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Home My WebLink About7/8/2003 - RegularRoanoke County Board of Supervisors Agenda July 8, 2003 Good afternoon and welcome to our meeting for July 8, 2003. 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 Wednesdays at 7:00 p.m. and on Sundays at 4:00 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. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call All present at 3:00 p.m. 2. Invocation: Father Dean Nastos Holy Trinity Greek Orthodox Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS HOM added a briefing, Item D-1, regarding recent storm damage and the County's policy for bulklbrush collections. JMC added Item E-4, request to appropriate $22 Million for Phase 2 school capital improvements and adoption of resolution of intent to reimburse with future bond sales C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS D. BRIEFINGS 1. Briefing regarding recent storm damage and the County's policy for bulk/brush collections. (John M. Chambliss, Jr., Assistant County Administrator; Anne Marie Green, Director of General Services) Briefing presented by Mr. Chambliss and Ms. Green E. NEW BUSINESS 1. Request to approve an option to purchase agreement with Western Virginia EMS Council. (Anne Marie Green, Director of General Services) A-070803-1 JBC motion to approve staff recommendation (approve option to purchase agreement and authorize County Administrator to execute it upon form approved by the County Attorney) URC 2. Request to appropriate $8,193 towards the Roanoke Regional Airport Alliance. (Diane D. Hyatt, Chief Financial Officer) A-070803-2 JPM motion to approve staff recommendation (appropriate $8,193 from the Board contingency fund) URC 3. Request to appropriate funds to purchase new touch screen voting machines. (Diane Henson, Registrar) A-070803-3 HOM motion to approve staff recommendation (appropriate $215,000 from HAVA grant funds and $103,800.50 from the 2002-2003 year-end surplus to purchase voting machines) URC 4. Request to appropriate $22 Million for Phase 2 school capital improvements and adoption of resolution of intent to reimburse with future bond sales. (Diane D. Hyatt, Chief Financial Officer) R-070803-4 RCF motion to adopt resolution URC 2 F. FIRST READING OF ORDINANCES 1. First reading of an ordinance declaring a parcel of real estate to be surplus and accepting an offer for the sale of same; namely, Wipledale Avenue well lot, Tax Map No. 37.09-4-15; Catawba Magisterial District. (Paul Mahoney, County Attorney) JBC motion to approve 1St reading 2"d reading and public hearing - 7/22/03 URC G. SECOND READING OF ORDINANCES None H. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) 2. Virginia Western Community College Board The Clerk was directed to send a letter to President Sandel at Virginia Western Community College requesting recommendations for a nominee for this board, as well as specifics regarding the background requirements for this appointment. CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. R-070803-5 JPM motion to adopt consent resolution URC 1. Approval of minutes -June 24, 2003 2. Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) A-070803-5.a 3. Resolutions of appreciation upon the retirements of the following individuals: 3 (a) Sandra G. Helm, Treasurer's Office, after thirty-three years of service R-070803-5.b (b) Vickie G. McCorkle, Sheriffs Office, after twenty-six years of service R-070803-5.c 4. Resolution authorizing the application, acceptance and appropriation of a grant from the Commonwealth of Virginia Department of Emergency Management in the amount of $73,930 for the acquisition of equipment and supplies related to events of terrorism and incidents involving weapons of mass destruction R-070803-5.d 5. Request to accept water and sewer facilities serving Glen Meadow subdivision, Cave Spring Magisterial District A-070803-5.e 6. Request to accept Matisse Lane into the State Secondary System, Cave Spring Magisterial District R-070803-5.f 7. Request to accept and appropriate grants from the Department of Criminal Justice Services to fund a portion of the salary costs of School Resource Officers from July 1, 2003 -June 30, 2004 at the following schools: (a) Hidden Valley Middle School - $22,243 grant A-070803-5.g (b) Hidden Valley High School - $31,656 grant A-070803-5.h (c) Cave Spring Middle School - $26,857grant A-070803-5.i (d) Northside Middle School - $26,857 grant A-070803-5.j 4 (e) William Byrd Middle School - $24,180 A-070803-5.k J. REQUESTS FOR WORK SESSIONS 1. Request for work session on July 22, 2003 to discuss the Old Cave Spring Road and McVitty Road (Routes 1663 & 1662) Virginia Department of Transportation project, Windsor Hills Magisterial District. (Arnold Covey, Director of Community Development) It was the consensus of the Board to schedule the work session for July 22, 2003. K. REQUESTS FOR PUBLIC HEARINGS None L. CITIZENS' COMMENTS AND COMMUNICATIONS None M. REPORTS HOM motion to receive and file the following reports URC 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Projects 5. Statement of expenditures and estimated and actual revenues for the month ended May 31, 2003 6. Accounts Paid -May 2003 7. Clean Valley Council N. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: (1) He requested the assistance of Arnold Covey is resolving storm-related issues for the following citizens: William and Leslie Klepper on 5 Wood Haven Road and Calvin Phelps on Loch Haven Road. (2) He spoke regarding School Resource Officers (SROs), and praised Chief Lavinder for the manner in which he handles placement of SROs. He emphasized the confidence placed in these individuals, and stated that the SRO may be the last communication link for troubled students. He stated that the County should approach situations with open eyes and not restrict the ability of the SROs to do their job. O. WORK SESSIONS (4th Floor Conference Room) None P. CLOSED MEETING None Q. CERTIFICATION RESOLUTION None R. ADJOURNMENT JPM adjourned the meeting at 4:16 p.m. 6 Roanoke County Board of Supervisors Agenda July 8, 2003 Good afternoon and welcome to our meeting for July 8, 2003. 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 7:00 p.m. and on Saturdays at 4:00 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. A. OPENING CEREMONIES (3:00 p.m.) 1. Roll Call 2. Invocation: Father Dean Nastos Holy Trinity Greek Orthodox Church 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 D. BRIEFINGS E. NEW BUSINESS 1. Request to approve an option to purchase agreement with Western Virginia EMS Council. (Anne Marie Green, Director of General Services) 2. Request to appropriate $8,193 towards the Roanoke Regional Airport Alliance. (Diane D. Hyatt, Chief Financial Officer) 3. Request to appropriate funds to purchase new touch screen voting machines. (Diane Henson, Registrar) 1 F. FIRST READING OF ORDINANCES 1. First reading of an ordinance declaring a parcel of real estate to be surplus and accepting an offer for the sale of same; namely, Wipledale Avenue well lot, Tax Map No. 37.09-4-15, Catawba Magisterial District. (Paul Mahoney, County Attorney) G. SECOND READING OF ORDINANCES H. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) 2. Virginia Western Community College Board CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED BY THE BOARD TO BE ROUTINE AND WILL BE ENACTED BY ONE RESOLUTION IN THE FORM OR FORMS LISTED BELOW. IF DISCUSSION IS DESIRED, THAT ITEM WILL BE REMOVED FROM THE CONSENT AGENDA AND WILL BE CONSIDERED SEPARATELY. 1. Approval of minutes -June 24, 2003 2. Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) 3. Resolutions of appreciation upon the retirements of the following individuals: (a) Sandra G. Helm, Treasurer's Office, after thirty-three years of service (b) Vickie G. McCorkle, Sheriffs Office, after twenty-six years of service 4. Resolution authorizing the application, acceptance and appropriation of a grant from the Commonwealth of Virginia Department of Emergency Management in the amount of $73,930 for the acquisition of equipment and supplies related to events of terrorism and incidents involving weapons of mass destruction 5. Request to accept water and sewer facilities serving Glen Meadow subdivision, Cave Spring Magisterial District 6. Request to accept Matisse Lane into the State Secondary System, Cave Spring Magisterial District 2 7. Request to accept and appropriate grants from the Department of Criminal Justice Services to fund a portion of the salary costs of School Resource Officers from July 1, 2003 -June 30, 2004 at the following schools: (a) Hidden Valley Middle School - $22,243 grant (b) Hidden Valley High School - $31,656 grant (c) Cave Spring Middle School - $26,857grant (d) Northside Middle School - $26,857 grant (e) William Byrd Middle School - $24,180 J. REQUESTS FOR WORK SESSIONS 1. Request for work session on July 22, 2003 to discuss the Old Cave Spring Road and McVitty Road (Routes 1663 & 1662) Virginia Department of Transportation project, Windsor Hills Magisterial District. (Arnold Covey, Director of Community Development) 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 Capital Projects 5. Statement of expenditures and estimated and actual revenues for the month ended May 31, 2003 6. Accounts Paid -May 2003 7. Clean Valley Council N. REPORTS AND INQUIRIES OF BOARD MEMBERS O. WORK SESSIONS (4th Floor Conference Room) P. CLOSED MEETING 3 Q. CERTIFICATION RESOLUTION R. ADJOURNMENT 4 BRIEFING TO BE ADDED AS ITEM D-1 Presented by: John M. Chambliss, Jr. -Assistant County Administrator Anne Marie Green, Director of General Services BRIEFING TO DISCUSS RECENT STORM DAMAGE AND THE COUNTY'S POLICY ON BULK/BRUSH COLLECTIONS. ACTION NO. A-070803-1 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: July 8, 2003 AGENDA ITEM: Request for approval of an option to purchase agreement with the Western Virginia Emergency Medical Services Council SUBMITTED BY: Anne Marie Green Director of General Services APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Western Virginia Emergency Medical Services Council has leased space since 1985 on Poor Mountain for a communications building and tower next to Roanoke County's tower. The EMS Council and the County have shared resources at this site, and County equipment is currently located in the EMS Council's building. The land on which these facilities are located is currently the subject of a condemnation suit between Roanoke County and the owner of the property, Jim Woltz. The building and tower belonging to the EMS Council are personal property and therefore not part of the condemnation lawsuit. The EMS Council no longer uses the building or the tower, and wishes to sell them to the County for $42,000. Additionally, the Council will retain the right to place antenna on the tower and equipment in the building in the future at no cost, so long as it is used solely for provision of emergency medical services. The tower currently produces rental income from antennae and has potential for more in the future. The building is necessary for the continued storing of County equipment which supports the 800 Mhz radio system. The County anticipates that the condemnation suit will be concluded within the next several months, and the County Attorney's office has prepared an Option to Purchase agreement with the EMS Council to secure the terms of the offer until the legal proceedings are finished. FISCAL IMPACT: The purchase price for the building and tower is $42,000 and funding is available in the E- 911 account. Revenues from rental of the tower will return to this fund, and staff expects that the purchase price will be recovered through rental income within five years. STAFF RECOMMENDATION: Staff recommends that the Board approve the Option to Purchase Agreement, authorize the County Administrator to execute it upon its behalf, all upon form approved by the County Attorney. The relationship between the County and the EMS Council has been mutually beneficial, both at this site and on Tinker Mountain, and purchase of these assets will allow the County `~ control use and access to an E-911 tower site, while allowing the EMS Council to cont„ sue to use the tower in the future. VOTE: Supervisor Church motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Anne Marie Green, Director, General Services Rebecca Owens, Director, Finance Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney 2 ACTION NO. ITEM NO. ~ - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 8, 2003 Request for approval of an option to purchase agreement with the Western Virginia Emergency Medical Services Council Anne Marie Green Director of General Services John M. Chambliss, Jr. Assistant County Administrator /~ COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Western Virginia Emergency Medical Services Council has leased space since 1985 on Poor Mountain for a communications building and tower next to Roanoke County's tower. The EMS Council and the County have shared resources at this site, and County equipment is currently located in the EMS Council's building. The land on which these facilities are located is currently the subject of a condemnation suit between Roanoke County and the owner of the property, Jim Woltz. The building and tower belonging to the EMS Council are personal property and therefore not part of the condemnation lawsuit. The EMS Council no longer uses the building or the tower, and wishes to sell them to the County for $42,000. Additionally, the Council will retain the right to place antenna on the tower and equipment in the building in the future at no cost, so long as it is used solely for provision of emergency medical services. The tower currently produces rental income from antennae and has potential for more in the future. The building is necessary for the continued storing of County equipment which supports the 800 Mhz radio system. The County anticipates that the condemnation suit will be concluded within the next several months, and the County Attorney's office has prepared an Option to Purchase agreement with the EMS Council to secure the terms of the offer until the legal proceedings are finished. L-~ FISCAL IMPACT: The purchase price for the building and tower is $42,000 and funding is available in the E- 911 account. Revenues from rental of the tower will return to this fund, and staff expects that the purchase price will be recovered through rental income within five years. STAFF RECOMMENDATION: Staff recommends that the Board approve the Option to Purchase Agreement, authorize the County Administrator to execute it upon its behalf, all upon form approved by the County Attorney. The relationship between the County and the EMS Council has been mutually beneficial, both at this site and on Tinker Mountain, and purchase of these assets will allow the County to control use and access to an E-911 tower site, while allowing the EMS Council to continue to use the tower in the future. ACTION N0. A-070803-2 ITEM NO. E-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to appropriate $8,193 towards the Roanoke Regional Airport Alliance SUBMITTED BY: Diane Hyatt Chief Financial Officer APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval SUMMARY OF INFORMATION: In April 2002, Mr. Barry Duval of Kaufman & Canoles Consulting (KCC) was hired by the City of Roanoke to assist in the development of the Roanoke Regional Airport Alliance (RRAA). In January 2003, the Board appropriated $12,500 to pay for the County's portion of Mr. DuVaf's 12-month contract. This contract expired in April 2003 and has been renewed by the City of Roanoke for a period of six months (through September 2003). The total cost of the contract extension with KCC is $23,856. A grant from the Regional Competitiveness Fund will pay $7,470 of this sum, with the remaining $16,386 to be split evenly between the City and the County. Roanoke County has agreed to pay up to $8,193 towards Mr. DuVal's contract extension. FISCAL IMPACT: The County portion of the contract extension with KCC is a maximum of $8,193. This amount can be appropriated from the Board contingency. STAFF RECOMMENDATION: Staff recommends appropriating $8,193 from the Board contingency to be paid to the City of Roanoke for reimbursement of the County share of the contract extension with KCC. ACTION NO. ITEM NO. E--~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 8, 2003 Request to appropriate $8,193 towards the Roanoke Regional Airport Alliance Diane Hyatt Chief Financial Officer John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval SUMMARY OF INFORMATION: In April 2002, Mr. Barry Duval of Kaufman & Canoles Consulting (KCC) was hired by the City of Roanoke to assist in the development of the Roanoke Regional Airport Alliance (RRAA). In January 2003, the Board appropriated $12,500 to pay for the County's portion of Mr. DuVal's 12-month contract. This contract expired in April 2003 and has been renewed by the City of Roanoke for a period of six months (through September 2003). The total cost of the contract extension with KCC is $23,856. A grant from the Regional Competitiveness Fund will pay $7,470 of this sum, with the remaining $16,386 to be split evenly between the City and the County. Roanoke County has agreed to pay up to $8,193 towards Mr. DuVal's contract extension. FISCAL IMPACT: The County portion of the contract extension with KCC is a maximum of $8,193. This amount can be appropriated from the Board contingency. STAFF RECOMMENDATION: Staff recommends appropriating $8,193 from the Board contingency to be paid to the City of Roanoke for reimbursement of the County share of the contract extension with KCC. ACTION NO. A-070803-3 ITEM NO. E-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Appropriation of funds to purchase new touch screen voting machines SUBMITTED BY: Diane Henson General Registrar APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Our staff has been diligent in their evaluation of the new voting equipment and technology on the market and this equipment seems an excellent choice. During the recent primary, the overwhelming response was favorable from the voters. It appears that the City of Roanoke and Floyd County will also be purchasing this type of equipment and Fairfax County and Arlington have already ordered their equipment from this same vendor. I have reviewed the quantity of machines and we have scaled the number to reflect replacing the existing machines and providing one more for each precinct to cover same of the growth we already have and to provide back-up and some future growth with compatible equipment. Staff feels that we can cover the balance of the purchase price with year end surplus from the FY2002-03 budget as noted in the report. 1 recommend approval of this request. SUMMARY OF INFORMATION: In a work session held on May 27th, a demonstration of the new touch screen voting system by Advanced called WinVote was presented to the Board. This equipment was used at the June 10th Democratic Primary. At that time, County Election Officials were trained on the use of the equipment and a machine was left for staff to use as a demo for customers. An exit questionnaire of voters was conducted to obtain citizen input regarding the new system. No problems were encountered during the test of the equipment, and the election results were available to the Registrar within 10 minutes of polls closing. In the past, it has taken up to three hours to obtain election results. Attached are the voter responses to the questionnaire which show how well the test went. It is requested that the Board approve the purchase of 131 touch screen machines to replace the County's current 98 outdated lever machines. This total represents one machine per precinct more than the number currently being used. There are some precincts that need additional machines now, but it is no longer possible to purchase the lever machines to comply with the numbers. The purchase of this equipment is necessary for Roanoke County to comply with the Help America Vote Act of 2002 (HAVA), which mandates the removal of lever machines and also contains requirements relative to individuals with disabilities. If the equipment order is placed by July 11th, delivery of the equipment is expected in September. Advanced will provide equipment for Elections staff to begin the public information and training program on RVTV -Channel 3, in the schools, and at civic league meetings. If everything proceeds as scheduled, the equipment will be available for use in the November Election; otherwise, it will be ready for the February Presidential Primary. The WinVote weighs 25 pounds, including the case, and can be easily transported to the polls, malls, schools, etc. for educating the public on the use of the touch screen. The existing lever machines weigh approximately 600 lbs. and must be moved by Parks, Recreation and Tourism staff. FISCAL IMPACT; As shown on the Attachment, the total cost for the system is $498,800.50. The County will be eligible for Federal grant funds through HAVA for $215,000. This leaves a balance to be funded by the County of $283,800.50, of which $180,000 is already included in the original 2003-04 budget. The additional $103,800.50 can be appropriated from anticipated surplus of the 2002-03 operations. STAFF RECOMMENDATION: Staff recommends appropriating $215,000 from HAVA grant funds and $103,800.50 from the 2002-03 year end surplus to complete the purchase of the voting machines. 2 VOTE: Supervisor Minnix motion to approve s#aff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Diane Henson, General Registrar Diane D. Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance 3 • ~' T ~ ~ AI- ~NCED ~' _ vonwc soiunows B UD GETAR Y COST PROPOSAL FOR ROANOKE COUNTY, VIRGINIA CONFIDENTIAL Registered Voters: 59,000 Precincts: 32 Absentee Precincts: 1 • • 131 Touch Screen Voting Stations $2,995. $392,345. 15" Full Color Display with ZOOM capability, Battery Backup, Power Management, Hard Disk Drive, ADA voting capability, Self-contained Voting Booth/Transport Case and Wireless Functionality 1 WINware Application Software Set $50,000. $50,000. Includes: Voting Station Software, Accumulation, Central Tally Reports, and Auditing Features ABSENTEE SYSTEM Model 2800 (certification in process) 1 This includes the fo/%wing: $10,000. $10,000. - Scanner - Ballot on Demand Printer 198 Smart Cards $2.25 $445.50 Based on six (6) cards per precincts 40 Audio Head Sets $6.50 $260. Visually Impaired Accessibility 15 Precinct Cart $850.00 $12,750. - lrolrls 6-8 machines Installation, Implementation, Training $29,500. $29,500. I~! Delivery and Insurance $3,500.00 $3,500.00 Prfcin« ~alfd as cat 0?.U I .~_'O(_1;. quid ~ubfzct to change with n~rtice. • Proposal Notes: * ABSENTEE SYSTEM Model 2800 (certification in process) We recommend two scanners and printer (additions/ $10,000.00) * Annual Software License renewal is currently 18% of the application software purchase price (9000.00/yr.) after initial one year warranty when product is purchased. * Extended Warranty Agreement on WINvote ballot stations is currently $65/Unit/Year (8,515.00/yr) after initial one year warranty when product is purchased. AVS recommends one (1) Host Computer System with the following config.: Intel Pentium 4 processor up to 1.8 GHz 2GB RDRAM, USB Drive • • r' 'C '~. • Using Ballot Select Change Over 70 Machine Instructions Display Candidate Selection Easy/Clear 69 72 74 75 46 Okay 14 9 7 7 0 Hard/Confusing 1 0 0 1 3 Not Applicable _ 30 Using Ballot Selecting 56-70 machine Instructions display Candidate Changing Easy/Clear 76 83 84 84 52 Okay 11 5 3 2 0 Hard/Confusing 1 0 0 2 0 Not Applicable 32 Using Ballot Selecting 41-55 machine Instructions display Candidate Changing Easy/Clear 73 76 74 73 37 Okay 4 1 2 4 0 Hard/Confusing 0 0 0 0 1 Not Applicable 39 Using Ballof Selecting 25-40 machine Instructions display Candidate Changing Easy/Clear 29 30 29 30 9 Okay 1 0 1 0 0 Hard/Confusing 0 0 0 0 0 Not Applicable 20 • r U L a~ a~ 0 L ~. ~=a ° '_ °n N~a~ ~~~ 3 0 L v ~ ' Q L ~ ~ O a ~~ ~^ m a 0 L V a a s V a1 .N ~~ (~ 00 W 00 0 0 o U ~ ~ ~ a L L ~ ~ J ~ ~ r z ~, a~ 0 0 0 Z Q N ~o ~~ ~~ o~ U \° 0 ~- r ~_ O ~ 5 • • u u d c .~ c ca U O ~ C ~ U :~ ~ ~ N ca N U ~.-+ ? O ~ ~~ m~ 0 U L N Q) ~ ~ '~ U ~ (d C o O 000 COO ~ O O r 0 O C .~ C O U L tV Y O L f~ U cv W C d u rn c .~ c ca U O ~ C ~ ~_,+ ~ U ~ _ N ~ N U ~ ~ O-° ~ ~ m~ 0 U L ~1 ~ ~ 'N U ~ ~ 0 0 0 ~ ~ o O 000 ~ ~ O O r C • ~ I C , cv ~ U jl ~ ~ ~ ~ l U ~ ~ ', i I ~ I. _ ~ ~ ~ t Q I ~ N V ~ ~ ~ I ^ ~ ~ ~', Y ~ ^ m ~ I, ~ ~ ~ ~ ~ ~'I C U. ~ O U ~ , N I W i ~ ~ ~I ~ C --' N ~ _ C 'y U ', ~ ~ C C o ~ ~ ~ ~ o 0 0 ~ o O O O O O O O O O O O O ~ 00 1~ (O LA Cf M N ~- r ~~ II ~ ~ U N N ~! ~ ~ ~ ~ i N ~ N ~ (C U O ca ~' (O ~ m ~ II N ~I c o i U C ~ N O ~ i C in U ~ ~ I o O o 0 o O 1~' O O O O O O ~~ O 00 CO Gt N ~ r _____ ~-3 • Age 41-55 Comments: Glare on screen from overhead lights. Great as long as it counts right! All the people were wonderful. Thank you! Good thing if cost effective. Machine was a lot nicer and easier than the old machines Please use the new machines again. Needs a little more privacy. Did not feel my vote was private. Love the new system. I like the machine -it's great much better machine Seems great! Purchase these machines Much better, this is a big improvement. Excellent! Machines are a great improvement. Does not give political party next to name. You don't know what party a person is representing. ~ There was a little bit of glare on the screen. Very easy. Much improved. Fast Will it be as easy when there are many or choices/candidates? • When selection made can name appear in middle of screen or in larger print? I like the new machine better. Great. Age 25 - 40 Comments: Great job. Loved it! Touch screen voting machine was quick and easy. I like it much better! l like old voting booth better. This machine was easier to use because it is familiar like an ATM or department store gift registry. Much easier *This was a single party primary. • C: a `\ !/ Age Over 70 Comments: super great, also the workers Do not like machine, Thanks Nice and quick Every thing good- This machine is no good forme. I use to be a poll worker here with the old machines 20 years ago and I see no reason anyone should have a problem with this new machine. The computer age is here! Excellent New way O. K. This voting was so much easier and I enjoyed voting. Gentleman giving instructions was excellent. Should have had these long ago. Easy to vote! I think it will be better than before as soon as we get used to the procedure. A firm touch must be used. The old machines were simple and easy for anyone to use. The new ones are a waste of money. This machine is wonderful! Please do make these standard voting machines! • Age 56-70 Comments: very easy This is a much better machine than what we have had before. Thanks Much better, Great! Was simple enough, even I could figure it out. Note: My VCR still blinks 12:00!! Good selection of machine. Folks at poll nice. Great! Good clear instruction and follow-up. Great! Keep it! Wonderful! If I can understand anyone can. Thanks • much easier! Wonderful! Lets keep. Wonderful 100% It's great Concern about elderly picking upon the correct use. I liked the screen presentation, clear, easy to read, easy to follow. Great -Very simple Great improvement good change waste of time and money loved it This was exceptionally easy. • Thank you! Seems to be a little more efficient. ,~~, 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 8, 2003 Appropriation of funds to purchase new touch screen voting machines Diane Henson General Registrar John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Our staff has been diligent in their evaluation of the new voting equipment and technology on the market and this equipment seems an excellent choice. During the recent primary, the overwhelming response was favorable from the voters. It appears that the City of Roanoke and Floyd County will also be purchasing this type of equipment and Fairfax County and Arlington have already ordered their equipment from this same vendor. I have reviewed the quantity of machines and we have scaled the number to reflect replacing the existing machines and providing one more for each precinct to cover some of the growth we already have and to provide back-up and some future growth with compatible equipment. Staff feels that we can cover the balance of the purchase price with year end surplus from the FY2002-03 budget as noted in the report. I recommend approval of this request. SUMMARY OF INFORMATION: In a work session held on May 27th, a demonstration of the new touch screen voting system by Advanced called WinVote was presented to the Board. This equipment was used at the June 10th Democratic Primary. At that time, County Election Officials were trained on the use of the equipment and a machine was left for staff to use as a demo for customers. An exit questionnaire of voters was conducted to obtain citizen input regarding the new system. No problems were encountered during the test of the equipment, and the election results were available to the Registrar within 10 minutes of polls closing. In the past, it has taken up to three hours to obtain election results. Attached are the voter responses to the questionnaire which show how well the test went. ~4 ~ 3 It is requested that the Board approve the purchase of 131 touch screen machines to replace the County's current 98 outdated lever machines. This total represents one machine per precinct more than the number currently being used. There are some precincts that need additional machines now, but it is no longer possible to purchase the lever machines to comply with the numbers. The purchase of this equipment is necessary for Roanoke County to comply with the Help America Vote Act of 2002 (HAVA), which mandates the removal of lever machines and also contains requirements relative to individuals with disabilities. If the equipment order is placed by July 11th, delivery of the equipment is expected in September. Advanced will provide equipment for Elections staff to begin the public information and training program on RVTV -Channel 3, in the schools, and at civic league meetings. If everything proceeds as scheduled, the equipment will be available for use in the November Election; otherwise, it will be ready for the February Presidential Primary. The WinVote weighs 25 pounds, including the case, and can be easily transported to the polls, malls, schools, etc. for educating the public on the use of the touch screen. The existing lever machines weigh approximately 600 lbs. and must be moved by Parks, Recreation and Tourism staff. FISCAL IMPACT: As shown on the Attachment, the total cost for the system is $498,800.50. The County will be eligible for Federal grant funds through HAVA for $215,000. This leaves a balance to be funded by the County of $283,800.50, of which $180,000 is already included in the original 2003-04 budget. The additional $103,800.50 can be appropriated from anticipated surplus of the 2002-03 operations. STAFF RECOMMENDATION: Staff recommends appropriating $215,000 from HAVA grant funds and $103,800.50 from the 2002-03 year end surplus to complete the purchase of the voting machines. 2 T ~ ~~ ALA ~NC;~D VOTING SOI UTIONS B UDGETARY COST PROPOSAL FOR ROANOKE COUNTY, VIRGINIA CONFIDENTIAL Registered Voters: 59,000 Precincts: 32 Absentee Precincts: 1 i ~ -a,., Y„~;~ 131 Touch Screen Voting Stations $2,995. $392,345. 15" Full Color Display with ZOOM capability, Battery Backup, Power Management, Hard Disk Drive, ADA voting capability, Self-contained Voting Booth/Transport Case and Wireless Functionality 1 WINware Application Software Set $50,000. $50,000. Includes: Voting Station Software, Accumulation, Central Tally Reports, and Auditing Features ABSENTEE SYSTEM Model 2800 (certification in process) I This includes the fol%wing: $10,000. $10,000. - Scanner - Ba/lot on Demand Printer 198 Smart Cards $2.25 $445.50 Based on six (6) cards per precincts 40 Audio Head Sets $6.50 $260. Visually Impaired Accessibility 15 Precinct Cart $850.00 $12,750. - holds 6-8 machines Installation, Implementation, Training $29,500. $29,500. Delivery and Insurance $3,500.00 $3,500.00 I'ricins~ ~ali~l tis ~~1~07.(l i?0(1_,. ,uicl tiihject t<~ chan~~c ~~ ilh n~>~ice. _ ^, ~~ Proposal Notes: * ABSENTEE SYSTEM Model 2800 (certification in process) We recommend two scanners and printer (additions/ $10,000.00) * Annual Software License renewal is currently 18% of the application software purchase price (9000.00/yr.) after initial one year warranty when product is purchased. * Extended Warranty Agreement on WINvote ballot stations is currently $65/Unit/Year (8,515.00/yr) after initial one year warranty when product is purchased. AVS recommends one (1) Host Computer System with the following config.: Intel Pentium 4 processor up to 1.8 GHz 2GB RDRAM, USB Drive r Using Ballot Select Change. Over 70 _ _ Machine Instructions Display Candidate Selection _ _ __ _. Easy/Clear 69 72 74 75 46 Okay 14 9 7 7 0 Hard/Confusing 1 0 0 1 3 Not Applicable 30 Using Ballot Selecting 56-70 machine Instructions display Candidate Changing EasylClear 76 83 84 84 52 Okay 11 5 3 2 0 Hard/Confusing 1 0 0 2 0 Not Applicable 32 Using Ballot Selecting 41-55 machine Instructions display Candidate Changing Easy/Clear 73 76 ~ 74 73 37 Okay 4 1 2 4 0 Hard/Confusing 0 0 0 0 1 Not Applicable 39 Using Ballot Selecting 25-40 machine Instructions display Candidate Changing EasylClear 29 30 29 30 9 Okay 1 0 1 0 0 Hard/Confusing 0 0 0 0 0 Not Applicable 20 ^, J L O L .. ~=a °s~ ~~a~ a~~ 3 0 L V Q L Q ~ O m a 3 O L V a a s {.~ C~ i .N 0 N W 00 0 0 o U ~ ~ ~ Q L L ~ ~ J o ~ -~ r z ~, N O O o Z Q (V O ~ o ~~ Y r O ~ U \° . o ~ ~ N N ~ ~ C O U L cv O ^ L U cC w ^ c .~ c U ~ ~ C ~ U ~ ~ ~ V III I ~ ~" O ~ io ~' m ~ ~ I c 0 U i ~ N . N I 01 = I C ~ .N ~ ~ ~ 0 0 0 0 0 o II O 0~0 CEO ~ N ~ r I N N -- ~~, ~ -- _- c 1 c' c ~, •~ ~ ~ ~ i 4- i ~ U O = ~ U (~ = ~ C N U I~ y.r ~- O ~ ~ ~ i ~ m . O ll ,n c i 0 ~, ~ L ~ 7 ~ Q) ~ ~ U ~ N ~ ~ W ^ ,, .N U ~ ~ _. o ~ ~ 0 0 0 ~ O ~ ~ N ~ 0 0 r I ^ C '~ co V '' .~-+ ~ '' V ~ ~ U ~ ii.. ~ N = Q N ~p N U 'i ~ >.'', O O ' ^ (~ Y ~', . cv v+ ' L ~ mom ~ i~ O N ~ ~ _ U V T N i ~ L W ~' Vf ~ ^ ~ __.._-_ ~ ~ I •~ U ~ ~ 0 0 0 0 0 0 0 0 0 0 0 O ~ 00 ~ (OO l~A ~ M N ~ ~ r ~, -~ Age 41-55 Comments: Glare on screen from overhead lights. Great as long as it counts right! All the people were wonderful. Thank you! Good thing if cost effective. Machine was a lot nicer and easier than the old machines Please use the new machines again. Needs a little more privacy. Did not feel my vote was private. Love the new system. I like the machine • it's great much better machine Seems great! Purchase these machines Much better, this is a big improvement. Excellent! Machines are a great improvement. Does not give political party next to name. You don't know what party a person is representing. There was a little bit of glare on the screen. Very easy. Much improved. Fast Wi11 it be as easy when there are many or choices/candidates? When selection made can name appear in middle of screen or in larger print? I like the new machine better. Great. Age 25 - 40 Comments: Great job. Loved it! Touch screen voting machine was quick and easy. I like it much better! I like old voting booth better. This machine was easier to use because it is familiar like an ATM or department store gift registry. Much easier *This was a single party primary. .~ • i~ Age Over 70 Comments: super great, also the workers Do not like machine, thanks Nice and quick Every thing good- This machine is no good forme. I use to be a poll worker here with the old machines 20 years ago and I see no reason anyone should have a problem with this new machine. The computer age is here! Excellent New way O. K. This voting was so much easier and I enjoyed voting. Gentleman giving instructions was excellent. Should have had these long ago. Easy to vote! I think it will be better than before as soon as we get used to the procedure. A firm touch must be used. The old machines were simple and easy for anyone to use. The new ones are a waste of money. This machine is wonderful! Please do make these standard voting machines! Age 56-70 Comments: very easy This is a much better machine than what we have had before. Thanks Much better, Great! Was simple enough, even I could figure it out. Note: My VCR still blinks 12:00!! Good selection of machine. Folks at poll nice. Great! Good clear instruction and follow-up. Great! Keep it! Wonderful! If I can understand anyone can. Thanks -much easier! Wonderful! Lets keep. Wonderful 100/0 It's great Concern about elderly picking upon the correct use. I liked the screen presentation, clear, easy to read, easy to follow. Great • Very simple Great improvement good change waste of time and money loved it This was exceptionally easy. Thank you! Seems to be a little more efficient. 0 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION 070803-A~ OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF ONE OR MORE FINANCINGS FOR CAPITAL PROJECTS FOR PUBLIC SCHOOL PURPOSES The Board of Supervisors of Roanoke County, Virginia (the "County") has determined that it may be necessary or desirable to advance money to pay the costs of renovating, constructing and equipping certain capital projects for public school purposes (the "Projects"). NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA: The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150-2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of renovating, constructing and equipping the Projects from the proceeds of its debt or other financings. The maximum amount of debt or other financing expected to be issued in one or more series for the Projects is $22,000,000. This resolution shall take effect immediately upon its adoption. The foregoing resolution was adopted by the Board of Supervisors at its meeting on July 8, 2003 by the following roll call vote: On motion of Supervisor Flora to adopt the resalution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: _dI1611~. ~ ~ ~ //1~~,4~ Diane S. Childers Clerk to the Board of Supervisors Cc: File Diane D. Hyatt, Chief Financial Officer Paul M. Mahoney, County Attorney Rebecca Owens, Director, Finance Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board 07/10/03 THLT 13:15 FAX 540 562 399a ROANOKE CO SCHOOLS w i ATTACHMENT A RBSOLI7TION OF THE SCHOOL BOARD OF ROANORE COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF ONE OR MORE FINANCINGS FOR CAPITAL PR07ECTS FQR PUBLIC SCHOOL PURPOSES The School Board of Roanoke County, Virginia (the "County") has determined that it rr~ay be necessary or desirable to advance money to pay the costs of renovating, constructing and equipping certain capital proj ects for public school purposes (the "Projects"). NOW, THEREFORE, BE IT RESOLVED BY THE SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA: 1. The School Board adopts this declaration of official intent under Treasury regulations Section 1.150-2. 2. The School Board reasonably expects to reimburse advances made or to be made by the Cotuzty or the School Board to pay the costs of renovating, constructing and equipping the Projects from the proceeds of its debt or other .financings. The maximum a~-nount of debt or other financing expected to be issued in one or mare series for the Projects is $22,000,000. 3. This resolution skull take effect immediately upon its adoption. The foregoing .resolution was adopted by tl~e School Board at its meeting on July 7, 2003 by the following roll call vote: Member Vote C. Drew Barrineau Yes terry L. Canada Yes Marion G. Roark Yes Michael W. Stovall Yes Absent: William A. Irvin, IIZ C erk, School Boaztl, Roanoke County, Virginia \1FiN1~ 272G0,1 ~ 002 ATTACHMENT B Roanoke County Schools Phase 2 Projects Previously New Bonds Total Project Appropriated Required Oak Grove $ 6,270,392.00 $ 383,574.00 $ 5,886,818.00 Mountain View 7,090,303.00 310,881.00 6,779,422.00 H.L. Horn 6,805,260.00 305,008.00 6,500,252.00 Northside High (A & E only) 642,475.00 284,618.14 357,856.86 Merriman Site (wetland study) 8,771.00 8,771.00 - South County Stadium (Bogle) 1,131,170.00 6,936.00 1,124,234.00 Soccer Bleachers (HV / CS) 65,900.00 65,900.00 CSH Softball & Soccer 337,407.55 100,000.00 237,407.55 Roofing 313,200.00 313,200.00 3% Contingency 734,909.59 734,909.59 $ 23,399,788.14 $ 1,399,788.14 $ 22,000,000.00 ACTION NO. ITEM NO. L- -LI AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to appropriate $22 Million for Phase 2 school capital improvements and adoption of resolution of intent to reimburse with future bond sales SUBMITTED BY: APPROVED BY: Diane Hyatt Chief Financial Officer John M. Chambliss, Jr. •,CL Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval SUMMARY OF INFORMATION: On May 21, 2002, the School Board approved a listing of capital projects to be funded under Phase 2 of the School Capital Improvement Plan. The School Board and Board of Supervisors met in a joint work session on September 24, 2002 to review the projects and discuss funding options. At that time, the Board of Supervisors indicated their approval to proceed with the architecture and engineering services (A&E) for the top five projects on the list, which include the following: • Mountain View Elementary • Herman L. Horn Elementary • Oak Grove Elementary • Northside High (A&E only) • Cave Spring High/Hidden Valley High Stadium and Playing Fields Contracts for architecture and design services were awarded in November 2002. In accordance with county policy, the elementary school projects were then subjected to value engineering in April 2003. The design process was completed and Requests for Bid Proposals were advertised in June 2003. The closing date on the construction bids was July 1, 2003. The School Board, along with members of the Board of Supervisors, reviewed the construction bids at their July 7th Construction Committee meeting. Based ~„ on the construction bids received as of July 1 and the subsequent discussions at the Construction Committee meeting, the School Board adopted a resolution requesting the Board of Supervisors to appropriate funds for Phase 2 (Attachment A). FISCAL IMPACT: The total recommended budget for Phase 2 of the School Capital Improvement Program, which includes the top five projects listed above and annual roof replacements, is $23,399,788 as detailed on Attachment B. This will be funded with the following funding sources: $1,399,788 Previously appropriated by the School Board 22,000,000 Future VPSA bond issue $23,399,788 Total Phase 2 Project Budget The School Board requests that the Board of Supervisors appropriate $22,000,000 for the Phase 2 projects. It is anticipated that the County will participate in the Fall 2003 Virginia Public School Authority (VPSA) bond sale to finance these projects. The bonds will be repaid over 20 years with equal principal payments. The first debt payment will be in the 2004-05 fiscal year, and will be approximately $2.4 million. STAFF RECOMMENDATION: Staff recommends the following: 1. Appropriate $22,000,000 to the Schools for Phase 2 of the School Capital Improvement Plan as outlined on Attachment B. 2. Adopt the attached resolution declaring the County's intent to participate in future financings for the $22,000,000. ~' AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF ONE OR MORE FINANCINGS FOR CAPITAL PROJECTS FOR PUBLIC SCHOOL PURPOSES The Board of Supervisors of Roanoke County, Virginia (the "County") has determined that it may be necessary or desirable to advance money to pay the costs of renovating, constructing and equipping certain capital projects for public school purposes (the "Projects"). NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA: The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150-2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of renovating, constructing and equipping the Projects from the proceeds of its debt or other financings. The maximum amount of debt or other financing expected to be issued in one or more series for the Projects is $22,000,000. This resolution shall take effect immediately upon its adoption. The foregoing resolution was adopted by the Board of Supervisors at its meeting on July 8, 2003 by the following roll call vote: AYES: NAYS: Diane S. Childers, Clerk to the Board County of Roanoke, Virginia ~.-.y ATTACHMENT A RESOLUTION OF THE SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA DECLARING ITS INTENTION TO REIMBURSE ITSELF FROM THE PROCEEDS OF ONE OR MORE FINANCINGS FOR CAPITAL PROJECTS FOR PUBLIC SCHOOL PURPOSES The School Board of Roanoke County, Virginia (the "County") has determined that it may be necessary or desirable to advance money to pay the costs of renovating, constructing and equipping certain capital projects for public school purposes (the "Projects"). NOW, THEREFORE, BE IT RESOLVED BY THE SCHOOL BOARD OF ROANOKE COUNTY, VIRGINIA: The School Board adopts this declaration of official intent under Treasury Regulations Section 1.150-2. The School Board reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of renovating, constructing and equipping the Projects from the proceeds of its debt or other financings. The maximum amount of debt or other financing expected to be issued in one or more series for the Projects is $22,000,000. This resolution shall take effect immediately upon its adoption. The foregoing resolution was adopted by the School Board at its meeting on July 7, 2003 by the following roll call vote: Member Absent: Vote Clerk, School Board, Roanoke County, Virginia ~-y ATTACHMENT B Roanoke County Schools Phase 2 Projects Previously New Bonds Total Project Appropriated Required Oak Grove $ 6,270,392.00 $ 383,574.00 $ 5,886,818.00 Mountain View 7,090,303.00 310,881.00 6,779,422.00 H.L. Horn 6,805,260.00 305,008.00 6,500,252.00 Northside High (A & E only) 642,475.00 284,618.14 357,856.86 Merriman Site (wetland study) 8,771.00 8,771.00 - South County Stadium (Bogle) 1,131,170.00 6,936.00 1,124,234.00 Soccer Bleachers (HV / CS) 65,900.00 65,900.00 CSH Softball & Soccer 337,407.55 100,000.00 237,407.55 Roofing 313,200.00 313,200.00 3% Contingency 734,909.59 734,909.59 $ 23,399,788.14 $ 1,399,788.14 $ 22,000,000.00 ACTION NO. ITEM NO. F - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Ordinance declaring a parcel of real estate to be surplus and accepting an offer for the sate of same; namely the Wipledale Avenue well lot, Tax Map No. 37.09-4-15, Catawba Magisterial District SUBMITTED BY: Paul M. Mahoney County Attorney COUNTY ADMINISTRATOR'S COMMENTS: Recommend approval of first reading ~~ EXECUTIVE SUMMARY: This is the first reading of an ordinance to sell a surplus well lot, in response to the receipt of an offer for same. BACKGROUND: The Board of Supervisors has received an offer to purchase a County well lot. The identity of the offeror and the amount, terms or conditions of the offer or bid will be kept confidential until the second reading. At second reading the Board may accept the best offer received or reject all offers. SUMMARY OF INFORMATION: The County received an offer to purchase a parcel of real estate identified as "Wipledale Avenue Well Lot" -Tax Map Parcel No. 37.09-4-15. Advertisement for bids for the sale of this surplus property and a notice of the public hearing will be published in The Roanoke Times on July 8 and July 15, 2003. Notices will be mailed to the adjoining property owners and a sign will be posted on the property. -~ - i FISCAL IMPACTS: The proceeds from the sale of this real estate will be deposited into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. STAFF RECOMMENDATION: It is recommended that the Board favorably consider the adoption of the attached ordinance at second reading. 2 ~-i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 ORDINANCE DECLARING A PARCEL OF REAL ESTATE TO BE SURPLUS AND ACCEPTING AN OFFER FOR THE SALE OF SAME; NAMELY THE WIPLEDALE AVENUE WELL LOT, TAX MAP NO. 37.09,4-15, CATAWBA MAGISTERIAL DISTRICT BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the subject property, having been made available for other public uses before permitting disposition by sale, is hereby declared to be surplus. 2. That an advertisement for bids for the sale of this surplus real estate and notice of public hearing was advertised in the Roanoke Times & World News on July 8 and July 15, 2003; and 3. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first read of this ordinance was held on July 8, 2003, and the second reading and public hearing was held on July 22, 2003, concerning the disposition of the following parcel of real estate identified as follows: Wipledale Avenue Well Lot 5221 Wipledale Avenue Well Lot, Btock 31. Section 8. North Lakes Tax Map No. 37.09-4-15 4. That offers for said properties having been received, the offer of be, and hereby is accepted. 5. That the purchase price for the property will be paid upon delivery of a deed therefor and all proceeds from the sale of this real estate will be deposited into the water fund in accordance with the trust agreements of the 1991 water revenue bonds. 1 F-1 6. That the County Administrator or any Assistant County Administrator is hereby authorized to execute such documents and take such actions on behalf of Roanoke County as are necessary to accomplish the sale of said property, all of which will be on form approved by the County Attorney. 7. That this ordinance will be effective on and from the date of its adoption. 2 ,O`L .PS m9 3 ,~~ $ 5314 ~ • ~ 5315 23.36 140 j ~O ~ ; ~- 5 _ ly o by $.'• ter, 71. °o •• o ~ I ti52 r o - ~ I ~ 5225 `sue 4 • o° 1 ~ . ~ 12~ ~g ~ ~ 0 21. ~ s p J25.46 X95 c6, ~ • .p 4 ~ 5142 0 • ~° ~` ~ 5305 14p 7' 5219 ~~, s 5 1 . ~ • s ^514 0 ~ - iO • ~ 85 o f s1 ~'h0~ 2. ~ `, p 530s ~ 1 ° X50 3 16. °' S 11 . 6134 ~ 0~ ,~`~ 5213 0~ ~ ~p~~ ~~ } 2~. ° 1.86 Ac. ~ °~ , cn ?4p rn 3 ~ 7 - ~6 ••••~•~ ~ ~ 5243 ~ ~ 0 5135 •3e 5219 .g~,.11 3898 : ~ '.~' 2 rn 4 5/2s o 1 ~O. ~ ~ : ~ 5727 S 225 ~`? .~ ~~ 6 '7. A : ~~0 5235 O'L i rn 13. 5120 I X40 s8 6~ ~ ~O. ~ 5250 • ,.~6' ~~ 1 yR ,3 - 1 ~• .~ ~ry 4~ s ,,~o~ so •• ~~ 18. 20 X40 °' 3S 4, ••• 1 ~ 8. 7 6. ~ •• i' 5225 ^~ 0 5121 • 14. ~ ~~.• ~ 5273 .~ 5 6242 •• ~ ^°' °' ~ 40 • • , 1,y9 ~ dy • S~ ~ 2 5112 rn 1 • •••• 9s •` 7 '~ S2 1~5 523s 9~~ •••• 5219 ro ~ ~ 4p ~ ~ ~ ~ . ~ •: ~~ g. •cs9 ~ . ^i 1 15. i 5113 42 ~' • ~ 52s5 ~ 5• 5215 ~ _ o ~ 14p c ~ ~ ~gR ~A ~ ~ O 9p ~~ ~~~~• ~ 2'98 5104 ~ _ h I i ~ '71 10. s '~,s~ 4 ~ s22s ~•~~~ ~3s. i i 55 i ~ 34. i v ~ 5259 4 • 9~ >> ••• ~1' '~ti' ~ ~, 41 0 ~ ~ 2 1 ~ ~•1~ rt I o 5107 uj ~ ,~6~11. S~~As~ x >> 3 ^~^ 523 N 4j2S B~ 94 '• ••`~~~' I a~ ~5 ~5 45.53 6 ~ ~ o~ 5251 g5 4?8 ~~ - ^`~' 5212 9,8j v'~ ~''`• LakC' ,6~' 12. ~ 3~G A 2 2. 5204 ~r'iq ~ '`•.^. - ~ ~ s '•~ ~• ~~ 524s 1^~ 13. ~ 2 Sss ~ '? ~ s 1 1 ~ i a ••• `r2S. ~ry 14. ' pp 9 3' 3 j ~ O 2 ~ 1 - 9. / •i• 5237 ~~ 15. 5 1ps.s4 • _ _ 1 r •••• aS25 5229 R. C.B. S. ~0 16 • 1 i •••• 582 22. 5221 ^° 17. 1 ~3 - •'`1••'••'`•• 7p~ 9213 5205 N ~ I •f ••`,•••~• ~~ 9384 'S`L~~ ~ - •~•`.~ PROPERTY LINE COUNTY BOUNDARY - - - PARCEL LANDHOOK ~--~~ FORMER LOT LINE - - - - - CITY BOUNDARY - - -- - LEGAL LOT 3 RAILROAD TOWN BOUNDARY ----- LEGAL BLOCK O WATERCOURSE ~... ~-• MAGISTERIAL BOUNDARY PARCEL NUMBER 21.01 POND ~-- "~ `_~ PRIVATE ROAD _ _ _ _ _ _ _ MAP BLOCK BOUNDARY ~ ~ ~ ^ FLOODWAY ~ ~- MAP BLOCK SYMBOL Oi . FLOODPLAIN ~.. ~'-' POWER LINE PTD PTD EP Town of Vinton _~ p0 RLD R1 R2 R3 RB Nc Zoning Codes 1 ACTION NO. ITEM NO. }-~ I - ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Appointments to Committees, Commissions and Boards SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator ~~" COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. BOARD OF ZONING APPEALS (Appointed by District) The five-year term of Richard L. Jones, Jr., Catawba District, expired on June 30, 2003. 2. VIRGINIA WESTERN COMMUNITY COLLEGE BOARD The four-year terms of Geoffrey Ottaway and James W. Arend expired on June 30, 2003. Mr. Oftaway and Mr. Arend are not eligible for reappointment since they have served two consecutive four-year terms. Supervisor McNamara has expressed an interest in serving on this Board. a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION 070803-5 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: That the certain section of the agenda of the Board of Supervisors for July 8, 2003 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 7, inclusive, as follows: 1. Approval of minutes -June 24, 2003 2. Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) 3. Resolutions of appreciation upon the retirements of the following individuals: (a) Sandra G. Helm, Treasurer's Office, after thirty-three years of service (b) Vickie G. McCorkle, Sheriffs Office, after twenty-six years of service 4. Resolution authorizing the application, acceptance and appropriation of a grant from the Commonwealth of Virginia Department of Emergency Management in the amount of $73,930 for the acquisition of equipment and supplies rely#ed to events of terrorism and incidents involving weapons of mass destruction 5. Request to accept water and sewer facilities serving Glen Meadow subdivision, Cave Spring Magisterial District 6. Request to accept Matisse Lane into the State Secondary System 7. Request to accept and appropriate grants from the Department of Criminal Justice Services to fund a portion of the salary costs of School Resource Officers from July 1, 2003 -June 30, 2004 at the following schools: (a) Hidden Valley Middle School - $22,243 grant (b) Hidden Valley High School - $31,656 grant (c) Cave Spring Middle School - $26,857grant (d) Northside Middle School - $26,857 grant (e) William Byrd Middle School - $24,180 2. That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: ~~J ~ l ~~ 0/1 ~ Diane S. Childers Clerk to the Board of Supervisors Cc: File Gerald Holt, Sheriff Alfred C. Anderson, Treasurer Joseph Sgroi, Director, Human Resources Arnold Covey, Director, Community Development Gary Robertson, Utility Director Paul M. Mahoney, County Attorney Rebecca Owens, Director, Finance John M. Chambliss, Jr., Assistant County Administrator James R. Lavinder, Chief of Police Jimmy Chapman, Grant Administrator, Police Department Dr. Linda Webber, School Superintendent Brenda Chastain, Clerk, School Board AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION 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 July 8, 2003 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 7, inclusive, as follows: 1. Approval of minutes -June 24, 2003 2. Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) 3. Resolutions of appreciation upon the retirements of the following individuals: (a) Sandra G. Helm, Treasurer's Office, after thirty-three years of service (b) Vickie G. McCorkle, Sheriff's Office, after twenty-six years of service 4. Resolution authorizing the application, acceptance and appropriation of a grant from the Commonwealth of Virginia Department of Emergency Management in the amount of $73,930 for the acquisition of equipment and supplies related to events of terrorism and incidents involving weapons of mass destruction 5. Request to accept water and sewer facilities serving Glen Meadow subdivision, Cave Spring Magisterial District 6. Request to accept Matisse Lane into the State Secondary System 7. Request to accept and appropriate grants from the Department of Criminal Justice Services to fund a portion of the salary costs of School Resource Officers from July 1, 2003 -June 30, 2004 at the following schools: (a) Hidden Valley Middle School - $22,243 grant (b) Hidden Valley High School - $31,656 grant 1 s~-~ (c) Cave Spring Middle School - $26,857grant (d) Northside Middle School - $26,857 grant (e) William Byrd Middle School - $24,180 That the Clerk to the Board is hereby authorized and directed where required by law to set forth upon any of said items the separate vote tabulation for any such item pursuant to this resolution. 2 ~ ~ June 24, 2003 559 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 June 24, 2003 The Board of Supervisors of Roanoke County, Virginia met this day at the Roanoke County Administration Center, this being the fourth Tuesday and the second regularly scheduled meeting of the month of June, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:03 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Vice-Chairman Richard C. Flora; Supervisors Michael W. Altizer, Joseph B. "Butch" Church, H. Odell "Fuzzy" Minnix MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; Paul M. Mahoney, County Attorney; Brenda J. Holton, Deputy Clerk to the Board; John M. Chambliss, Assistant County Administrator; Dan O'Donnell, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Bruce Tuttle, Cave Spring United Methodist Church, Roanoke, Virginia. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF THE AGENDA Mr. Mahoney added an item to the closed meeting pursuant to the Code of . T June 24, 2003 561 IN RE: BRIEFINGS 1. Briefing on the results of a water and sewer user Questionnaire. (Gary Robertson, Utility Director: Joel Shelton, Intern Mr. Robertson reported that on April 14, the Utility Department mailed a questionnaire to the County water and sewer customers regarding the proposed Regional Water and Wastewater Authority. They were seeking feedback to help gauge the level of support for the project and also determine the questions and concerns that County citizens have about the Authority. On the questionnaire, customers were asked to answer five questions about the Authority, ownership in the Sewage Treatment Plant, and their willingness to attend neighborhood civic awareness meetings. He advised that Joel Shelton, an intern who attends Virginia Tech and is working with the County this summer, will inform the Board about the survey results. Mr. Shelton advised that a total of 1,582 responses were received either by mail or through the Utility Department's website. This is a very good response for a mail-in questionnaire. 90% of the respondents indicated that they would favor an equal Water and Wastewater Authority if it provided the opportunity to lower their water bills within 3-5 years. 87% of the respondents indicated that they believe it is important to have equal ownership in the wastewater treatment facility. 62% of the respondents expressed an interest in attending a neighborhood civic awareness meeting concerning the Regional Water and Wastewater Authority. Overall, respondents supported the Authority concept in overwhelming numbers and anticipated a number of benefits for a June 24, 2003 563 Supervisor Flora advised that he felt community meetings would be valuable since 62% of the citizens responded affirmatively to this question. Mr. Robertson advised that this percentage could have been higher because some of the citizens who responded "No" were elderly and did not have transportation. He advised that alternate methods of communication should be developed to meet the needs of citizens who are unable to attend meetings. Supervisor Altizer suggested that the Board be updated monthly, that information be disseminated through Channel 3, and that citizens be kept informed on a timely basis of the progress and the timetable. Supervisor McNamara suggested that there should be atwenty-second task force responsible for communications which would report to the Board at every third meeting in either a work session or on television to update the citizens. Mr. Robertson advised that Mr. Shelton is a member of one of the twenty-one teams which is concerned with public education. Mr. Shelton advised that the Communications Team is a joint Roanoke City and County team, and that they are working on ways to keep citizens and employees updated on the issues. Supervisor McNamara suggested that a member of the Communications Team attend the next Board meeting for a work session to outline the external and internal communications on the water Authority. After that work session, the Board could be updated at every third or fourth meeting. Mr. Hodge advised that the Board members had given the staff some excellent suggestions for communication and 6 } ~ ,June 24, 2003 565 not include upgrades to the radio system. (2) Option One consists of the base package plus all new administrative space for both the Police and Fire and Rescue Departments. (3) Option Two consists of the base package, option one, and upgrades to the radio system necessary to prepare the County to move to a fully functional digital radio system. Under the proposal it is possible to proceed with the base package and the radio system upgrades without adding the administrative space for Police and Fire and Rescue. If the Board moves to accept the preliminary proposal, a process of competition is triggered. The County will place an advertisement in the Roanoke Times and other newspapers, notifying the public that the County will accept additional preliminary proposals from other firms. The initial proposal submitted by Northrop- Grumman would be available for review by other firms and the public, except for material deemed proprietary under the PPEA rules. It has been determined that the financing and cost section of the Northrop-Grumman proposal is proprietary, as revealing this information would harm the competitive process. The remainder of the document will become public record if the resolution is approved. Mr. O'Donnell advised that if the Board moves to accept the preliminary proposal for publication and conceptual phase development, there is no obligation or commitment on the part of the County at this point. The approval of the resolution only authorizes the placement of the advertisements and the acceptance of additional proposals, the authorization of a process of competitive negotiation, and the approval for Northrop-Grumman to develop a detailed proposal for the construction of a facility a June 24, 2003 rJ67 authorizes the use of competitive negotiation as a procurement mechanism. (2) Reject the initial proposal submitted by Northrop-Grumman. If this option is chosen, the County will need to consider other mechanisms to proceed with the upgrading of the public safety communications capability, as this is a high priority need for the protection of the public. Mr. O'Donnell advised that staff recommends the approval of Alternative #1 in order to move the Northrop-Grumman proposal to the next stage of development and allow the County to review any alternative proposals that may be submitted by additional firms. He referred to a tentative PPEA Process Schedule that he prepared which indicates that there are several periods of time when the County can make a decision to move forward or not. There is a typographical error in the schedule where June, 2003 should be June, 2004. At this time, there is no obligation on the part of the County and in the last few days, he has received correspondence from two firms that are interested in submitting proposals which will make this a very competitive process. Supervisor Church moved approval of the resolution with comments. He advised that this project will take time and staff needs to fully communicate the need for these facilities to the citizens to encourage their support. Supervisor Minnix advised that he would support the motion and while he understands the need to be prepared in the future to handle emergencies, the price is not known at this time. Although much has to be done before the price can be 6 June 24, 2003 569 Supervisor Church moved to approve Alternative #1 and to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 062403-1 ACCEPTING FOR PUBLICATION AND CONCEPTUAL PHASE CONSIDERATION THE UNSOLICITED PROPOSAL FROM NORTHROP-GRUMMAN FOR THE CONSTRUCTION OF A NEW PUBLIC SAFETY COMMUNICATIONS CENTER UNDER THE PUBLIC-PRIVATE EDUCATION FACILITIES AND INFRASTRUCTURE ACT OF 2002 WHEREAS, the Public-Private Education Facilities and Infrastructure Act of 2002 (PPEA) allows the Roanoke County to create apublic-private partnership to develop projects for public use; and WHEREAS, by Resolution 051304-4 the Board of Supervisors of Roanoke County adopted procedures for the implementation of the PPEA by Roanoke County; and WHEREAS, Northrop-Grumman Mission Systems has submitted an unsolicited proposal under the provisions of the PPEA to construct an emergency communications/public safety center for Roanoke County; and WHEREAS, the County Administrator has reviewed this unsolicited proposal and has recommended to the Board of Supervisors this unsolicited proposal be formally accepted for review, NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That there is a public need for an emergency communications/public safety center for Roanoke County. 2. That it chooses to accept the Northrop-Grumman Mission Systems unsolicited proposal for publication and conceptual phase consideration. 3. That it will proceed to use procedures developed that are consistent with procurement of other than professional services through "competitive negotiation", since doing so is likely to be advantageous to the County and the public based upon either (1) the probable scope, complexity or urgency of need, or (ii) the risk sharing, added value, increase in funding or economic benefit from the project would otherwise not be available. The scope and complexity of the development of an emergency communications center, information technology facility, and public safety center requires an innovative approach, such as competitive negotiation, to the design and construction of a new building as well as installing in that building up-to-date IT and communications June 24, 2003 571 prioritizing and funding vehicle replacements. She advised that this policy had been distributed to the Board members. Ms. Green advised that they looked at the ranking system used in the past but since newer vehicles tend to last longer, the mileages and ages for replacement were moved up. She advised that the Team codified the informal process which has been used in the past, and identified options for obtaining vehicles, including leasing and purchasing program cars from dealers and rental agencies. Additionally, the policy includes several recommended funding sources, and a process for ranking vehicles which are being replaced. The Team used these criteria in recommending replacement vehicles for the upcoming budget year. Ms. Green advised that the policy identifies several funding sources: (1) Departmental budgets -Many departments currently have vehicle replacement line items in their budgets, which are used for the most critical needs. The Team recommended keeping these funds in the department budgets. (2) Interest drop off from refinancing bonds -During the adoption of the budget for the upcoming fiscal year, the Board designated the interest drop off from refinancing bonds, $212,000, to fund vehicle replacement. The Team would recommend that these funds continue to be used to replace vehicles. (3) Proceeds from surplus auction -Currently, the proceeds from auction of surplus goods are placed in the general fund, even though the cost of the goods originally came from departmental budgets. The Team recommends that these funds be placed in the vehicle replacement fund in the future. 6 June 24, 2003 573 County fleet and the Department of Community Development was in the process of buying new vehicles but felt that the Ford Explorer was too large and bought a smaller vehicle, the Ford Escape. Supervisor Flora advised that he thought the policy should be more specific about the size and type of replacement vehicles and a need should be demonstrated before purchasing a larger vehicle or a four-wheel drive. Ms. Green advised that there were no four-wheel vehicles approved this year, and the Team agreed that the replacement should be the most inexpensive vehicle and that justification for four-wheel drive vehicles would have to be made. The Team did not put specific criteria in the policy about the type or size of replacement vehicles but agreed to consider the use of the vehicle when making these decisions. In response to an inquiry from Supervisor Minnix regarding the policy of replacing refuse trucks at 150,000 miles or eight years, Ms. Green advised that she did know the exact mileage per year of the refuse trucks. However, if the truck mileage was 150,000 in six years, they would wait until the eighth year to replace it because replacement can be for age or mileage. Ms. Green advised Supervisor Minnix that County vehicles have gone beyond the required 150,000 miles many times. She also advised Supervisor Minnix that the refuse fleet is in the best shape it has been in the past 15 years due to the Board's approval of the purchase of six automated trucks and one rear-loader two years ago. Supervisor Church asked if the vehicles for the Constitutional Officers are subject to the County policy, and Ms. Green advised that they are but only the 6 June 24, 2003 575 Supervisor Minnix moved to approve the first readings and set the second readings and public hearings for July 22, 2003. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 1. First reading of an ordinance to obtain a special use ermit to construct an accessory apartment on .5 acres, zoned R-1 Low Density Residential District, located at 3210 Lawndale Road, Windsor Hills Magisterial District, upon the etition of James C.,III and Laura B. Parrish. 2. First reading of an ordinance to obtain a s ecial use ermit to o erate a rip mart/ educational facility on 4.76 acres, zoned R-2 Medium Density Residential District, located at 3432 Poff Lane, Cave Spring Magisterial District, upon the etp ition of Eliiah S. Carroll. 3. First reading of an ordinance to obtain a special use ermit to construct adrive-in restaurant on approximately .75 acres, zoned C-2 General Commercial District, located near the intersection of Brambleton Avenue and View Avenue, Cave S rin Magisterial District, upon the etp ition of Christopher H. Hanes. June 24, 2003J77 Mr. Robertson advised that staff has evaluated the water distribution, sewage collection and wastewater treatment systems and has determined that work will be required in the future to bring the infrastructure up to Roanoke County, state and federal standards. It is estimated that approximately $200,000 would be required to accomplish the short term improvements to the water and sewer systems. The ordinance establishes a special water and sewer service area for the Suncrest Heights subdivision with each participating property owner paying their share of the cost through special water and sewer capital improvement fees. These fees are $2,600 and $3,900, respectively, for a total of $6,500 per customer to help defray the cost of anticipated water and sewer infrastructure improvements. The biggest liability for the County is the wastewater treatment plant serving the subdivision and approximately $150,000 of the capital would be necessary to eliminate it by installing a pumping station to connect the sewer system to the County system. Mr. Robertson advised that there are two alternatives: (1) Establish a special water and sewer service area for the Suncrest Heights subdivision, which could potentially serve 43 properties. Approve construction of a sewage pump station and sewer force main, as well as water distribution system improvements. Monies appropriated from the water and sewer surplus accounts would be used to construct water and sewer infrastructure improvements estimated to cost $200,000. Those funds would be returned from the $6,500 received per customer. (2) Do not approve acquisition of the a June 24, 2003 579 (3) Payment of the assessments may be postponed for elderly or permanently and totally disabled property owners until the sale of the property or the death of the last eligible owner. In either event the entire amount of the assessment or fee shall be paid no later than ten years from the creation of the Suncrest Heights Water and Sewer Service District. (4) If, and when, vacant lots are developed, a water and sewer capital improvement fee of $8,125 would be paid without County financing. The $8,125 fee shall incorporate the $6,500 fee for all water/sewer capital improvement and off-site fees plus 25%. Supervisor McNamara advised that it seems that every time a water and sewer district comes before the Board to be approved, the interest rate is different, and the rate on this district is 5%. Mr. Robertson advised that all of the districts funded by the County in the past have been at 8% interest except for two districts which were funded by the State at different rates. He advised that the County has been using the 8% rate since 1966 but due to declining interest rates, they used 5% for this district. However, the Board makes the final determination of the interest rate. Supervisor Minnix advised that this is a win-win situation and although the citizens have to pay $6,500, they have four options. He does not see a problem with the 5% interest rate. In response to Supervisor Minnix's inquiry about whether the citizens are aware of the ramifications of paragraph (c), Mr. Robertson advised that there are only two citizens who have not responded. The other citizens have agreed to 6 June 24, 2003 rj8 ~ Supervisor Altizer moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None ORDINANCE 062403-4 AUTHORIZING CONVEYANCE OF A 0.118 ACRE PARCEL OF LAND TO THE COMMONWEALTH OF VIRGINIA IN CONNECTION WITH IMPROVEMENTS TO HARDY ROAD FOR THE VINTON BUSINESS CENTER IN THE VINTON MAGISTERIAL DISTRICT WHEREAS, the Town of Vinton has undertaken various public improvements associated with development of the Vinton Business Center, including the widening of Hardy Road; and, WHEREAS, the Hardy Road improvements have required the acquisition of parcels of real estate from the adjacent property owners to provide adequate width for the road project, with the conveyances being made to the locality in which the property is located; and, WHEREAS, by deed dated August 2, 2002, and recorded in the Clerk's Office of the Circuit Court of Roanoke County, Virginia, as Instrument #200222848, Gerald H. Clark and Ruby D. Clark conveyed a 0.118-acre parcel of land to Roanoke County, Virginia, for said road widening; and, WHEREAS, the Clarks have raised concerns about access to their property until such time as the road improvements are completed; and, WHEREAS, staff has coordinated with the Virginia Department of Transportation, the Town of Vinton, and the Clarks to resolve the issue by conveyance of the 0.118- acre parcel to the Commonwealth of Virginia, thus providing the Clark's with public road frontage; and, WHEREAS, pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading of this ordinance was held on June 10, 2003; and a second reading was held on June 24, 2003. NOW, THEREFORE, BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the subject property has been, and hereby is, declared surplus and is being made available for other public uses by conveyance to the Commonwealth of Virginia for the Hardy Road improvements; and, June 24, 2003 583 Supervisor Minnix moved to adopt the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None ORDINANCE 062403-5 AUTHORIZING AND APPROVING EXECUTION OF A LEASE AGREEMENT WITH NEWPIPE, INCORPORATED, FOR OFFICE SPACE IN THE SALEM BANK & TRUST BUILDING AT 220 EAST MAIN STREET, SALEM, VA, OWNED BY THE BOARD OF SUPERVISORS OF ROANOKE COUNTY WHEREAS, the Board of Supervisors of Roanoke County, Virginia, is the owner of several parcels of land, containing .68 acre, located at 220 East Main Street in the City of Salem, Virginia, and designated on the Salem Land Records as Tax Map #106- 13-6, #106-13-2, and #106-13-1, and commonly referred to as the Salem Bank and Trust Building; and, WHEREAS, said property was purchased on May 15, 2001, subject to leases with the County of Roanoke to provide office space for the Department of Social Services and Blue Ridge Behavioral Health Care on the third, fourth, and fifth floors of the building, and subject to a number of commercial leases for the first and second floors of the building and the rooftop for antenna space; and, WHEREAS, the County leased the property to the Roanoke County Industrial Development Authority for the issuance of bonds to finance the purchase, and the property was leased back to the County for operation of the premises and generation of the revenue, through the existing leases, for payment of the debt service on the bonds; and, WHEREAS, one of the commercial leases assumed at the time of purchase was with Trading Worldcom Incorporated/Seth Longo, for 300 square feet of office space in Suite 212 on the second floor of the building, and said lease has expired; and, WHEREAS, NewPipe, Incorporated ("NewPipe"),anew company being operated by Seth Martin, formerly Seth Longo, has negotiated with staff to continue leasing the premises for a period of one year from April 1, 2003, at a rental of $370.71 per month, with the option to renew the lease for an additional year at $400.00 per month; and WHEREAS, the lease agreement with NewPipe would include provision for payment of back rent due on the premises by July 1, 2003; and, WHEREAS, it would serve the public interest to continue leasing the premises to NewPipe in order to have the office space occupied and maintained, and to generate revenue to be applied to meeting the bond obligations; and June 24, 2003 585 3. Parks, Recreation and Tourism Advisory Commission (Appointed by District) Supervisor Church nominated Donna Wooldridge, Catawba District, to serve an additional three-year term which will expire on June 30, 2006. Supervisor Church advised that he will contact Robert List, Catawba District, to determine if he would like to serve another three-year term. IN RE: CONSENT AGENDA R-062403-6; R-062403-6.b; R-062403-6.c; R-062403-6.d Supervisor McNamara moved to adopt the consent resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 062403-6 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J -CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for June 24, 2003 designated as Item J -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 5, inclusive, as follows: 1. Approval of minutes -June 10, 2003 2. Confirmation of committee appointments to the Parks, Recreation and Tourism Advisory Commission (Appointed by District), Roanoke Valley- Alleghany Regional Commission, and Roanoke Valley Convention and Visitors Bureau Board of Directors 3. Resolution of appreciation upon the retirement of Elizabeth C. Angel June 24, 2003 587 WHEREAS, the Fifth Planning District Regional Alliance was created in 1997 by local governments to promote increased levels of inter-jurisdictional cooperation in order to improve the region's economic competitiveness; and WHEREAS, the County of Roanoke is currently a participating member government of the Fifth Planning District Regional Alliance; and WHEREAS, the Regional Alliance is making application to re-qualify as a regional competitiveness partnership under the 1996 Regional Competitiveness Act (RCA); and WHEREAS, the Regional Competitiveness Act requires that each participating local government within the region must approve by resolution: (1) its intent to continue participating in the Regional Alliance and (2) a methodology for the distribution of incentive funds under the RCA. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia agrees to participate in the Fifth Planning District Regional Alliance with other local governments in the region; and furthermore, approves the allocation of any regional competitiveness funds be paid to the Fifth Planning District Regional Alliance to be used to help implement the regional programs and projects as presented in the Regional Economic Strategy (adopted by the Alliance in July 2002). Supervisor McNamara moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 062403-6.d SUPPORTING RAIL ALTERNATIVES TO COMPLEMENT PLANNED IMPROVEMENTS TO INTERSTATE 81 WHEREAS, the I-81 corridor is increasingly the route of choice for trucks traveling between the northeast and the south and southwest because of congestion on I-95 and expanding shipments generated by the North American Free Trade Act; and WHEREAS, two multi-national corporations, Halliburton and Fluor Corporations, have submitted proposals to the Virginia Department of Transportation (VDOT) to expand the number of lanes and other appurtenances on I-81; and WHEREAS, Norfolk-Southern Corporation estimates that seventy percent (70%) of truck traffic on I-81 passes through Virginia to destinations south or north; and WHEREAS, the minimal rail freight proposals included in the Star Solutions and Fluor Public Private Partnership Act proposals do not adequately address rail freight potential in the whole I-81 corridor; and WHEREAS, these same proposals provide no option for passenger rail, although upgrading the corridor's main rail line secures the passenger rail option; and WHEREAS, the Commonwealth of Virginia is now planning the future of the I-81 corridor, those decisions containing dramatic impacts for the future of western Virginia; and 6 June 24, 2003 Portfolio Polic as of May 31, 2003 589 6. Report from VDOT of changes to the secondary road system in May 2003 IN RE: CLOSED MEETING At 4:10 p.m., Supervisor McNamara moved to go into closed meeting following the work sessions pursuant to Code of Virginia Section 2.2-3711 A (1) personnel matter, performance evaluation of County Administrator and County Attorney, and Section 2.2-3711 A (7) consultation with legal counsel pertaining to pending litigation, namely Dixie Caverns Landfill and General Electric. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: WORK SESSIONS 1. Work session with the Commissioner of the Revenue to discuss taxation and provision of other public services to Hill Drive State Route 1095. Paul Mahoney, Count Attorney; Nanc Horn, Commissioner of the Revenue The work session was held from 4:25 p.m. until 5:00 p.m. and was presented by Mr. Mahoney and Ms. Horn. Mr. Mahoney advised that Hill Drive is located in Botetourt County and is subject to their zoning jurisdiction, but it is being assessed for real estate taxes in Roanoke County. Approximately 20 lots or parcels are June 24, 2003 591 and attempt to find along-range solution for the other similar situations along the County's boundaries. 2. Work session soliciting input for topics at the Board retreat. Elmer Hodge, County Administrator) The work session was held from 5:00 p.m. until 5:10 p.m. Mr. Hodge asked if the Board members had any conflicts with the August 2"d date for the retreat and Supervisor Flora indicated that he had two conflicts. Mr. Hodge suggested that the retreat could be held in November after the elections to allow the Supervisor-Elect from the Cave Spring Magisterial District to attend with Supervisor Minnix. Supervisor McNamara suggested that the retreat be held on Sunday, November 9, before the Virginia Association of Counties' (VACo) Conference at The Homestead. There was agreement from the Board members on this date and Mr. Hodge advised that they might be able to meet with some of the other localities on cooperative issues. He also advised that the County and the City of Roanoke are receiving an award at the VACo Conference for the Clearbrook Fire Station. 3. Work session with the Special Assistant for Legislative Relations to consider initiatives for the 2004 Legislative Program. Pete Giesen, Special Assistant for Legislative Relations The work session was held 5:10 p.m. until 5:30 p.m. Mr. Giesen advised that he sent a lengthy summary of the 2003 General Assembly Session to the supervisors and that the session was very difficult due to the $2 million reduction in the 6 June 24, 2003 593 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. Supervisor McNamara moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: NEW BUSINESS ITEM Chairman McNamara announced that following the discussion in the closed meeting concerning evaluation of County staff and with the unanimous consent of the Board members, he was adding the following item to the agenda. 1. Resolution establishing salaries for the County Administrator and County Attorney Chairman McNamara advised that the resolution which was distributed to the Board reflects that the salaries for the County Administrator and the County Attorney will be increased by 2%, effective July 1, 2003. This increase is in conformity with the raises for other County employees. There was no discussion. Supervisor McNamara moved to adopt the resolution increasing the salaries of the County Administrator and County Attorney by 2%, effective July 1, 2003. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 6 June 24, 2003 595 Planner Referred to the Planning Commission for further consideration. This item is scheduled to be heard ~ the Board of Supervisors on August 26, 2003. Chairman McNamara confirmed that this item has been referred to the Planning Commission for further consideration and will be heard by the Board at their meeting on August 26, 2003. 3. Second readin of an ordinance declaring three ap rcels of real estate to be sur lus and donating same to Habitat for Humanity, Hamel property located at 5441 Stearnes Avenue, Cave S rin Magisterial District. (Gary Robertson, Utilit Director 0-062403-9 Mr. Hodge advised that he would give an overview of the sequence of events concerning this item and that representatives from Habitat for Humanity (HFH), the Builders' Club, and many interested citizens were present. He introduced Ted Susac from the Builders' Club and advised that the Club members were recently inducted into the County's Senior Citizens Hall of Fame for volunteer work done at Camp Roanoke. He expressed appreciation to them for their work throughout the County and with HFH. Mr. Hodge advised that this is an excellent project for the County and HFH, and the County intends to make it an excellent project for the citizens who live in the community. A community meeting was held Monday night to receive the citizens' e June 24, 2003 597 Route 220 with the County's permission. The proceeds from the sale of that property have provided funding for loans for people to purchase houses, weatherization, mortgage and rental assistance and to build four new homes in the County. There have been no problems with these homes, communities or families. These projects have worked well and the same can be done with HFH. Mr. Hodge advised that from the beginning, the Board insisted that the following conditions be met to ensure the quality and success of this project: (1) Communicate the project goals to neighborhood residents and invite them to participate in the project. (2) Make the Habitat house compatible with the surrounding neighborhood. (3) Encourage County staff to partner with HFH in all phases of the project, from design selection to landscaping and construction. Mr. Hodge advised that that County staff was receptive and agreed to take on this project. He apologized for the County not communicating with the citizens on Stearnes Avenue prior to the first reading of the ordinance meeting, but he reported that a community meeting was held Monday night. He advised that he provided the Board with several attachments as follows: (a) House plans for a single story house with 1,148 square feet, and two plans for two-story houses with 1,200 square feet. If a basement is included, the two-story house would have 1,800 square feet and the single story house would have 2,296. (b) This attachment shows the lot size since there was some question as to whether the lot was large enough. The lot is larger than several of the lots adjacent to it. This is 6 June 24, 2003 599 of the communities where they have built homes. When a piece of property is received, HFH establishes a plat to ensure that the house and all necessary utilities can fit on the property and meet the various code requirements, surveys the property, and develops a house plan. They recently changed all of their house plans as a result of the City of Roanoke's development of their neighborhood design standards and HFH adopted the majority of those standards. One of the most significant changes is that all houses will now have air conditioning and the first air conditioned house that they are building is located on Aspen Avenue in the City of Roanoke. Based upon discussions with the County and citizen representatives at the community meeting last night, HFH will commit to building atwo-story house but they are concerned about the basement because of the additional expense. The majority of the work is done by volunteers and he acknowledged the assistance of the members of the Builders Ctub which is one of the key groups to provide skilled leadership for the volunteers. He advised that they have a group of about 70 volunteers to provide leadership assistance. They employ two construction managers who provide the overall guidance and are responsible for the organization of the site, the work crews and the scheduling. While a lot of work has to be done by contractors, the majority of the work is done by volunteers with donated materials so they can have an affordable house for qualified applicants. He thanked the Builders Club members who were present today for their assistance. Mr. Hodge advised that he was not ready to announce the name of a donor at this time but he has been informed that there are people interested in donating 6 June 24, 2003 601 Reliability of other sources of water in the area. This area is primarily served with Spring Hollow water but the area could be served with water from Roanoke City and three major standby wells with a combined output of over 1,000 GPM. The County may have maintained a standby well that had lesser production because of the inability to get water from Roanoke City to the area and there were no other groundwater wells to use in case of emergency. The final reason that operation of the wells ceased was due to their ages and the condition of the infrastructure which made it more difficult to maintain them. When a well is designated standby, the County maintains power to the well, keeps samples up to date and operates it on a monthly basis. At this time, the County is maintaining 24 wells in standby mode which will provide the 3 million GPD that had been considered a reasonable mount to supplement Spring Hollow Reservoir. The wells have been declared surplus since 1996. Chairman McNamara advised that it has been the practice of the Board to allow citizens to yield their time to speak at a public hearing to another citizen but this is not established Board policy. He advised that at a recent Board meeting, several citizens asked to yield their time, and the Board considered changing their policy but took no action on the matter. He advised that twenty citizens had requested to yield their time to speak to Mr. Fred Corbett. He advised that it was the intention of the Board to allow Mr. Corbett to speak as long as he needed to make his presentation. Mr. Fred Corbett, 5511 Stearnes Avenue, gave a copy of his prepared remarks to the Deputy Clerk and also presented signed petitions against the disposal of 6 June 24, 2003 603 Mr. Corbett advised that they feel the County should consider reserving these wells to be used as an additional source of water in a drought. The Virginia Department of Health records, supplied by the County, indicated that the two pumps had a combined capacity of 80 GPM. The output was limited due to the size of the pumps and the short depth. Although County staff has stated that these pumps were producing less than the Health Department records, the wells have never been tested and it is not known how much water they could produce. The citizens questioned why a well lot in Windsor Hills that pumps 42 GPM is being kept as a reserve well and the Stearnes Avenue wells, which produce 80 GPM, are being given away. Mr. Corbett advised that they are also concerned that the County destroyed the buildings on the property on Wednesday following the first reading of the ordinance. The wells were left uncapped from June 11 until June 18 and runoff and debris could have contaminated the groundwater. When the Board approved the first reading of the ordinance, the citizens in the community had not been notified. The community meeting held by the County was less than 24 hours ago and was scheduled only after the citizens objected. There were concerns that the recent article in the Roanoke Times about the Roanoke City Manager's request for the County to offer more help for the less fortunate is the reason for the speedy push to give away this lot without studying the long-range consequences. HFH has built 117 homes, all in Roanoke City Mr. Corbett advised that if the Board does approve this ordinance, they would like to be assured that HFH will build atwo-story, three bedroom home with a full basement as June 24, 2003 60rj replace the distribution system. The County spent $177,000 putting in new water lines, fire hydrants and water services to the community. He advised that Mr. Corbett felt that the small output of the well was due to the small pumps. However, in January, 1992, the pump was replaced in Well #1 with a 5 HP pump rated to pump 55 GPM, and even with the new pump, the well only produces an average of 37 GPM. Well #2 produces 8 to 9 GPM and Well #1 produces approximately 37 GPM which is all these wells are capable of producing. He explained that the wells are still intact and will not be abandoned unless the Board decides to donate the property. The buildings were torn down because even if the wells were used, the buildings would have to be replaced. He advised that the well in Windsor Hills which pumps 42 GPM was being kept as a reserve because it is located in an area which does not have a lot of other wells and it is fairly easy to maintain. Supervisor Flora inquired whether the proposed house will be on a septic tank or County sewer system. Mr. Hodge responded that the houses on the side of the road with this property are all on septic tanks and it could either have a septic tank or be connected with County sewer at HFH's cost. Mr. Robertson advised that the only drawback to public sewer is that because of the location, it would have to be pumped to get to the sewer. Mr. Hodge advised that there is enough room on the property for the septic tank and drain fields. Supervisor Flora asked if the zoning ordinance required off- street parking. Supervisor McNamara advised that Ms. Scheid, Chief Planner, who was present was shaking her head "no". Mr. Hodge advised Supervisor Flora that if the 6 June 24, 2003 6~7 be comparable with the house beside it assessed at $95,000, the house to the rear corner assessed at $67,500 and houses across the street assessed at $101,000 and $88,000. Therefore, he does not see anything negatively impacting the value of the houses in the area. Supervisor Church advised that Mr. Corbett mentioned houses were assessed from $62,000 to $250,000 and asked about the higher evaluation. Mr. Corbett responded that one house is assessed over $360,000 and the area considered Crescent Heights includes everything between Starkey Road and Crescent Heights Boulevard down to Buck Mountain Road. Supervisor Church advised that even if HFH was not involved, he would be concerned if he lived in a home valued at $90,000 and someone was building a $50,000 home. It leaves a bad perception if the pump houses were torn down prematurely. In response to Supervisor Church's request for the original plans for the house, Mr. Hodge advised that the first reading is the beginning of the process and HFH cannot develop plans without the willingness to donate the property. HFH has already indicated that they have a variety of house plans and they never intended to put one of the smaller homes on this lot. Supervisor Church advised that whatever is built should be the average home at this location. He was complimentary of the County`s desire to be helpful but he is concerned that this action sets a precedent for the type or style of houses which might be built in the future. He did not feel that he is qualified to judge what type of house should be built in other areas. 6 June 24, 2003 6~9 Supervisor Church advised that he thought the perception was a large part of this problem, and he was glad to see the willingness of all of the citizens to make this project successful. He advised that there was a communications gap, that there cannot be too much notice to citizens, and that they deserve timely and accurate information. Supervisor McNamara advised that the process is working because the reason for community meetings is to inform citizens and gather input. The Board informally agreed to let staff determine where a Habitat house could be placed on a well lot that was not needed for current or project needs. They wanted this done without property values being impacted and with the home fitting into the neighborhood. He thanked the staff and the citizens from Crescent Heights for their assistance and input into the process. Supervisor Minnix expressed appreciation to Mr. Corbett and the citizens from Crescent Heights for their assistance. In response to Supervisor Minnix's inquiry, Mr. Hodge advised that with the basement added, the square footage would be 1,800. Supervisor Minnix read the specifications for the two-story, three bedroom house as contained in Attachment A, Enclosure 3, and advised that the house's value will be over $100;000. He was critical of staff because the citizens were not informed earlier and he suggested that when future lots in the County are to be sold, the surrounding community be notified immediately. Supervisor Minnix moved to approve the ordinance with the following six conditions: (1) The structure that will be built on the lot will be a two-story, three June 24, 2003 611 Mr. Hodge advised that he and Mr. Corbett would like to address the Board. Mr. Hodge advised that they have worked together many times and it seems that the community has come together. Mr. Corbett advised that he and his neighbors are appreciative of the time that County staff and the Board took to hear their concerns and they look forward to moving ahead with the project. ORDINANCE 062403-9 DECLARING THREE PARCELS OF REAL ESTATE TO BE SURPLUS AND DONATING SAME TO HABITAT FOR HUMANITY; NAMELY PROPERTY LOCATED AT 5441 STEARNES AVENUE (TAX MAP NOS. 87.14-1 -4, 5, AND 6) BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That pursuant to the provisions of Section 16.01 of the Charter of Roanoke County, the subject property, having been made available for other public uses before permitting disposition by sale or donation, is hereby declared to be surplus. 2. That a public notice regarding the donation of this surplus real estate was advertised in the Roanoke Times & World News on June 10 and June 17, 2003; and 3. That pursuant to the provisions of Section 18.04 of the Charter of Roanoke County, a first reading of this ordinance was held on June 10, 2003, and the second reading and public hearing were held on June 24, 2003, concerning the disposition of the following parcels of real estate identified as follows: 5441 Stearnes Avenue (3 lots) Lot 19, Crescent Heights -Tax Map No. 87.14-1-4 .11 acre, Starkey -Tax Map No. 87.14-1-5 Lot 17, Crescent Heights -Tax Map No. 87.14-1-6 4. That said properties are hereby donated to Habitat for Humanity upon the following conditions: (1) The structure built on the lot will be a two-story, three bedroom home. (2) The building will include an unfinished basement. (3) The driveway will be on site. (4) The lot will be landscaped in accordance with the surrounding homes. (5) The building will have a septic tank and if this is not possible, it will be connected to the County sewer system. • June 24, 2003 613 2000 revision to the Roanoke County Community Plan. In 2000, the area around Plantation Road and I-81 interchange was updated and incorporated into the 1998 Community Plan. The properties are identified as economic opportunity areas and the proposed hotel/motel use is strongly supported by the Community Plan. She advised that the Planning Commission approved the rezoning with two conditions: (1) The property which is the subject of the rezoning will be developed in substantial conformity with the Concept Plan, dated April 25, 2003, prepared by Lumsden Associates, P.C., subject to any modifications required during site plan review or agreed to by Roanoke County, including requirements related to buffering and screening the proposed use from adjoining properties. (2) For 40 feet along the south/southwest property line, adjacent to the Bach and Newbern property, there shall be tree plantings to screen the view from Carvin Street. Mr. Michael Pace, advised that he was the attorney representing Hollins Hospitality, LLC which is owned by Granger MacFarlane and Jay Petel. He advised that Mr. MacFarlane was present. He pointed out the two parcels zoned R-1 on the concept plan and the front parcel, which is owned by Hollins Hospitality, on Plantation Road. Hollins Hospitality is the contract purchaser of the 2.70 acre parcel which is the Peters Farm Place subject to approval of this rezoning. He expressed his appreciation of the Planning Commission's recommendation of approval. He advised that there is no reasonable expectation that this property will remain zoned residential in the foreseeable future because of the pattern of development in the area. The question 6 June 24, 2003 615 WHEREAS, legal notice and advertisement, has been provided as required by law. BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the zoning classification of a certain tract of real estate containing 3.6 acres, as described herein, and located at 7944 Plantation Road and 8008 Plantation Road (Tax Map Numbers 27.06-4-17 and 18) in the Hollins Magisterial District, is hereby changed from the zoning classification of R-1, Low Density Residential District, and I-1, Conditional Industrial District to the zoning classification of C-2, General Office District. 2. That this action is taken upon the application of Hollins Hospitality, LLC. 3. That the owner of the property has voluntarily proffered in writing the following conditions which the Board of Supervisors of Roanoke County, Virginia, hereby accepts: (1) The property which is the subject of the rezoning will be developed in substantial conformity with the Concept Plan, dated April 25, 2003, prepared by Lumsden Associates, P.C., subject to any modifications required during site plan review or agreed to by Roanoke County, including requirements related to buffering and screening the proposed use from adjoining properties. (2) For 40 feet along the south/southwest property line, adjacent to the Bach and Newbern property, there shall be tree plantings to screen the view from Carvin Street. 4. That said real estate is more fully described as follows: Tax Map No. 27.06-4-17 - 0.83 acres Beginning at Corner #1, said point located on the westerly right-of-way of Plantation Road, said point also being the northeasterly corner of property of P D Lodging Associates, LLC, (DB 1535, page 1697); thence leaving Plantation Road and with P D Lodging, S. 60 deg. 43' 35" W. 167.14 feet to Corner #2, said point being the northeasterly corner of 1.29 acre portion of Lot 16, Waldron Court, Section 1; thence leaving P D Lodging and with Waldron Court, Lot 16, Section 1, S. 59 deg. 40' 00" W. 48.32 feet to Corner #A, said point being the southeasterly corner of property of Florence Marie Peters; thence leaving Waldron Court and with Peters, N. 30 deg. 45' 00" W. 201.48 feet to Corner #6, said point being the southwesterly corner of property of Georgia B. McDaniel; thence leaving Peters and with McDaniel, N. 82 deg. 48' 08" E. 259.27 feet to Corner #7, said point located on the westerly right-of-way of Plantation Road; thence leaving McDaniel and with Plantation Road, S. 18 deg. 29' 47" E. 104.94 feet to Corner #1, the place of beginning. Tax Map No. 27.06-4-18 - 2.705 acres Beginning at Corner #3, said point being the northwesterly corner of 1.29 acre portion of Lot 16, Waldron Court, Section 1, said point also located at the June 24, 2003 617 for these guidelines to serve as a planning tool for new and existing developments along Route 11/460 West Corridor as improvements are made by VDOT. There will be a need for new signage, landscaping, access control and other things of that nature. Some of the objectives of the 11/460 Master Plan are to: (1) proactively plan for quality development along this important corridor; (2) encourage the consolidation of contiguous parcels and access points; (3) promote the use of storm water best management practices in the corridor; and (4) encourage the utility and implementation of these guidelines through the use of financial incentives. These incentives would be like those in the Williamson Road Master Plan with the 50/50 matching mini-grant programs. Staff would like to extend that program to this area in order to help implement these design guidelines and eventually extend the program to other areas of the County. The Planning Commission has worked through a series of work sessions and made a favorable recommendation to approve the guidelines at their meeting on June 3. Mr. Hodge advised that at a meeting with a business group in Vinton which he attended with Supervisor Altizer, they expressed an interest in developing guidelines for the Vinton area. Ms. Scheid advised that Vinton has expressed a lot of interest; however, this would be their program using their funds through the Industrial Development Authority. She has offered whatever staff support they need to implement it. Supervisor McNamara advised that Brambleton Avenue should also be considered for this program. e ~. June 24, 2003 619 Supervisor Flora advised that he received a copy of the Regional Water Supply Study from Black and Veatch and requested a work session to review this information. Mr. Hodge advised that a work session will be scheduled. Supervisor Church advised that he is very proud of his son, Aaron Church, a graduate of Northside High School and James Madison University, who lives in Northern Virginia, and qualified on June 21 in Duluth, Minnesota, for the Olympic Marathon Trials. The Olympic Marathon Trials will be held in Birmingham, Alabama, on February 7, 2004, with 50 runners and only three will qualify to go to Athens, Greece for the Olympics. Supervisor McNamara advised that they are proud of all the folks in the Roanoke Valley. The Barber twins were at Cave Spring High School yesterday and they are truly a class act. Supervisor Minnix: (1) He also praised the accomplishments of Supervisor Church's son and advised that he ran in the Lewis Gale 10K/5K with him last year. He is a great athlete and a fine man. He wished him the very best. (2) He advised that he will be working at the Roy Stanley Golf Tournament which will be held this Friday and he encouraged everyone to attend. IN RE: ADJOURNMENT At 9:03 p.m., Chairman McNamara adjourned the meeting to July 7, 2003, 12:00 p.m., at the School Administration Center, to attend a School Construction Committee Meeting. 0 ACTION NO. A-070803-5.a ITEM NO. 1-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. COURT COMMUNITY CORRECTIONS PROGRAM REGIONAL COMMUNITY CRIMINAL JUSTICE BOARD At the June 24, 2003 meeting, it was the unanimous consent of the Board to nominate Sheriff Gerald Holt to serve an additional two-year term which will expire on July 1, 2005. 2. PARKS, RECREATION AND TOURISM ADVISORY COMMISSION (APPOINTED BY DISTRICT- At the June 24, 2003 meeting, Supervisor Church nominated Donna Wooldridge and Robert List, Catawba District representatives, to serve additional three-year terms which will expire on June 20, 2006. STAFF RECOMMENDATION: It is recommended that the above appointments to the Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) be confirmed. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Court Community Corrections Program Regional Community Criminal Justice Board File Parks, Recreation and Tourism Advisory Commission File 2 ACTION NO. ITEM NO. I-~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Confirmation of committee appointments to Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: 1. COURT COMMUNITY CORRECTIONS PROGRAM REGIONAL COMMUNITY CRIMINAL JUSTICE BOARD At the June 24, 2003 meeting, it was the unanimous consent of the Board to nominate Sheriff Gerald Holt to serve an additional two-year term which will expire on July 1, 2005. 2. PARKS, RECREATION AND TOURISM ADVISORY COMMISSION (APPOINTED BY DISTRICT) At the June 24, 2003 meeting, Supervisor Church nominated Donna Wooldridge and Robert List, Catawba District representatives, to serve additional three-year terms which will expire on June 20, 2006. STAFF RECOMMENDATION: It is recommended that the above appointments to the Court Community Corrections Program Regional Community Criminal Justice Board and Parks, Recreation and Tourism Advisory Commission (Appointed by District) be confirmed. ~ ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION 070803-5.b EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SANDRA G. HELM, TREASURER'S OFFICE WHEREAS, Sandra G. Helm was employed by Roanoke County on October 1, 1969, as an Account Clerk I in the Treasurer's Office; and also served as Account Clerk II and Tax Clerk II; and WHEREAS, Ms. Helm retired from Roanoke County on July 1, 2003, after thirty- three years and nine months of service; and WHEREAS, Ms. Helm has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SANDRA G. HELM for over thirty-three years of capable, loyal and dedicated service to Roanoke County; and. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE/I: NQ ~(~jlJ ~~_ Diane S. Childers Clerk to the Board of Supervisors Cc: File Resolution of Appreciation Alfred C. Anderson, Treasurer Joseph Sgroi, Director, Human Resources ~, c AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION 070803-5.c EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF VICKIE G. MCCORKLE, SHERIFF'S OFFICE WHEREAS, Vickie G. McCorkle was employed by Roanoke County on November 16, 1976, in the CETA Program in purchasing; and also served in the Sheriff s Office as Accountant Clerk I, Clerk Typist II, Deputy Sheriff -Court Bailiff, and Deputy Sheriff - Corporat, Civil Division; and WHEREAS, Deputy Sheriff McCorkle retired as a Deputy Sheriff -Sergeant, Civil Division, from Roanoke County on July 1, 2003, after twenty-six years and eight months of service; and WHEREAS, Deputy Sheriff Sergeant McCorkle has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to VICKIE G. MCCORKLE for more than twenty-six years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: Cc: Diane S. Childers Clerk to the Board of Supervisors File Resolution of Appreciation Gerald Holt, Sheriff Joseph Sgroi, Director, Human Resources w ACTION NO. ITEM NO. _- ~=f~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request for approval of resolutions of appreciation upon the retirements of: (a) Sandra G. Helm, Treasurer's Office, after thirty-three years of service (b) Vickie G. McCorkle, Sheriff's Office, after twenty-six years of service SUBMITTED BY: Brenda J. Holton Deputy Clerk to the Board APPROVED BY: John M. Chambliss, Jr. ~~ Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Human Resources Department has notified us that Sandra G. Helm, Treasurer's Office, and Vickie G. McCorkle, Sheriff's Office, retired on July 1, 2003. They are unable to attend a Board meeting and request that their resolutions be mailed. STAFF RECOMMENDATION: It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail them with the appreciation of the Board members for their many years of service to the County. r ,. ~ - 3 C~~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SANDRA G. HELM, TREASURER'S OFFICE WHEREAS, Sandra G. Helm was employed by Roanoke County on October 1, 1969, as an Account Clerk I in the Treasurer's Office; and also served as Account Clerk II and Tax Clerk II; and WHEREAS, Ms. Helm retired from Roanoke County on July 1, 2003, after thirty- three years and nine months of service; and WHEREAS, Ms. Helm has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SANDRA G. HELM for over thirty-three years of capable, loyal and dedicated service to Roanoke County; and. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF VICKIE G. MCCORKLE, SHERIFF'S OFFICE WHEREAS, Vickie G. McCorkle was employed by Roanoke County on November 16, 1976, in the CETA Program in purchasing; and also served in the Sheriff's Office as Accountant Clerk I, Clerk Typist II, Deputy Sheriff -Court Bailiff, and Deputy Sheriff - Corporal, Civil Division; and WHEREAS, Deputy Sheriff McCorkle retired as a Deputy Sheriff- Sergeant, Civil Division, from Roanoke County on July 1, 2003, after twenty-six years and eight months of service; and WHEREAS, Deputy Sheriff Sergeant McCorkle has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to VICKIE G. MCCORKLE for more than twenty-six years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. 1 Y ~ T f AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2003 RESOLUTION 070803-5.d DESIGNATING THE APPLICANTS AGENT, THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF GRANT MONKS BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer Hodge, County Administrator or his designee, is hereby authorized to execute for and in behalf of Roanoke County, a public entity established under the laws of the State of Virginia, this application and to file it in the appropriate State Office for the purpose of obtaining certain Federal financial assistance under the OJP, National Domestic Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia. That, Roanoke County, a public entity established under the laws of the Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal financial assistance any and all information pertaining to these Grants as may be requested. FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of said grant monies in the amount of $73,930 and authorizes the appropriation of said monies for the purposes authorized in the grant application. 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 Rebecca Owens, Director, Finance John M. Chambliss, Jr., Assistant County Administrator I hereby certify that the foregoing is a true and correct copy of Resolution 070803.5.d adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on July 8, 2003. Brenda J. Holton, CMC Deputy Clerk A ACTION NO. ITEM NO. ~- I--~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Resolution authorizing the application, acceptance and appropriation of a grant from the Commonwealth of Virginia Department of Emergency Management in the amount of $73,930 for the acquisition of equipment and supplies related to events of terrorism and incidents involving weapons of mass destruction SUBMITTED BY: APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator John M. Chambliss, Jr. Assistant County Administrator J/ COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Roanoke County has been advised that we have been approved for a grant through the Commonwealth of Virginia Department of Emergency Management. This grant is to be used to purchase equipment and supplies related to terrorist activities and the response to weapons of mass destruction incidents. The grant is labeled as being for fiscal year 2003 and must be spent by March 31, 2005. The monies must be used for purchasing equipment approved in the grant program. This grant does not have a local match and our application paperwork must have a certifying resolution as attached. FISCAL IMPACT: The grant is for $73,930 and does not require any local match. The monies must be spent on qualified equipment related to preparation for terrorism and weapons of mass destruction incidents. J_-'~ STAFF RECOMMENDATION: Staff recommends adoption of the attached resolution and authorizing that a certified copy accompany the grant application. 2 ~ r i + I -- a..~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, MARCH 11, 2003 BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia that Elmer Hodge, County Administrator or his designee, is hereby authorized to execute for and in behalf of Roanoke County, a public entity established under the laws of the State of Virginia, this application and to file it in the appropriate State Office for the purpose of obtaining certain Federal financial assistance under the OJP, National Domestic Preparedness Office Grant Program(s), administered by the Commonwealth of Virginia. That, Roanoke County, a public entity established under the laws of the Commonwealth of Virginia, hereby authorizes it agent to provide to the Commonwealth and to the Office of Justice Programs (OJP) for all matters pertaining to such Federal financial assistance any and all information pertaining to these Grants as may be requested. FURTHER, the Board of Supervisors of Roanoke County authorizes the acceptance of said grant monies in the amount of $73,930 and authorizes the appropriation of said monies for the purposes authorized in the grant application. Passed and approved this day of following vote: I, Virginia, passed Date: RESOLUTION DESIGNATING THE APPLICANTS AGENT, THE ACCEPTANCE OF THE GRANT AND APPROPRIATION OF GRANT MONIES CERTIFICATION _, duly appointed _ do hereby certify that the above is a true and correct copy and approved by the Board of Supervisors of Roanoke County, day of , 2003. (Official Position) 2003 by the of Roanoke County Signature of a resolution Virginia on the ACTION NO. A-070803-5.e ITEM NO. I-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Acceptance of water and sewer facilities serving Glen Meadow Subdivision SUBMITTED BY: Gary Robertson Utility Director APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The developers of Glen Meadow Subdivision, Radford and Company, have requested that Roanoke County accept the deed conveying the water and sanitary sewer facilities serving the Glen Meadow Subdivision along with all necessary easements. The water and sanitary sewer facilities are installed, as shown on plans prepared by Lumsden Associates, PC, entitled Glen Meadow, which are on file in the Community Development Department. The water and sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the water and sanitary sewer construction is $18,660 and $26,280, respectively. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors accept the water and sanitary sewer facilities serving the Glen Meadow Subdivision along with all necessary easements, and authorize the County Administrator to execute a deed for the transfer of these facilities. '`,. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Arnold Covey, Director, Community Development Gary Robertson, Utility Director Paul M. Mahoney, County Attorney 2 +. r ~~ ACTION NO. ITEM NO. ~- ~_ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 8, 2003 AGENDA ITEM: Acceptance of water and sewer facilities serving Glen Meadow Subdivision SUBMITTED BY: Gary Robertson Utility Director APPROVED BY: John M. Chambliss, Jr. v Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The developers of Glen Meadow Subdivision, Radford and Company, have requested that Roanoke County accept the deed conveying the water and sanitary sewer facilities serving the Glen Meadow Subdivision along with all necessary easements. The water and sanitary sewer facilities are installed, as shown on plans prepared by Lumsden Associates, PC, entitled Glen Meadow, which are on file in the Community Development Department. The water and sanitary sewer facility construction meets the specifications and the plans approved by the County. FISCAL IMPACT: The value of the water and sanitary sewer construction is $18,660 and $26,280, respectively. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors accept the water and sanitary sewer facilities serving the Glen Meadow Subdivision along with all necessary easements, and authorize the County Administrator to execute a deed for the transfer of these facilities. ~ + 1 .. • JUN-23-2003 14 36 RKE CTY-C0M DEV 5 407722108 P 07/07 1-l lalJ:rN LS1\L J..~V 4+~J-i~ LL-~viria COMPOSITE OF DEEDS, PLATS, AND iava~ti ~..raav +•a. CAI.C[JLATED _ _ v+. a~ INFORMATION _ . AND DO NOT REFLECT AN ACCURATE EOUNDARY SURVEY. i ~~~~~ Rd a~ 1`~~ h , ' h1k ry ~~ ~ , ~ ~ h Q ~ ~ h1 ...- -~ p6 .~w ~' h1 ~P a h1~k h ~,w ,~ ,~ ~ .~ h y1 ~ry1 ~~ no h1 d ~hry ~ k h1,~ +~ h g h1~ry ~ ~ 1`~~ 6 h1~~ h 1p R, 1 1~y0 h1~~ h ,~ 5 ~~ o ~ ~ h1 ~ h1 ~, ~ h~~ ~ ~ ~ ~ h1"~ h1 ,~ 6 'fig h1 h~~k 1~6 1 ~~ h TAX MAP NO. ~, S 6_1 ~ -------- SC 1 ~~ =100 PLAT SHOWING No. of Homes Served: 1 i Aceceptanee of Water and Sewer Facilities Serving "GLEN MEADOW DRIVE" PREFARED 13Y: R(3ANOKE COUNTY DEPARTMENT OF GOMMUNITY DEVELOPMENT DATE:_~ x,16_ 03 THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 8TH DAY OF JULY 2003 ADOPTED THE FOLLOWING: RESOLUTION 070803-5.f REQUESTING ACCEPTANCE OF MATISSE LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the street described on the attached Addition Form SR-5(A), fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Reauirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right- of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Supervisor McN_,_ amara Seconded By: None Reauired Yeas: Su ervisors Flora hurch Minnix Altizer McNamara Nays: None A opy Teste: Diane S. Childers Clerk #o the Board of Supervisors cc: File Arnold Covey, Director, Department of Community Development Virginia Department of Transportation I hereby certify that the foregoing is a true and correct copy of Resolution 070803-5.f adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on July 8, 2003. Brenda J. Holton, CMC Deputy Clerk Y N I ~ O ~I U r-i C m L U Q m _Q O ~ C O o U d V1 _ m ~ z E '~ ~ ~ c ~1 ~ O N ~ 'D a ; d N O ~ O L d a i ~ 0 Q ~ ~ p ~ ~ c O [ 0 LL A Y ~ a Z =, ~ O c ~ ~ F- _ &~ O Q t m ~ ~ ~ c a Q ~ Z .~ c~ ~ ~_ N ~ 0 t ~ ~ ~ c ~ a ~ ~ ~ _:; i . U O n r t ~ ~ r-l ~ ~ m N N c ~ ' O O v ~ < U m O r 2 u _n 3 n t!1 ul N m .. ~ a o (Yi ~ a a e a a a a° a a d 0 ~ _ n c x ~ $ ~ o a~i m u ~ 3 o < H U ~ _ S `b ~ W 6 ' G ~ Q a o o 0 o 0 a 0 a 0 o 0 o H U b b ~ ~ is b ~ 'c 2 Q ~ ~' 5 F ° ~ ~ F b ° m r°- a ~ ~°- a ~ t°_ a i°- a ~ r°- a si r d si ~ - a 3 Z f c 1 S W Z m C/] i H z H ' m Z Q ~ N' C7 '~ ~ c ~ ~ I ~ L- ~i ~ ~ w ~ i U J_ H O ', z O ~_ ~ < r ~? u. r= Q W ; U I g METES AIv"D BOUNDS DESCRIPTIONS S~iOWN ON THIS PLAT REPRESENT A COMPOSITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT AN ACCURATE BOUNDARY SURVEY. ~~ .~~ ~°oc ~ w9J ~ ~, ~ 1 . ~~ 1 c s~z 00+ ~ 2.37 Ac 1 .41 I 6087 /04 lJ ~ 6646 bx1RT 2.66 Ae ff X90 lJ 12 ~ .~ l1 ~~ ~, 203 Ac 703 Ac 6p67 3807 e ~°° ~ ~ ~ 67x50 1 67757 \\ \ ~ ` ~ y, ~-' 3 6016 \ , y / '8 8611 77 {h __ ~'. 6o7z 11 1 .5907 ,606'6 l5 1J b'R59 / Jf C7 ~, o ~ ~1 m ~ f6 lI ~ ~~ .580.5 ~ ~ 10 6Qf9 ~'' 9 70 60ff 5811 BOIB 17 dbJ7 8 6riN BL1A5 6015 !B 7 ,.6010 - 9 7 6Y1S6 BCti7 4 6 6A52 6(~y J ,6A15 1,5 0 6016 5 1 ,..6!710 6017 •f -6085 I 6071 .6YI79 ~'. -6015 J S 1 :... !5005 J / G901 .5001 ~. 1 11 ~p 3977 5917 ~ l ~~ 3 J7 J SCALE:__ 1_= 200 _ PLAT SHOWING Aceceptance of Matisse Lane into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY e DEPARTMENT OF COMMUNITY DEVELOPMENT DATE:_6 =30-03 -o-- - No. of Homes Served: 23 TAX MAP N0.__96.07 ____-___ ACTION NO. ITEM NO. ~- ( a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept Matisse Lane into the State Secondary System SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator ~~ COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Strauss Construction Corporation, developer of The Gardens of Cotton Hill, Section 7, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation (VDOT) requesting that they accept 0.21 mi. of Matisse Lane from its intersection with Monet Lane northwest to its cul-de-sac. Roanoke County staff has inspected this road along, with representatives from VDOT, and finds the road acceptable. FISCAL IMPACT: No County funding is required. ALTERNATIVES: 1. Approve the resolution requesting that VDOT accept Matisse Lane into the State Secondary System 2. Do not approve the resolution and leave Matisse Lane a private road. STAFF RECOMMENDATION: Staff recommends that the Board approve the resolution accepting Matisse Lane into the State Secondary System. -~-' ~o THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 8TH DAY OF JULY 2003 ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF MATISSE LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM WHEREAS, the street described on the attached Addition Form SR-5(A), fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Roanoke County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on March 9, 1999 for comprehensive stormwater detention which applies to this request for addition, NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described on the attached Additions Form SR-5(A) to the secondary system of state highways, pursuant to §33.1-229, Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved by: Seconded by: _ Yeas: Nays: A Copy Teste: Diane Childers, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File N c I T U ~-i I C m L U tl7 ~ Q 3 L 2 m a I i a O V1 m ~ L E `• ~ O '. c G! ~' G ~ O y ... ~ 'O ~ ~ Q ~ a d y n O ~ 0 O d a ~ ~ `o a b ~ o ~ O ~ n YV j 0 :D O_ ~ `o D L ~ U E Q ~ Z .~ r~ .~-~ ~ Q N y O ~ °¢ Y G ~ ~ ~ Z U W O n {=a ~ c N N ~ ~ ' ~ p' v U < 0 t- 8 z n O u'1 N H m m ca m m m ~ ~ ° ~ ° R' ~ m a a° a 4 a ° °' °' °' , Q ~ H W y c ~ ~ p p O O ~ r 3 < H ~ Q ~ y W 1 ~ W i m m ~ m m m ~ ~ ~ ~ ~ ~ ~ ~ m L ~-+ v ~ ~ ~ a ~ ~ ~ E ~ E ~ E ~ E Y Y O a ~ O E O C O O O O 0 E O ~ 6 O ~ p L Q O LL. ~ F- d W O ~ d tL F- d ti Y d ~+- Y C ti F- 4 . l ~ d N GI] H Z m 0 2 Z ~. N' A t h m r ~. t S i u ri Z ~- a a Cc 6 F= j Z W ~ v r c LL G Q O Z n O ~ U ~ V Q A W ' V t u 9 a • ,METES AND BOUNDS DESCRIPTIONS SHOWN ON THIS PLAT REPRESENT A COMP®SITE OF DEEDS, PLATS, AND CALCULATED INFORMATION AND DO NOT REFLECT AN ACCURATE BOUNDARY SURVEY. ~~ ~ _ ova ( \\ ~//' ~'~ ~ - ~~~ s, I ec+a~ la I I aza~ I /~ 6A4,7 2.66 Ae I /~ /~\ 6Q~ I .if 71 \ \~ ` \ \C~' \\ \ ` ~ \ ~/ \ ~ \ ~~y~ ~ 1~ ~Yy- Tulips in the Gardens Length: 0.2111 Miles No. of Homes Served: 23 ~~ s~8 / TAX MAP No.__g6.07 1 "-200' ----------- SCALE:--------- PLAT SHOWING Aceceptance of Matisse Lane into the Virginia Department of Transportation Secondary System PREPARED BY: ROANOKE COUNTY DEPARTMENT OF COMMUNITY DEVELOPMENT DATE:_6 =30 =03 ACTION N0. A-070803-5.g ITEM NO. 1-7.a AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $22,243 to fund a portion of the salary cost of the Hidden Valley Middle School Resource OfFicer from July 1, 2003 - June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Hidden Valley Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $22,243 in grant funds. A match of $15,955 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Hidden Valley Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $22,243. e ACTION NO. ITEM NO. ~'-~- (~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $22,243 to fund a portion of the salary cost of the Hidden Valley Middle School Resource Officer from July 1, 2003 - June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S CO/MMENTS: C%t t~ /rim f? it c~ /~~`/~c~ sir../ SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Hidden Valley Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $22,243 in grant funds. A match of $15,955 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Hidden Valley Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $22,243. r ACTION NO. A-070803-5.h ITEM NO. I-7.b AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $31,656 to fund a portion of the salary cost of the Hidden Valley High School Resource Officer #rom July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Hidden Valley High School. The Department of Criminal Justice Services wilt provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $31,656 in grant funds. A match of $10,552 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Hidden Valley High School. ALTERNATIVES: At this time no alternative funding is available. STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $31,656. ~ -~ VOTE: v Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File James R. Lavinder, Chief of Police Jimmy Chapman, Grant Administrator, Police Department Dr. Linda Webber, School Superintenden# Brenda Chastain, Clerk, School Board 2 ACTION NO. ITEM NO. ~--~1 [k~~l AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $31,656 to fund a portion of the salary cost of the Hidden Valley High School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. tJGi Assistant County Administrator ~/ COUNTY ADMINISTRATOR'S COMMENTS: / l ~? G C~ h7 m C~ ii c/ /7~pi ~AG~<~/ SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Hidden Valley High School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $31,656 in grant funds. A match of $10,552 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Hidden Valley High School. ALTERNATIVES: At this time no alternative funding is available. STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $31,656. ,. ACTION NO. A-070803-5.i ITEM NO. I-7.c AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $26,857 to fund a portion of the salary cost of the Cave Spring Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Cave Spring Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $26,857 in grant funds. A match of $19,266 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Cave Spring Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $26,857. ~... VOTE: .. ,. Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ [] Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File James R. Lavinder, Chief of Police Jimmy Chapman, Grant Administrator, Police Department Dr. Linda Webber, School Superintendent Brenda Chastain, Clerk, School Board 2 ,.. ACTION NO. ITEM NO. _ --1 ~c~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $26,857 to fund a portion of the salary cost of the Cave Spring Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Cave Spring Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $26,857 in grant funds. A match of $19,266 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Cave Spring Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $26,857. r ~ ACTION NO. A-070803-S.i ITEM NO. I-7.d AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $26,857 to fund a portion of the salary cost of the Northside Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Northside Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $26,857 in grant funds. A match of $19,266 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary ofthe school resource officer assigned to Northside Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice _,~ Services Grant for $26,857. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® [] ~ Mr. Church ® ~ [] Mr. Minnix ® ~ [] Mr. Altizer ® [] ~ Mr. McNamara ® ~ ~ cc: File James R. Lavinder, Chief of Police Jimmy Chapman, Grant Administrator, Police Department Dr. Linda Webber, School Superintendent Brenda Chastain, Clerk, School Board 2 ACTION NO. ITEM NO. S-~ (~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $26,857 to fund a portion of the salary cost of the Northside Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator fJ`° COUNTY ADMINISTRATOR'S COMMENTS: v ` ~ rr9 N7 CNn c~ /l~~~/'c'~~r'/ ~GG-t SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the Northside Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $26,857 in grant funds. A match of $19,266 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to Northside Middle School. ALTERNATIVES: At this time no alternative funding is available STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $26,857. ACTION NO. A-070803-5.k ITEM NO. I-7.e AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $24,180 to fund a portion of the salary cost of the William Byrd Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the William Byrd Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $24,180 in grant funds. A match of $17,346 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to William Byrd Middle School. ALTERNATIVES: At this time no alternative funding is available. STAFF RECOMMENDATION: The staff recommends acceptance and appropria#ion of the Department of Criminal Justice t Services Grant for $24,180. VOTE: Supervisor McNamara motion to approve staff recommendation Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File James R. Lavinder, Chief of Police Jimmy Chapman, Grant Administrator, Police Department Dr. Linda Webber, School Superintendent Brenda Chastain, Clerk, School Board 2 ACTION NO. ITEM NO. T-"`~ (~~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request to accept and appropriate a grant from the Department of Criminal Justice Services in the amount of $24,180 to fund a portion of the salary cost of the William Byrd Middle School Resource Officer from July 1, 2003 -June 30, 2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department will continue to provide a school resource officer for the William Byrd Middle School. The Department of Criminal Justice Services will provide grant funds to cover a portion of the school resource officer's salary. FISCAL IMPACT: The Department of Criminal Justice Services has provided $24,180 in grant funds. A match of $17,346 will be required from Roanoke County, and these funds are available in the Police Department budget. The grant funds will be used to pay the salary of the school resource officer assigned to William Byrd Middle School. ALTERNATIVES: At this time no alternative funding is available. STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Criminal Justice Services Grant for $24,180. ACTION NO. ITEM NO. J - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: July 8, 2003 AGENDA ITEM: Request for work session on July 22, 2003 to discuss the Old Cave Spring Road and McVitty Road (Routes 1663 & 1662) Virginia Department of Transportation project, Windsor Hills Magisterial District SUBMITTED BY: APPROVED BY: Arnold Covey Director of Community Development John M. Chambliss, Jr. Assistant County Administrator f~~'' COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Work session is an opportunity for staff of Virginia Department of Transportation to review and conduct a commentary about the Old Cave Spring Road and McVitty Road project with the Board of Supervisors prior to the upcoming Public Hearing. In particular, discussion will be held on the typical section of the roadway concerning the possible addition of wide paved shoulders or bike lanes. M-1 GENERAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA of General Amount Fund Revenues Unaudited Balance at June 30, 2003 $8,977,656 6.60% July 1, 2003 Explore Park Loan Repayment $25,000 Balance at July 8, 2003 $9,002,656 6.62% Changes below this line are for information and planning purposes only. Balance from above $9,002,656 $9,002,656 6.62 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 2003 - 2004 General Fund Revenues $135,971,831 6.25% of General Fund Revenues $8,498,239 Submitted By Rebecca E. Owens Director of Finance Approved By John M. Chambliss, Jr. Assistant County Administrator ~~~°~~ CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited Balance at June 30, 2003 $360,172.56 Balance at July 8, 2003 $360,172.56 Submitted By Rebecca E. Owens Director of Finance Approved By John M. Chambliss, Jr. Assistant County Administrator M-P3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2003-2004 Original Budget $107,940.00 Balance at July 8, 2003 $107,940.00 Submitted By Rebecca E. Owens Director of Finance Approved By John M. Chambliss, Jr. Assistant County Administrator M-~1 FUTURE CAPITAL PROJECTS COUNTY OF ROANOKE, VIRGINIA Savings from 1996-1997 debt budget $670,000.00 Transfer from County Capital Projects Fund 1,113,043.00 FY1997-1998 Original budget appropriation 2,000,000.00 Savings from 1997-1998 debt fund 321,772.00 FY1998-1999 Original budget appropriation 2,000,000.00 FY1999-2000 Original budget appropriatio 2,000,000 Less increase in debt service ..(1,219,855) 780,145.00 Savings from 1998-1999 debt fund 495,363.00 FY2000-2001 Original budget appropriatio 2,000,000 Less increase in debt service (1,801,579) 198,421.00 FY 2001-2002 Original budget appropriati< 2,000,000 Less increase in debt service (348,806) Savings from 2001-02 debt fund (116,594) 1,534,600.00 FY 2002-2003 Original budget appropriatio 2,000,000 Less increase in debt service (2,592,125) (592,125.00) FY 2003-2004 Original budget appropriatio 2,000,000 Less increase in debt service (2,202,725) (202,725.00) Balance at July 8, 2003 $8,318,494.00 Reserved for Future School Operations FY2000-2001 Original budget appropriation $1,500,000.00 July 11, 2000 SW Co Regional Stormwater (290,000.00) FY2001-2002 Original budget appropriation 1,500,000.00 July 1, 2001 School Budgeted Start-Up Costs HVHS/Glenvar Middle (1,858,135.00) July 1, 2002 School Budgeted Start-Up Costs HVHS/Glenvar Middle (35,047.00) July 1, 2002 Transfer to Operating in original 2002-03 Budget (566,818.00) July 1, 2003 Transfer to Operating in original 2003-04 Budget (250,000.00) Balance at July 8, 2003 - Submitted By Rebecca E. 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N O~ ~ l~ 00 ~ .-y ~ b 7 R L 7 a+ a• 7 U E °' y E O ~. ~ ~ ~ `~ p o y a i b ~ w ~ > U ~ u o ~ ~ ~ ~, ~ ~ ~ ~ ~ ~ a O O o ~ y ~ ~ p o ~' y ~ >, ~ ~ ~ ~ ~ ~ ~ .a ~ ~ h ~ W y ~ E b~ Oa ~ y A ~ C `^ y a0i ~ sY, A N O A ~ W ~ O W b T cC C s`d. ~ [ ~. iC FL C tom, ~ A ' V T V ,~ N U pOp O ~+ G ~ H ~ ~ O c o, a ~ O ~ N ~ ~ •~ a ~ F a O ~ ~ ~ P ~ p ~ p ~ ~ p cO k X ' Y O P, ~l U c p. U W U c W A~ F R U A c ~~ c N M O O O N M v~ O O O O .-~ N M 7 ~O l~ oo O O O O O O O .-. N O O ~O ~O ~O O O O ~ [~ l~ [~ O O O O 00 00 00 00 00 00 00 O O O O O O O O\ ~ O O A O H 'O G W L ACTION NO. ITEM NO. _ Nj-~o AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: SUBMITTED BY: APPROVED BY: July 8, 2003 Accounts Paid -May 2003 Rebecca E. Owens Director of Finance John M. Chambliss, Jr. Assistant County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Payments to Vendors $ - $ - $ 5,404,621.61 Payroll 5/9/2003 747,739.41 144,192.46 891,931.87 Payroll 5/23/2003 783,292.74 146,477.91 929,770.65 Manual Checks - 1,151.61 1,151.61 Voids - _ _ Grand Total $ 7,227,475.74 A detailed listing of the payments is on file with the Clerk to the Board of Supervisors. Lee B. Eddy 2211 Pommel Drive Roanoke, Virginia 24018 Tel/Fax: 540/774-2930 e-mail: leddype@cox.net MEMORANDUM To: Roanoke County Board of Supervisors Date: 6/26/03 Subject: June Meeting - Clean Valley Council This is a brief summary of the meeting of the Clean Valley Council Board of Directors held at 12:15 pm on Tuesday, June 24, 2003, at the offices of the Roanoke Valley Resource Authority. Executive Director Ann Masters reported that finances were on schedule and the end of the fiscal year would likely be reached with revenues and expenses essentially in balance. She reported that income from the State DEQ litter control fund for the next fiscal year was expected to be about the same as for the current year. The Board voted renewed terms for several members and elected the following officers for the coming fiscal year: President: Owen Grogan Vice President: Jim Henderson Secretary/Treasurer: Anita McMillan Outgoing president Laura Wasko thanked and complimented board members for their dedication and support. The Board approved the budget for the next fiscal year. Please see the attachment. Raises of 4$ were approved for the Educator and Administrative Assistant, and 3$ for the Executive Director. In the attached proposed budget expenses were increased by approximately $1000 in the Gross Salaries item (3~ increase for Ann Masters) and reduced by the same amount in the expense item for the Annual Awards Program. Owen Grogan reported that plans are in place to facilitate recycling of drink containers at functions of the 2003 Commonwealth Games. A 25th Anniversary celebration for Clean Valley Council is being planned for this fall, but a date and place have not yet been set. I will be pleased to respond to any questions. Respectfully submitted, z~I~ Lee B. Eddy ~- ~-7 Clean Valley Council, Inc. Proposed Budget 2003/2004 INCOME 2001/2002 2002/2003 2003/2004 DEQ Grant $45,000.00 $37,500.00 $ 37,000.00 Grants -Other 17,000.00 20,000.00 $ 20,000.00 Contributions 10,000.00 16,806.40 $ 14,221.73 Community Recycling Station 2,000.00 2,000.00 $ 2,000.00 Interest 3,500.00 2,300.00 $ 1,200.00 Dividends 2,000.00 800.00 $ 500.00 Resource Authority 40,000.00 40,000.00 $ 40,000.00 Roanoke Impact $ 6,250.00 Anniversary $ 5,000.00 Total Proposed Income $119,500.00 $119,406.40 $ 126,171.73 EXPENSES Administrative Staff Gross Salaries $67,941.75 $77,258.88 $ 78,835.20 Health Ins.(Educator) 1,200.00 1,200.00 $ 1,200.25 OASDI (SS Share) 4,212.39 4,790.05 $ 5,000.00 Mileage /Travel /Parking 2,000.00 2,000.00 $ 1,500.00 Training/Educ./Publications 1,500.00 1,000.00 $ 1,000.00 Contract Office Expense 3,194.90 3,194.90 $ 3,200.00 HI Medicare 985.16 1,120.25 $ 1,120.25 Meetings/Board $ 2,250.00 Total Staff Expense $81,034.20 $90,564.08 $ 94,105.70 Office Tele./Cable/Yellow Pages $2,500.00 $2,200.00 $ 3,028.00 Postage /Box Rent 1,000.00 1,000.00 $ 1,000.00 Office Supplies 2,000.00 1,500.00 $ 2,000.00 Equipment /Maintenance 600.00 500.00 $ 500.00 Bank Fees 300.00 100.00 $ 100.00 Insurance Workman's Comp./Disaster 265.00 265.00 $ 268.00 Liability Insurance 410.00 410.00 $ - State Corporation Commission Fee 25.00 25.00 $ 25.00 Rent !Storage 5,965.80 5,092.32 $ 5,245.03 Miscellaneous Expense 2,500.00 2,000.00 $ 1,000.00 Total Office Expense $15,565.80 $13,092.32 $ 13,166.03 Total Administrative Expenses $96,600.00 $103,656.40 $ 107,271.73 ~-~7 cvc budget pg 2 2001/2002 2002/2003 2003/2004 Program Expenses Communications Advertising /Public Relations $2,000.00 $500.00 $ 1,500.00 Newsletter/Brochure/Invitation 1,500.00 1,500.00 $ 1,500.00 Annual Awards Program 2,000.00 2,000.00 $ ~~~ ` Bulk Mail Fees 1,100.00 600.00 $ 700.00 Total Communications Expense $6,600.00 $4,600.00 $ 8,700.00 Schools Puppet Shows/Recycling $1,100.00 $1,550.00 $ 1,000.00 Recycling Award 100.00 100.00 $ 100.00 Program Development 3,500.00 2,000.00 $ 1,400.00 Earth Summit 5,200.00 3,500.00 $ 3,600.00 Total Schools Expense $9,900.00 $7,150.00 $ 6,100.00 Fairs Earth Day $300.00 $300.00 $ 200.00 Nature Fair 200.00 0.00 $ - Total Fairs Expense $500.00 $300.00 $ 200.00 Clean-ups Clean Valley Day $3,500.00 $3,000.00 $ 3,500.00 Fall River/Stream Clean-up 1,000.00 500.00 $ 200.00 Total Clean-up Expense $4,500.00 $3,500.00 $ 3,700.00 Recycling Educational Printing $1,000.00 $0.00 $ - Program Development 100.00 200.00 $ - Business Recycling Program 0.00 0.00 $ 200.00 Take It or Leave It 300.00 0.00 $ - Total Recycling Expense $1,400.00 $200.00 $ 200.00 Total Program Expenses $22,900.00 $15,750.00 $ 18,900.00 Total Expenses $119,500.00 $119,406.40 $ 126,171.73 (~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 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. AGENDA NOTES Date: July 8, 2003 Vote Record: Yes No Abs Motion by: Mr. Flora Mr. Church Mr. Minnix Mr. Altizer Mr. McNamara AGENDA ITEM: ACTION #: Title: .._ ~F POANp,1.~ ti .h A 2 ~ rasa Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Michael W. Altizer Windsor Hills Magisterial District Vinton Magisterial District Richard C. Flora, Vice-Chairman Joseph B. "Butch" Church Hollins Magisterial District Catawba Magisterial District H. Odell "Fuzzy" Minnix Cave Spring Magisterial District July 9, 2003 Father Dean Nastos Holy Trinity Greek Orthodox Church 30 Huntington Boulevard, NE Roanoke, VA 24012 Dear Father Nastos: On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, July 8, 2003. We believe it is most important to ask .for =divine guidance at these meetings, and the Board is very grateful for your contribution. Thank you again for sharing your time and your words with us. It was good to have you with us. With kindest regards, eph McNamara, Chairman oanoke County Board of Supervisors OFFICE: FAX: VOICE MAIL: E-MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 bos~co.roanoke.va.us OF ROANp~.cc ti ~A ~ Z J a 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 July 9, 2003 Mr. Robert-List 1728 Mill Pond Drive Salem, VA 24153 Dear Mr. List: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton ~ co.roanoke.va.us The members of the Board of Supervisors wish to express their sincere appreciation for your previous service to the Parks, Recreation & Tourism Advisory Commission. I am pleased to inform you that, at their meeting held on Tuesday, July 8, 2003, the Board of Supervisors voted unanimously to re-appoint you as a member of the Parks, Recreation & Tourism Commission for another three-year term representing the Catawba Magisterial District. Your new term began on June 30, 2003, and will expire on June 30, 2006. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Diane S. Childers, Clerk Roanoke County Board of Supervisors Enclosure cc: Pete Haislip, Director, Parks, Recreation & Tourism O~ POANp~~ ti ~~ A z c~ 2 ~ a~ 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 July 9, 2003 Ms. Donna Wooldridge 1675 Richland Hills Drive Salem, VA 24153 Dear Ms. Wooldridge: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us The members of the Board of Supervisors wish to express their sincere appreciation for your previous service to the Parks, Recreation & Tourism Advisory Commission. I am pleased to inform you that, at their meeting held on Tuesday, July 8, 2003, the Board of Supervisors voted unanimously to re-appoint you as a member of the Parks, Recreation & Tourism Commission for another three-year term representing the Catawba Magisterial District. Your new term began on June 30, 2003, and will expire on June 30, 2006. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, ~ca.,~ ~ . C/U~d~ Diane S. Childers, Clerk Roanoke County Board of Supervisors C~u~rtt~ ~~ ~n~x~uC~e Enclosure cc: Pete Haislip, Director, Parks, Recreation & Tourism o~ ROANp~F a ~' ~ ~ ~ z ~ a• 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us C~o~xz~~~ of ~n~~~C~ P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 July 9, 2003 Mr. James T. Phipps, Director Court Community Corrections Program 516 East Main Street Salem, VA 24153 Dear Mr. Phipps: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us This will inform you that at their meeting on Tuesday, July 8, 2003, the Roanoke County Board of Supervisors voted unanimously to re-appoint Sheriff Gerald Holt to the Court Community Corrections Program Regional Community Criminal Justice Board. Sheriff Holt's appointment is for another two-year term which began on July 1, 2003 and will expire on July 1, 2005. If you have any questions, please do not hesitate to call me. Sincerely, ~~ LD' Diane S. Childers, Clerk Roanoke County Board of Supervisors cc: Gerald S. Holt, Sheriff, Roanoke County BRIEFING TO BE ADDED AS ITEM D-1 Presented by: John M. Chambliss, Jr. -Assistant County Administrator Anne Marie Green, Director of General Services BRIEFING TO DISCUSS RECENT STORM DAMAGE AND THE COUNTY'S POLICY ON BULK/BRUSH COLLECTIONS. Board of Supervisors • • • ~ Clerk's Office Memo To: Board of Supervisors From: Diane S. Childers ~C Date: 7/3/2003 Re: School Construction Committee Meeting F NANO ~ ~~ ~ c z ~ ~ ~ 0 2 a` X83 This is just to remind you that the School Construction Committee meeting is being held on Monday, July 7 at 11:30 a.m. in the School Board Meeting Room at the School Administrative Offices, 5937 Cove Road. Pizza will be provided prior to the meeting. As a result of the meeting on Monday, it may be necessary for staff to add an additional item of new business to the agenda on Tuesday, July 8. cc: Elmer C. Hodge John M. Chambliss, Jr. Diane D. Hyatt 1 ~. ROANOKE COUNTY ATTORNEY'S OFFICE Roanoke County Administration Center 5204 Bernard Drive, S.W. -Room 431 Roanoke, VA 24018-0798. Phone 772-2007 -Fax 772-2089 MEMORANDUM To: Board of Supervisors ~`~', n From: Paul M. Mahone ~ Y1f \ y Date: June 27, 2003 Subject: Tax Exemptions The 2003 session of the Virginia General Assembly adopted House Bill 1750 that is now codified as Chapter 1032 and Section 58.1-3651 of the State Code. This legislation implements last year's constitutional amendment that shifted the responsibility for granting real estate tax exemptions from the General Assembly to the governing body of the locality where the property of the group or organization seeking the exemption is located. This legislation sets out the procedures for granting tax exemptions. In the past the charitable organization requesting tax exempt status for its property by designation would submit a request to the locality for a recommendation based upon statutorily-required findings. Then that request and recommendation would be sent to the General Assembly for approval. As of January 1, 2003, this request must be addressed by the local governing body. It no longer goes to the General Assembly. Under this new legislation, if the local governing body agrees to grant a request for an exemption, it must adopt an ordinance. If the ordinance to grant the exemption is defeated, the property will remain taxable. The ordinance shall state the specific use on which the exemption is based and continuance of the exemption shall be contingent on the continued use of the property in accordance with the purpose for which the organization is classified or designated. The ordinance exempting property shall be adopted after holding a public hearing. The governing body shall publish notice of the public hearing once in a newspaper of general circulation in the locality where the real property is located. The notice shall include the assessed value of the real and tangible personal property for which the exemption is requested as well as the property taxese assessed against such property. The public hearing shall not be held until at least five days has elapsed after the notice has been published. The local governing body may collect the cost of publication from the organization requesting the tax exemption. Before adopting any such ordinance the governing body shall consider the factors set out in paragraph B. of the attached legislation. One significant difference from the previous law on tax exemptions is that localities will also be responsible for deciding exemptions by classification. Formerly this was solely the authority of the General Assembly. For example, exemptions by classification include churches, SPCA, .Red Cross, etc. Classification exemptions include all current and future properties of the exempt organization. This is contrasted with a designation that is limited to one or more specific properties. By including exemption by classification in this legislation, the General Assembly may have created an area of confusion that will probably be addressed in its next session. Exemptions by classification do not fit the findings that the new law requires for ordinances. The advantage of the old classification method was that an applicant could obtain an exemption by classification from the General Assembly that applied state-wide. Under the constitutional amendment and this legislation, the applicant will now have to make a request for exemption in each locality where it plans to operate. I expect further legislation on this issue in the 2004 session of the General Assembly. I have attached for your review a copy of this legislation. PMM/ sb C: Elmer Hodge Nancy Horn Billy Driver # Bill Tracking - 2003 session Page 1 of 2 summarv I CHAPTER 1032 An Act to amend the Code of Virginia by adding in Chapter 36 of Title 58.1 an article numbered 4.1, consisting of a section numbered 58.1-3651, and to repeal ~~ 30-19.04 and 30-19.1: 2 of the Code of Virginia, relating to property tax exemptions. [H 1750] Approved May 1, 2003 Be it enacted by the General Assembly of Virginia: 1. That the Code of Virginia is amended by adding in Chapter 36 of Title 58.1 an article numbered 4.1, consisting of a section numbered 58.1-3651, as follows: Article 4.1. Property Exempted by Local Classification or Designation on or After January 1, 2003. ~ 58.1-3651. Property exempt from taxation by classification or designation by ordinance adopted by local governing body on or after January 1, 2003. A. Pursuant to subsection 6 (a) (6) ofArticle X of the Constitution of Virginia, on and after January 1, 2003, any county, city, or town may by designation or classification exempt from real or personal property taxes, or both, by ordinance adopted by the local governing body, the real or personal property, or both, owned by a nonprofit organization that uses such property for religious, charitable, patriotic, historical, benevolent, cultural, or public park and playground purposes. The ordinance shall state the specific use on which the exemption is based, and continuance of the exemption shall be contingent on the continued use of the property in accordance with the purpose for which the organization is classified or designated. No exemption shall be provided to any organization that has any rule, regulation, policy, or practice that unlawfully discriminates on the basis of religious conviction, race, color, sex, or national origin. B. The ordinance exempting property pursuant to subsection A shall be adopted only after holding a public hearing with respect thereto, at which citizens shall have an opportunity to be heard. The local governing body shall publish notice of the hearing once in a newspaper of general circulation in the county, city, or town where the real property is located. The notice shall include the assessed value of the real and tangible personal property for which an exemption is requested as well as the property taxes assessed against such property. The public hearing shall not be held until at least five days after the notice is published in the newspaper. The local governing body may collect the cost of publication from the organization requesting the property tax exemption. Before adopting any such ordinance the governing body shall consider the following questions: 1. Whether the organization is exempt from taxation pursuant to ~ S01 (c) of the Internal Revenue Code of 1954; 2. Whether a current annual alcoholic beverage license for serving alcoholic beverages has been issued by the Virginia Alcoholic Beverage Control Board to such organization, for use on such property; 3. Whether any director, officer, or employee of the organization is paid compensation in excess of a reasonable allowance for salaries or other compensation for personal services which such director, officer, or employee actually renders; http://leg l .state.va.us/cgi-bin/legp504.exe?031+ful+CHAP 1032 6/30/2003 ~, Bill Tracking - 2003 session Page 2 of 2 r 4. Whether any part of the net earnings of such organization inures to the benefit of any individual, and whether any significant portion of the service provided by such organization is generated by funds received from donations, contributions, or local, state or federal grants. As used in this subsection, donations shall include the providing ofpersonal services or the contribution of in-kind or other material services; S. Whether the organization provides services for the common good of the public; 6. Whether a substantial part of the activities of the organization involves carrying on propaganda, or otherwise attempting to influence legislation and whether the organization participates in, or intervenes in, any political campaign on behalf of any candidate for public office; 7. The revenue impact to the locality and its taxpayers of exempting the property; and 8. Any other criteria, facts and circumstances that the governing body deems pertinent to the adoption of such resolution. C. Exemptions ofproperty from taxation under this article shall be strictly construed in accordance with Article X, Section 6 (~ of the Constitution of Virginia. D. Nothing in this section or in any ordinance adopted pursuant to this section shall affect the validity of a classification exemption claimed by an organization, or a designation exemption granted by the General Assembly, prior to January 1, 2003, that was still effective on December 31, 2002, pursuant to Article 3 (~ 58.1-3609 et seq.) or 4 (~ 58.1_3650 et seq.) of this chapter, and no locality shall recognize a classification exemption farst claimed by an organization pursuant to Article 3 (~ 58.1-3609 et seq.) of this chapter after January 1, 2003. An exemption granted pursuant to Article 4 (~ 58.1=3650 et seq.) of this chapter may be revoked in accordance with the provisions of ~ 58.1-3605. For purposes of this subsection "a classification exemption claimed by an organization" as of January 1, 2003, means that the organization owns property in a locality that is not being taxed by the locality on December 31, 2002, by virtue of a classification exemption provided under Article 3 (~ 58.1-3609 et seq.) of this chapter. Such claim of exemption applies to each such locality in which such an organization owns property that is not being taxed on December 31, 2002, and only to each such locality. 2. That §§ 30-19.04 and 30-19.1:2 of the Code of Virginia are repealed effective January 1, 2003. 3. That an emergency exists and this act is in force on and after January 1, 2003. Legislative Information_System http://legl .state.va.us/cgi-bin/legp504.exe?031+fu1+CHAP1032 6/30/2003 ! •{ COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: ~JO~~C~~ C~ ~-~ . ~e.~`(Y1 Dates of Employment: I O ` 1 \~g°~ -- (p `~~03 Current Position: ~~~.,`~r"C-.~ C~CX~,,,~ ~re.~~c-c~~ Q~~\~> Retirement Date: ~ ~ ~ ~,0~'J Length of Service: ~ ~ ~11~ . , 9 ._ (Y1U`~. Previous Positions Held: A~C~~X`~- aeYl~. ~ ~L~~'~~- Clcr ~ ~ ~~ C~-crrk.. ~ Other Information: ~C~,C~,rCSS', ~ oZ~ ~~kLY`~C]p~-~ ~Dr. Board Meeting dates during retirement month: Plans to attend board meeting on Would like to attend a board meeting at a later date. Date requested is: Does not plan to attend a board meeting Please mail resolution. 31 ~o~o :~ Human Resources Sign ture Date date. _, [-Diane Childers -Retirements - Elizabeth, C. Angel and Vickie G. McCorkle Page 1 From: Brenda Holton To: Gerald Holt Date: 6/10/03 2:45PM Subject: Retirements -Elizabeth C. Angel and Vickie G. McCorkle Human Resources has notified us of the above retirements. Attached are resolutions of appreciation for Deputy Sheriffs Angel and McCorkle. They do not want to attend a Board meeting. We plan to add these to the Consent Resolution for the June 24th (Angle) and July 8th meetings (McCorkle). Would you review these resolutions and add something to make them more personal? Thanks. Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers _ -.- _- _ Diane Childers- 07-08-reso-McCorkle retirement.doc ~ _ Page 1 ~, ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION ~'' CENTER ON TUESDAY, JULY 8, 2003 ~ RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF VICKIE G. MCCORKLE, SHERIFF'S OFFICE WHEREAS, Vickie G. McCorkle was employed by Roanoke County on November 16, 1976, in the CETA Program in purchasing; and also served in the Sheriff's Office as Accountant Clerk I, Clerk Typist II, Deputy Sheriff -Court Bailiff, and Deputy Sheriff -Corporal, Civil Division; and WHEREAS, Deputy Sheriff McCorkle retired as a Deputy Sheriff -Sergeant, Civil Division, from Roanoke County on July 1, 2003, after twenty-six years and eight months of service; and WHEREAS, Deputy Sheriff Sergeant McCorkle has served with professionalism and integrity, and through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to VICKIE G. MCCORKLE for more than twenty-six years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy, i 1 Diane Childers - 07-08-reso-McCorkle retirement.doc _ Page 2 I restful, and productive retirement. COUNTY OF ROANOKE Retirement Resolution Form (To be completed at the exit interview session with the retiring employee) Name of Employee: V 1 C ~\ e' ~7 • 1~-C.r~~k.~,C Dates of Employment: ~ ~ ~ (q `~ Current Position: 5~X i~~ GJG" CC~,~6~-~ ~~ ~,S ~\` ~~~151CM Retirement Date: Length of Service: oC lQ. y.~.YS , ~ ~ Previous Positions Held: V~ork~ ~ ~ LE,T I~ ~~Qc~rC~ 1r~ ~ r~0,r~ ~2~~~~~ ~,. r ~ ~~.e.l-1to - 3 3~ ~--t . ~LCSUr~or~~ CScY ~ Z ~~~ S~c-~vr ~ ~ ~~Y~ ~ ~ ~~ " ~ ~~~, Shcso ~~ ~r t~ - C~~ ~ ~ ~``~ ~5 tc~ Other Information: ~c'~,c~rcSS ~_ ~j~-} ~ ~.~~ '[~C~, . Board Meeting dates during retirement month: Plans to attend board meeting on date. T Would like to attend a board meeting at a later date. Date requested is: Does not plan to attend a board meeting. Please mail resolution. 2~ Lam` o~L.Q.1~3 ~ 3 .CS~ p M O f ~ .~b ~ ,f~ , I l~ ~ a1~3 Human Resources Si nature Date Diane Childers -Retirement Resolution,. Sandra Helm From: Brenda Holton To: Fred Anderson Date: 6/10/03 2:52PM Subject: Retirement Resolution, Sandra Helm Human Resources has notified us of the above retirement. Page 1 Attached is a resolution of appreciation for Ms. Helm. She does not want to attend a Board meeting. We plan to add this to the a to the Consent Resolution for the and July 8th meetings. Would you review this resolution and add something to make them more personal? Thanks. Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us CC: Diane Childers --- Diane Childers - 07-08 reso-Helm retirement.doc t 1- . AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION j CENTER ON TUESDAY, JULY 8, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF SANDRA G. HELM, TREASURER'S OFFICE WHEREAS, Sandra G. Helm was employed by Roanoke County on October 1, 1969, as an Account Clerk I in the Treasurer's Office; and also served as Account Clerk II and Tax Clerk II; and WHEREAS, Ms. Helm retired from Roanoke County on July 1, 2003, after thirty- three years and nine months of service; and WHEREAS, Ms. Helm has served with professionalism and integrity, and Page 1 through her employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to SANDRA G. HELM for over thirty-three years of capable, loyal and dedicated service to Roanoke County; and. FURTHER, the Board of Supervisors does express its best wishes for a happy, restful, and productive retirement. Diane Childers - Re: Board Reports for School Resource Officers Page 1 J From: Jimmy Chapman To: Diane Childers Date: 7/1/03 5:06PM Subject: Re: Board Reports for School Resource Officers Diane Please be patient with me, this is my first time completing a board report. The source of the matching funds will be derived from the existing Roanoke County Police Department Budget, The grant funds should be appropriated to the budget for Police personnel salary. I hope this helps. Thanks Jimmy »> Diane Childers 07/01/03 04:07PM »> Jimmy, In these reports you mention that matching funds will be required from the County. I need to include the source of the matching funds in the reports. If you can a-mail the information to me, I will insert it in the board report. Also, if you want these funds appropriated, I will need to specify where the funds are to be appropriated in the report as well. Sorry to be so particular, but Finance requests that we include this in the reports to assist them in making the appropriate entries. Thanks. Diane Diane S. Childers Clerk to the Board County of Roanoke Phone: (540) 772-2003 Fax: (540) 772-2193 »> Jimmy Chapman 07/01/03 03:51 PM »> Diane I hope this works. Please advise if I need to resend. Thanks Jimmy Chapman Roanoke County Police Department Grants Administrator ofc. (540) 561-8125 • JUN-23-2003 14 35 RKE CTY-COM DEU 5407722108 P.04i07 ~tetur~q td: Roanoke County Attorney's Office `T'>lII5 DLLD, made this 13th day of June, ~,pQ3, by and between Y7adford & Comnany_, a . Virginia CaroaraHan, party off` the first part, hereinafter referred to as the Developer; and the BOARD OF SUPE1tVl$ORS OF ROANOKE COYJ'NTY, VIRGIlVIA, its successors or assigns, parry of the second part, hereinafter referred to as the itl~OUllty." WITN'ES~IsTH: THAT FOR AND f1V CpNSIDERATION of the mutual benefits accnung to the parties, the receipt and sufficiency of which is hereby acknowledged, the Developer hereby GRANTS CONVEYS, ASSIGNS AN'D 'l'R,ANSFERS unto the County, with GENERAL 'OVP,RRP,NTY OF TITf,E, all water and/or sewer lines, valves, fZttings, laterals, connections, storage facilities, sources of water supply, pumps, manholes and any and all other equipment and appurtenances thereunto belonging, in and to the water andlor sewer systems in the stz~eets, avenues, public utility easement areas, and water and sewer easement areas that have been or may hereafter be installed by the Developer, along with the right to perpetually use and occupy the easements in which the same may be located, all of which is mere particularly shown, described anal desigr~ted as follows, to wit: As shown on the plans entitled Glen 1VLeado~v, made by Lumsden_ Associates,,,FC, and on file in the Roanoke County Department of Community Development. JUN-23-203 14 36 RKE CTY-COM DEU 547722108 P.~5i07 The 1]evelaper hereby covenants and warrants that it will be responsible for the proper installation, construction and maintenance of the said water andlor sewer systems, including repair of surface areas affected by settlement of utility trenches, for a period of one {1) year after ' date of acceptance by the County and wi11 perform any necessary repairs at its cost. T1~is instrument is executed by a duly authorized administrator of Roanoke County, Virginia, to signify acceptance of this conveyance by the Board of Supervisors of Roanoke CUUrlty, Virginia, pursuant to Resolution Na. ~.., adopted by said Board on the day of , 2003_ WITNESS the following signatures and seats Developer: ~~/~'~"I ~ ~a*+tP~y $Y= (SEAL) As: State of Virgiani,a C~~tCity of ~e.l'-'L , to-wit: The foregoingttinstrument__vva``s (acknowledged before me t(h~is ~ day of ~~ 2003, by id ~~ (lc't ~-O/r'c~ _ 1~1t". [ i .~ e _ ~ ~ an behalf of ~~{nom ~r-~~# (~, Developer. _ , Notary Public My commission expires. ~ ~~ ~ 2 JUN-23-2~~3 1436 Approved as to #'arm; RKE CTY-CAM DEU __ County Attorney 54~77221~8 P.~6i07 B~ARU OF SUPERVISORS ~F l2OANOKE COUNTY, VIRCxTNIA By: (s~A~.,) State of Virginia, County/pity of Roanoke, to-wit: The foregoing instrument was acknowledged before me this _ day of ~ao~, by _ on behalf of the Baazd of Supervisors of Raanake County, 'Virginia. Notary Public My commission expires: 3