HomeMy WebLinkAbout4/15/2003 - RegularRoanoke County
Board of Supervisors
Agenda
April 15, 2003
This is an adjourned meeting from the April 8, 2003 Board of Supervisors meeting
for the purpose of a work session and act on item on intersection improvements
at Indian Grave Road and Route 220.
Good afternoon and welcome to our meeting
held on the second Tuesday and the fourth 1
held at 7:00 p.m. on the fourth Tuesday of e~
will be announced. The meetings are broadc
rebroadcast on Thursdays at 7:00 p.m. and ~
are now closed-captioned. Individuals who rE
to participate in or attend Board of Supervisor:
Board at (540) 772-2005 at least 48 hours in a
A
B
C
D
E
OPENING CEREMONIES (5:00 p.m.)
1. Roll Call
REQUESTS TO POSTPONE, ADD
AGENDA ITEMS
for April 15, 2003. Regular meetings are
uesday at 3:00 p.m. Public hearings are
ch month. Deviations from this schedule
ast live on RVTV, Channel 3, and will be
~n Saturdays at 4:00 p.m. The meetings
quire assistance or special arrangements
> meetings should contact the Clerk to the
dvance.
TO, OR CHANGE THE ORDER OF
WORK SESSION (4th FLOOR CONFE~2ENCE ROOM)
1. Work session to review the County' funding participation for the Indian Grave
Road project. (Arnold Covey, Direc or of Community Development)
CITIZENS' COMMENTS AND COMMUNICATIONS
NEW BUSINESS
1. Request by contractor to rescind th~ 3-way intersection and approve the 4-
way intersection and signal light im rovement at Indian Grave Road
F. ADJOURNMENT
e ~ ~ I
ACTION NO.
ITEM NO. C - ~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOI~E COUNTY ADMINISTRATION CENTER
MEETING DATE: April 15, 2003
AGENDA ITEM: Work session to review the County's funding participation for
the Indian Grave Road project.
SUBMITTED BY: Arnold Covey
Director of Commuinity Development
APPROVED BY: Elmer C. Hodge
County Administrat',or
COUNTY ADMINISTRATOR'S COMMENTS:
SUMMARY OF INFORMATION:
At the April 8, 2003 Board of Supervisors meeting, staff was requested to provided to the
Board a breakdown of County funding far the 3-way versus 4-way intersection
improvements at Route 220 and Indian Grave Road.
Attached is a spreadsheet showing County funds allocated to each project. Please note
that the $300,000 previously appropriated bye the Board has not been shown in either
project. The reason is regardless of which project is selected, the engineering,
environmental study and surveying would still'~have been required.
VDOT has indicated that the County funds spept to date on the engineering, environmental
and surveying may be eligible for reimbursement. Therefore if the Board agrees to move
forward with the 4-way intersection, staff will b requesting the Board at the April 15, 2003
Board meeting to amend the Six Year Second~ry Construction Plan for FY 2003-2009 and
the allocation of funds for FY 2003-2004 to reallocate $430,000 from the Buck Mountain
Road to Indian Grave Road project. This adjustment was not made earlier because it
appeared the 3-way intersection improvement was the only alternative.
Staff is requesting the Board to hold a public hearing and select one of the alternatives
below:
C-1
ALTERNATIVES:
1. Authorize the County to enter into a contract with Allegheny Construction to build the 4-
way intersection subject to the following conditions:
(a) Acceptance of the offer of Vine & Branch to contribute $75,000 and the offer of
Wray and Jackson to contribute $75,000 for a total of $150,000 to be appropriated
to this project.
(b) Property owners on the east side of Route 220 to donate the necessary rights-of-
ways and easements prior to executing the 4-way contract with Allegheny
Construction Company.
(c) Reaffirming Resolution 111902-10 approving a County-State agreement with VDOT
for construction of a 4-way intersection.
(d) Reaffirming the previous appropriations for this project.
(e) Consider amending the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to
show the reallocation of $430,000 from the Buck Mountain Road to the Indian
Grave Road project at the Board's April 22, 2003 meeting.
(f) Rescind the March 11, 2003 Board action for the 3-way intersection upon Roanoke
County receiving items a and b.
2. Reconfirm Board of Supervisors action on March 11, 2003 and authorize the County to
execute the contract with Allegheny Construction to build the 3-way intersection.
Funding has been appropriated for this alternative as follows:
(a) The bid for the 3-way intersection is a total cost of $510,890.
(b) Reaffirming the previous appropriations for this project.
STAFF RECOMMENDATION:
Staff recommends alternative 1.
2
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AGENDA ITEM NO.
PUBLIC HEARING ORDINANCE CITIZEN COMMENTS
SUBJECT: 1 is ~n Gt'ni7r i~iC~zcJ
would like the Chairman of the Board of Supervisors to recognize me during the
meeting on the above matter so that I may comment.
WHEN CALLED TO THE LECTERN, I WILL GIVE MY NAME AND
ADDRESS FOR THE RECORD. I AGREE TO ABIDE BY THE
GUIDELINES LISTED BELOW:
^ Each speaker will be given three (3) minutes to comment, whether speaking as an
individual or representative. The Chairman 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:~'~y ,~L 3 '7
GROUP/ORGANIZATION: ~~~~~~o~~ ~/ ~; ~ ~~~~ j~/~.
ACTION NO. A-041503-1
ITEM NO. E-1
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: April 15, 2003
AGENDA ITEM: Request by contractor to rescind the 3-way intersection and
approve the 4-way intersection and signal light improvement at
Indian Grave Road
SUBMITTED BY:
APPROVED BY:
Arnold Covey
Director of Community Development
Elmer C. Hodge
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Roanoke County will benefit from the construction of the 4-way stoplight at Indian Grave
Road for many reasons including the following:
1. The additional cost to the County for the 4-way is minimal compared to the value gained
today and the potential cost at a later date.
2. It is better to do all of the construction once, rather than disrupting traffic on a major road
now, with a 3-way, and again when the additional lane is put in.
3. We can eliminate the uncertainty of acquiring easements/rights-of-way now by having
them donated. We are also getting $150,000 in cash to put towards the construction.
These two contributions may not be there in the future.
4. VDOT and the Contractor both prefer the 4-way project.
Recommend approval of the 4-way alternative
SUMMARY OF INFORMATION:
The Board of Supervisors previously approved the Indian Grave Road and Route 220
intersection improvement as part of Roanoke County's Six Year Secondary Construction
Plan for 2002-2008. The purpose of this project is to address the safety concerns of the
community with the installation of right turn lanes, closure of Clearbrook Lane and Route
220 intersection, and signalization of the Indian Grave Road and Route 220 intersection.
On November 19, 2002, the Board of Supervisors approved a resolution allowing the
County to advertise, bid, award, and administrate the construction contract for the 4-way
design for the Indian Grave Road and Route 220 intersection improvements.
On December 17, 2002, the Board of Supervisors approved an ordinance authorizing the
acquisition of real estate for the 4-way design upon completion of the construction plans.
Staff made every effort to get the necessary easements and rights-of-ways from three
property owners on the east side of Route 220, as well as from the property owners on the
Indian Grave Road side. Having successfully obtained the necessary easements and
rights-of-ways for the 3-way intersection and unable to reach an agreement with Dr. Resk
and Vine & Branch on the east side of Route 220, Roanoke County decided to bid the
project with two options.
Option 1, referred to as the base bid, is the 3-way intersection improvement. Work to be
performed under this contract are improvements to Indian Grave Road and Route 220
such as installation of a right turn lanes, drainage items, entrance improvements and
installation of a 3-way traffic signal.
Option 2, referred to as alternate bid, is the 4-way intersection improvement. This contract
involves the same work as option 1 but includes the extension of Indian Grave Road on the
east side of Route 220, removal of the Clearbrook Lane Bridge, closure of the Clearbrook
Lane intersection with Route 220 and the installation of a 4-way traffic signal.
On February 2, 2003, Roanoke County advertised a request for bids on the 3-way
intersection improvement (base bid) and the 4-way intersection improvement (alternate
bid). February 28, 2003 was the final date of receipt for construction bids.
Allegheny Construction, the only bidder, submitted a bid for the 3-way intersection at
$510,890 and an alternate bid for the 4-way intersection at $1,341,051. Roanoke County's
consultant engineer estimated the cost for the 3-way intersection improvement as
$314,970 and the cost for the 4-way as $1,215,920.
As stated earlier, the Board already appropriated $582,500 in revenue sharing funds, which
has been equally matched by the State. The Board also appropriated $300,000 for the
project.
On March 11, 2003, staff requested that the Board select the 4-way construction bid, and
appropriate an additional $150,000 for this project. The Board was concerned that the
property owners on the east side of Route 220 had not dedicated the necessary rights-of-
ways and easements and were not contributing to the cost of constructing the new road.
They directed staff to enter into a contract with Allegheny Construction to build the 3-way
intersection.
County staff met with Allegheny Construction on March 19, 2003 to discuss the 3-way
project. Allegheny Construction Company stated that they preferred to build the 4-way
intersection and requested permission to contact the property owners.
2
After several weeks of negotiations, Roanoke County received commitments from both
Vine & Branch and Wray and Jackson to donate the necessary rights-of-ways and
easements and to contribute to Roanoke County $75,000 each for a total of $150,000
toward the construction of the 4-way intersection. On April 4, 2003, Allegheny Construction
Company reached an agreement with Dr. Resk whereby Dr. Resk will donate the
necessary rights-of-ways and easements to Roanoke County in exchange for services to
be provided by Allegheny Construction Company.
At the April 8, 2003 Board meeting, staff requested the Board to rescind its March 11, 2003
decision and authorize the 4-way intersection project. The Board scheduled a special
meeting at which staff was requested to provide to the Board a breakdown of the County's
participation of funds for the 3-way versus 4-way intersection improvements. The Board
considered rescinding the March 11, 2003 decision at this special meeting. Staff showed
the Board at a work session on April 15, 2003, excluding additional VDOT secondary funds
needed for the 4-way intersection, that approximately $103,075 of existing appropriated
money is needed.
If the Board agrees to proceed with the 4-way intersection improvement project, staff will
request that the Board amend the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to show
to the reallocation of $430,000 from the Buck Mountain Road to the Indian Grave Road
project. This request to amend the resolution and allocation of funds will be submitted to
the Board for its consideration and approval at the April 22, 2003 meeting.
FISCAL IMPACT:
Accept the private donations totaling $150,000 and appropriate those funds to the project.
ALTERNATIVES:
1. Authorize the County to enter into a contract with Allegheny Construction to build the 4-
way intersection subject to the following conditions:
(a) Acceptance of the offer of Vine & Branch to contribute $75,000 and the offer of
Wray and Jackson to contribute $75,000 for a total of $150,000 to be appropriated
to this project.
(b) Property owners on the east side of Route 220 to donate the necessary rights-of-
ways and easements prior to executing the 4-way contract with Allegheny
Construction Company.
(c) Reaffirming Resolution 111902-10 approving a County-State agreement with VDOT
for construction of a 4-way intersection.
(d) Reaffirming the previous appropriations for this project.
3
(e) Consider amending the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to
show the reallocation of $430,000 from the Buck Mountain Road to the Indian
Grave Road project on April 22, 2003.
(f) Rescind the March 11, 2003 Board action for the 3-way intersection upon Roanoke
County receiving items a and b.
2. Reconfirm Board of Supervisors action on March 11, 2003 and authorize the County to
execute the contract with Allegheny Construction to build the 3-way intersection.
Funding has been appropriated for this alternative as follows:
(a) The bid for the 3-way intersection is a total cost of $510,890.
(b) Reaffirming the previous appropriations for this project.
STAFF RECOMMENDATION:
Staff recommends alternative 1.
VOTE:
Supervisor Minnix motion to approve staff recommendation, Alternative #1
Motion approved
Yes No Abs
Mr. Flora ® ^ ^
Mr. Church ® ^ ^
Mr. Minnix ® ^ ^
Mr. Altizer ® ^ ^
Mr. McNamara ® ^ ^
cc: File
Arnold Covey, Director, Community Development
Virginia Department of Transportation
Paul M. Mahoney, County Attorney
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ACTION NO.
ITEM NO.L -~
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
MEETING DATE: April 15, 2003
AGENDA ITEM: Request by contractor to rescind the 3-way intersection and
approve the 4-way intersection and signal light improvement at
Indian Grave Road
SUBMITTED BY:
APPROVED BY:
Arnold Covey
Director of Community Development
Elmer C. Hodge ~~
County Administrator
COUNTY ADMINISTRATOR'S COMMENTS:
Roanoke County will benefit from the construction of the 4-way stoplight at Indian Grave
Road for many reasons including the following:
1. The additional cost to the County for the 4-way is minimal compared to the value gained
today and the potential cost at a later date.
2. It is better to do all of the construction once, rather than disrupting traffic on a major road
now, with a 3-way, and again when the additional lane is put in.
3. We can eliminate the uncertainty of acquiring easements/rights-of-way now by having
them donated. We are also getting $150,000 in cash to put towards the construction.
These two contributions may not be there in the future.
4. VDOT and the Contractor both prefer the 4-way project.
Recommend approval of the 4-way alternative
SUMMARY OF INFORMATION:
The Board of Supervisors previously approved the Indian Grave Road and Route 220
intersection improvement as part of Roanoke County's Six Year Secondary Construction
Plan for 2002-2008. The purpose of this project is to address the safety concerns of the
community with the installation of right turn lanes, closure of Clearbrook Lane and Route
220 intersection, and signalization of the Indian Grave Road and Route 220 intersection.
L-I
On November 19, 2002, the Board of Supervisors approved a resolution allowing the
County to advertise, bid, award, and administrate the construction contract for the 4-way
design for the Indian Grave Road and Route 220 intersection improvements.
On December 17, 2002, the Board of Supervisors approved an ordinance authorizing the
acquisition of real estate for the 4-way design upon completion of the construction plans.
Staff made every effort to get the necessary easements and rights-of-ways from three
property owners on the east side of Route 220, as well as from the property owners on the
Indian Grave Road side. Having successfully obtained the necessary easements and
rights-of-ways for the 3-way intersection and unable to reach an agreement with Dr. Resk
and Vine & Branch on the east side of Route 220, Roanoke County decided to bid the
project with two options.
Option 1, referred to as the base bid, is the 3-way intersection improvement. Work to be
performed under this contract are improvements to Indian Grave Road and Route 220
such as installation of a right turn lanes, drainage items, entrance improvements and
installation of a 3-way traffic signal.
Option 2, referred to as alternate bid, is the 4-way intersection improvement. This contract
involves the same work as option 1 but includes the extension of Indian Grave Road on the
east side of Route 220, removal of the Clearbrook Lane Bridge, closure of the Clearbrook
Lane intersection with Route 220 and the installation of a 4-way traffic signal.
On February 2, 2003, Roanoke County advertised a request for bids on the 3-way
intersection improvement (base bid) and the 4-way intersection improvement (alternate
bid). February 28, 2003 was the final date of receipt for construction bids.
Allegheny Construction, the only bidder, submitted a bid for the 3-way intersection at
$510,890 and an alternate bid for the 4-way intersection at $1,341,051. Roanoke County's
consultant engineer estimated the cost for the 3-way intersection improvement as
$314,970 and the cost for the 4-way as $1,215,920.
As stated earlier, the Board already appropriated $582,500 in revenue sharing funds, which
has been equally matched by the State. The Board also appropriated $300,000 for the
project.
On March 11, 2003, staff requested that the Board select the 4-way construction bid, and
appropriate an additional $150,000 for this project. The Board was concerned that the
property owners on the east side of Route 220 had not dedicated the necessary rights-of-
ways and easements and were not contributing to the cost of constructing the new road.
They directed staff to enter into a contract with Allegheny Construction to build the 3-way
intersection.
County staff met with Allegheny Construction on March 19, 2003 to discuss the 3-way
project. Allegheny Construction Company stated that they preferred to build the 4-way
intersection and requested permission to contact the property owners.
2
~- i
After several weeks of negotiations, Roanoke County received commitments from both
Vine & Branch and Wray and Jackson to donate the necessary rights-of-ways and
easements and to contribute to Roanoke County $75,000 each for a total of $150,000
toward the construction of the 4-way intersection. On April 4, 2003, Allegheny Construction
Company reached an agreement with Dr. Resk whereby Dr. Resk will donate the
necessary rights-of-ways and easements to Roanoke County in exchange for services to
be provided by Allegheny Construction Company.
At the April 8, 2003 Board meeting, staff requested the Board to rescind its March 11, 2003
decision and authorize the 4-way intersection project. The Board scheduled a special
meeting at which staff was requested to provide to the Board a breakdown of the County's
participation of funds for the 3-way versus 4-way intersection improvements. The Board
considered rescinding the March 11, 2003 decision at this special meeting. Staff showed
the Board at a work session on April 15, 2003, excluding additional VDOT secondary funds
needed for the 4-way intersection, that approximately $103,075 of existing appropriated
money is needed.
If the Board agrees to proceed with the 4-way intersection improvement project, staff will
request that the Board amend the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to show
to the reallocation of $430,000 from the Buck Mountain Road to the Indian Grave Road
project. This request to amend the resolution and allocation of funds will be submitted to
the Board for its consideration and approval at the April 22, 2003 meeting.
FISCAL IMPACT:
Accept the private donations totaling $150,000 and appropriate those funds to the project.
ALTERNATIVES:
1. Authorize the County to enter into a contract with Allegheny Construction to build the 4-
way intersection subject to the following conditions:
(a) Acceptance of the offer of Vine & Branch to contribute $75,000 and the offer of
Wray and Jackson to contribute $75,000 for a total of $150,000 to be appropriated
to this project.
(b) Property owners on the east side of Route 220 to donate the necessary rights-of-
ways and easements prior to executing the 4-way contract with Allegheny
Construction Company.
(c) Reaffirming Resolution 111902-10 approving a County-State agreement with VDOT
for construction of a 4-way intersection.
(d) Reaffirming the previous appropriations for this project.
3
~~ ~ ~~ L i
(e) Consider amending the April 8, 2003 resolution for the Six Year Secondary
Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to
show the reallocation of $430,000 from the Buck Mountain Road to the Indian
Grave Road project on April 22, 2003.
(f) Rescind the March 11, 2003 Board action for the 3-way intersection upon Roanoke
County receiving items a and b.
2. Reconfirm Board of Supervisors action on March 11, 2003 and authorize the County to
execute the contract with Allegheny Construction to build the 3-way intersection.
Funding has been appropriated for this alternative as follows:
(a) The bid for the 3-way intersection is a total cost of $510,890.
(b) Reaffirming the previous appropriations for this project.
STAFF RECOMMENDATION:
Staff recommends alternative 1.
4
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April 15, 2003
County staff requests the Board to adopt a motion to enter into closed session within the
provisions of the Virginia Freedom of Information Act as follows:
(A) Discussion concerning a prospective business or industry where no previous
announcement has been made in accordance with Section 2.2-3711.A.5. of the Code
of Virginia, (1950, as amended).
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER
ON TUESDAY, APRIL 15, 2003
RESOLUTION 041503-2 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 McNamara to adopt the Resolution and carried by the
following recorded vote:
AYES Supervisors Flora, Church, Minnix, Altizer, McNamara
NAYS: None
A COPY TESTE:
Diane S. Childers,
Clerk to the Board of Supervisors
cc: File
Closed Meeting File