) Motion by: Harry C. Nickens to approve Church _ x Denied () health insurance rates Flora _ x _ Received () McNama ra- x _ Referred () Minnix _ x To () Nickens _ x _ cc: File Danial Morris, Director, Finance Joseph J. Sgroi, Director, Human Resources Diane D. Hyatt, Chief Financial Officer Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board A C .y d D C la a 0 a a O d N H O m O s N C 0 v ~ a, Y R t ~ 0 3 ~ m 'a ~ c d ea ~ C V C O ~ V Y ~ O N O ~ = N O O N C) M CO C D. ~ ~ N M ~ ~ O C) "- C W C) o ~ o 0 0 0 0 0 C to ~A Ip O O O O tA M tn tD O O O O ~A M CS fl r 1~ f~ O ~ 1~ 1~ O . a ~ M M N ~ M M N W C) B O N N O O (O N M O ~ CO t~ o~ 0 (O ~ 0 M ~ O ~ O G M ~ ( 0 ~ . ~ ~ N ~ ~ M e- W C R N N O d ~'w ~ N ~ t O CO C O• N c C) ~ N ~ • st ~ CO ~ O N d ~ c ~ O ~ ti ti Of ~ O Um N N ~ O 'N N N tA (D GI L ~ QI ~ ~ •~ Q. ~ N ao dD C + + O N 1~ N ~O ~ ti ~ ti M ~ O O ~ a ~ a a a O y O N ~ ~ ~ M M ~ O M (O U c W C) \° \ ~ ~ o 0 0 0 C N aO N CO N CO CO ~ N O (D O O O O O M N ~ to ~ ~ ~ 1~ f~ O ~a N ~t d• N ~ M M N W N ao ~ O oO O O <O N C) O ti '~ (O ti O O (~ ~ ~ ' ~ O ~ O M 11~ O '` ~ ~Q N M N ~ ~ < ~ w ~ O O N O O N a ~ o p ~ t A N t O C O, ~ ri M . a• o ~ ao r~ u~ ~i y Um N N ~ ~ 'H N N ~ (~O C d G d ~~ ~ N ~ ~ R p~j ~ ~ CNO ~ ~'3 C O d • ~ N CO • O O CO M M ~ N ~ N O _ M ~ O CO N ~ C O d v °- a a~ ~ ~ ~ U U c ~ ~ ~ 0 U O U N ~ eh °~ Q = ~ O N C B O O O + t O ~ N N N ~ N C) L C) V (n C U U V U N __ C) __ 3 V ~ In ~ cn ns IL ~ OC ~ ~ ti ~ ~ M ~A.-COO O OMO~INIIO (p ~ I~ O ~ O r O~ M ~ ~'~00~ ~ to r (p d; M N O)N~ON O d l ~ N N~ ~ Co cfl ao cfl ao cfl O O O ~ ~ ~ N a r' cn 1~ 0 (O ~ ~' O 1~ ~ ~ O M O C R ~ N ~ ~~(NV N-AO~ N ..• a~i O ~j U 0 0 t ~ ~ O 11 _ C) tC c ~ ~ ~ O ~ O + U 'a !- c ~ ~ N ~ •c ~ ~ ~ ~ O N ~ ~ U~~Ii~Fc- ~ Attachment A 0 ''V^ V! ~~ U ~^ L A~ W O O ~y N li. L ~ ~ 0 ~ O a~+ U C ~-' ~ d ~ _ U m Attachment B ~ c U `m U c _~ m ~ ~ ~ a o N o° '~ Q ~ Q 'voi m °~ ~n M o ~ d U Q ~ C O p ~~Q ~ O Q U Q O '~Q C/1..~.. ~ ~ b\~9 N O ~ a R H O Z b\ 9 p - p O N O ~ b9 O N ~ C b9 O 0 0 b9 0 6q '6 p (0 0 .N ~ ' O 69 O 69 O N M ~ O ~ 0 O C ~ N Z 0 ~ c 0 + c O 69 (0 c O + c N O M 6 9 O M O 00 e - ~ O °~ d Y M d ~ ~ a ~ ~ O o~ R o i» ~ ~ O ~Mo . fA o d ~ ~ 69 Z b9 ~ N ~ p ~ EA ~ ` b9 ~ T A + - + N X N ~ ~- O o ai a o n a U a ~ ~ j '~ Q Q 7 'N Q ~ 'j 69 fA b9 ~ Q O U y M ~ N N C n ~ ~ O O ~ O N N° ~' O O 0 0 ~ p O N N N V ~ X 0 0 d N N r O Z p (O o b9 ~ o ~ y~ ~ Efl fA Efl b9 f0 c <''~ O Ef3 69 EA V3 fA ~ ~ O Y C O O Q ~ O ~ O_~ X O M N O N p bp9M~ ~ ~ Cp ~ ~ ~ ~ 69 Efl fA M ° O O. N V) V) O O Efl N N ~ C ~ d 7 V c O ~ • ~ ~ L H U U C Q ~ O_ d N ~ ~ ._ J, ~ ~ M j O O O U ° N N U U U U O D U U U O O O U N M ~ ~ d N C O ~ Q ~ Q Q Q Q~ Q Q Q Q M M ~ Q ~ EA 69 ~ {9 d ~ Z O O O O O O O O O O O O O 0 0 N ~ VO N S O O o T U o 0 0 0 ~ 0 0 0 0 (Xp ~ V o U ~ ~ ~ Z O m m O. M ~ O N O N O N Q ~ O N O N 0 N 0 N~ 0 N 0 N 0 N 0 N ~ ~ S Z O N N :O O ~ M ~ O ~ 6 9 ~~ c U po o Z U Q Q ~ 0 ~ Z o o Z 0 0 O N O O N m N O C y (D ~ .~ ~ O N w ' ~ N - ~ a U ° ' (0 O ~ o O 0 .J Y! U ~ T N U c E O~ ~ N E O d w in u~ ~ o C c0 ~ f0 d V Q Q m N . - ~ . - ~ rn C c E O o O c ~ C O U E U E d ~ O O ~. - c N S m ~ ~ ~ U ~ U W _~ ~ ~ V ~ ~ 3 C L~ O o_ v m N E ~ a~ N ~ ~ a ~ V d U ~ m c ~ .~ w c U ~ O ~ O (j f0 N ~ ~ ~ y ~ ~ ~ ~ C 'O c 7 U ~ ~ Y O ~ ~ d ~ ~ ~ w ~ O ~ N c _ Z w ~ O to X U ~ ~ .U ~ = (A ~ > ~ m m c C ~ Q N °~ c C ~ c w _ f0 c ~ ~~> ~ '> `° ~ m ~~ °'°' U ~ -o a s m ~ in ~ ~ t C a~ ~ •m m ~, N °'-o . .c ~ C m ~ 0 a~ Z C7 tv c ~ c O :o ~ m E •>_ W ~ a> °~ 3 U a ~ ~ ~ = o a ~ ° a ~ m ~ ~ ~ a~i vi . ~ ~ c m a c Q ~p c ~.. " 3 ~ Y O a ~ = at - ~ O °- ~ m N m~ ~ ~ O cn <n O x ~ ~ Q a C7 m ~ ~ O Q = w o ~ ~° ~ ~ a~ O ~ ' m h .O _~ U N 0 Q D) L N U N 3 Q n U Q -3 Attachment C Trigon PPO Proposal -Major Differences ~ ',~ 1. Cost -Increase for existing COMP & POS plans was 19.5%, increase with PPO proposal is 13% -Savings to County and Schools over existing plan will be $600,000, savings to employee premiums over existing plan will be $250,000. 2. Group of County and School representatives met to review and recommend this plan design. 3. Consolidates the COMP & POS Plans into one PPO plan, COMP plan now used by only 152 of 2,595 County and School members, about 50% of COMP users are retirees. 4. Eliminates the PCP (Primary Care Physician) Gatekeeper requirement for referrals to specialists. Networks are nearly identical (over 99%) 5. Raises the maximum out of pocket expenses from $1000/$2000 POS and $2000/$4000 COMP to $3000/$6000, a proposal for a medical emergency cash-in policy to assist County employees with this issue will be presented to the Board of Supervisors. 6. Specialist visits have a $40 co-pay, however, no referral is needed. 7. Outpatient surgeries and Diagnostic test carry a 10% co-insurance payment. 8. Adult Wellness and Well Baby care are no charge rather than $20 co- pay under the POS plan. 9. Drug benefits remain unchanged. No increase in employee costs. These costs now represent over 20% of all claim expenses and are currently increasing by 25% per year. 10. Increased education on the use of flexible spending accounts will be an emphasis this year. ~-3 Attachment D Triaon Increase versus 2.5% Salary Increase An annual salary of $17,299 would be necessary to provide an annual increase of $432.48, or $36.04 monthly which is the increase for an employee on the current POS plan with family coverage, and continuing on family coverage in the proposed PPO plan. COMP plan members will have a decrease in premiums moving from the current COMP plan to the proposed PPO plan. $17,299 x 2.5% _ $432.48 Salary increase for 2002-03 Monthly Increase Family coverage from POS to PPO $36.04 x 12 mo's = $432.48 The County currently has 5 full-time, Trigon insured employees whose annual salary would not cover the family coverage increase from the POS plan to the PPO plan of $432.48. Of these five, only one currently has family coverage. That individual will experience a loss of $1.37 per month in that a 2.5% raise will fall short of covering the continued family coverage by $16.48 for the 2002-03 fiscal year. Attachment E 1 IL N M O O Cn ~ ,r. N Q 0 ~ O O ~ U ~. O ~ •~ '~ a oo ~ ~ N ~ ~ o °? 0- ~ ~ __ ~ O N ~ ~ cn O >+ to O O ~ ~ .~ - _ ,o Cn Cn O N W V V Y~ ^- ~ ~ ~ ~ ~ oo ~ ~ o.m 00 - -I ~ ~ ~ O , ~ ~ ~. ~ O I~ N N M ~ ~ _ _ 0 N ~ O ~ ~ N ~ ~ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 oooococoo o ~ o ~ o ~ o ~ M M N N r- r- 1 ~ ` . ` .._~ Attachment F ZO-ga~ zo-u~r LO-oaa ~ 0-no N ~ 0-00 LO-das ~0-finy ~0-Inr ~' LO-unr O ~ ._ ~ 0-/(ew _ ~ 0-ady ~0-a~w .~ ~ U ~ 0-qa~ ~0-u~r _ ~ 00-oaa 'i ~. 00-noN 00-~00 00-das 00-6ny 00-I n r 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ~ 0 0 I ` C o t. f) ' ~' M N ~ 6F} {- ~} 6 F} E f} { f} E f} 6 F} E f} E ~ : ®~ 0 ;o .o fl o; ,p ~, U ~ 4 ;© T 0 U ~ _ 'm p o: ~. 4 ~ Z A-040902-5 ACTION NO. ITEM NUMBER E-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: Request to use accumulated sick and annual leave for medical pay-out. COUNTY ADMINISTRATOR'S COMMENTS: 1 am asking permission to allow employees to use accumulated sick and annual leave to pay out-of-pocket expenses incurred in the use of their health care. As described below, we have put a lot of thought into how this would work to the advantage of the County and the employees. I am convinced that it will be good for both. It will encourage employees to save sick leave and will reduce our operating expenses. It will also financially help those employees who need it. 1 do not anticipate an increase in costs at all because the employees have willingly accepted changes in the health care program (Item E.3). The County saved $600,000 in premiums over what it would have cost to maintain level service. 1 am asking that the Board approve this concept and allow staff to develop a policy with guidelines to protect against abuse. BACKGROUND: In order to mitigate the potential effects of the change in annual out-of-pocket maximums, a Medical Emergency Leave Cash-in Procedure is being proposed. The procedure will allow employees who have exceeded the old Point of Service (POS) plan in-network annual out-of-pocket maximums of $1,000 member, or $2,000 family, to cash-in accumulated sick or annual leave to the County should they so desire. Old POS New PPO Emergency Medical Out-of- Pocket Out-of-Pocket Leave Cash-In Maximums Maximums Limits Individual $1,000 $3,000 $2,000 Family $2,000 $6,000 $4,000 t E-y It is recognized that health care costs continue to rise and that this procedure is meant to be a temporary measure to mitigate the potential effects to individual employees. As this is intended to help phase-in the new Preferred Provider Organization (PPO) medical plan, it is therefore proposed that this procedure be effective through the calendar year ending December 31, 2003. It is recommended that the procedure be reviewed again upon the renewal of health insurance rates for 2003-04 during the Spring of 2003. At that time, a recommendation to continue, amend or discontinue the procedure will be returned to the Board. SUMMARY OF INFORMATION 1. Requests for leave cash-in can be made up to the amount of actual in- network out-of-pocket expense paid by the employee that exceeds $1,000 for the employee or $2,000 for the employee's dependent/familyduring the calendar year. 2. Employees may request an amount sufficient to net the employee the out- of-pocket excess over the calendar year and no more than a net of $4000 subject to the limitations of the actual out-of-pocket expenditures in excess of the $1,000 per employee and $2,000 per dependent /family limits. 3. Accumulated Sick Leave and Accumulated Annual Leave balances are the only leave balances eligible to be cashed-in under this procedure. 4. Employee requests for cash-in of leave will be on a form approved by the County HR department. 5. Any leave cashed-in under this procedure is considered taxable compensation. For VRS purposes, creditable compensation is defined as annual salary not including any overtime pay, payments of a temporary nature or payments for extra duties. The leave cash-in is considered a payment of a temporary nature. 6. The gross payment to the employee will be the leave hours requested at the employee's salary rate. FISCAL IMPACT: Last year, about six employees reached their out-of-pocket maximums. So, the expected fiscal impact can be absorbed within the budget. 2 ~ ~ ,. L- .. ~.~~ STAFF RECOMMENDATION: Staff recommends approval of the request to use accumulated sick and annual leave for medical pay-out through December 2003. Respectfully submitted, Joseph J. Sgroi Daniel Morris Department Directors Approved (x) Motion by: Joseph P. McNamara Church _ x Denied () to approve request Flora _ x _ Received () McNamara- x Referred () Minnix _ x _ To () Nickens _ x _ Approved by, ~~~~ //~ Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs cc: File Joseph J Sgroi, Director, Human Resources Danial Morris, Director, Finance Diane D. Hyatt, Chief Financial Officer 3 ,~ «_ DENIAL A_040902-6 ACTION # ITEM NUMBER ~=~} AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: Apri19, 2002 SUBJECT: Request for Waiver from Water Service Connection Requirement Clearbrook Lane Water Service Area COUNTY ADMINISTRATOR'S COMMENTS: ~G7~/.~_ BACKGROUND: On November 8, 1999, the Board of Supervisors adopted Ordinance No. 110999-2, that authorized construction and financing for the Clearbrook Lane Water Line Extension Project, which established a water service area along Clearbrook Lane. As contained in the ordinance, those property owners who initially participated in the project paid a total water connection fee of $6,500. However, those properties, which connect after the February 9, 2000 deadline shall pay a minimum $6,186 construction fee plus the off-site water facility fee of $2,690 for a total water connection fee of $8,876. Section 22-71 of the Roanoke County Code requires that all occupied buildings located in the County where the county owned water system is at the lot line, or within a street or easement adjoining such lot line, shall be connected with such system. SUMMARY OF INFORMATION: Utility Department staff has been advised by Mr. Gwynn Board, who owns the property located at 5230 Clearbrook Lane, that the private well which provides water for the property needs to be replaced. By letter dated March 12, 2002, Mr. Board requested that the requirement to connect to the county water system be waived to allow him to drill another well. It should be noted that Mr. Board declined to participate in the Clearbrook Water Line Extension Project prior to the deadline of February 9, 2000. In conversations with Mr. Board, Utility Department staff was advised that he would be agreeable to paying the initial water connection fee of $6,500. However, he was not in favor of paying the established water connection fee of $8,876. _M /, n J ~~ OPTIONS: O to ion 1: Do not approve request for waiver from requirement to connect to county owned water system. O tp ion 2: Approve request for reduction of water connection fee from $8,876 to $6,500. O t_p ion 3: Approve request for waiver from requirement to connect to county owned water system. FISCAL IMPACT: Should the waiver be granted, the County would not receive the water connection fee of $8,876 for the property. RECOMMENDATION: Staff recommends that the Board of Supervisors approve Option 1 and deny the request for a waiver. SUBMITTED BY: APPR VED: /~ Gary Robertson, P.E. Elmer C. Hodge Utility Director County Administrator ----------------------------------------------------------------------------------------------------------------- ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church _ x Denied () Alternative #1 deny request for waiver) Flora x _ Received () McNamara x Referred () Minnix _ x To () Nickens _ x cc: File Gary Robertson, Director, Utility Paul M. Mahoney, County Attorney 2 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: April 9, 2002 AGENDA ITEM: Request to vacate a 25-foot unimproved right-of-way known as "Jones Street" recorded in Plat Book 3, Page 5, Section 1, Dwight Hills, in the Hollins Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: The petitioners, William N. and Deborah E. Reedy, are requesting the Board of Supervisors to vacate the remaining sections of Jones Street, so that they may improve their property. BACKGROUND: William N. and Deborah E. Reedy are requesting the Roanoke County Board of Supervisors, by Ordinance, to vacate a portion of Jones Street shown on a previously platted subdivision referred to as Section 1, Dwight Hills, recorded on May 22, 1947. Roanoke County vacated two sections of Jones Street from Peters Creek Road, northwest, approximately 300 feet in 1988 and 1989. The two remaining sections of Jones Street to be vacated are from the northwest intersection of Nover Avenue to the southwest intersection of Vivian Avenue and the northwest intersection of Vivian Avenue northwest approximately 130 feet to the road terminus. SUMMARY OF INFORMATION: The petitioners are requesting that the described right-of-way be vacated in accordance with §15.2-2272 (2), Code of Virginia, 1950, as amended, by the adoption of the attached Ordinance. The Departments of Community Development and Utility have no objections to the proposed vacation with the following conditions: 1 r Staff has received favorable responses from the two additional property owners adjacent to the remaining sections proposed to be vacated. 2002 . ALTERNATIVES: STAFF RECOMMENDATION: Ily submitted, q g) f• L j l f//q `. ~ ~ S ~ /~ ~s ~nold~Covey, Director Elmer C. Hodge Department of Community C~evelopment County Administrator ACTION 1. That a 10-foot water/sanitary sewer easement be retained as shown on Attachment A; 2. That a 10-foot public utility easement be retained as shown on Attachment A. The Public Hearing and second reading of this Ordinance is scheduled for A rp i123, 1. The Board of Supervisors approves the first reading of the Ordinance to vacate the referenced sections of right-of--way, subject to the reservation of a 10-foot water/sanitary sewer easement and a 10-foot public utility easement, all as shown on Attachment A. 2. The Board of Supervisors declines to vacate the remaining sections of Jones Street. Staff recommends Alternative 1. Approved by, VOTE No Yes Abs Approved Denied Received Referred Motion by Church Flora McNamara Minnix Nickens to pc: County Attorney Attachment 2 1'` AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 ORDINANCE VACATING AND CLOSING AN UNIMPROVED AND UNUSED PORTION OF 25' RIGHT-OF-WAY KNOWN AS JONES STREET LYING ADJACENT TO LOTS 12 (TAX MAP #27.13-6-41) AND 13 (TAX MAP #27.13-6- 15), BLOCK 3 AND LOT 12, BLOCK 5 (TAX MAP # 27.13-6-14), IN SECTION NO. 1, DWIGHT HILLS SUBDIVISION SHOWN IN PLAT BOOK 3, PAGE 5, IN THE HOLLINS MAGISTERIAL DISTRICT WHEREAS, Petitioners William N. Reedy and Deborah E. Reedy are the owners of a parcel of land adjacent to a portion of Jones Street, said parcel including Lot 12, Block 3, of `Map of Section No. 1, Dwight Hills', recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 3, page 5, and designated on the Roanoke County Land Records as Tax Map #27.13-6-41; and, WHEREAS, Fay Whitlow Old and Gene D. Whitlow are the owners of a parcel of land adjacent to a portion of Jones Street, said parcel including Lot 13, Block 3, of `Map of Section No. 1, Dwight Hills', recorded in the aforesaid Clerk's Office in Plat Book 3, page 5, and designated on the Roanoke County Land Records as Tax Map #27.13-6-15; and, WHEREAS, Michael C. Prillaman and Sheri M. Prillaman are the owners of a parcel of land adjacent to a portion of Jones Street, said parcel including Lot 12, Block 5, of `Map of Section No. 1, Dwight Hills', recorded in the aforesaid Clerk's Office in Plat Book 3, page 5, and designated on the Roanoke County Land Records as Tax Map #27.13-6-14; and, WHEREAS, the Petitioners have requested that the Board of Supervisors of Roanoke County, Virginia, vacate and close the portions of Jones Street adjacent to the above-described lots; and, F~ WHEREAS, Jones Street is an unimproved and unused right-of--way, 25' in width, as shown and created on the plat entitled `Map of Section No.1, Dwight Hills' recorded in the aforesaid Clerk's Office in Plat Book 3, page 5, a portion of which has previously been vacated; and, WHEREAS, § 15.2-2272.2 of the Code of Virginia (1950, as amended) requires that such action be accomplished by the adoption of an ordinance by the governing body; and, WHEREAS, notice has been given as required by § 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on April 9, 2002; the public hearing and second reading of this ordinance was held on Apri123, 2002. NOW THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That portions of the unimproved, unused right-of--way known as Jones Street, situate in the Hollins Magisterial District, measuring 25' in width and extending approximately 260' in length adjacent to Lots 12 and 13, Block 3, of Section No. 1, Dwight Hills (Tax Map Nos. 27.13-6-41 and 27.13-6-15, respectively), and extending approximately 130' in length adjacent to Lot 12, Block 5, of Section No. 1, Dwight Hills (Tax Map No. 27.13-6-14), being shown and created on the plat entitled `Map of Section No. 1, Dwight Hills' recorded in the aforesaid Clerk's Office in Plat Book 3, page 5, and further shown and highlighted on Exhibit A attached hereto and incorporated herein, be, and hereby is, vacated and closed to the extent that any public or County interest may exist, pursuant to Section 15.2-2272 of the Code of Virginia (1950, as amended), subject to the following conditions: a. That a perpetual water and sewer easement, l 0' in width, to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present or future water and/or sewer lines, pipes, courses, ditches, facilities, ~i systems and other necessary or related structures, appurtenances and improvements, together with the right of ingress and egress thereto from a public road, is hereby reserved and retained. The location of said easement is shown and designated as "New 10' S.S. and Water Easement" on the `Map Showing Portions of Jones Street Being Vacated and New S.S., Water and Public Utility Easements To Be Retained', dated March 28, 2002, prepared by the Roanoke County Department of Community Development, attached hereto as Exhibit A and made a part hereof. b. That a perpetual public utility easement, 10' in width, to construct, install, improve, operate, inspect, use, maintain, remove, monitor, repair or replace present or future public utility lines, pipes, courses, ditches, facilities, systems and other necessary or related structures, appurtenances and improvements, together with the right of ingress and egress thereto from a public road, is hereby reserved and retained for the benefit of public utility companies. The location of said easement is shown and designated as "New 10' P.U. Easement"on the `Map Showing Portions of Jones Street Being Vacated and New S.S., Water and Public Utility Easements To Be Retained', dated March 28, 2002, prepared by the Roanoke County Department of Community Development, attached hereto as Exhibit A and made a part hereof. c. That fee simple title to the subject portions of Jones Street shall vest as provided by law, subject to the easements reserved in subparagraphs a. and b. above and subject to the condition that the vacated areas of land shall be added and combined to the adjacent properties, in compliance with the Roanoke County Subdivision and Zoning Ordinances, and other applicable laws and regulations. d. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioners; and, 2. 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. 3 ~~ That this ordinance shall be effective on and from the date of its adoption, and a certified copy ofthis ordinance shall be recorded in the Clerk's Office ofthe Circuit Court of Roanoke County, Virginia, in accordance with ~ 15.2-2272.2 of the Code of Virginia (1950, as amended). 4 25' 99. ~32 New 70' ~~ 72 S. S. and l~Yater % Property of Easement %~~~~.~~ J ; O /~lichae/ C. &~ ~ . y Sh erg' ~/. Pri//am are New >o' ~ u ~~\. , ° 1 ~ 0 13 Easement y, ~',1 Tax Map /Va. o ~ 27. 73-6- ~4 ~ ~ ~ O `~~ 65 42 ~ ~~ . Vl~Vl~l1 AV. ~ ,~ , Zg 89.00 (~ ~~-: ~~ ~, ~~ • Property of p,,,, f Fay ~Uhi~/o w O/d ~ ~ ~ O ~' Gene D. !/hit/o w ~.,,, ;` ~ ~ 3 15 ~ / ' ~ Tax Map No. 0 O ~ j`. ' 27. 73-6- 75 F,} ~o~tn Rt.1818 16 t~ ~~` ' 23 Property of ® O !~!/%/iam N. '' ~ Deborah E. eed y ~ o j. O ~1 O 0 fir r o e t of P y Jesse /V. Jones Jr ~~• y ~~~ ax Map No. O , , E/izabeth J. l~l/hifescarver >, ', 27. ~3-6-4~ ~o ~ and Fran/~ C. Jones, /// ~ ~~~ 7/.20 Tax Map No. I 1V QVeY' .~.V. ~t. 1 8~ 7 26. 76-2- 74 TAX ,~Ap ,CVO, 27,13_6 _14,15,41 DATE: 03-28-02 SCALE: __ 1`=60' .1l~lap Sho~.uirag Porttions ®f Jones Street Berg Vacated and Nears S. S., Water and P. U. Easements T® Be Retained PREPARED BY.• ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT ~. ACTION NUMBER ITEM NUMBER ~"` v~+ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: Request to vacate a 15-foot drainage easement dedicated in Plat Book 9, Page 139, Section 15, Penn Forest and in Plat Book 9, Page 331, Section 18, Penn Forest and to vacate a 40-foot drainage easement dedicated in Deed Book 1225, Page 1691, located in the Cave Spring Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: The petitioners, James F., Jr. and Jacqueline M. Kinder and Carole H. Berglund/Scott W. Berglund, Co-Trustees, are requesting the Board of Supervisors to vacate a 40-foot drainage easement crossing the Kinder property and a 15-foot drainage easement crossing the Kinder property and the Berglund property, so that they may improve their properties. BACKGROUND: James F., Jr. and Jacqueline M. Kinder (Lot 10, Blk SS, Section 15 Penn Forest) and Carol H. Berglund and Scott W. Berglund, Co-Trustees of the Carole H. Berglund Revocable Trust, (Lot 1, Blk UU, Section 18 Penn Forest) are requesting that the Roanoke County Board of Supervisors, by Ordinance, vacate a 40-foot drainage easement crossing the Kinder property and a 15-foot drainage easement crossing the Kinder property and the Berglund property shown on previously platted subdivisions. The 15-foot drainage easement on both lots is shown on Plat Book 9, Page 139 and Plat Book 9, Page 331; the 40-foot drainage easement is shown on a plat recorded with an Order by the Board of Supervisors of Roanoke County in Deed Book 1225, Page 1691, dated August 13, 1985. 1 ~- a., Staff has inspected the area and determined that the easements crossing these properties are no longer necessary for proper storm water drainage because the drainage from Section 15 was redirected with the building of Section 18 into a 50-foot structure at another outlet on Snow Goose Circle. SUMMARY OF INFORMATION: Petitioners are requesting that the described drainage easements be vacated in accordance with §15.2-2272(2), Code of Virginia, 1950, as amended, by the adoption of the attached Ordinance. The Department of Community Development staff has conducted a field inspection of the lots encumbered by the drainage easements and has determined that they have no objections to the proposed vacation. The Public Hearing and second reading of this Ordinance is scheduled forA r~ it 23, 2002 ALTERNATIVES: The Board of Supervisors approves the first reading of this Ordinance to vacate the 15-foot drainage easement and the 40-foot drainage easement, as shown on Attachment A. 2. The Board of Supervisors declines this request. STAFF RECOMMENDATION: Staff recommends Alternative 1. Ily submitted, Approved by, ~~ Arnold Covey, Director Elmer C. Hodge Department of Community Develop ent County Administrator N~ F- ~ ACTION Approved ( )Motion by Denied ( ) Received ( ) Referred to pc: County Attorney Attachment Church Flora McNamara Minnix Nickens VOTE No Yes Abs Fa AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMII~TISTRATION CENTER ON TUESDAY, APRIL 9, 2002 ORDINANCE TO VACATE A 15' DRAINAGE EASEMENT DEDICATED ACROSS LOT 10, BLOCK SS, PLAT OF SECTION NO. 15, PENN FOREST, IN PLAT BOOK 9, PAGE 139, RESUBDIVIDED BY PLAT INDEED BOOK 1192, PAGE 350, AND ACROSS LOT 1, BLOCK UU, PLAT OF SECTION NO. 18, PENN FOREST, IN PLAT BOOK 9, PAGE 331, AND TO VACATE A 40' DRAINAGE EASEMENT ACROSS LOT 10, BLOCK SS, SECTION 15, PENN FOREST, CREATED BY PLAT RECORDED IN DEED BOOK 1225, PAGE 1693, LOCATED IN THE CAVE SPRING MAGISTERIAL DISTRICT WHEREAS, by `PLAT OF SECTION NO. 15, PENN FOREST', dated January 17, 1979, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 9, page 139, afifteen-foot (15') drainage easement was dedicated on Lot 10, Block SS, the subject easement being designated on said plat as "15' D.E."; and, WHEREAS, the subject easement is further shown as "15' DRAINAGE EASEMENT" on `Plat Showing Resubdivision of Lot 10, Block SS, Section 15, Penn Forest (P.B. 9, Pg. 138)', dated December 17, 1982, and recorded in the aforesaid Clerk's Office in Deed Book 1192, page 350; and, WHEREAS, by `PLAT OF SECTION NO, 18, PENN FOREST', dated June 13, 1985, and recorded in the aforesaid Clerk's Office in Plat Book 9, page 331, afifteen-foot (15') drainage easement was dedicated on Lot 1, Block UU; and, WHEREAS, by `PLAT SHOWING NEW 40' WIDE DRAINAGE EASEMENT HEREBY DEDICATED TO ROANOKE COUNTY BY REGION PROPERTIES, INC....' recorded in the aforesaid Clerk's Office in Deed Book 1225, page 1693, aforty-foot (40') drainage was created and shown across Lot 10, Block SS, Section 15, Penn Forest, the subject easement being designated thereon as "NEw40'DRAIN. ESMT."; and, .~ WHEREAS, the Petitioners, James F. Kinder, Jr. and Jacqueline M. Kinder are the current owners of Lot 10, Block SS, Section 15, Penn Forest, said lot being designated upon the Roanoke County Land Records as Tax Map No. 87.09-4-25, and Petitioners Carole H. Berglund and Scott W. Berglund, Co-Trustees ofthe Carole H. Berglund Revocable Trust, are the current owners of Lot 1, Block W, Section 18, Penn Forest, said lot being designated upon the Roanoke County Land Records as Tax Map No. 87.09-8-1; and, WHEREAS, the stormwater drainage has been redirected and the subject drainage easements are no longer required and Petitioners have requested that said easements be vacated pursuant to § 15.2-2272.2 of the Code of Virginia (1950, as amended); and, WHEREAS, this vacation will not involve any cost to the County and the affected County departments have raised no objection; and, WHEREAS, notice has been given as required by § 15.2-2204 ofthe Code of Virginia (1950, as amended), and the first reading of this ordinance was held on April 9, 2002, and the public hearing and second reading of this ordinance was held on April 23, 2002. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: That the fifteen-foot (15') drainage easement being designated and shown as "15' Drainage Easement To Be Vacated" on Exhibit A attached hereto, said easement having been dedicated on `PLAT of SECTION No. 15, PErrt~r FoxEST', dated January 17, 1979, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 9, page 139, and further shown on resubdivision plat recorded with declaration in Deed Book 1192, page 350, and on `PLAT of sECT1oNNO. 18, PENNFOxEST', dated June 13, 1985, and recorded in the aforesaid Clerk's 2 ~- a• Office in Plat Book 9, page 331, situated in the Cave Spring Magisterial District of the County of Roanoke, be, and hereby is, vacated pursuant to § 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 2. That the forty-foot (40') drainage easement being designated and shown as "40' Drainage Easement To Be Vacated" on Exhibit A attached hereto, said easement having been dedicated on `PLAT SHOWING NEW 40' WIDE DRAINAGE EASEMENT HEREBY DEDICATED TO ROANOKE COiJN'I'YBYREGIONPROPERTIES, INC....' recorded in the aforesaid Clerk's Office in Deed Book 1225, page 1693, situated in the Cave Spring Magisterial District of the County of Roanoke, be, and hereby is, vacated pursuant to § 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 3. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioners. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with § 15.2-2272.2 of the Code of Virginia (1950, as amended). 3 EXHIBIT A ACTION NUMBER ITEM NUMBER r`~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: An ordinance to vacate a 15-foot sanitary sewer easement on plat entitled "The Orchards, Applewood Section No. 8," Plat Book 14, Page 178, and further shown in Plat Book 18, Page 99, and a portion of a 20-foot sanitary sewer easement on plat entitled "The Orchards, Huntridge Road Extended" Plat Book 17, Page 85, and further shown as "Existing 20' Sanitary Sewer Easement (P.B. 17, PG. 85)" in Plat Book 18, Page 99, and located in the Hollins Magisterial District. COUNTY ADMINISTRATOR'S COMMENTS: EXECUTIVE SUMMARY: This is the first reading of the proposed ordinance to vacate a 15-foot sanitary sewer easement on plat entitled "The Orchards, Applewood Section No. 8," Plat Book 14, Page 178, and further shown in Plat Book 18, Page 99, and a portion of a 20-foot sanitary sewer easement on plat entitled, "The Orchards, Huntridge Road Extended," Plat Book 17, Page 85, and further shown as "Existing 20' Sanitary Sewer Easement (P.B. 17, PG. 85)" in Plat Book 18, Page 99. BACKGROUND: In April 1992, F. & W. Community Development Corporation, dedicated a 15-foot sanitary sewer easement to the County of Roanoke by plat of The Orchards, Applewood Section No. 8, as recorded in the Clerk's office of the Circuit Court of Roanoke County, Virginia, Plat Book 14, Page 178. In June 1993, F. & W. Community Development Corporation, dedicated a 20-foot sanitary sewer easement to the County of Roanoke by plat of The Orchards, Huntridge Road Extended, as recorded in the Clerk's office of the Circuit Court of Roanoke County, Virginia, in Plat Book 17, Page 85. 1 F~ By plat of November 8, 1995, recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, Plat Book 18, Page 99, F. & W. Community Development Corporation, Owner of said property (Tax Map #40.01-1-1) subdivided the said property creating a "New Storm Water Management Area & New 15' Access Easement." Included on the plat (P.B. 18, PG. 99) was the existing 20' sanitary sewer easement (P.B. 17, PG. 85) and the 15' sanitary sewer easement (P.B. 14, PG. 178). SUMMARY OF INFORMATION: The petitioners, F. & W. Community Development Corporation, are the current owners of the property in which the above described easements are located, said property being situated along Huntridge Road in the Hollins Magisterial District, and designated on the Roanoke County land records as Tax Map No. 40.01-1-1 F. & W. Community Development Corporation has requested that the Board of Supervisors vacate the 15-foot sanitary sewer easement and a portion of the 20- foot easement described above, and as shown on Exhibit "A" attached, in order to allow the construction of a proposed single-family development. FISCAL IMPACT: All costs associated with the adoption of this ordinance will be the responsibility of F. & W. Community Development Corporation. STAFF RECOMMENDATION: The Petitioner is requesting that the described sanitary sewer easements be vacated in accordance with §15.2-2272(2), Code of Virginia, 1950, as amended, by the adoption of the attached Ordinance. The Department of Community Development and the Utility Department have no objections to the proposed vacation with the following condition: that a new sanitary sewer easement be dedicated and a new sanitary sewer line is constructed and functional. The Public Hearing and second reading of this ordinance is scheduled for April 23, 2002. 2 ALTERNATIVES: 1. The Board approves and adopts the first reading of the proposed ordinance and schedules the second reading and public hearing for April 23, 2002. 2. The Board declines this request. STAFF RECOMMENDATION: Staff recommends Alternative 1. SUBMITTED BY: Arnold Covey, Director. Department of Community Development APPROVED BY: Elmer C. Hodge County Administrator ------------------------------------------------------------------------------------------------------------------------ ACTION VOTE Approved ()Motion by: No Yes Abs Denied () Church Received () Flora Referred () McNamara To () Minnix Nickens cc: Paul Mahoney, County Attorney Arnold Covey, Director, Community Development 3 ~3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 ORDINANCE TO VACATE A 15' SANITARY SEWER EASEMENT ON `PLAT OF "THE ORCHARDS", APPLEWOOD SECTION NO. 8', IN PLAT BOOK 14, PAGE 178, AND A PORTION OF A 20' SANITARY SEWER EASEMENT ON `PLAT SHOWING "THE ORCHARDS", HUNTRIDGE ROAD EXTENDED' IN PLAT BOOK 17, PAGE 85, AND FURTHER SHOWN AS EXISTING 20' SANITARY SEWER EASEMENT (P.B. 17, PG. 85) IN PLAT BOOK 18, PAGE 99, AND LOCATED IN THE HOLLINS MAGISTERIAL DISTRICT WHEREAS, by `PLAT OF "THE ORCHARDS", APPLEWOOD SECTION NO. 8', dated April 23, 1992, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 14, page 178, afifteen-foot (15') sanitary sewer easement was shown and created on remaining property of F & W Community Development Corp., on the western side of Huntridge Road, the subject easement being designated on said plat as "15' S.S.E."; and, WHEREAS, by `PLAT SHOWING "THE ORCHARDS", HUNTRIDGE ROAD EXTENDED', dated June 17, 1993, and recorded in the aforesaid Clerk's Office in Plat Book 17, page 85, a twenty-foot (20') sanitary sewer easement was shown and created on remaining property of F & W Community Development Corp., to the west of Huntridge Road, the subject easement being designated on said plat as "NEW 20' SANITARY SEWER EASEMENT"; and, WHEREAS, the subject easements are further shown and designated as "EX. 20' S. S.E., P.B. 17, PG. 85", on plat entitled `PLAT OF SUBDIVISION FOR F & W COMMUNITY DEVELOPMENT CORP. CREATING HEREON A NEW STORM WATER MANAGEMENT AREA & NEW 15' ACCES S EASEMENT', dated November 8, 1995, and recorded in the aforesaid Clerk's Office in Plat Book 18, page 99; and F3 WHEREAS, the Petitioner, F & W Community Development Corporation, is the current owner ofthe property through which these easements are located, designated on the Roanoke County Land Records as Tax Map #40.01-1-1, and has requested that the above-described existing 15' sanitary sewer easement and a portion of the above-described existing 20' sanitary sewer easement be vacated pursuant to § 15.2-2272.2 of the Code of Virginia (1950, as amended); and, WHEREAS, this vacation will not involve any cost to the County and the affected County departments have raised no objection, subject to the conditions herein; and, WHEREAS, notice has been given as required by § 15.2-2204 of the Code of Virginia (1950, as amended), and the first reading of this ordinance was held on April 9, 2002, and the public hearing and second reading of this ordinance was held on April 23, 2002. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the existing 15' sanitary sewer easement and a portion of the existing 20' sanitary sewer easement, being cross-hatched and shown as "15' S.S.E. & a portion of 20' S.S.E. to be Vacated" on Exhibit A attached hereto, said 15' easement having been shown and designated as "15' S.S.E." on the western side of Huntridge Road on `PLAT OF "THE ORCHARDS", APPLEWOOD SECTION No. 8', dated April 23, 1992, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in Plat Book 14, page 178, and said portion of 20' easement having been shown and designated "NEW 20' SANITARY SEWER EASEMENT" on `PLAT SHOWING "THE oRCI~ARDS", HUNTRIDGE ROAD ExTENDED', dated June 17, 1993, and recorded in the aforesaid Clerk's Office in Plat Book 17, page 85, and said easements being further shown and designated as "EX. 20' S.S.E., P.B. 17, PG. 85 ", on the `PLAT OF SUBDIVISION FORF & W COMMUNITY DEVELOPMENT 2 ~'~ 3 CORP. CREATING HEREON A NEW STORM WATER MANAGEMENT AREA & NEW 15' ACCESS EASEMENT', dated November 8, 1995, and recorded in the aforesaid Clerk's Office in Plat Book 18, page 99, in the Hollins Magisterial District of the County of Roanoke, be, and hereby are, vacated pursuant to § 15.2-2272 of the Code of Virginia (1950, as amended), subject to the conditions contained herein. 2. That an alternative sanitary sewer easement be dedicated, the location of which shall be in substantial conformity with the new sanitary sewer easement shown on Exhibit A attached hereto, and that a new sanitary sewer line be constructed and functional in connection with the Petitioner's proposed single-family development. 3. That all costs and expenses associated herewith, including but not limited to publication, survey and recordation costs, shall be the responsibility of the Petitioner. 4. That the County Administrator, or an Assistant County Administrator, is hereby authorized to execute such documents and take such actions as may be necessary to accomplish the provisions of this ordinance, all of which shall be on form approved by the County Attorney. 5. That this ordinance shall be effective on and from the date of its adoption, and a certified copy of this ordinance shall be recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, in accordance with § 15.2-2272.2 of the Code of Virginia (1950, as amended). 3 ~~ NOR TIC W~ "i a^ ( '~ ~J Wa J I~ ~I ~ ~`=f-__ ~~ d Ex. 20' S.S.E. P.B. 17, pg. 85 --_1 ~ - . _ ~ ~'~,~ ~~ ~~`, ~, ~, \ . ,~ \ . .- ~ ~~ ~~ _~ ~ \ ~~ ~ EX. t~` ACCESS ~~~~ ~~ 1 ,, \ / ti 11 ~~ ~ ~. 1` ~~ ~ ' 0 x w c~ Exhibit "A'' I~OANOI~E' COTJ.NT'Y Request to Vacate 15' Sanitary Sewer Easement .D.EF.~..R~'3~~`NT ~QF and a portion of 20' Sanitary Sewer Easement COh2's~fU1YIfiY. D~'.YE.LO.F~~'N~' Request to Vacate 15' Sanitary Sewer Easement Recorded in Plat Boolc 14, Page 178 "The Orchards" Applewood Section No. 8 Portion of 20' Sanitary Sewer Easement Recorded in Plat Boolc 17, Page 85 "The Orchards" Huntridge Road Extended 15' IS.S.E. & a portion of 20' S.S.E. to be Vacated I I Q ACTION # ITEM NUMBER ~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: Apri19, 2002 SUBJECT: First Reading of Ordinance Authorizing Creation of and Financing for a Local Public Works Improvement Project -Joe Carrol Road Water Project, Catawba Magisterial District COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Roanoke County Utility Department has been advised that private wells serving properties on Joe Carrol Road provide a less than adequate supply of water. On February 5, Utility Department staff received a petition with 9 signatures from property owners along Joe Carrol Road to extend public water lines to serve their properties. Public water currently exists at the intersection of Texas Hollow and Joe Carrol Roads. In response to the property owners' request, Utility Department staff conducted an engineering and preliminary cost study. Utility Department staff has determined that the cost to extend public water lines approximately 1050 feet to serve the 10 properties of this area would be $36,550. A public meeting was held March 14 where the engineering and preliminary cost study was presented to the attending property owners. SUMMARY OF INFORMATION: Six of the ten properties owners involved agreed to participate, three declined and one did not respond. This response provides more than the required 50% participation to proceed. Based on location of properties agreeing to participate, the proposed service area was established as shown on the attached map. 1 f'-y The attached ordinance establishes a special service area for the project with each participating property owner paying their cost share through a special connection fee as indicated below. The ordinance also establishes a method of financing at an interest rate of 8% for a period of up to 10 years for the initial participating property owners. This connection fee includes the fair share of the construction cost required to extend the public water system to serve the subject properties along Joe Carrol Road, as well as, 50% of the off-site water facility fee of $2,690.00. Basic Construction Cost $3,655.00 Off-Site Facilit Fee w/50% Credit 1,345.00 TOTAL CONNECTION FEE $5,000.00 The fee proposed above would be applicable, only if the property owner financially committed to participate in the proposed project prior to or during the 90-day grace period cited below. ALTERNATIVES: Alternative 1: The participating property owners would pay the per property connection fee of $5,000.00 with the County funding the Basic Construction Cost of $3,655.00 for the non-participating properties. Alternative 2: Do not approve request for extension of public water to the proposed service area of Joe Carrol Road. FISCAL IMPACT: The estimated cost of the project is $36,550. Alternative 1 would require funding of $14,620.00 from the Public Works Participation Fund with the current level of participation. RECOMMENDATION: Staff recommends approval of Alternative 1 allowing a 90-day grace period. Properties not participating within this time period would pay their share of the construction plus a 20% increase and the full off-site facility fee should they connect at a later date. fees, the cost to connect at a later date would be $7,076.00. SUBMITTED BY: Gary Robertson, P.E. Utility Director APPROVED: Based on present Elmer C. Hodge County Administrator 2 ~~ ll ACTION VOTE Approved () Motion by: No Yes Abs Denied () Church _ _ Received () Flora _ _ _ Referred McNamara _ _ to Minnix _ _ _ Nickens 3 `.~ .r _ _. ___ 44.00-1-24 PROPOSED PECIAL WATER SERVICE ARE 44.00-1-25 r,l.~l PARTICIPANT (TYP.) i r~ ~' i' 34.1 941 34. 33. 44.03-5-31 32. B75 ,/l078 ~ 879 44.03-6-01 ,o`~ ~,~~ i ~,6 0 ~~ END OF PROPOSED 8~ WATER MAIN ~-~- 44.03-6-03 NOTE: - 44.03-6-05 DUE TO LOT SIZES, CONFIGURATIONS AND CURRENT REQUIREMENTS, TAX PARCELS 44.03-6-1 do 2, '' 44.03-6-5 & 6. AND 44.03-5-28 k 29 ARE EACH - 44.03-6-06 CONSIDERED AS A SINGLE LOT. , 44.03-6-07 - ~' 44.03-5-30 - /7045 , 44.03-6-08' - /,~'l049 44.03-5-29 44.03-5-28 • /'lOJ6 44.03-6-10 PROPOSED B" ATER MAIN ~ r~ • 1 44.03-6-09 ~J /lo.~s //,016 44.03-5-27 44.03-6-30 44.o3-s-u 44.03-5-26 PROPOSED SPECIAL WATER ~ 44.03-6-13 /9z9 Rt. 641 - /loos Rd SERVICE AREA w T e _ _ /v,z 44.03-6-12 ~,~g ` 24 WATER MAIN o sa Boa xoo goo .oo --~~,---- -- ~_ ._._~ 0 4 4.0 3- 5- 2 2 /7013 O~ 44.0 _-- _ _ __ (0 6 -1 JOE CARROL ROAD ~' ~~ WATER PETITION PROJECT 44.03-6-14 APRIL 9, 2002 • AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 ORDINANCE AUTHORIZING THE CREATION OF AND FINANCING FOR A LOCAL PUBLIC WORKS IMPROVEMENT PROJECT, JOE CARROLL ROAD WATER PROJECT `~ WHEREAS, Ordinance 112288-7 authorizes the financing of local public works improvements and the imposition of special assessments upon abutting property owners upon the adoption of an appropriate ordinance by the Board of Supervisors; and WHEREAS, the County Administration has negotiated the extension of the public water system to the Joe Carroll Road community; and WHEREAS, the extension of the public water system and the creation of a special utility (water) service area will alleviate a critical public health and safety problem; and WHEREAS, several of the residents have requested that the County allow them to pay their portion of the costs of connection to the public water system over ten years at an interest rate of 8%; and WHEREAS, the first reading of this Ordinance was held on Apri19, 2002, and the second reading was held April 26, 2002; and BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, public water extension for the Joe Carrol Road community. The total construction cost of this public water project is estimated to be $66,550.00, to be initially financed as follows: U:\WPDOCS\AGENDA\UTILITY\joe.carrol.road.water.project.wpd 1 ~'~ ~I Citizen Participation (6 at $3,655 each) $21,930 Advance from the Public Works Participation Fund $14,620 TOTAL $36,550 That there is hereby appropriated for this project the sum of $14,620 from the Public Works Participation Fund. Any citizen participation under paragraph 3. will be advanced as a loan from the Water Fund. 2. That the "Project Service Area" is shown and designated on the attached plat entitled "Joe Carrol Road Water Petition Project" prepared by the Roanoke County Utility Department, dated Apri19, 2002. The Joe Carrol Road Water Petition Project Area is created for a period often (10) years. Any owner of real estate within this service area may participate in and benefit from the public water extension to this service area by paying at a minimum the sum of $5,000 ($3,655 toward construction costs plus, plus $1,345 toward the off-site facility fee) said costs to be paid in full and in advance of connection to the public water extension. 3. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before July 23, 2002, of their portion of the cost of extending the public water system to their properties in accordance with the following terms and conditions: (a) The total amount per property owner/residential connection may be financed for 10 years at an interest rate of 8% per annum. Down payment of $1,345.00 will be applied to the ofl= site facility fee. (b) Property owners agree to execute a promissory note or such other instrument as the County may require to secure this installment debt. U:\WPDOCS\AGENDA\UTILITY\joe.carrol.road.water.project.wpd 2 1 ~ ~~ (c) Property owners further agree to execute such lien document or instrument as may be required by the County; said lien document or instrument to be recorded in the Office of the Clerk of the Circuit Court of Roanoke County. This lien instrument or document shall secure the repayment of the promissory note by the property owners to the County and shall be a lien against the property of the owners. Property owners also agree to pay the County any Clerk's fees or recordation costs which may be required to record any lien instrument or documents in the Office of the Clerk of the Circuit Court. (d) Property owners who wish to participate after the July 2s, 2002 deadline (other than new property owners) shall pay a minimum of $7,076 [$;3,655 construction costs plus 20% (plus $SO x length of road frontage in excess of 250 feet) plus the off-site facility fee in effect at that time (currently $2,690)]. New property owners (defined as persons who acquire ownership of real estate within the Project Service Area after the date of the adoption of this Ordinance) shall have ninety (90) days from the date of their acquisition of the real estate to participate in and benefit from the public water/sewer extension to this service area by the payment of $5,000, said costs to be paid in full and in advance of connection to the public water/sewer extension. New property owners are not eligible to participate in the installment financing payment method described above in paragraph 5. 4. That the payment by citizens in the project service area, in excess of those anticipated in this ordinance, who elect to participate shall be made to the various funds as follows: The ofl=site facility fee shall be returned to the Water Fund, and payment of the construction costs shall be returned to the Public Works Participation Fund until such time as the advance has been repaid; any further payment of construction costs shall be returned to the Water Fund. U:\PIPDOCS\AGENDA\UTILITY\joe.carrol.road.water.project.wpd 3 ~~ ~ 5. That the County Administrator is authorized to take such actions and execute such documents as may be necessary to accomplish the purposes of this transaction, all upon form approved by the County Attorney. U:\WPDOCS\AGENDA\UTILITY\joe.carrol.road.water.project.wpd 4 r c ~.. ACTION NUMBER ITEM NUMBER '""' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 9, 2002 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 expired September 23, 2001. Mr. Shelton has been contacted and is willing to serve another term. The four year term of J. A. Hendricks, Jr., Alternate, Fire Code Board of Appeals expired October 28, 2001 Mr. Hendricks has been contacted and is NOT willing to serve another term. 2. GRIEVANCE PANEL The three year term of Raymond C. Denny, Alternate expired October 10, 2001. 3_ PARKS AND RECREATION ADVISORY COMMISSION The unexpired three-year term of Wayne Gauldin, Catawba Magisterial District who has resigned. His term expires June 30, 2003. 1 .. .. N~- 5 4. ROANOKE VALLEY GREENWAY COMMISSION The three year term of Donald Witt expired April 2, 2002. 5. TOTAL ACTION AGAINST POVERTY BOARD OF DIRECTORS The three year term of Elizabeth Stokes, designee of Supervisor Richard Flora, will expire May 5, 2002. SUBMITTED BY: Mary H. Allen, CMC Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator ACTION VOTE No. Yes Abs Approved () Motion by: Church _ _ _ Denied () Flora _ _ _ Received () McNamara- Referred () Minnix _ _ _ To () Nickens _ _ _ 2 1 ~i-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 RESOLUTION 040902-7 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 April 9, 2002, designated as Item I -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 6, inclusive, as follows: 1. Acceptance of $500 grant from Department of Motor Vehicles for purchase of child safety seats and related materials by the Police Department 2. Request to authorize amendments to the County's Deferred Compensation Plans for Employees (457) and Employer Match (401 a) to incorporate federal legislation. 3. Request from Schools for appropriation of $10,935.85 for the dual enrollment program. 4. Request from Schools to accept $1,700 Virginia Commission for the Arts grant to apply toward performance by the Virginia Opera for elementary schools. 5. Request from Schools to accept $136,879 Virginia Tobacco Settlement Foundation Grant for implementation of the Life Skills Training curriculum in grades 3-8. 6. Request from Schools to accept $15,000 Learn and Serve Virginia K- 12 Grant to purchase services from Family Service of the Roanoke Valley. 2. That the Clerk to the Board is hereby authorized and directed where required by 1 r law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor Minnix to adopt the Consent Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors cc: File Ray Lavinder, Chief of Police Danial Morris, Director, Finance Paul M. Mahoney, County Attorney Diane D. Hyatt, Chief Financial Officer Lorraine Lange, Assistant Superintendent of Instruction Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board James G. Denton, Coordinator, Fine Arts Barry Trent, Coordinator, Health, Physical Education and Driver Education Janet L. McLeod, Principal, Roanoke County Career Center 2 A~' A-040902-7 . a ACTION NO. ITEM NUMBER: .,,~.. °~°~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA AT THE ROANOKE COUNTY ADMINISTRATIVE CENTER MEETING DATE: April 9, 2002 AGENDA ITEM: Request acceptance of Department of Motor Vehicles grant in the amount of $500.00 for the purchase of child safety seats and related materials by the Police Department. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Roanoke County Police Department conducts child safety seat inspections on a regular basis, and enforces state laws regarding child safety seats as a routine function of the uniform patrol division. During the course of these activities, members of the Roanoke County Police Department come into contact with individuals who are in possession of defective or recalled child safety seats, and individuals who are indigent and are not able to afford a child safety seat for their children. SUMMARY OF INFORMATION: The Police Department wants to purchase $500.00 worth of child safety seats, locking clips, and other related child safety seat installation materials. Budget restraints do not allow for the purchase of the child safety seats and related materials without additional DMV grant funding. FISCAL IMPACT: The DMV has provided $500.00 in grant funds with no matching funds required. The grant period runs between January 1, 2002 and September 30, 2002. STAFF RECOMMENDATION: The staff recommends acceptance of the DMV grant for $500.00. ~~ w. SUBMITTED BY: APPROV D: Ray Lavinder Elmer C. Hodge Chief of Police County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church - x _ Denied () Flora _ x _ Received () McNamara- x Referred () Minnix _ x _ To () Nickens _ x cc: File Ray Lavinder, Chief of Police Danial Morris, Director, Finance 2 A-040902-7. b 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: April 9, 2002 AGENDA ITEM: Request to authorize amendments to the deferred compensation 457 (Employee) plan and the 401 (a) (employer match) plan. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: All full-time employees are eligible to participate in the County's deferred compensation plan. The 457 employee plan was approved in 1990 and the 401(a) was approved in 1999. Both are administered by Nationwide Retirement Solutions. The employer contribution is a match of the first $10 per pay period that the employee contributes to the 457 plan. SUMMARY OF INFORMATION: The amendments to the deferred comp plan are necessary to incorporate changes, as outlined in the attachment, which are as a result of federal legislation. The changes make it easier for employees to plan for and fund retirement. There are new opportunities for participating in and increasing contributions to the deferred comp plan. Portability measures are introduced that recognize the mobility of today's workers. Limits are removed on contributions to more than one defined contribution plan and most employees can use a simple uniform table to determine minimum distributions. There is also an amendment to elect Nationwide Retirement Solutions to accept and administer the Domestic Relations Orders of plan members. FISCAL IMPACT: None STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors authorize the County Administrator and/or other Trustees of the Plan (specifically the County Attorney and Chief Financial Officer) to execute the amendments to the 457 and 401(a) plans. r Respectfully Submitted by Danial Morris Director of Finance Approved by: C~~ Elmer C. Hodge County Administrator -, ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church _ x _ Denied () Flora _ x Received () McNamara- x _ Referred () Minnix _ x _ To () Nickens _ x _ cc: File Danial Morris, Director, Finance Paul M. Mahoney, County Attorney Deane D. Hyatt, Chief Financial Officer County of Roanoke Govemmental Deferred Compensation Matching Plan and Trust administered by Nationwide Retirement Solutions, Inc Re: Amendments to Plan as a result of federal legislation (EGTRRA -Economic Growth and Tax Relief Reconciliation Act of 2001, and GUST - a series of legislation including Uruguay Round Agreements Act, Uniformed Services Employment and Reemployment Rights Act of 1994, Small Business Job Protection Act of 1996, Taxpayer Relief Act of 1997, Internal Revenue Service Restructuring and Reform Act of 1998, and Community Renewal Relief Act of 2000). Minimum Distribution Requirements -The regulations provide a simple, uniform table that most employees can use to determine minimum distributions during their life. Involuntary Cash-Outs -Under the prior law, a participant's account could be distributed without the participant's consent, if the balance now and at any time in the past, was not $5,000 or greater. Under the new law, only the current account balance is considered when determining if a participant's account is subject to the cash-out rules. The rollovers to the plan are disregarded in the calculation the automatic distribution amounts. Increase in Compensation Limits -The maximum amount of compensation that can be considered in determining the employer contribution and the allocation of contributions has been changed to $200,000 (indexed for inflation since 1994). Limitations on Contributions -Under the prior law the total allocation to any individual's account in a year was limited to the lesser of $35,000 or 25% of compensation. Beginning in plan years commencing after December 31, 2001, the limit will be increased to the lesser of $40,000 (adjusted for inflation in $1,000 increments) or 100% of compensation. Direct Rollovers and Rollovers from other plans -Under the prior law, a plan qualified under Section 401(a) of the Internal Revenue Code cannot accept rollovers from or provide rollovers to code Section 403(b) and 457 plans. Beginning in calendar year 2000, any distribution from a qualified 401(a) plan can be rolled over to either a 403(b) or 457 plan and any distributions from either a 403(b) or 457 plan may be rolled over to a 401(a) plan. These rules also apply in the case of a distribution to a surviving spouse, or to a spouse or former spouse who is the alternate payee under a qualified domestic relation order. Eligible rollover distribution to include after-tax employee contributions -Under the prior law, the nontaxable portion of the distribution was not eligible to be rolled over to an IRA or another qualified plan. Effective for distributions made after December 31, 2001, employees can roll over the entire amount of their distribution, including the portion that represents after tax contributions, to another qualified plan or IRA. _v Distribution upon Severance of Emplo, ent - A participant's elective deferrals, qualified noneleetive contributions, qualified matching contributions and earnings attributable to these contributions shall be distributed upon the participant's severance from employment. The distribution shall be subject to the other provisions of the plan regarding distributions, other than provisions that require a separation from service before such amounts may be distributed. Domestic Relations Order (DROP -Under the prior 457 environment, the plan participant was responsible for taxes on distributions from his/her account in all domestic relation circumstances. After 12/31/2001, distributions made from 457 plans will now be taxable to the individual who receives the distribution, not the participant. The amendment concerns the administration of the DRO's. The election is to have the plan administrator, Nationwide Retirement Solutions, administer the DRO's. 7 ACTION # A-040902- I . C ITEM NUMBER 1 MEETING DATE: April 9, 2002 AGENDA ITEM: Request from Schools for appropriation of $10,935.85 for the dual enrollment program. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: Roanoke County Schools and Virginia Western Community College have an agreement whereby the college provides college level courses in English, US History, and certain technical subjects. These courses are taught by Roanoke County teachers who meet the college's criteria for adjunct professors. Monies that have been collected exceed the expenses; therefore, there is a request for these additional funds to be appropriated for inservice and materials that will be used in the program. SUMMARY OF INFORMATION: Roanoke County Schools collected $27,600.00 tuition from 553 students. VWCC will reimburse $49,992.44 for services rendered (teachers, administrating expenses, rooms, utilities, and maintenance). Roanoke County Schools owes VWCC $66,656.59 for tuition and technology fees and college service fees. The difference between what was collected and what was spent is $10,935.85. FISCAL IMPACT: Roanoke County Schools requests that $10,935.85 be appropriated to the instructional program for use in the dual enrollment program. STAFF RECOMMENDATION: Appropriation of the $10,935.85 for use in the dual enrollment program. ~ ~ ~ ~~~~ Signature Signature Lorraine Lange Elmer C. Hodge Assistant Superintendent of Instruction County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church _ x _ Denied () Ffora _ x _ Received () McNamara_ x _ Referred () Minnix _ x _ To () Nickens x cc: File Lorraine Lange, Assistant Superintendent of Instruction Dania) Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board ACTION # A-040902-7.d ITEM NUMBER y 1_„ _" MEETING DATE: April 9, 2002 AGENDA ITEM: Request from Schools to accept $1,700 Virginia Commission for the Arts grant to apply toward performance by the Virginia Opera for elementary schools. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: The Virginia Commission for the Arts approved a grant in the amount of $1,700 for Roanoke County Schools to apply toward performances by the Virginia Opera for Roanoke County's elementary schools. SUMMARY OF INFORMATION: A check in the amount of $1,445 was received from the commission for the Arts on March 18, 2002. As per the contract with the Commission, the balance of $255 will be sent upon receipt of the final report. FISCAL IMPACT: None, no local matching required. STAFF RECOMMENDATION: Appropriation of the $1,700 to apply toward performances by the Virginia Opera for elementary schools. J-SSignature Signature James G. Denton, Coordinator Elmer C. Hodge Fine Arts County Administrator ------------------------------------------------------------------------------------------------------------------ ACTION VOTE No Yes Abs Approved (x) Motion by: H. Odell Minnix to approve Church - x Denied ( ) Flora ._ x Received ( ) McNamara- x _ Referred ( ) Minnix _ x _ To ( ) Nickens _ x - cc: File James G. Denton, Coordinator, Fine Arts Dania) Morris, Director, Finance Dr. Linda Vl/eber, School Superintendent Brenda Chastain, Clerk, School Board A_o4.o902 / .e ACTION# ITEM NUMBER MEETING DATE: Apri19, 2002 AGENDA ITEM: Request from Schools to accept $136,879 Virginia Tobacco Settlement Foundation Grant for implementation of the Life Skills Training curriculum in grades 3-8. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: In November 2001, Roanoke County Schools was given the opportunity to apply for funds from the Virginia Tobacco Settlement Foundation. The funds had to be used for the prevention/intervention of tobacco use and programming had to include a curriculum that had research to prove that it was successful in this endeavor. The sixth grade health program presently provides instruction from the "Life Skills Training" curriculum, a research based program, that is effective not only with tobacco prevention but also alcohol and other drugs by increasing student resiliency and cognitive abilities to more critically assess situations to enhance better decision making. "The Life Skills" curriculum begins in the third grade and concludes in the 8`i' grade. This grant allows for a more comprehensive curriculum approach, which is a recommended prevention strategy. Furthermore, the Roanoke County Community/School Prevention Council will be offering, through various community groups and organizations, the parenting program "Preparing For The Drug-Free Years" which is for parents of students in elementary and middle age group. It is anticipated that this parallel programming will have a positive effect on the students and their parents. SUMMARY OF INFORMATION: Roanoke County Public Schools have been awarded $136,879 to be used January 2002-June 30, 2003 for the implementation of the Life Skills Training curriculum in grades 3-8. Implementation for this project will be done through our middle school health program and an expansion of our elementary SAP program. FISCAL IMPACT: Funds are reimbursable monthly and 25% of the amount is given upfront for implementation cost. STAFF RECOMMENDATION: Appropriation of the Virginia Tobacco Settlement Foundation Grant _.. ~~ ` i~4 ~~.~_ Si Signature Barry Trent, Coordinator Elmer C. Hodge Health, Physical Education and County Administrator Driver Education ------------------------------------------------------------------------------------------------------------------ ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) To ( ) Motion by: H. Odell Minnix to approve VOTE No Yes Abs Church _ x Flora _ x _ McNamara- x Minnix _ x Nickens _ x _ cc: File Barry Trent, Coordinator, Health, Physical Education and Driver Education Dania) Morris, Director, Finance Dr. Linda Weber, School Superintendent A-040902-7.f ACTION # ITEM NUMBER ~~ MEETING DATE: April 9, 2002 AGENDA ITEM: Request from Schools to accept $15,000 Learn and Serve Virginia K-12 Grant to purchase services from Family Service of the Roanoke Valley. COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND : Family Service of Roanoke Valley offers the Teen Outreach Program (TOP) to Education for Employment students at RCCC with the support of the Learn and Serve Virginia K-12 Grant. TOP provides service learning experiences to students as well as guest speakers and other activities to reinforce SOL, strengthen critical thinking, and develop effective communication skills. SUMMARY OF INFORMATION : Roanoke County Schools received the Learn and Serve Grant in the amount of $15,000 which will purchase services from Family Service that provide personnel to coordinate service learning placements, direct student activities, and allow for Roanoke County staff to attend a conference for TOP planning and training FISCAL IMPACT : The grant amount of $15,000 will cover the cost of these purchased services. STAFF RECOMMENDATION: Appropriation of the grant funds to Grant Award #00- 01 SFVA-K-12-80 Signature Janet L. McLeod Principal, Roanoke County Career Center ACTION Approved (x) Denied ( ) Received ( ) Referred ( ) T® ( ) ~~ ~~ Signature Elmer C. Hodge County Administrator Motion by: H. Odell Minnix to approve VOTE No Yes Abs Church _ x _ Flora _ x McNamara- x Minnix _ x _ Nickens x cc: File Janet L. McLeod, Principal, Roanoke County Career Center Danial Morris, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING ORDINANCE ~•' CITIZEN COMMENTS SUSJECT: ,,~~,,,, I,, 1 would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will •exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD ,~ NAME: / ,~l~l ~ti3~~1~ 1 ADDRESS: '~ i~ ~ -5 ~%/~~lr~/y ~~~~ ,(~~, ~5, ~ PHONE: 7 ? `~ ~' ~ % ~ AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC NEARING ORDINANCE ! CITIZEN COMMENTS SUBJECT: I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW: • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO NAME: ~l~L,L ~ . ~ /~, ~cCl~' _L I/Y / p ADDRESS: -3 d5 ~-G~ ~~ S~~ 4~ J PHONE: ~`r~/ '' ~y~'7 3 / AGENDA ITEM NO. ~- APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~~ ~ ~ ~ ~(+~~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW,' • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~\~Q, l.,On >1~ ~~ ADDRESS: Ua_ L~c~~ PHONE: 3~Sq - 3~6~t~ AGENDA ITEM NO. ~' APPEARANCE REQUEST PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: .~+ ~.Yti ~-- L i ~ ' ~ ~Jff L~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD, /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW,' • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: , ~~ ~ ~~~ ~~~~ ADDRESS: 3~p~ U~JC-~~ ~/ ~ ~y~~ ~"~'' ~~~ PHONE: '~~ 7'~a AGENDA ITEM NO. L- APPEARANCE REQUEST 1~PUBLIC HEARING ORDINANCE CITIZEN COMMENTS SUBJECT: ~~ s~ . ~, .:; _: - _.%o, ~. ,,~ I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~i~~ ~ ~. ,_. ~.. ,. F _ !~ ADDRESS: ~.=~ ~ .~K`~ z' { :%~ ' ,~' PHONE: ,'"j ,,~~ ~°_""; AGENDA ITEM NO. L APPEARANCE REQUEST -PUBLIC RING -ORDINANCE "~ CITIZEN COMMENTS SUBJEC,~I': ~`' ~3 1 would li the Chairman the Board of Supervisors to recognize me during the meeting on the above tter so I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ~ ~ ~ ~. ADDRESS: PHONE: AGENDA ITEM NO. APPEARANCE REQUEST PUBLIC HEARING -ORDINANCE ~~ CITIZEN COMMENTS SUBJECT: I would like the Chairman of the Board of Supervisors to recognize me during the meeting on the above matter so that I may comment. WHEN CALLED TO THE LECTERN, / W/LL G/VE MY NAME AND ADDRESS FOR THE RECORD. /AGREE TO AB/DE BY THE GU/DEL/NES L/STED BELOW; • Each speaker will be given between three to five minutes to comment whether speaking as an individual or representative. The Chairman will decide the time limit based on the number of citizens speaking on an issue, and will enforce the rule unless instructed by the majority of the Board to do otherwise. • The speaker will be limited to a presentation of his/her point of view only. Questions of clarification may be entertained by the Chairman. • All comments must be directed to the Board. Debate between a recognized speaker and audience members is not allowed. • Both speakers and the audience will exercise courtesy at all times. • Speakers are requested to leave any written statements and/or comments with the Clerk to the Board. • Individuals speaking on behalf of an organized group shall file with the Clerk written authorization from the group allowing the individual to represent them. PLEASE PRINT LEGIBLY AND GIVE TO THE CLERK TO THE BOARD NAME: ADDRESS: PHONE: ~ ~ " _, _._ t GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenues Audited Balance at June 30, 2001 $8,572,589 6.80% July 24, 2001 Appropriation to the VRFA -Explore Park ($100,000) July 24, 2001 Loan to VRFA -Explore Park (250,000) Nov 13, 2001 Release of Funds from Advance Auto Agreement 937,329 Mar 12, 2002 CORTRAN additional appropriation 2001-02 (89,262) Balance at Apri19, 2002 $9,070,656 7. Changes below this line are for information and planning purposes only. Balance from above $9,070,656 $9,070,656 7.2 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, Danial Morris Director of Finance Appro d By, %~~ mer C. Hodge County Administrator r~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Audited balance at June 30, 2001 656,424.4 Nov 13, 2001 Transfer from Department Savings 2000-01 144,301.00 6,2001 Lloyd Property Settlement Proceeds 984,000. ug 14, 2001 Solid Waste Collection Canisters (42, 11, 2001 Mason Cove Fire/Rescue Station Septic System (40,000.00) Dec 4, 2001 Facility Security Upgrades (60,000.00) Dec 4, 2001 Infrastructure Improvements, Rt. 220 Clearbrook (300,000.00) Balance at April 9, 2002 $1,342,725.43 Respectfully Submitted, Danial Morris Director of Finance Approv d By, -~C~,~ Elmer C. Hodge County Administrator '" ~, RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2001-2002 Original Budget $100, August 28, 2001 Citizen Satisfaction Survey (1 September 25, 2001 RV Employers of People with Disabilities Awards (1,000 February 12, 2002 Catawba Community Center Lead Paint Abatement (12,000.00) Balance at Apri19, 2002 $75 Respectfully Submitted, Danial Morris Director of Finance Appro ed By, ~~~r~ '"~ Elmer C. Hodge County Administrator ~"~ f 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 June 23, 1998 Savings from 1997-1998 debt fund FY1998-1999 Original budget appropriation FY1999-2000 Original budget appropriation 2,000,000 Less increase in debt service 1,219,855 Nov 9, 1999 Savings from 1998-1999 debt fund FY2000-2001 Original budget appropriation 2,000,000 Less increase in debt service 1,801,579 FY 2001-2002 Original budget appropriation 2,000,000 Less increase in debt service 465,400 Balance at Apri19, 2002 FY2000-2001 Original budget appropriation July 11, 2000 SW Co Regional Stormwater FY2001-2002 Original budget appropriation Iuly 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle Balance at Apri19, 2002 $670,000.00 1,113,043.00 2,000,000.00 321,772.00 2,000,000.00 780,145.00 495,363.00 198,421.00 1,534,600.00 $9,113,344.00 $1,500,000.00 (290,000.00) 1,500,000.00 (1,858,135.00) 851,865.00 * Of this amount $447,280 is currently being used for the lease purchase of refuse vehicles and will be repaid within two years. Respectfully Submitted, Danial Morris Director of Finance Approv d By, ~~ Elmer C. Hodge County Administrator w ~ °~ y Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 MEMORANDUM To: Roanoke County Board of Supervisors Date: 3/26/02 Subject: February and March meetings of Clean Valley Council I was out of town on 2/26/02, the date of the February meeting of the Council Board of Directors. Attached are the minutes of that meeting prepared by the staff. At the March 26, 2002, meeting of the Board held earlier today, the following significant actions occurred: * Heard Maureen Castern report on the National Pollutant Discharge Elimination System (NPDES), Phase 2, and suggest that Clean Valley Council may want to be involved in the education part of the program, subject to financial reimbursement by the local governments. The Council voted to ask staff to pursue the matter, with the possibility of setting up a special committee. * Heard Ms. Castern announce that Roanoke City will conduct a Household Hazardous Waste Day at the Civic Center on May 4. * Heard a presentation on a proposed revised draft of the Council bylaws. Agreed to vote on the proposed revision no later than the June Board meeting. * Discussed this year's Clean Valley Day. I had to leave the March meeting before the end. I will be glad to respond to any questions, or you may wish to call Ann Masters, the Executive Director, at 345-5523. attach: February minutes ~~~~~ ~~~ ~ Clean Valley Council, Inc. Board of Directors' Meeting Minutes 2*26*02 The Board of Directors of Clean Valley Council, Inc. met Tuesday, February 26, 2002 at 12:15 p.m. in the meeting room of the Roanoke Valley Resource Authority. I. OPENING Laura Wasko, President, called the meeting to order at 12:18 p.m. Attendance was recorded. PRESENT: Laura Wasko, Owen Grogan, Michael Ballantyne, Paul Bridge, Pat Counts, Nancy Bailey Duval, Dan Hall, Chip Harris, Eddie Hunter, Cary Lester, and Rusty Richardson. STAFF: Ann Masters and Lexie Levin. APOLOGIES: Bonny Branch, Lee Eddy, Jim Henderson, Julianne Hollingsworth, Anita McMillan, Sandy Murray, Allan Robinson, and Susan Strong. The board approved the minutes from January. ADDITIONS AND CORRECTIONS TO THE AGENDA: Ann Masters explained Bonny Branch was sick and Lexie Levin would be reading her report in her absence. FINANCIAL REPORT: Masters reported the following balances: Undeposited $0.00 cash; $4,739.44 First Citizens Bank; $36,292.00 CD's; and $60,983.59 Paine Webber money market. Masters told to board to note that contributions were up this year. Wasko asked if CVC was receiving any revenue from Cycle Systems. Masters replied not this year. Dan Hall asked if there was any value in plastics recycling. Cary Lester said there was very small revenue from bulk plastics. II. NEW BUSINESS: a. Clean Valley Day: Nancy Bailey Duval reported Clean Valley Day would be held on Saturday, Apri16`h from 9AM to 12PM. She said approximately 150 registration forms have been mailed. She said the event has two sponsors; The Roanoke Times will be giving in-kind donations of bags and gloves and Blue Ridge Outdoors will be giving $1,000.00 towards souvenirs. Duval said the CVC staff and board team has not picked a place clean yet, so they should scout areas that need a clean up. b. Fundraising Committee Report: Dan Hall reported there was a short meeting of the Fundraising Committee following the January Board meeting. A suggestion was made that CVC have more corporate sponsors. Masters said she would encourage board members to join her in asking corporations. c. Education Committee Report: Nancy Bailey Duval reported the Education Committee met following the January board meeting. Duval said over y~lease M-5 the committee discussed several issues including mascot development, Earth Summit, and education packets. Wasko suggested air quality as a possible topic for the 2002 Earth Summit. III. STAFF REPORTS: a. Director's Report: Ann Masters reported • Maureen Castern had been made the acting Environmental Coordinator for the City of Roanoke since Cary Lester's departure from that position. • Tinker Creek Greenway had been cleaned up with approximately 3 tons of litter coming from that effort • The long range planning committee met in January. Chair, Lee Eddy will present the revisions to the by-laws at the next meeting. • CVC received an in-kind donation of a painting for the office • CVC now has charge card from First Citizens Bank • The Jefferson Center is now recycling paper • CVC will be reusing lunch bags for board meetings under the suggestion of Owen Grogan • Masters had an article in The Roanoke Times editorial section on Sunday, February 24, 2002. It was passed around to the board. • Propane tank nozzles will be changing in April and there will be concern of dumping of tanks. The board suggested a public announcement be made regarding this and the safe disposal of them at Household Hazardous Waste Day. b. Educator's Report: Lexie Levin read the report in Bonny Branch's absence. Branch saw 952 students for 141itter and 17 recycling programs. The students were from South Salem, Fairview Magnet, W.E. Cundiff, Colonial, Hurt Park, Herman L. Horn, and Crystal Spring Elementary schools. c. Administrative Assistant's Report: Lexie Levin reported there was need for board members to volunteer on Clean Valley Day preparations and passed around a sign up sheet. Levin also mentioned Earth Day, which will be held on Saturday, Apri120`h. Levin then informed the board of her resignation from CVC effective Friday, March 8, 2002. She thanked the board for the opportunity to work for such a noble organization and said she would continue to support CVC in the future. The meeting adjourned at 1:20 PM. V" 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: April 9, 2002 AGENDA ITEM: Budget Work Session COUNTY ADMINISTRATOR'S COMMENTS: At the last Board meeting, you made several major budget decisions. These were the allocation to the schools, the salary increase for the school and county employees, and the health insurance allocation. There are still many items to decide on the overall county budget. Knowing the limitations that we would face as a result of the economy and the financial problems of the Commonwealth, the County staff and I have struggled forseveral months to try to find ways to cutourexistmgcosts as much as possible so that you would have these savings to help fund the 2002-03 budget. We have reviewed the expenses and organizational structures with each County department to determine where we could combine or eliminate functions in order to operate at the most efficient level The employees have also been a part of the budget preparation. They will be converting to a revised health insurance plan in order to save money on their monthly premiums, and also to save money on the County portion of the premiums. The plan changes that were made resulted in savings of $600,000 to the County and $250,000 to the County employees. Today, we will be bringing you the results of our preliminary budget work, so that we can reach a consensus on the direction for the final budget. SUMMARY OF INFORMATION: At this work session, we will review the following items: 1. Current year budget (2001-2002) a. Revenue shortfall b. Recommended expenditure cuts to meet the revenue shortfall ~- i 2. Next year budget (2002-2003) a. Revenues b. Major expenditure challenges c. New operating expenditures d. New capital initiatives e. Allocations to Social, Arts, and Cultural organizations The Social, Arts and Cultural worksheets are provided under separate cover in the front of the agenda materials. Please bring your completed Social, Arts, and Cultural worksheets to the meeting so that we can tabulate the results prior to the work session. SUBMITTED BY: Brent Robertson Director of Management and Budget APPROVED: /~~`f _-- Elmer C. 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N .O O L •- N O O ~ ~ a O ~~ m m~~_~ U O d~~ U~~ U~ -2- County of Roanoke Proposed Departmental Budget Reductions FY2001-2002 (Current Year) FY2001-2002 Desciption Reductions County Administrator Travel and Training 1,500 PC Replacement 2,000 Economic Development Small Capital (from rollover) 5,000 Out-of-State Marketing Travel 10,000 General Services Holding 2 Positions (until 6/30/02) 28,000 Property Mgmt-telephone 2,600 Tipping Fees 30,000 Deferred Bldg Maintenance--RCAC 10,000 Sheriff Utility Savings Defer PC Replacement; Administrative Training; Defer Capital Maintenance Parks & Recreation Craig Center-Reduce PM Hours Other Operational Items Therapeutics (fund w/ Fee Class accounts) Part-Time Mowing Crew Outdoor Telephones Defer Capital Maintenance Projects Fire and Rescue Shared Salary Costs Vehicle Replacement RE Valuation Training Internet Development (from rollovers) Public Information Freezing Department Human Resources Rollover for Training and DP Equipment Employee Circle Program 26,182 20, 000 2, 800 5, 000 8, 200 8, 800 2, 080 25,000 3, 500 15,000 70,600 46,182 51, 880 139, 000 23,000 162,000 3,400 8,900 12,300 40,000 7,200 10,000 17,200 -3- County of Roanoke Proposed Departmental Budget Reductions FY2001-2002 (Current Year) FY2001-2002 Desciption Reductions Community Development Personnel Savings-frozen positions and turnover 70,000 Deferred GIS Development-DP Equip. 100,000 Illegal Dump Fund 10,000 Hollins Village Incentives 35,000 215,000 Police Defer Hiring 45,000 Elections Staff Travel and Training 3,500 Finance Defer Hiring 8,462 PC and Workstation (from rollovers) 4,467 12,929 Board of Supervisors Warrants and Fees 1,000 Employee Newsletter 2,000 Flags and Promotions 700 3,700 County Attorney PC Replacement 1,480 Copying-County Code 5,000 6,480 Purchasing Overtime and Part-time 3,700 Postage 1,000 Travel and Training 2,000 6,700 Management and Budget Training and Travel 1,500 Printing and Binding 1,000 Part-time 1,000 3,500 Treasurer Postage 4,000 Repairs and Maintenance 2,500 Defer PC Replacements 4,000 10,500 Commissioner of Revenue Delaying Hire of Personnel 9,500 Travel and Training 1,000 10,500 -4- County of Roanoke Proposed Departmental Budget Reductions FY2001-2002 (Current Year) FY2001-2002 Desciption Reductions Clerk of Circuit Court Deferral of Year-end PC Replacements 12,000 Assistant County Administrators 4,200 Chief Financial Officer 2,000 Miscellaneous: Budgeted Fuel Cost Increases 200,000 Total Potential Reductions 954,671 -5- Roanoke County Board of Supervisors Budget Work Session FY2002-2003 April 9, 2002 A. Expenditure Reductions for FY2002-2003: 1. Constitutional Officers During the 2002 General Assembly session, the legislature approved funding reductions state-wide to the offices of Sheriff, Commonwealth Attorney, Commissioner of Revenue, Treasurer, and Clerk of the Circuit Court. The latest information indicates that Roanoke County will lose approximately $300,000 through these reductions. Current revenue projections reflect these reductions. The breakdown of the funding reductions are estimated as follows: Sheriff Commonwealth Attorney Commissiner of Revenue Treasurer Clerk of Circuit Court O tip ons: 1. The General Assembly has passed legislation that will allow localities the option of imposing additional court costs following convictions on certain offenses. These costs are associated with actions undertaken by the Sheriffs Office and the revenue can be retained by the locality. a. Sheriffs' Processing Fee (SB 406) - $25 on admission to the jail b. Courthouse Security (SB 693) - $10 on each traffic or criminal conviction c. DNA Sample (SB 419) - $25 for withdrawal of tissue, blood, or saliva 2. Reduce staffing and/or operating budgets of constitutional offices 2. Eliminate Public Information Office $197, 385 32,200 18,830 18, 060 30, 940 $150, 000 125,000 6, 000 84, 000 The vacant position of Director of Community Relations will remain unfunded for FY02-03 and the operating budget associated with the function will be eliminated. A budget of $97,000 will remain to fund the County's obligation to RVTV (funded with revenue derived from the Cox Cable franchise agreement). 3. Reduce Explore Park Funding 50,000 The current year allocation to Explore is $515,440. Explore will receive $70,927 in revenue from the state during 2002-03. They have already been told that Bedford will be eliminating their contribution of $12,500 in 2002-03. This $50,000 reduction from Roanoke County will leave the 2002-03 revenues for Explore at the same level as 2001-2002. 4. Withdraw County staff from DMV office TBD Staff would like to discuss this issue with the Board. ~'~ -6- Roanoke County Board of Supervisors Budget Work Session FY2002-2003 April 9, 2002 B. New Initiatives: 1. E-911 Dispatchers - 6 197,000 Beginning on January 1 of this year (2002), the Virginia State Police began transferring wireless (cell phone) E-911 calls to the locality from which the call emanates. At this time, several of the smaller cellular providers have completed the system changes to switch these emergency calls to the County E-911 center. By 7/1/02 all the major cellular providers will have made the necessary changes and all wireless E-911 calls made within Roanoke County will come into our center. It is estimated that the call volume could increase by as much as 50%. The Police Department has recommended adding 6 additional Dispatchers at this time to handle the increased workload. Funding for these positions can partially be offset with savings related to the elimination of shared salary costs for paid staff at the Vinton station. The personnel reimbursement will now be covered with the rescue fees. 2. School Resource Officer -Hidden Valley HS 68, 000 With the opening of the new Hidden Valley High School, an additional School Resource Officer will need to be added at this location. Currently, SRO positions are located at all other county middle and high schools. The funding of this position was shared with the Schools and was included in the School's funding allocation agreed upon at the March 26 Board meeting. 3. Organizational Restructuring Finance/Procurement/Utility Billing General Services/Garage/Property Management Over the last month or so, meetings were held with each county department head to discuss organizational structure related to their functional area and to review methods of achieving increased efficiency and improving service delivery. As a result of these meetings, it was determined that departmental operations in several areas could be combined or transferred to other departments. -7- Roanoke County Board of Supervisors Budget Work Session FY2002-2003 April 9, 2002 C. Ca i ieveral critical capital needs will not be able to be funded within the the current revenue stream. these projects have significant impact on our citizens and on everyday operations of our >rganization. We currently have capital balances available that can be used to begin these mportant projects without affecting existing services. 1. NPDES - Stormwater Management 160,000 The initial phase of this project called for $200,000; however, $40,000 of this was deemed recurring costs and will be budgeted in Community Development's operational budget. 2. IT Infrastructure Upgrades 500,000 Elaine Carver, Director of Information Technology and Dan O'Donnell, Assistant County Administrator will present justification and implementation schedule. 3. Virginia Western Community College 32,267 2 years ago, the Board of Supervisors agreed to fund a $96,800 construction request from VWCC over a 3 year period. This amount represents the final installment of that obligation. D. Contributions to Human Service. Cultural. Tourism, and Other Agencies: A worksheet for each Board member to determine contribution amounts for FY02-03 is included in in the packet under separate cover. -8- AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 9, 2002 RESOLUTION 040902-8 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 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Church to adopt the Certification Resolution, and carried by the following recorded vote: AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church NAYS: None A COPY TESTE: ~. Brenda J. Hol n, CMC Deputy Clerk to the Board of Supervisors cc: File Closed Meeting File o~ pOANp,~.~ ~ ~-~ z c> 7838 P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540)772-2005 MARY H. ALLEN, CMC FAX (540) 772-2193 CLERK TO THE BOARD Email: mallen~co.roanoke.va.us April 11, 2002 Mr. Bittle W. Porterfield, III, Chairman Roanoke Valley Resource Authority 1020 Hollins Road Roanoke, VA 24012 Dear Mr. Robinson: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us Attached is a copy of Resolution No. 040902-3 approving the 2002-2003 operating budget for the Roanoke Valley Resource Authority. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, April 9, 2002. If you need further information, please do not hesitate to contact me. Sincerely, Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors Attachment cc: Diane D. Hyatt, Director, Chief Financial Officer Danial Morris, Director, Finance John R. Hubbard, CEO, RVRA Mary F. Parker, Clerk, Roanoke City Council Carolyn S. Ross, Clerk, Vinton Town Council s ~ of AoAN ~F • ~, z ~ 1838 P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540)772-2005 MARY H. ALLEN, CMC FAX (540) 772-2193 CLERK TO THE BOARD Email: mallen~co.roanoke.va.us April 10, 2002 Mr. Michael Cline State Coordinator of Emergency Management Virginia Department of Emergency Management 10501 Trade Court Richmond, VA 23236-3713 Dear Mr. Cline: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us Attached is a copy of Resolution 040902-1 ordering an evacuation of the Keeling property and implementing the provisions of the Governor's Executive Order. This resolution was adopted by the Board of Supervisors at their meeting on Tuesday, April 9, 2002. If you need further information, please do not hesitate to contact me. Sincerely, Brenda J. Holton, CMC Deputy Clerk to the Board of Supervisors Attachment cc: File Paul M. Mahoney, County Attorney Richard Burch, Chief, Fire & Rescue Ray Lavinder, Chief of Police Skip Burkart, Commonwealth's Attorney Captain Charles R. Compton, Jr., Virginia State Police Magistrates Michael Cline, State Coordinator of Emergency Management Brett Burdick, Virginia Department of Emergency Management Robert Crouch, Secretary of Public Safety Donald Welsh, Regional Adm., U. S. Environmental Protection Agency Chris Wagner, Environmental Protection Agency Bob Kelly, Environmental Protection Agency Robert Burnley, Director, Virginia Department of Environmental Quality Rick Weeks, Regional Department of Environmental Quality Dr. Margaret Odell, Director, Regional Health Department James Garner, Jr., State Forester, Virginia Department of Forestry Chris Thomsen, Virginia Department of Forestry Chuck Hutsell, Virginia Department of Forestry Brenda Holton -Copies of Evacuation Resolution Page 1 From: Brenda Holton To: Paul Mahoney Date: 4/10/02 11:34AM Subject: Copies of Evacuation Resolution Paul, do you think all of these below need copies of the resolution with letter from Clerk? Add or delete. These names and addresses came from the Thank You letters that Hodge and Burch did after the fire. Thanks. cc: File Paul M .Mahoney, County Attorney Richard Burch, Chief, Fire & Rescue Ray Lavinder, Chief of Police Michael Cline, State Coordinator of Emergency Management Brett Burdick, Virginia Department of Emergency Management Robert Crouch, Secretary of Public Safety Donald Welsh, Regional Adm., U. S. Environmental Protection Agency Chris Wagner, Environmental Protection Agency Bob Kelly, Environmental Protection Agency Robert Burnley, Director, VA Department of Environmental Quality Rick Weeks, Regional Department of Environmental Quality ???? for those below: Dr. Margaret Odell, Director, Regional Health Department James Garner, Jr., State Forester Chris Thomsen, Virginia Department of Forestry Chuck Hutsetl, Virginia Department of Forestry Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors 540-772-2005 bholton@co.roanoke.va.us Brenda Holton -Invocation -Rabbi Kogan - 4/9/02 ~ Page 1 From: Brenda Holton Q ~ ~ S ~ ~ ~ ~~''" To: Butch Church Date: 4/2/02 3:45PM Subject: Invocation -Rabbi Kogan - 4/9/02 Rabbi Manes Kogan from Beth Israel Synagogue has agreed to give the invocation at the April 9th meeting. He is out of his office this week until Fri but I caught up with him at home. I told him that you would give him an opportunity to speak before the invocation. He mentioned that he knew Mr. Hodge and had been to his office. He has also done the invocation for Roanoke City Council. He asked me to call his secretary, Ms. Bruty, 343-0289, Tuesday morning before the meeting to remind him. Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors 540-772-2005 bholton@co.roanoke.va.us (1~~11 ~ 5 ~o~ CoS~ CC: Elmer Hodge `~~~ ~n: ~~ ~~ ~ ~~~ Brenda Holton -Medical Emergency Leave Cash-in Benefit Page 1 From: Joe Sgroi To: Elmer Hodge Date: 4/3/02 2:04PM Subject: Medical Emergency Leave Cash-in Benefit Elmer- I am re-sending the Medical Emergency Leave Cash-in Policy attachment with the revisions discussed this AM due to a technical error regarding the sick leave pay out at termination. Sick leave pay out at terminiation is $10.00/day. The $35/day pay out is for when an employee retires under VRS. Sorry for the inconvenience. Please call me if you have any questions. Thanks, Joe Sgroi CC: Anita Hassell; Brenda Holton; Dan ODonnell; Danial Morris; Diane Hyatt; John Chambliss; Wanda Riley Brenda Holton -April 9 Agenda ~ _ Page 1 From: Diane Childers To: Brenda Holton Date: 4/1 /02 11:56AM Subject: April 9 Agenda Just a note to let you know that the Budget Department would like to add Acceptance of the Distinguished Budget Presentation Award for Fiscal Year 2001-02 to the agenda. The award is presented by the Government Finance Officer's Association. Diane S. Childers Program Support Specialist County of Roanoke E-mail: dchilders@co.roanoke.va.us Phone: (540) 772-2178 Fax: (540) 772-2089 CC: Brent Robertson; Geraldine Barber ." .~ ROANOKE VALLEY RESOURCE AUTHORITY March 27, 2002 Ms. Mary H. Allen, CMC/AAE Clerk to the Board of Supervisors Roanoke County P.O. BOX 29800 Roanoke, VA 24018 Dear Ms. Allen: In accordance with the Member Use Agreement, the Resource Authority is submitting its 2002-2003 Annual Budget to the Board of Supervisors for approval. Enclosed are copies of the 2002-2003 Budget for each member of the Board. A copy of the budget, along with the attached letter, have been sent to Mr. Hodge, requesting that he initiate action for approval of the budget by the Board of Supervisors. If you have any questions or if you need additional copies of the budget, please let me know. Your help with this matter is appreciated. Sincerely, John R. ubbard, P.E. Chief Executive Officer cc: Danial Morris 1020 Hollins Road Roanoke, Virginia 24012 (540) 857-5050 Fax (540) 857-5056 Web Site: www.rvra.net .' `~ ROANOKE VALLEY RESOURCE AUTHORPI'Y March 27, 2002 Mr. Elmer C. Hodge County Administrator County of Roanoke P.O. Box 29800 Roanoke, VA 24018 Dear Mr. Hodge: On March 27, 2002, the Roanoke Valley Resource Authority approved its 2002/2003 annual budget. The budget totals $8,269,925 and represents a slight decrease of .6% over the current 2001 /2002 Budget. The tipping fee rates remain the same for commercial users and for the Charter Members. This will be the tenth year that fees have remained at the current rate for commercial users. The Resource Authority continues its efforts to provide the most economical service possible while maintaining high quality service to the Roanoke Valley. This proposed budget is a reflection of those efforts. In accordance with the Member Use Agreement, the Resource Authority's 2002/2003 A nn',:a.l R,w~lget iS being SiNbmitter~ fnr the ('nitnty of R na~nnl{P Rcard of Ciupe=~"'Sot's appr^~'al• Attached is a summary of the budget, a comparison of the budget and the bond projections. A detailed budget is available, if additional information is needed. The Resource Authority is committed to serving the residents and businesses of the County of Roanoke and other Charter Members, and we look forward to a successful future. Sincerely, Bittle W. Porterfield III Chairman 1020 Hollins Road Roanoke, Virginia 24012 (540) 857-5050 Fax (540) 857-5056 Web Site: www.rvra.net LEGAL NOTICE ROANOKE COUNTY BOARD OF SUPERVISORS Please be advised that the Board of Supervisors ofRoanoke County, Virginia, at its meeting on April 23, 2002, at the Roanoke County Administration Center, 5204 Bernard Drive, S.W., Roanoke, Virginia, at 7:00 p.m. or as soon thereafter as the matter may be heard, will hold a public hearing and second reading on the following matter, to-wit: ORDINANCE TO VACATE A 15' SANITARY SEWER EASEMENT ON `PLAT OF "THE ORCHARDS", APPLEWOOD SECTION NO. 8', IN PLAT BOOK 14, PAGE 178, AND A PORTION OF A 20' SANITARY SEWER EASEMENT ON `PLAT SHOWING "THE ORCHARDS", HUNTRIDGE ROAD EXTENDED' IN PLAT BOOK 17, PAGE 85, AND FURTHER SHOWN AS EXISTING 20' SANITARY SEWER EASEMENT (P.B. 17, PG. 85) IN PLAT BOOK 18, PAGE 99, AND LOCATED IN THE HOLLINS MAGISTERIAL DISTRICT A copy of this ordinance is available for inspection in the office of the Clerk to the Board of Supervisors at 5204 Bernard Drive, Roanoke, VA. All members of the public interested in this matter may appear and be heard at the time and place aforesaid. Dated: April 5, 2002 Mary H. Allen, CMC/AAE Clerk to the Board Please publish on the following dates: Tuesday, April 9, 2002 Tuesday, April 16, 2002 Please send the invoice to: F&W Community Development Corp, 2917 Penn Forest Blvd. Roanoke, VA 24018 SEND ORIGINAL AFFIDAVIT OF PUBLICATION TO: Mary H. Allen Clerk to the Board P.O. Box 29800 Roanoke, VA 24018 LEGAL NOTICE ROANOKE COUNTY BOARD OF SUPERVISORS Please be advised that the Board of Supervisors of Roanoke County, Virginia, at its meeting on April 23, 2002, at the Roanoke County Administration Center, 5204 Bernard Drive, S.W., Roanoke, Virginia, at 7:00 p.m. or as soon thereafter as the matter may be heard, will hold a public hearing and second reading on the following matter, to-wit: ORDINANCE VACATING AND CLOSING AN UNIMPROVED AND UNUSED PORTION OF 25' RIGHT-OF-WAY KNOWN AS JOl~iES STREET LYING ADJACENT TO LOTS 12 (TAX MAP #2"i .13-6-41) AND 13 (TAX MAP #27.13-6-15), BLOCK 3 AND LOT 12, BLOCK 5 (TAX MAP # 27.13-6-14), IN SECTION NO. 1, DWIGHT HILLS SUBDIVISION SHOWN IN PLAT BOOK 3, PAGE 5, IN THE HOLLINS MAGISTERIAL DISTRICT A copy of this ordinance is available for inspection in the office of the Clerk to the Board of Supervisors at 5204 Bernard Drive, Roanoke, VA. All members of the public interested in this matter may appear and be heard at the time and place aforesaid. Da1:ed: April 5, 2002 Mary H. Allen, CMC/AAE Clerk to the Board Please publish on the following dates: Tuesday, April 9, 2002 Tuf;sday, April 16, 2002 Thiis is a private citizen, payment will be sent (or contact made for payment) prior to noon on Friday, April 5, 2002 William N. Reedy and Deborah E. Reedy 1343 Nover Avenue Roanoke, VA 24019 (540) 563-5691 SEND ORIGINAL AFFIDAVIT OF PUBLICATION TO: Mary H. Allen Clerk to the Board P.O. Box 29800 Roanoke, VA 24018 LEGAL NOTICE ROANOKE COUNTY BOARD OF SUPERVISORS Please be advised that the Board of Supervisors of Roanoke County, Virginia, at its meeting on Apri123, 2002, at the Roanoke County Administration Center, 5204 Bernard Drive, S. W., Roanoke, Virginia, at 7:00 p.m. or as soon thereafter as the matter may be heard, will hold a public hearing and second reading on the following matter, to-wit: ORDINANCE TO VACATE A 15' DRAINAGE EASEMENT DEDICATED ACROSS LOT 10, BLOCK SS, PLAT OF SECTION NO. 15, PENN FOREST, IN PLAT BOOK 9, PAGE 139, RE SUBDIVIDED BY PLAT IN DEED BOOK 1192, PAGE 350, AN!D ACROSS LOT 1, BLOCK UU, PLAT OF SECTION NO. 18, PEI'~iN FOREST, IN PLAT BOOK 9, PAGE 331, AND TO VACATE A 40' DRAINAGE EASEMENT ACROSS LOT 10, BLOCK SS, SECTION 15, PENN FOREST, CREATED BY PLAT RECORDED IN DEED BOOK 1225, PAGE 1693, LOCATED IN TH]E CAVE SPRING MAGISTERIAL DISTRICT A a~py of this ordinance is available for inspection in the office of the Clerk to the Board of Supervisors at 5204 Bernard Drive, Roanoke, VA. All members of the public interested in this matter may appear and be heard at the time and place aforesaid. Dated: April 5, 2002 Mary H. Allen, CMC/AAE Clerk to the Board Please publish on the following dates: Tuesday, April 9, 2002 Tuesday, April 16, 2002 This is a private citizen, payment will be sent (or contact made for pa;~ment) prior to noon on Friday, April 5, 2002 James F. Kinder, Jr. 3043 Purple Finch Road Roanoke, VA 24018 (5440) 774-7708 SEND ORIGINAL AFFIDAVIT OF PUBLICATION TO: Mary H. Allen Clerk to the Board P.O. Box 29800 Roanoke, VA 24018 f~ t v LE AL N I E G OT C ROANOKE COUNTY BOARD OF SUPERVISORS The Roanoke County Board Of Supervisors will hold a public hearing at 7 p.m. on Tuesday, April 23, 2002, in the Board Meeting Room of the Roanoke County Administration Center, 5204 Bernard Drive, Roanoke, VA, on the petition of Mr. and Mrs. William Reedy to vacate a 25-foot unimproved right-of-way known as "Jones Street" recorded in Plat Book 3, Page 5, Section 1, Dwight Hills. A copy of this application is available for inspection in the Department of Community Development, 52()4 Bernard Drive, Roanoke, VA. Dated: .","r.^ar^ '^x002 8~~.• L 5~ 2ooZ Mary H. Allen, CMC Clerk to the Board Please publish in the Roanoke Times Tuesday, April 9, 2002 Tuesday, April 16, 2002 Direct the bill for publication to: This is a private citizen, payment will be sent (or contact made for payment) prior to noon on Friday, April 5, 2002 Mr. and Mrs. William Reedy 1343 Nover Avenue Roanoke, VA 24019 (540) 563-5691 SEND ORIGINAL AFFIDAVIT OF PUBLICATION TO: Mary H. Allen Clerk to the Board P. O. Box 29800 Roanoke, VA 24018 j' ~~,u~ol~~.c~m `~~~- , ~~ ~~ ~ 1 LEGAL NOTICE ROANOKE COUNTY BOARD OF SUPERVISORS The Roanoke County Board Of Supervisors will hold a public hearing at 7 p.m. on Tuesday, April 23, 2002, in the Board Meeting Room of the Roanoke County Administration Center, 5204 Bernard Drive, Roanoke, VA, on the petition of Mr. James F. Kinder, Jr. to vacate a 15-foot drainage easement dedicated in Plat Book 9, Page 139, Section 15, Penn Forest and in Plat Book 9, Page 331, Section 18, Penn Forest and to vacate a 40 foot drainage easement dedicated in Deed Book 1.~5' page 1691. A copy of this application is available for inspection in the Department of Community Development, 5204 Bernard Drive, Roanoke, VA. I ~-2~ Dated: 2 A~-,o,-~l 5~ 2ooL V Mary H. Allen, CMC Clerk to the Board Please publish in the Roanoke Times Tuesday, April 9, 2002 Tuesday, April 16, 2002 Direct the bill for publication to: This is a private citizen, payment will be sent (or contact made for payment) prior to noon on Friday, April 5, 2002 Mr. James F. Kinder, Jr. 3043 Purple Finch Road Roanoke, VA 24018 (540) 774-7708 SEND ORIGINAL AFFIDAVIT OF PUBLICATION TO: Mary H. Allen Clerk to the Board P. O. Box 29800 Roanoke, VA 24018 2 MEMO To: Mary Allen, Clerk to Board of Supervisors From: Arnold Covey, Engineering and Inspections Subject: Legal Notice Date: March 28, 2002 Please advertise the following notice in The Roanoke Times: Request to vacate a 25-foot unimproved right-of-way known as "Jones Street" recorded in Plat Book 3, Page 5, Section 1, Dwight Hills. Thank you. PLEASE BILL: Mr. and Mrs. William Reedy 1343 Nover Avenue Roanoke, VA 24019 MEMO To: Mary Allen, Clerk to Board of Supervisors From: Arnold Covey, Engineering and Inspections / i~`° Subject: Legal Notice Date: March 28, 2002 Please advertise the following notice in The Roanoke Times: Request to vacate a 15-foot drainage easement dedicated in Plat Book 9, Page 139, Section 15, Penn Forest and in Plat Book 9, Page 331, Section 18, Penn Forest and to vacate a 40-foot drainage easement dedicated in Deed Book ~'i25, Page 1691. ~ ~l .~-'' Thank you. PLEASE BILL: Mr. James F. Kinder, Jr. 3043 Purple Finch Road Roanoke, VA 24018 Brenda Holton - LEGAL.A03 - . Page 1 . ,. Memo To: Mary Allen, Clerk to Board of Supervisors From: Arnold Covey, Engineering and Inspections Subject: Legal Notice Date: April 3, 2002 Please advertise the following notice in The Roanoke Times: An ordinance to vacate a 15-foot sanitary sewer easement on plat entitled, "The Orchards, Applewood, Section No. 8," Plat Book 14, Page 178, and further shown in Plat Book 18, Page 99, and a portion of a 20-foot sanitary sewer easement on plat entitled, "The Orchards, Huntridge Road Extended," Plat Book 17, Page 85, and further shown as "Existing 20' Sanitary Sewer Easement (P.B. 17, PG. 85)" in Plat Book 18, Page 99, and located in the Hollins Magisterial District. Thank you. PLEASE BILL: FRALIN AND WALDRON 2917 PENN FOREST BLVD. ROANOKE, VA 24018 Brenda Holton -Legal Ad -Penn Forest - . - Page 1 From: Agnes Engl To: Brenda Holton Date: 4/3/02 1:49PM Subject: Legal Ad -Penn Forest I forgot to tell you, you will have to change Deed Book number 1225 in legal notice for The Times Also, I am attaching a legal notice for "The Orchards" ordinance. 1 am sorry for the confusion. MEMO To: Mary Allen, Clerk to Board of Supervisors From: Arnold Covey, Engineering and Inspections Subject: Legal Notice Date: April 3, 2002 Please advertise the following notice in The Roanoke Times: An ordinance to vacate a 15-foot sanitary sewer easement on plat entitled, "The Orchards, Applewood, Section No. 8,"Plat Book 14, Page 178, and further shown in Plat Book 18, Page 99, and a portion of a 20-foot sanitary sewer easement on plat entitled, "The Orchards, Huntridge Road Extended," Plat Book 17, Page 85, and further shown as "Existing 20' Sanitary Sewer Easement (P.B. 17, PG. 85)" in Plat Book 18, Page 99, and located in the Hollins Magisterial District. Thank you. PLEASE BILL: FRALIN AND WALDRON 2917 PENN FOREST BLVD. ROANOKE, VA 24018 Brenda Holton - Re: Board Reports ~ _ - , Page 1 From: Agnes Engl To: Brenda Holton Date: 4/4/02 8:33AM Subject: Re: Board Reports No other changes than the Deed Book # in the legal ad and report. Thursday afternoon for faxing legal ad o.k. with me. Thanks for all your work. »> Brenda Holton 04/04/02 08:09AM »> Agnes, have there been any other changes in the legal ads? Mary said to wait until Thursday afternoon and I thought to email them to the paper at noon. Then I will make you a copy for the citizens and they can go down and pay. They have to pay by Noon Friday. Is this OK with you? Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors 540-772-2005 bholtonC~co.roanoke.va.us »> Agnes Engl 04/03/02 01:14PM »> Agenda Item for Penn Forest should read "Deed Book" 1225, Pg. 1691, not 1125. Also, please let us know when to notify Mr. Reed and Mr. Kinder to go to the Roanoke Times to pay for advertisement. Thank you.