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HomeMy WebLinkAbout8/12/2003 - RegularACTION NO. A-081203-2 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: August 12, 2003 AGENDA ITEM: Request for approval of expansion of bulk and brush collection service SUBMITTED BY: Anne Marie Green Director of General Services APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Normally I would bring a request for a major expansion of services to the Board as part of the budget process. However in recent months, we have had a tremendous increase in the requests for additional bulk and brush service. With the heavy rains, bulk and brush collection has become an important priority for our citizens. Staff continues to deal with disposal of small accumulations of tires and other types of trash. The call-in method has never been our choice for handling bulk and brush collections. We see an opportunity, at this time, to make changes that will improve the appearance and customer satisfaction throughout the County. Recommend approval. SUMMARY OF INFORMATION: In July, 1994, the Board of Supervisors amended the solid waste ordinance to include bi- weekly scheduling of bulk and brush collection for County residents. At the time, this method allowed the County to provide bulk and brush service without additional resources. This service is still more generous than in any other county in Virginia, and in fact, better than in most cities. While it has worked well, staff believes that it would be more effective customer service, and provide for a cleaner county, to eliminate the scheduling requirement. This was not possible in the past due to the size and number of the solid waste fleet. However with the vehicles purchased over the past two years and the ones currently on order, this can now be done with the addition of one vehicle and three employees. These additional resources are required due to growth in the County and other solid waste issues such as storm clean up and dumping problems. In order to free up the resources to change this service, the 3,000 homes still receiving manual service will be changed to automated service. This requires an additional automated truck and 3,000 cans, as well as a driver. Two years ago, the Board approved automated service in the Mount Pleasant area, and the remaining homes are in the Back Creek, Catawba and Bent Mountain areas. These homes will then receive the same standard of service as the rest of the County, including free 90 gallon containers. By changing to automated service in those areas, a rear loader is freed up for bulk collection. The current rear loader fleet consists of 1 large vehicle and three smaller old ones, which will be replaced within the next few months when the new larger ones arrive. These four large vehicles will give us the capacity to provide the increased service. Additionally, we currently have one new boom truck and two older ones to provide brush collection. When the two new ones arrive this month, one old one will be retained, allowing us to meet the increased demand in this service. The new vehicles and staff will be in place by November 1, 2003. FISCAL IMPACT: This service will require an additional automated truck, cans, unfreezing the automated driver position, and two equipment operators for the boom truck being retained. Automated truck $160,000 3,000 cans 126,000 3 additional employees 90,000 Total $376,000 Funding is available in the fiscal year 2002-2003 year end rollover account. ALTERNATIVES: Alternative 1: Approve the request to eliminate the call-in requirement for bulk and brush collection effective November 1, 2003. Not only does this provide increased customer service in the bulk and brush area, it also provides all County homes with the automated service, including the free 90 gallon container. Alternative 2. Do not approve the request, and retain the call in requirement for bulk and brush pick up. STAFF RECOMMENDATION: Staff recommends Alternative 1. 2 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 Anne Marie Green, Director, General Services Diane Hyatt, Chief Financial Officer Rebecca Owens, Director, Finance 3 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 12, 2003 AGENDA ITEM: Request for approval of expansion of bulk and brush collection service SUBMITTED BY: Anne Marie Green Director of General Services` APPROVED BY: Elmer C. Hodge ~~""'' f~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Normally I would bring a request for a major expansion of services to the Board as part of the budget process. However in recent months, we have had a tremendous increase in the requests for additional bulk and brush service. With the heavy rains, bulk and brush collection has become an important priority for our citizens. Staff continues to deal with disposal of small accumulations of tires and other types of trash. The call-in method has never been our choice for handling bulk and brush collections. We see an opportunity, at this time, to make changes that will improve the appearance and customer satisfaction throughout the County. Recommend approval. SUMMARY OF INFORMATION: In July, 1994, the Board of Supervisors amended the solid waste ordinance to include bi- weekly scheduling of bulk and brush collection for County residents. At the time, this method allowed the County to provide bulk and brush service without additional resources. This service is still more generous than in any other county in Virginia, and in fact, better than in most cities. While it has worked well, staff believes that it would be more effective customer service, and provide for a cleaner county, to eliminate the scheduling requirement. This was not possible in the past due to the size and number of the solid waste fleet. However with the vehicles purchased over the past two years and the ones currently on order, this can now be done with the addition of one vehicle and three employees. These additional resources are required due to growth in the County and other solid waste issues such as storm clean up and dumping problems. t -3 In order to free up the resources to change this service, the 3,000 homes still receiving manual service will be changed to automated service. This requires an additional automated truck and 3,000 cans, as well as a driver. Two years ago, the Board approved automated service in the Mount Pleasant area, and the remaining homes are in the Back Creek, Catawba and Bent Mountain areas. These homes will then receive the same standard of service as the rest of the County, including free 90 gallon containers. By changing to automated service in those areas, a rear loader is freed up for bulk collection. The current rear loader fleet consists of 1 large vehicle and three smaller old ones, which will be replaced within the next few months when the new larger ones arrive. These four large vehicles will give us the capacity to provide the increased service. Additionally, we currently have one new boom truck and two older ones to provide brush collection. When the two new ones arrive this month, one old one will be retained, allowing us to meet the increased demand in this service. The new vehicles and staff will be in place by November 1, 2003. FISCAL IMPACT: This service will require an additional automated truck, cans, unfreezing the automated driver position, and two equipment operators for the boom truck being retained. Automated truck $160,000 3,000 cans 126,000 3 additional employees 90,000 Total $376,000 Funding is available in the fiscal year 2002-2003 year end rollover account. ALTERNATIVES: Alternative 1: Approve the request to eliminate the call-in requirement for bulk and brush collection effective November 1, 2003. Not only does this provide increased customer service in the bulk and brush area, it also provides all County homes with the automated service, including the free 90 gallon container. Alternative 2. Do not approve the request, and retain the call in requirement for bulk and brush pick up. STAFF RECOMMENDATION: Staff recommends Alternative 1. Working Document -Subject to Revision Roanoke County Board of Supervisors Action Agenda August 12, 2003 Good afternoon and welcome to our meeting for August 12, 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 All present at 3:01 p.m. 2. Invocation: Reverend Jim Beatty Bethel A.M.E. Church 3. Pledge of Allegiance to the United States Flag B. REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS ECH added a new business item, E-4, request to authorize emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision. ECH added a work session to discuss long-range issues relating to the drainage program, including revisions to the zoning ordinance. C. PROCLAMATIONS, RESOLUTIONS, RECOGNITIONS AND AWARDS 1. Certificate of recognition to Kelly Clark, Glenvar High School, for winning the State Group A Girls 1600 Meter Run Certificate presented to Ms. Clark 1 2. Certificate of recognition to Brad Collins, William Byrd High School, for setting the state career scoring record in boys soccer Certificate accepted on behalf of Brad Collins by Alan and Rebecca Collins, Brad's parents, and Otis Dowdy, Assistant Principal at WBHS. The Clerk was directed to send a letter and a videotape of the meeting to Mr. Collins on behalf of the Board. D. BRIEFINGS None E. NEW BUSINESS 1. Request for a resolution approving an agreement with the Virginia Department of Transportation (VDOT) to administer construction of the access road for Integrity Windows in the Valley Gateway Business Park. (George W. Simpson, Assistant Director of Community Development) R-081203-1 MWA motion to adopt resolution URC 2. Request to appropriate funds to cover overtime for existing personnel to be placed at the Catawba and Hollins stations beginning December 1, 2003. (Rick Burch, Chief of Fire and Rescue) No action taken on this item 3. Request for approval of expansion of bulk and brush collection service. (Anne Marie Green, Director of General Services) A-081203-2 JPM motion to approve staff recommendation (eliminate the call-in requirement for bulk and brush collection effective November 1, 2003) URC 4. Request to authorize an emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision. (Arnold Covey, Director of Community Development) A-081203-3 MWA motion to approve staff recommendation (appropriate $15,000 for debris removal and stabilization) with the modification that the funds be taken from the Board Contingency Fund rather than year-end funds URC 2 F. FIRST READING OF ORDINANCES None G. SECOND READING OF ORDINANCES None H. 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-081203-4 JPM motion to adopt consent resolution URC 1. Approval of minutes -July 18, 2003 and July 22, 2003 2. Request to accept and appropriate a grant in the amount of $34,252 from the Governor's Office of Substance Abuse Prevention for the Student Assistance Program A-081203-4.a 3. Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation to the Elementary Student Assistance Program A-081203-4.b 4. Request to accept a grant in the amount of $18,085.22 from the Bureau of Justice Assistance Bulletproof Vest Partnership A-081203-4.c 5. Request to accept and appropriate a TANF Disability Grant in the amount of $54,500 for the Department of Social Services A-081203-4.d 3 6. Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints A-081203-4.e 7. Resolution of appreciation upon the retirement of Melvin Lee Linkous, Police Department, after twenty-eight years of service R-081203-4.f 8. Request to accept and appropriate a grant in the amount of $99,778 from the Department of Justice to the Fire and Rescue Department for the acquisition of equipment and supplies to respond to structural collapse and mass casualty incidents A-081203-4.g 9. Request to accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System R-081203-4.h I. REQUESTS FOR WORK SESSIONS None J. REQUESTS FOR PUBLIC HEARINGS None K. CITIZENS' COMMENTS AND COMMUNICATIONS None L. REPORTS MWA 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 4 5. Accounts Paid -July 2003 M. REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Altizer: He stated that in times such as this when the County experiences severe weather-related issues, it points out the problems within the system. He commended staff for their response to citizens concerns. He also requested that the storm drainage concerns that have been noted recently be addressed in future work sessions, particularly with regard to storm water runoff. Supervisor Flora: He referenced a grant that the County received several years ago for the purpose of speed enforcement on I-81, and questioned if a similar grant is available at this time. He stated that following this increased enforcement, the speed limit was reduced from 65 mph to 60 mph. At that time, the County schools changed their policy to allow school buses to travel on I-81. He voiced concerns that speeding is again increasing on I-81 and presents a danger to the citizens. Supervisor Church: (1) He requested Mr. Covey's assistance with concerns expressed by a citizen on Neil Drive. The citizen stated that VDOT began paving on their street with no prior notification to residents. (2) He requested that Capt. Phil Patrone contact him regarding burglaries that had occurred in Catawba. (3) He stated that he would be working with the Community Christmas Store and requested assistance in locating a facility for the organization to use during the holidays. (4) He wished his son, Aaron, a happy birthday. Supervisor Minnix: He stated that the company he works for has secured a contract to place four air traffic controllers in control towers in Iraq. This may affect his tenure with the Board of Supervisors, and he indicated that he would keep staff and the citizens advised of any changes. N. CLOSED MEETING pursuant to the Code of Virginia Section 2.2-3711 A (1) discussion or consideration of the appointment of specific public officers. JPM motion to go into closed meeting at 4:47 p.m. URC Closed meeting held from 4:49 p.m. until 4:55 p.m. O. CERTIFICATION RESOLUTION R-081203-5 JPM motion to adopt certification resolution URC 5 P. APPOINTMENTS 1. Board of Zoning Appeals (Appointed by District) A-081203-6 JBC motion to appoint Richard L. Jones, Jr., Catawba District, to an additional five-year term that will expire on June 30, 2008 URC 2. Industrial Development Authority 3. Virginia Western Community College Board A-081203-7 JPM motion to appoint John Frye and Will Davis to serve four-year terms that will expire on June 30, 2007 URC Q. WORK SESSIONS (4th Floor Conference Room) 1. Work session to discuss the proposed Regional Water and Wastewater Authority. (Elmer Hodge, County Administrator; Diane Hyatt, Chief Financial Officer; Gary Robertson, Utility Director) This work session was held following Item Q-2 Time: 6:00 p.m. until 6:30 p.m. The Board emphasized the need to secure a rate reduction for County citizens. Mr. Hodge advised that the rate study will be completed and that all proposed rates will be outlined in a contract to be authorized by the Board. Ms. Hyatt stated that a draft of the rate study will be available in October. There was a consensus of the Board members to attend civic league meetings to begin educating the public regarding the proposed water and wastewater authority formation. Ms. Hyatt reviewed the guiding principles being used in the formation of the authority, the proposed timeline, and team assignments. 2. Work session to discuss the process for Capital Improvements Program (CIP) development for fiscal year 2004-2005. (Brent Robertson, Budget Director) Time: 5:34 p.m. until 5:58 p.m. Mr. Robertson reviewed proposed changes to the CIP process which include identifying a funding source and development of a CIP review committee. The committee will be comprised of members of County-appointed commissions and 6 boards, as well as a citizen representative appointed by each Board member (total of five citizen appointees). The facilitator for the committee will be a member of the budget staff. Mr. Robertson projected that the process will be completed by the first part of December. Board members were requested to supply a citizen nominee to Mr. Robertson by September 9, 2003. It was the consensus of the Board members that the Board should be involved in the process at two points: (1) Prior to the CIP being presented to the review committee, the Board will review and provide direction and guidelines for the committee to consider in their evaluation. (2) The Board will review the committee's recommendation and make a decision regarding final funding allocations for the CIP. The Board requested that staff narrow down the focus of the CIP and submit the top priority projects to the review committee for consideration. 3. Work session to discuss the November Board retreat. (Elmer Hodge, County Administrator) Time: 5:29 p.m. until 5:34 p.m. It was the consensus of the Board to hold the retreat from 2:00 p.m. until 5:00 p.m. on November 9 prior to the VACo conference. Each Board member will supply their list of the three top priority issues that they feel the County should address in the upcoming year. Discussion will focus on establishing objectives to address these issues. It was the consensus of the Board that County staff will not need to attend the meeting. 4. Work session to discuss long-range drainage issues and revisions to the zoning ordinance. (Arnold Covey, Director of Community Development) Time: 6:30 p.m. until 6:52 p.m. Mr. Covey reported that since January, staff has received 400 complaints regarding drainage issues. He reviewed the history of the drainage program and staffing levels. Butch Workman, Drainage Engineer, outlined the procedure for handling drainage complaints and the process for determining who is responsible for maintenance (County, VDOT, or private property owners). There was discussion regarding the potential use of equivalent resident units (ERUs) to generate revenues to fund expansion of the drainage program. It was the consensus of the Board that staff will bring back to the Board a list of possible changes to ordinances, as well as potential controls on development, that will assist in controlling drainage problems. 7 R. ADJOURNMENT JPM adjourned the meeting at 6:52 p.m. Roanoke Valley Resource Authority, 1020 with Roanoke City Council to discus wastewater authority. until Friday, August 22 at 9:30 a.m., Hollins Road, to attend a joint meeting s the proposed regional water and 8 ACTION NO. ITEM NO. C - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Certificate of recognition to Kelly Clark for winning the Group A State Championship in the Girls' 1600 meter run APPROVED BY: Elmer C. Hodge ~~''''~'~ /G~ `~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Kelly Clark, a student at Glenvar High School (GHS), won the Group A State Championship in the Girls' 1600 Meter Run which she ran in 5:16:4. Ms. Clark also won the District and Regional Championships in the 1600 and 800 meters. Ms. Clark beat her personal best in the 800 meters, shaving 12 seconds off her previous time, in addition to surpassing a regional record that had stood for six years. Ms. Clark and members of her family will be present to accept the certificate of recognition. Also present will be Dr. Linda Weber, School Superintendent; Curtis Hicks, GHS Principal; and Mr. Jamie Soltis, GHS Wrestling Coach. ~~p~y~ C- ~ CERTIFICATE OF RECOC~I~IITIOI~I AWARDED TO C~~~ for winning the Group A State Championship in the Girls' 1600 Meter Run > Kelly Clark, a student at Glenvar High School, won the Group A State Championship in the Girls' 1600 Meter Run which she ran in 5:16:4. > Ms. Clark also won the District and Regional Championships in the 1600 and 800 meters. > Ms. Clark beat her personal best in the 800 meters, shaving 12 seconds off her previous time, in addition to surpassing a regional record that had stood for six years. > The Board of Supervisors congratulates Ms. Clark upon her athletic achievements and expresses its best wishes for success in her future endeavors at Glenvar High School. Presented this 12th day of August, 2003 J ph McNamara, Chairman . c]r. ~ G ~ aY ~ Richard C. Flora, Vice-Chairman Michael W. Altizer ose h B. "Butch" Church H. Odell "Fuzzy" Minnix „_ ACTION NO. ITEM NO. C - 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: APPROVED BY: August 12, 2003 Certificate of recognition to Brad Collins, William Byrd High School, for setting the State Career Scoring Record in Soccer Elmer C. Hodge ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: Brad Collins, a graduate of William Byrd High School, set the state all-classifications scoring record with 120 goals, a record that had stood since 1992. Mr. Collins other achievements during his senior year include: team captain; player of the year at All District, All Region, and All State levels; player on the first teams at All District, All Region, and All State; playing in the Virginia High School Coaches Association East-West All Star Game; and official Most Valuable Player. Mr. Collins will be playing Division II Soccer for Carson Newman starting this fall. Since Mr. Collins is unable to attend a Board Meeting as he has already left for college, Otis Dowdy, WBHS Assistant Principal, will accept the certificate on his behalf. Also present will be Dr. Linda Weber, School Superintendent and Brad's parents, Alan and Rebecca Collins. ~jputrtp of ~toano~ ` , CERTIFICATE OF RECOC><1~IITIOI~I AWARDED TO Brad Collins for setting the state career scoring record in Group AA Soccer > Brad Collins, a graduate of William Byrd High School, set the state all- classifications scoring record with 120 goals, a record that had stood since 1992. > Mr. Collins' other achievements during his senior year include: - Team Captain - Player of the Year at the All District, All Region, and All State levels - Player on the First Teams at All District, All Region, and All State - Playing in the Virginia High School Coaches Association East-West All Star Game - Official Most Valuable Player > Mr. Collins had an outstanding athletic career at William Byrd High School during which time he demonstrated exceptional playing skills and good sportsmanship. > The Board of Supervisors congratulates Mr. Collins upon his distinguished athletic achievements and expresses its best wishes for success in his future endeavors at Carson Newman College. Presented this 12'h day of August, 2003 ""e~"'---~. J ph McNamara, Chairman . J,,....~ L ~ oar ., Richard C. Flora, Vice-Chairman ___~!~ Michael W. A izer ose h B. "Butch" Church H. Odell "Fuzzy" Minnix x AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION 081203-1 APPROVING A COUNTY-STATE AGREEMENT WITH THE VIRGINIA DEPARTMENT OF TRANSPORTATION FOR THE FOLLOWING PROJECT - CONSTRUCTION OF THE ACCESS ROAD FOR INTEGRITY WINDOWS IN THE VALLEY GATEWAY BUSINESS PARK WHEREAS, Title 33.1 of the Code of Virginia provides for the availability of funds for implementing approved improvements to public streets to enhance and promote economic and industrial development and continued public safety along public streets; and WHEREAS, Roanoke County is desirous of developing the Valley Gateway Business Park for the purpose of job creation for the citizens of the Roanoke Valley; and WHEREAS, the Commonwealth Transportation Board has approved this project; and WHEREAS, the Virginia Department of Transportation (VDOT) has estimated the cost of these projects to be $390,000; and NOW, THEREFORE, BE IT RESOLVED that the Roanoke County Board of Supervisors hereby authorizes the County Administrator or his designee to enter into aCounty-State agreement allowing the County to advertise, bid, award, and administer the construction contract for construction of the access road for Integrity Windows in the Valley Gateway Business Park (Project Number 0829-080-321, M501), said contract to be on a form approved by the County Attorney. 1 On motion of Supervisor Altizer 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 Arnold Covey, Director, Community Development Paul M. Mahoney, County Attorney Doug Chittum, Director, Economic Development 2 M 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: August 12, 2003 AGENDA ITEM: Request for a resolution approving an agreement between the County of Roanoke and the Virginia Department of Transportation (VDOT) for construction of the access road for Integrity Windows in the Valley Gateway Business Park (Project Number 0829-080-321, M501). SUBMITTED BY: George W. Simpson, III, P.E. Assistant Director of Community Development APPROVED BY: Elmer C. Hodge ~~,w' ~"f~e2 County Administrator COUNTY ADMINISTRATOR'S COMMENTS: BACKGROUND: On February 19, 2003, the Board of Supervisors approved Resolution 021903-1 .a requesting that the Commonwealth Transportation Board provide Industrial Access Road Funding for Integrity Windows, Inc. and appropriating funding for roadway construction, utility relocation, and connection fees. Funding from the Commonwealth of Virginia has been approved in the amount of $390,000, plans and specifications have been prepared for the construction of the project, and an agreement has been prepared for the administration of the project by Roanoke County. SUMMARY OF INFORMATION: In order for the County to administer, construct, and receive reimbursement of project costs, it is necessary for the County to enter into an "Agreement for Highway Project Administration by County of Roanoke" with VDOT. This agreement will allow the County to advertise, bid, award, and administer the construction contract. Staff is requesting that the Board of Supervisors approve the attached resolution authorizing 1 ~_i the County Administrator to enter into an agreement for County project administration of the Industrial Access Road for Integrity Windows, project number 0829-080-321, M501. ALTERNATIVES AND IMPACTS: 1. Approve the attached resolution and agreement so that construction may proceed. 2. Do not approve the resolution and defer construction of the project at this time. STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution and authorize the County Administrator to enter into an agreement with VDOT for County Administration of this project. 2 r/~_ i AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION APPROVING ACOUNTY-STATE AGREEMENT WITH THE VIRGINIA DEPARTMENT OF TRANSPORTATION FOR THE FOLLOWING PROJECT -CONSTRUCTION OF THE ACCESS ROAD FOR INTEGRITY WINDOWS IN THE VALLEY GATEWAY BUSINESS PARK WHEREAS, Title 33.1 of the Code of Virginia provides for the availability of funds for implementing approved improvements to public streets to enhance and promote economic and industrial development and continued public safety along public streets; and WHEREAS, Roanoke County is desirous of developing the Valley Gateway Business Park for the purpose of job creation for the citizens of the Roanoke Valley; and WHEREAS, the Commonwealth Transportation Board has approved this project; and WHEREAS, the Virginia Department of Transportation (VDOT) has estimated the cost of these projects to be $390,000; and NOW, THEREFORE, BE IT RESOLVED that the Roanoke County Board of Supervisors hereby authorizes the County Administrator or his designee to enter into aCounty-State agreement allowing the County to advertise, bid, award, and administer the construction contract for construction of the access road for Integrity Windows in the Valley Gateway Business Park (Project Number 0829-080-321, M501), said contract to be on a form approved by the County Attorney. -1 Roanoke County Project 0829-080-321, M501 UPC 00067814 Industrial Access Integrity Windows and Doors This AGREEMENT is made and entered into this day of , 2003 by and between the COMMONWEALTH OF VIRGINIA, DEPARTMENT OF TRANSPORTATION (hereinafter referred to as the "DEPARTMENT") and the COUNTY OF ROANOKE, VIRGINIA (hereinafter referred to as the "LOCALITY"); and WHEREAS, the LOCALITY has requested that the DEPARTMENT establish a project to provide adequate access to the proposed facilities of Integrity Windows and Doors within the Valley Gateway Business Park, off U. S. Route 460; and, WHEREAS, the Commonwealth Transportation Board, subject to certain contingencies, has allocated an amotult not to exceed $390,000 from the Industrial, Airport and Rail Access Fund, pursuant to §33.1-221 of the Code of Virginia, to provide adequate access to the subject eligible industry, such being designated as Project 0829-080-321, M501 (UPC 00067814), hereinafter referred to as the PROJECT; and, WHEREAS, the LOCALITY hereby acknowledges and agrees to the contingencies of this allocation, as set forth in the May 15, 2003 resolution of the Commonwealth Transportation Board, which is made a part of this agreement by reference; and, WHEREAS, both parties wish to determine the manner of performing the work, the timing of the work to be performed, and the responsibility of each party; and, WHEREAS, the LOCALITY desires to administer the PROJECT'S design and construction through its capabilities and/or those of its agents. NOW, THEREFORE, for and in consideration of the premises and mutual covenants herein specified to be kept and performed, it is agreed by the parties hereto as follows: ~- 1 A. The Industrial Access PROJECT is described as the construction of an extension of existing Route 829 (Woods Farm Road) to a point 0.18 mile south of its present terminus. The roadway will have 24 feet of pavement with appropriate shoulders and ditches within an 80-foot right of way. This improvement and related design and construction engineering services necessary to construct the facility described above to the appropriate standards as shown on DEPARTMENT approved plans shall be designated as Project 0829-080-321, M501 (UPC 00067814). B. The LOCALITY will: 1. Present plans, specifications, cost estimates and related contract documents to the DEPARTMENT for approval prior to commencement of PROJECT construction. These plans shall specifically identify the contract items and the estimated quantity of such item. Any such item(s) not eligible for financing from the Industrial, Airport and Rail Access Fund shall be so designated on the plans or otherwise identified and agreed upon by the DEPARTMENT. 2. Prescribe that all items of work and material for this PROJECT'S construction will be in compliance with applicable DEPARTMENT standards and specifications. 3. Prepare any required environmental documents and secure any applicable permits necessary for this PROJECT'S construction. Costs associated with this work will not be considered eligible for reimbursement from the Industrial, Airport and Rail Access Fund. 4. Prior to commencement of construction on any portion of the PROJECT within the right-of--way of road(s) currently a part of the state maintained system of highways, secure a highway permit from the DEPARTMENT for such work. 5. Secure all right-of--way necessary for the PROJECT'S construction in accordance with approved plans, including any required slope, utility and drainage easements, in a manner satisfactory to the DEPARTMENT. The LOCALITY 2 ~- i shall certify that all such right of way is clear prior to advertisement. Costs associated with the acquisition of right of way will not be considered eligible for reimbursement from the Industrial, Airport and Rail Access Fund. 6. Arrange for the adjustment of any utilities in conflict with the PROJECT'S construction. Costs associated with the adjustment of utilities will not be considered eligible for reimbursement from the Industrial, Airport and Rail Access Fund. 7. Provide documentation that Integrity Windows and Doors has expended or has entered into a firm contract to expend at least $4,800,000 for eligible capital outlay prior to the expenditure of funds from the Industrial, Airport, and Rail Access Fund allocation. 8. In accordance with the approved plans, specifications and related documents administer the PROJECT by letting it to contract through the LOCALITY'S competitive bidding procedures in accordance with the Virginia Procurement Act. No contractor currently disqualified from bidding on contracts with the DEPARTMENT because of collusion or any matter relating to violation of State or Federal Anti-Trust Law may participate, either as a prime contractor, subcontractor, or supplier, in any part of this PROJECT'S construction. The contract proposal, documents and plans shall be submitted to the DEPARTMENT for approval. Following receipt of bids the package will be submitted to the DEPARTMENT for review and approval. 9. Perform appropriate inspection and testing of the PROJECT's construction to assure compliance with the DEPARTMENT'S standards and specifications. However, should it be mutually agreed upon prior to the initiation of the construction, the DEPARTMENT will perform the inspection and testing. The cost of such inspection shall be considered an eligible PROJECT item for reimbursement from the Industrial, Airport and Rail Access Fund. 3 I 10. Make the PROJECT available for review by the DEPARTMENT personnel during its construction; make final inspection jointly with the DEPARTMENT upon completion of the PROJECT's construction; and obtain the DEPARTMENT's concurrence in the PROJECT'S acceptance. 11. Maintain accurate records of all PROJECT costs in a form satisfactory to the DEPARTMENT and make such records available for review by the DEPARTMENT upon request. 12. Provide up to $90,000 in required LOCALITY matching funds from sources other than those administered by VDOT for eligible PROJECT costs in excess of the initial $300,000. 13. Bear all ineligible costs and any eligible costs in excess of the Industrial, Airport and Rail Access Fund allocation from sources other than those administered by the DEPARTMENT. 14. Present the DEPARTMENT with proper certification and billing for PROJECT costs incurred in the design and construction of the PROJECT'S eligible items, as herein prescribed, upon acceptance of the PROJECT pursuant to paragraphs B.10. and C.S. Monthly progress billings may be submitted prior to final acceptance. C. The DEPARTMENT will: 1. Review the plans, specifications and related contract documents presented by the LOCALITY pursuant to paragraph 8.1., and approve them with whatever modifications, if any, it deems appropriate. 2. Determine eligible capital outlay according to current policy and procedures of the Industrial Access Program. 3. Authorize expenditure of the Industrial Access Fund allocation, in accordance with and subject to the limitations and contingencies of the Commonwealth 4 ~-1 Transportation Board's resolution of May 15, 2003, for the cost of the PROJECT'S eligible items and related construction engineering activities. 4. Upon application by the LOCALITY, pursuant to paragraph B.4., issue a permit for this PROJECT'S construction. This permit shall be in accordance with applicable provisions of the DEPARTMENT'S current "Land Use Permit Manual," "Road Design and Standards Manual," and "Road and Bridge Specifications," which are incorporated into this Agreement by reference. No fee or bond will be required in the issuance of this permit. 5. Make a final inspection with the LOCALITY upon completion of the PROJECT'S construction, and if appropriate, concur in the PROJECT'S acceptance. 6. Upon final acceptance of the PROJECT and receipt of LOCALITY's invoices, pursuant to the provisions of paragraph B.14., reimburse the LOCALITY in an amount not to exceed $390,000 for actual costs of eligible items under the Industrial Access Program. All eligible costs in excess of the Commonwealth Transportation Board's Industrial, Airport and Rail Access Fund allocation will be paid from sources other those administered by the DEPARTMENT. In accordance with and subject to the limitations and contingencies of the Commonwealth Transportation Board's resolution of May 15, 2003, any such progress payment or reimbursement shall be payable by the DEPARTMENT within 30 days of submission by the LOCALITY. D. Both parties acknowledge that the PROJECT is state-funded and will comply with the applicable requirements of Appendix A.ls pertaining to the Environmental Process, which is attached and made a part of this AGREEMENT. THIS AGREEMENT, when properly executed, shall be binding upon parties, their successors, and assigns. 5 C- 1 IN WITNESS WHEREOF, the parties of this agreement have hereunto affixed their signatures, the County of Roanoke on the day of 2003, and the Virginia Department of Transportation on the day of , 2003. ROANOKE COUNTY ATTEST: Elmer C. Hodge, County Administrator Joseph P. McNamara, Chairman Roanoke County Board of Supervisors APPROVED AS TO FORM County Attorney NOTE: Any official signing for and on behalf of a municipality or political subdivision should attach a certified copy of order, resolution, ordinance or charter provision, or a citation to statute, under the authority of which this agreement is executed. COMMONWEALTH OF VIRGINIA DEPARTMENT OF TRANSPORTATION ATTEST: Philip A. Shucet, Commissioner Title: 6 .~ ACTION NO. ITEM NO. F - 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: August 12, 2003 Request to appropriate funds to cover overtime for existing personnel to be placed at the Catawba and Hollins stations beginning December 1, 2003. Richard E. Burch, Jr. Chief Elmer C. Hodge C~~ / ~ ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: In February, the Board of Supervisors approved 10 additional field personnel for Fire and Rescue at the Catawba, Hollins and Mason Cove stations. The breakdown of the approved new positions is as follows: Catawba - 3 Positions Hollins - 3 Positions Mason Cove - 4 Positions (previously filled with over-hires) A tentative schedule was presented to the Board estimating placement in the field during October or November 2003. Due to the recommendation of the Human Resources Department for a minority recruitment initiative and the need to coordinate the hiring process with the City of Roanoke, the application period was extended for approximately 45 days. The Recruit Academy is now scheduled to begin on September 22 and graduation will be on January 7, 2004 with personnel available for duty in the stations on January 19. When the delay was recognized, the Fire and Rescue Department planned to fill this gap with staffing adjustments and minimal overtime. However due to one retirement in May and two resignations in June, staffing levels now do not provide for this possibility. ~ . ~~ The purpose of this item is to request additional funds to be appropriated to Fire and Rescue that will cover overtime costs that will enable the assignment of existing personnel to the Catawba and Hollins stations beginning December 1, 2003. These personnel will operate on mandatory overtime until the new personnel complete the necessary training and are given their permanent field assignments on January 19, 2004. Mason Cove is already fully staffed as the over-hired personnel have been given permanent status. FISCAL IMPACT: To provide coverage from December 1, 2003 -January 18, 2004 at the Catawba station, Fire and Rescue will need to expend $19,800 in overtime funds. To provide coverage from December 1, 2003 -January 18, 2004 at the Hollins Station, Fire and Rescue will need to expend $29,400 in overtime funds. Total funds needed are $49,200. ALTERNATIVES: 1. Appropriate $49,200 from fiscal year 2002-2003 year-end funds and staff the Catawba and Hollins stations effective December 1, 2003. 2. Follow the revised hiring/training schedule and assign new field personnel beginning January 19, 2004. STAFF RECOMMENDATION: Staff recommends Alternative 1. f ACTION NO. A-081203-3 ITEM NO. E-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to authorize an emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is a request for an emergency appropriation, at the request of Supervisor Altizer, to address debris removal and stabilization needs in the Wolfe Creek drainage shed, specifically in the Stonebridge Court subdivision. This emergency action is the result of the severe storms experienced on August 9th in the Wolfe Creek water shed. The drainage problems have been accentuated by heavy rains; however prior to the recent storms, the County drainage maintenance staff was working on a backlog of projects from 1999. Since January 2003, 400 complaints have been received relating to drainage issues. Staff will present an overview of the County's drainage maintenance program in a work session later this afternoon. At that time, discussion will focus on responsibilities, projects and needed resources. FISCAL IMPACT: Appropriation of $15,000 from the year end balance for emergency stabilization and debris work in the Wolfe Creek Drainage Shed, specifically in the Stonebridge Court Subdivision. ALTERNATIVES: 1. Approve appropriation of $15,000 for the necessary work. STAFF RECOMMENDATION: Staff recommends alternative 1. VOTE: Supervisor Altizer motion to approve staff recommendation (appropriate $15,000 for debris removal and stabilization) with the modification that the funds be taken from the Board Contingency Fund rather than year-end funds Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Arnold Covey, Director, Community Development Diane D. Hyatt, Director, Finance Rebecca Owens, Director, Finance ACTION NO. ITEM NO. L -y AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to authorize an emergency appropriation in the amount of $15,000 for debris removal and stabilization of portions of the Wolfe Creek water shed in the Stonebridge Court subdivision SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: Elmer C. Hodge ~~' ~~ Count Administrator ~~ ~~ Y COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is a request for an emergency appropriation, at the request of Supervisor Altizer, to address debris removal and stabilization needs in the Wolfe Creek drainage shed, specifically in the Stonebridge Court subdivision. This emergency action is the result of the severe storms experienced on August 9th in the Wolfe Creek water shed. The drainage problems have been accentuated by heavy rains; however prior to the recent storms, the County drainage maintenance staff was working on a backlog of projects from 1999. Since January 2003, 400 complaints have been received relating to drainage issues. Staff will present an overview of the County's drainage maintenance program in a work session later this afternoon. At that time, discussion will focus on responsibilities, projects and needed resources. FISCAL IMPACT: Appropriation of $15,000 from the year end balance for emergency stabilization and debris work in the Wolfe Creek Drainage Shed, specifically in the Stonebridge Court Subdivision. ~~ C-y ALTERNATIVES: 1. Approve appropriation of $15,000 for the necessary work. STAFF RECOMMENDATION: Staff recommends alternative 1. ~. ,.. AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION 081203-4 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H -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 forAugust 12, 2003 designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 9, inclusive, as follows: 1. Approval of minutes -July 18, 2003 and July 22, 2003 2. Request to accept and appropriate a grant in the amount of $34,252 from the Governor's Office of Substance Abuse Prevention for the Student Assistance Program 3. Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation to the Elementary Student Assistance Program 4. Request to accept a grant in the amount of $18,085.22 from the Bureau of Justice Assistance Bulletproof Vest Partnership 5. Request to accept and appropriate a TANF Disability Grant in the amount of $54,500 for the Department of Social Services 6. Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints 7. Resolution of appreciation upon the retirement of Melvin Lee Linkous, Police Department, after twenty-eight years of service 8. Request to accept and appropriate a grant in the amount of $99,778 from the Department of Justice to the Fire and Rescue Department for the acquisition of equipment and supplies to respond to structural collapse and mass casualty incidents 1 - ,t ~- 9. Request to accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System 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: Diane S. Childers Clerk to the Board of Supervisors Cc: File Rebecca Owens, Director, Finance Joseph Sgroi, Director, Human Resources Dr. Betty McCrary, Director, Social Services J.R. Lavinder, Police Chief Richard E. Burch, Fire and Rescue Chief Jimmy Chapman, Police Department Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board Arnold Covey, Director, Community Development JoAnn Burkholder, Student Assistance Program Administrator 2 ICI-q AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM H -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 August 12, 2003 designated as Item H -Consent Agenda be, and hereby is, approved and concurred in as to each item separately set forth in said section designated Items 1 through 9, inclusive, as follows: 1. Approval of minutes -July 18, 2003 and July 22, 2003 2. Request to accept and appropriate a grant in the amount of $34,252 from the Governor's Office of Substance Abuse Prevention for the Student Assistance Program 3. Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation to the Elementary Student Assistance Program 4. Request to accept a grant in the amount of $18,085.22 from the Bureau of Justice Assistance Bulletproof Vest Partnership 5. Request to accept and appropriate a TANF Disability Grant in the amount of $54,500 for the Department of Social Services 6. Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints 7. Resolution of appreciation upon the retirement of Melvin Lee Linkous, Police Department, after twenty-eight years of service 8. Request to accept and appropriate a grant in the amount of $99,778 from the Department of Justice to the Fire and Rescue Department for the acquisition of equipment and supplies to respond to structural collapse and mass casualty incidents 1 yi-q 9. Request to accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System 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 `1. ~_. ti ACTION NO. A-081203-4.a ITEM NO. H-2 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a grant in the amount of $34,252 for the Student Assistance Program SUBMITTED BY: JoAnn Burkholder Student Assistance Program Administrator APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second year of a four year grant from the Governor's Office of Substance Abuse Prevention. The grant is for the amount of $34,252 to fund the Student Assistance Program Coordinator position at Glenvar High and Middle Schools. The funding is a four year cycle with a decrease of twenty-five percent each year. FISCAL IMPACT: Funding was approved in the budget to match the twenty-five percent decrease allocation . ALTERNATIVES: None STAFF RECOMMENDATION: It is recommended that the Board of Supervisors accept this grant and appropriate the funds to continue the Student Assistance Program at Glenvar High and Middle. 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 JoAnn Burkholder, Student Assistance Program Administrator Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 ~- ACTION NO. ITEM NO. N - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a grant in the amount of $34,252 for the Student Assistance Program SUBMITTED BY: JoAnn Burkholder Student Assistance Program Administrator APPROVED BY: Elmer C. Hodge ~~'""' t*~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second year of a four year grant from the Governor's Office of Substance Abuse Prevention. The grant is for the amount of $34,252 to fund the Student Assistance Program Coordinator position at Glenvar High and Middle Schools. The funding is a four year cycle with a decrease of twenty-five percent each year. FISCAL IMPACT: Funding was approved in the budget to match the twenty-five percent decrease allocation . ALTERNATIVES: None STAFF RECOMMENDATION: It is recommended that the Board of Supervisors accept this grant and appropriate the funds to continue the Student Assistance Program at Glenvar High and Middle. ACTION NO. A-081203-4.b ITEM NO. H-3 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: August 12, 2003 Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation JoAnn Burkholder Substance Abuse Program Administrator Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second year of a five year grant from the Virginia Tobacco Settlement Foundation. The grant is for the amount of $91,253 to fund three part-time Elementary Student Assistance Program (ESAP) Coordinator positions. The ESAP instructs the Life Skills Prevention Curriculum which includes alcohol and other drugs and non-violence resolution methods as well as other support services. Grant funding in the amount of $91,253 has been awarded to Roanoke County Public Schools to continue funding three part-time Elementary Student Assistance Program positions. FISCAL IMPACT: None ALTERNATIVES: None 1 STAFF RECOMMENDATION: It is recommended that the Board of Supervisors accept this grant in the amount of $91,253, and appropriate the funds to continue the Elementary Student Assistance Program. 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 JoAnn Burkholder, Student Assistance Program Administrator Dr. Linda Weber, School Superintendent Brenda Chastain, Clerk, School Board Rebecca Owens, Director, Finance 2 ACTION NO. ITEM NO. 1-~ - 3 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: August 12, 2003 Request to accept and appropriate grant in the amount of $91,253 from the Virginia Tobacco Settlement Foundation JoAnn Burkholder Substance Abuse Program Administrator Elmer C. Hodge /f~~' County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: This is the second year of a five year grant from the Virginia Tobacco Settlement Foundation. The grant is for the amount of $91,253 to fund three part-time Elementary Student Assistance Program (ESAP) Coordinator positions. The ESAP instructs the Life Skills Prevention Curriculum which includes alcohol and other drugs and non-violence resolution methods as well as other support services. Grant funding in the amount of $91,253 has been awarded to Roanoke County Public Schools to continue funding three part-time Elementary Student Assistance Program positions. FISCAL IMPACT: None ALTERNATIVES: None ~~-3 STAFF RECOMMENDATION: It is recommended that the Board of Supervisors accept this grant in the amount of $91,253, and appropriate the funds to continue the Elementary Student Assistance Program. --~ a ~- ACTION NO. A-081203-4.c ITEM NO. H-4 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept a Bureau of Justice Assistance Bulletproof Vest Partnership grant in the amount of $18,085.22 for fiscal year 2003-2004 SUBMITTED BY: APPROVED BY: James R. Lavinder Chief of Police Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Bureau of Justice Assistance (BJA), through the Bulletproof Vest Partnership, assists local law enforcement agencies in the purchase of bulletproof vests for sworn law enforcement officers. The BJA will pay up to 50% of the cost of bulletproof vests purchased by localities. The Roanoke County Police Department and Sheriff's Office have been approved to receive $18,085.22 in grant funds to assist in the purchase of bulletproof vests. For fiscal year 2003-2004, the Police Department has been allocated $14,233.22 to cover expenditures for account 478805-6130 with the match to come from account 471100-6130. The Sheriff's Office has been allocated $3,277.00 to cover expenditures for account 318300-6510 with the match to come from account 311100-6130. This BJA grant funding is available through September 03, 2008. FISCAL IMPACT: The purchase of bulletproof vests is a mandatory equipment item for department personnel to wear while on duty. The decline of federal funding from the Bureau of Justice Assistance would have a significant financial impact on the Department. y ALTERNATIVES: The other funding alternative is to allow the Department to incur 100% fiscal responsibility for the purchase cost of all bulletproof vests or to receive assistance from the Roanoke County General Fund. STAFF RECOMMENDATION: Staff recommends acceptance of the Bureau of Justice Assistance Bulletproof Vest Partnership grant in the amount of $18,085.22 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 Rebecca Owens, Director, Finance 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: August 12, 2003 AGENDA ITEM: Request to accept a Bureau of Justice Assistance Bulletproof Vest Partnership grant in the amount of $18,085.22 for fiscal year 2003-2004 SUBMITTED BY: James R. Lavinder Chief of Police APPROVED BY: Elmer C. Hodge ~~"' ~~~~' County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Bureau of Justice Assistance (BJA), through the Bulletproof Vest Partnership, assists local law enforcement agencies in the purchase of bulletproof vests for sworn law enforcement officers. The BJA will pay up to 50% of the cost of bulletproof vests purchased by localities. The Roanoke County Police Department and Sheriff's Office have been approved to receive $18,085.22 in grant funds to assist in the purchase of bulletproof vests. For fiscal year 2003-2004, the Police Department has been allocated $14,233.22 to cover expenditures for account 478805-6130 with the match to come from account 471100-6130. The Sheriff's Office has been allocated $3,277.00 to cover expenditures for account 318300-6510 with the match to come from account 311100-6130. This BJA grant funding is available through September 03, 2008. FISCAL IMPACT: The purchase of bulletproof vests is a mandatory equipment item for department personnel to wear while on duty. The decline of federal funding from the Bureau of Justice Assistance would have a significant financial impact on the Department. r ALTERNATIVES: -`f The other funding alternative is to allow the Department to incur 100% fiscal responsibility for the purchase cost of all bulletproof vests or to receive assistance from the Roanoke County General Fund. STAFF RECOMMENDATION: Staff recommends acceptance of the Bureau of Justice Assistance Bulletproof Vest Partnership grant in the amount of $18,085.22 ACTION NO. A-081203-4.d ITEM NUMBER H-5 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate 2004 TANF Disability Grant in the amount of $54,500 for the Department of Social Services SUBMITTED BY: Dr. Betty McCrary Director of Social Services APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Department of Social Services, in collaboration with Roanoke City Social Services, has received grant funds in the amount of $54,500 to provide specialized services to TANF clients with physical and mental disabilities. This grant is a result of the State Department of Social Services reallocation of funds previously awarded to community resources, but now awarded to local Departments of Social Services. Roanoke County Social Services will be the fiscal agent for these funds. These specialized purchased services to the disabled include, but are not limited to, work adjustment services, job coaching, supportive employment services, assessments, independent living skills and life skills. Services will be purchased from Goodwill Industries of the Valley and Blue Ridge Independent Living Center. It is estimated services will be provided to 50 disabled clients from July 1, 2003 to May 30, 2004. The goal is to assist 20 disabled clients to become employed with benefits and an average wage of $6.25 per hour. FISCAL IMPACT: No fiscal impact; 100% state funds -- STAFF RECOMMENDATION: Staff recommends acceptance of the 2004 TANF Disability Grant in the amount of $54,500 and the appropriation of same revenue to a Social Services OCAO grant account to be established by the Department of Finance. 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 Dr. Betty McCrary, Director, Social Services Rebecca Owens, Director, Finance 2 ACTION NO. ITEM NUMBER N _ ~~ 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: August 12, 2003 Request to accept and appropriate 2004 TANF Disability Grant in the amount of $54,500 for the Department of Social Services Dr. Betty McCrary Director of Social Services APPROVED BY: Elmer C. Hodge ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Department of Social Services, in collaboration with Roanoke City Social Services, has received grant funds in the amount of $54,500 to provide specialized services to TANF clients with physical and mental disabilities. This grant is a result of the State Department of Social Services reallocation of funds previously awarded to community resources, but now awarded to local Departments of Social Services. Roanoke County Social Services will be the fiscal agent for these funds. These specialized purchased services to the disabled include, but are not limited to, work adjustment services, job coaching, supportive employment services, assessments, independent living skills and life skills. Services will be purchased from Goodwill Industries of the Valley and Blue Ridge Independent Living Center. It is estimated services will be provided to 50 disabled clients from July 1, 2003 to May 30, 2004. The goal is to assist 20 disabled clients to become employed with benefits and an average wage of $6.25 per hour. FISCAL IMPACT: No fiscal impact; 100% state funds ~{-S STAFF RECOMMENDATION: Staff recommends acceptance of the 2004 TANF Disability Grant in the amount of $54,500 and the appropriation of same revenue to a Social Services OCAO grant account to be established by the Department of Finance. ,~ r ~ ACTION NO. A-081203-4.e ITEM NO. H-6 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints SUBMITTED BY: APPROVED BY: James R. Lavinder Chief of Police Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department conducts numerous DUI checkpoints each year. DUI checkpoints provide an effective tool used to strictly enforce DUI violations. The Virginia Department of Motor Vehicles has provided grant funding for officers working DUI checkpoints at their overtime rate. FISCAL IMPACT: The Department of Motor Vehicles has provided $3,000.00 in grant funding with no matching funds required. The grant period runs between July 4, 2003 and January 4, 2004. ALTERNATIVES: At this time no alternative funding is available. The grant funding is provided to the Police Department with no requirement of matching funds. If accepted, these funds should be appropriated to the Roanoke County Police Department's uniform personnel overtime and FICA accounts. 1 STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Motor Vehicles grant in the amount of $3,000.00. 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 Rebecca Owens, Director, Finance 2 r "1 V~ 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: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a Department of Motor Vehicles grant in the amount of $3,000 to be used in conducting DUI checkpoints SUBMITTED BY: James R. Lavinder Chief of Police ~, APPROVED BY: Elmer C. Hodge ~;~"-~ / ~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Roanoke County Police Department conducts numerous DUI checkpoints each year. DUI checkpoints provide an effective tool used to strictly enforce DUI violations. The Virginia Department of Motor Vehicles has provided grant funding for officers working DUI checkpoints at their overtime rate. FISCAL IMPACT: The Department of Motor Vehicles has provided $3,000.00 in grant funding with no matching funds required. The grant period runs between July 4, 2003 and January 4, 2004. ALTERNATIVES: At this time no alternative funding is available. The grant funding is provided to the Police Department with no requirement of matching funds. If accepted, these funds should be appropriated to the Roanoke County Police Department's uniform personnel overtime and FICA accounts. _r ~ ~ ~{-L STAFF RECOMMENDATION: The staff recommends acceptance and appropriation of the Department of Motor Vehicles grant in the amount of $3,000.00. r AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION 081203-4.f EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MELVIN LEE LINKOUS, POLICE DEPARTMENT WHEREAS, Melvin Lee Linkous was employed by Roanoke County on July 1, 1975, as a Deputy Sheriff and advanced to the rank of Deputy Sheriff -Sergeant; and WHEREAS, Officer Linkous was one of the original members of the Police Department which was established in 1990; and WHEREAS, Officer Linkous retired as a Crime Prevention Police Officer from Roanoke County on August 1, 2003, after twenty-eight years and one month of service; and WHEREAS, Officer Linkous, at the time of his retirement, was coordinating approximately 98 "Neighborhood Watch" groups that he was instrumental in establishing and maintaining; and WHEREAS, Officer Linkous was known for his cheerful attitude and was always positive in his interactions with citizens and co-workers; and WHEREAS, Officer Linkous has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. 1 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MELVIN LEE LINKOUS for more than twenty-eight 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: 111' Q ~ • 1~(~,~.~ Diane S. Childers Clerk to the Board of Supervisors Cc: File Resolution of Appreciation/Congratulations/Welcome J.R. Lavinder, Chief of Police Joseph Sgroi, Director, Human Resources 2 ACTION NO. ITEM NO. 1-~ - `~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request for approval of resolution of appreciation upon the retirement of Melvin Lee Linkous, Police Department, after twenty-eight years of service SUBMITTED BY: Brenda J. Holton Deputy Clerk to the Board APPROVED BY: Elmer C. Hodge ~%~'''^"'' / County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Human Resources Department has notified us that Melvin Lee Linkous. Police Department, retired on August 1, 2003. Mr. Linkous is unable to attend a Board meeting and requested that his resolution be mailed. STAFF RECOMMENDATION: It is recommended that the Board approve the attached resolution and direct the Deputy Clerk to mail it to Mr. Linkous with the appreciation of the Board members for his many years of service to the County. 1 µ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF MELVIN LEE LINKOUS, POLICE DEPARTMENT WHEREAS, Melvin Lee Linkous was employed by Roanoke County on July 1, 1975, as a Deputy Sheriff and advanced to the rank of Deputy Sheriff -Sergeant; and WHEREAS, Officer Linkous was one of the original members of the Police Department which was established in 1990; and WHEREAS, Officer Linkous retired as a Crime Prevention Police Officer from Roanoke County on August 1, 2003, after twenty-eight years and one month of service; and WHEREAS, Officer Linkous, at the time of his retirement, was coordinating approximately 98 "Neighborhood Watch" groups that he was instrumental in establishing and maintaining; and WHEREAS, Officer Linkous was known for his cheerful attitude and was always positive in his interactions with citizens and co-workers; and WHEREAS, Officer Linkous has served with professionalism and integrity, and through his employment with Roanoke County, has been instrumental in improving the quality of life for its citizens. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke 1 i+-~ County expresses its deepest appreciation and the appreciation of the citizens of Roanoke County to MELVIN LEE LINKOUS for more than twenty-eight 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. 2 <~ ACTION NO. A-081203-4.g ITEM NO. H-8 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a grant i $99,778 from the Department of Justice t Rescue Department for the acquisition of supplies to respond to structural collapse an incidents SUBMITTED BY: Richard E. Burch Fire and Rescue Chief APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: n the amount of o the Fire and equipment and d mass casualty The Fire and Rescue Department applied for grant funding through the Department of Justice Competitive Sub-Grant Equipment Program. The competitive sub-grants are intended to provide local jurisdictions with funding to respond to incidents involving terrorist events from weapons of mass destruction (WMD). The Fire and Rescue Department was awarded approximately 13% of the available funding out of 80 applications. The funding will allow for the purchase of structural collapse equipment and mass casualty supplies to support a WMD event. The grant funds are from year 2002 competitive sub-grant cycle. The monies must be used for purchasing equipment approved in the grant program. 2002 Grant $99,778.00 Obligated by July 31, 2004 FISCAL IMPACT: The total grant of $99,778 does not require any local match. STAFF RECOMMENDATION: Staff recommends acceptance and appropriation of grant funds in the amount of $99,778 to the Fire and Rescue Department from the Department of Justice to support the Fire and Rescue Department's ability to respond to WMD incidents involving building collapses. 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 Richard Burch, Fire and Rescue Chief Rebecca Owens, Director, Finance 2 ACTION NO. ITEM NO. N~ - AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Request to accept and appropriate a grant in the amount of $99,778 from the Department of Justice to the Fire and Rescue Department for the acquisition of equipment and supplies to respond to structural collapse and mass casualty incidents SUBMITTED BY: Richard E. Burch Fire and Rescue Chief APPROVED BY: Elmer C. Hodge ~.~ ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The Fire and Rescue Department applied for grant funding through the Department of Justice Competitive Sub-Grant Equipment Program. The competitive sub-grants are intended to provide local jurisdictions with funding to respond to incidents involving terrorist events from weapons of mass destruction (WMD). The Fire and Rescue Department was awarded approximately 13% of the available funding out of 80 applications. The funding will allow for the purchase of structural collapse equipment and mass casualty supplies to support a WMD event. The grant funds are from year 2002 competitive sub-grant cycle. The monies must be used for purchasing equipment approved in the grant program. 2002 Grant 99 778.00 Obligated by July 31, 2004 FISCAL IMPACT: The total grant of $99,778 does not require any local match. w i+-~ STAFF RECOMMENDATION: Staff recommends acceptance and appropriation of grant funds in the amount of $99,778 to the Fire and Rescue Department from the Department of Justice to support the Fire and Rescue Department's ability to respond to WMD incidents involving building collapses. THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 12th DAY OF AUGUST, 2003, ADOPTED THE FOLLOWING: RESOLUTION 081203-4.h REQUESTING ACCEPTANCE OF DRESDEN CIRCLE AND THE REMAINING PORTION OF DRESDEN LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets 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 clearand 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 McNamara Seconded By: None Required Yeas: Supervisors Flora Church, Minnix, Altizer, McNamara Nays: None A Copy Teste: . Diane S. Childers Clerk to 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 081203-4.h adopted by the Roanoke County Board of Supervisors by a unanimous recorded vote on August 12, 2003. /~ Brenda J. H Iton, CMC Deputy Clerk .~ • • T U ~) O c .~ ~ U RJ M O N c-i M 0 0 E ~ M n C Z ~. 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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 12, 2003 AGENDA ITEM: Request to accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System. SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: Elmer C. Hodge ~~*~' ~~-~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: DVW, Incorporated, developer of Plantation Grove, Section 3, requests that the Board of Supervisors approve a resolution to the Virginia Department of Transportation (VDOT) to accept 0.09 mile of Dresden Lane from the cul-de-sac of Dresden Lane (Rte. 1243) to the intersection of Dresden Circle, and 0.13 mile of Dresden Circle from the intersection with Dresden Lane to its eastern cul-de-sac and its intersection with Dresden Lane to its western cul-de-sac. Roanoke County staff has inspected the roads, along with representatives from VDOT, and find the roads to be acceptable. FISCAL IMPACT: No County funding is required. ALTERNATIVES: 1. Approval of the resolution requesting that VDOT accept Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System. 2. Deny approval of the resolution and leave Dresden Circle and the remaining portion of Dresden Lane as private roads. uti STAFF RECOMMENDATION: Staff recommends that the Board of Supervisors approve the resolution accepting Dresden Circle and the remaining portion of Dresden Lane into the State Secondary System. ii y THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, IN REGULAR MEETING ON THE 12th DAY OF AUGUST, 2003, ADOPTED THE FOLLOWING: RESOLUTION REQUESTING ACCEPTANCE OF DRESDEN CIRCLE AND THE REMAINING PORTION OF DRESDEN LANE INTO THE VIRGINIA DEPARTMENT OF TRANSPORTATION SECONDARY SYSTEM. WHEREAS, the streets 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 S. Childers, Clerk Roanoke County Board of Supervisors pc: Arnold Covey, Director, Department of Community Development Virginia Department of Transportation File ~ .--i I c 0 ~ U ~I W C L ~i U tC y~ ~J Q m t O C! G O 'II c~ C Q ~.~. N Z m ... O ~ M m O V1 N Cn a c a 0 0 E ~ M c Z T O m H ~' U O W ~ ~ a ~ z a Q ~ H N H O Q V Q C o ~ Y ~ o ~ ~ o L ~ R ~ ~ < Z i~ C1 >_ N ~ N O t < O N ~ c N. ~ ~ ; 2 ~ O U O q ~ ~ ~ ` ~ ~o U O O a < p N ~ ~ ~ o ~ ' M r N s-i z ~, C H ~ ~ ~ ~ W ~ ~ ~ W Q W ,~ Q ~ 3 b ~ O O cr ~ W m m a U m ~ m m m ~ m ~ m ~ a ~ H ° a ° a a a° a a m cv g z Q ~ ~ ~ ~ ' • • ~ ~~J[5( W ~ ~~~J[5~( W ~ ~~JS[5~ W ~ M - C ~ --! 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OUTE 1243 -~'°~' r L ~ ~ ~ ~ = '~~ ` 9~ ~~'~'~ ~.~ ~' ~ i ~ ~ ~~~`_~%f.~ i._ "_--_ -- -•-.. ._.._ , cF_ NGrz' ~ -... / y :'li ".`~ ~ ~~i ~ ~~ a`~O, F~ ~ .-JO._ "'-;- __~_ ._ _'~~'~a U~rtA& tQ T 3 1'• ~1~ :1~(`-__ ~ `'iota -~~ ' MBt. -•'- ,..~~. .-~ '•3 4: LO ACRE 3 - .~ 6 t.Or !2 ~ :.r :n of G-K4i ~ t.7 cr, • ~ ~ i ~ S70RMYYATER .?r ,S1 , .I i'0~ _'. rnr 14 -'"~ ~ '^ w ~ t'Or S ~ ~ AfANAGEAfEfrT LOT ., <.:: LOT.?,- ~. "' L: 545 AI:Rf ..• - PROPOSED ADDITION SHOWN IN GRAY • DESCRIPTION LENGTH RIGHT OF WAY ROADWAY WIDTH SERVICE ',` Miles Feet Feet Houses Dresden Lane -From the cul-de-sac of Dresden Lane 0.09 50 31 6 (Rte 1243) to the intersection of Dresden Circle Dresden Circle -from its intersection with Dresden 0.13 50 31 5 Lane to its eastern cul-de-sac and its intersection with Dresden Lane to its western cul-de-sac ~I~ANQII~` COi'1N?~' ACCEPTANCE OF DRESDEN CIRCLE AND THE REMAINING .,a~'.F.A~3'~f~'1V?T ~QF PORTION OF DRESDEN LANE INTO THE VIRGINIA ~'Q.dfl~fTlNIT'Y ~.~'Y~'.Lf1.P~~''N7' DEPARTMENT OF TRANSPORSECONDARY SYSTEM • ~ _ ~.~~~ 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 August 12, 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 L-~ Approved By Elmer C. Hodge ~ County Administrator ~' CAPITAL FUND UNAPPROPRIATED BALANCE COUNTY OF ROANOKE, VIRGINIA Amount Unaudited Balance at June 30, 2003 $360,172.56 Balance at August 12, 2003 $360,172.56 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge ~/~ County Administrator ~-3 RESERVE FOR BOARD CONTINGENCY COUNTY OF ROANOKE, VIRGINIA Amount From 2003-2004 Original Budget $107,940.00 July 8, 2003 Appropriation towards Roanoke Regional Airport Alliance (8,193.00) July 22, 2003 Appropriation towards Project 50 Capital Campaign (10,000.00) July 22, 2003 Reserve towards Project 50 Capital Campaign (5,000.00) Balance at August 12, 2003 $84,747.00 Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge F~ County Administrator ~-y 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 appropriatio 2,000,000 Less increase in debt service (465,400) Savings from 2001-02 debt fund 116,594 1,651,194.00 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 August 12, 2003 $8,435,088.00 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 August 12, 2003 - Submitted By Rebecca E. Owens Director of Finance Approved By Elmer C. Hodge Ali County Administrator 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: August 12, 2003 Accounts Paid -July 2003 Rebecca E. Owens Director of Finance Elmer C. Hodge ~~"'' J~'~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: SUMMARY OF INFORMATION: Payments to Vendors Payroll 7/3/2003 Payroll 7/18/2003 Manual Checks Voids Grand Total Direct Deposit $ - 777,555.81 813,786.81 Checks Total $ - $ 6,971,115.24 176,671.75 954,227.56 177,370.38 991,157.19 9,189.38 9,189.38 $ 8,925,689.37 . ~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 2003 RESOLUTION 081203-5 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor McNamara to adopt the resolution, and carried by the following recorded vote: AYES : Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: , Diane S. Childers Clerk to the Board of Supervisors Cc: File Closed Meeting File AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, AUGUST 12, 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. ~. ACTION NO. A-081203-6 ITEM NO. P-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Confirmation of committee appointment to the Board of Zoning Appeals SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: BOARD OF ZONING APPEALS (Appointed by District) The five-year term of Richard L. Jones, Jr., Catawba District, expired on June 30, 2003. At the August 12, 2003 meeting, Supervisor Church moved to appoint Richard L. Jones, Jr., to represent the Catawba District, for an additional five-year term. His term will expire on June 30, 2008 VOTE: Supervisor Church motion to appoint Richard L. Jones, Jr, to serve an additional five-year term Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Board of Zoning Appeals File t 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: AGENDA ITEM: SUBMITTED BY: APPROVED BY: August 12, 2003 Appointments to Committees, Commissions and Boards Diane S. Childers Clerk to the Board Elmer C. Hodge ~/ ' 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. INDUSTRIAL DEVELOPMENT AUTHORITY The four-year terms of Neil A. Gallagher, Cave Spring Magisterial District, and Carole Brackman, Catawba Magisterial District, will expire on September 26, 2003. These appointments are not officially made by districf buf traditionally every nomination originates from the supervisor representing fhe appointees' district. 3. VIRGINIA WESTERN COMMUNITY COLLEGE BOARD The four-year terms of Geoffrey Ottaway and James W. Arend expired on June 30, 2003. Mr. Ottaway and Mr. Arend are not eligible for reappointment since they have served two consecutive four-year terms. A letter has been sent to President Sandel requesting nominees for these appointments. .. - '~ ACTION NO. A-081203-7 ITEM NO. P-3 AT A REGULAR MEETING OF .THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: August 12, 2003 AGENDA ITEM: Confirmation of committee appointments to the Virginia Western Community College Board SUBMITTED BY: Diane S. Childers Clerk to the Board APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: VIRGINIA WESTERN COMMUNITY COLLEGE BOARD The four-year terms of Geoffrey Ottaway and James W. Arend expired on June 30, 2003. They are not eligible for reappointment At the August 12, 2003 meeting, Supervisor McNamara moved to appoint John Frye and Will Davis to serve four-year terms. Their terms will expire on June 30, 2007. VOTE: Supervisor McNamara motion to appoint John Frye and Will Davis Motion Approved Yes No Abs Mr. Flora ® ^ ^ Mr. Church ® ^ ^ Mr. Minnix ® ^ ^ Mr. Altizer ® ^ ^ Mr. McNamara ® ^ ^ cc: File Virginia Western Community College Board File ,~ ACTION NO. ITEM NO. Q - 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: August 12, 2003 Work session to discuss the proposed Regional Water and Wastewater Authority Diane D. Hyatt Chief Financial Officer Gary Robertson Utility Director Elmer C. Hodge ~'~ ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: At the July 22 meeting, the Board requested that a work session be scheduled during the first meeting of each month to provide an update concerning the proposed Regional Water and Wastewater Authority. Accordingly, this time has been set aside as part of a series of monthly work sessions to provide information to the Board regarding the status of the proposed authority. 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 12, 2003 AGENDA ITEM: Work Session to discuss the process for Capital Improvements Program (CIP) development for fiscal year 2004-2005 (fiscal year 2005-2009 CIP) SUBMITTED BY: APPROVED BY: Brent Robertson Director of Management and Budget Ci~ II Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: During last year's budget development, there was discussion regarding the importance of Roanoke County's capital planning process. A comprehensive planning process will allow us to make capital and operational decisions relative to one another to accomplish broader goals. The County Administrator indicated additional emphasis would be placed on capital planning in the upcoming fiscal year that would support priorities established by the Board and the approved budget adopted last May, which includes a new Public Safety Building, Libraries, Parks & Recreation facilities, and other County buildings. The County Administrator requested that the Budget Department review the processes utilized in development of Roanoke County's capital plan, conduct research on the capital planning processes of other jurisdictions, and develop a new process to meet the County's needs. The process will utilize a CIP Review Committee comprised of individuals associated with various aspects of Roanoke County, most notably individuals selected by the Board of Supervisors. Funding alternatives, such as designation of year-end balances, private contributions (proffers), etc., will also be a significant part of the process. Upgrading the capital planning process is critical as operational needs such as Social Services staffing, solid waste collections, public safety concerns, and health care costs continue to pressure limited funding resources. C~- 7. This time has been set aside for a work session to review the process for the CIP planned for the upcoming fiscal year. Attached is a proposal that outlines the process for updating next fiscal year's CIP. q-~ County of Roanoke Capital Improvements Program Process Development for FY2004-2005 OBJECTIVE A Capital Improvements Program (CIP) is a significant tool to assist in long-range planning for municipal capital needs. Programming capital facilities over time will facilitate better use of the locality's resources and assist in the coordination of public and private development. In addition, the programming process is valuable as a means of coordinating among various agencies and departments to avoid duplication of effort and to take advantage of joint planning and development of facilities where possible. The CIP enables us to maintain an effective level of service to present and future citizens of our locality. The CIP is a financial planning and management tool which: • Identifies public facility, infrastructure, and equipment requirements • Places these requirements in order of priority • Schedules them for funding and implementation Thus, the capital improvements program represents the balancing of project needs with current and future financing capabilities. The first year of the CIP represents the annual Capital Budget. BENEFITS Some of the more significant benefits derived from a systematic approach to capital planning include the following: • Focuses attention on community goals and needs • Encourages more efficient government administration • Assists in the implementation of the Comprehensive Plan • Fosters a sound and stable financial program OVERVIEW and METHODOLOGY Roanoke County prepares a 5 year CIP and updates the document as part of the County's annual budget development process. The document represents an inventory of needs as submitted by department heads and is submitted to the Board of Supervisors for review and discussion during the budget process. Selected projects are then included in the annual Capital Budget for the next fiscal year, subject to available funding. The base-line or starting point for the development of next year's CIP will be the FY 2004-2008 published CIP. Departments will update capital project information during August, 2003 for inclusion in the working document that will form the basis for the FY 2005-2009 Roanoke County CIP. Q- a Best Practices: Budget staff has surveyed numerous localities throughout Virginia and neighboring states to catalog various practices utilized in CIP development with the idea of implementing any of these practices that may be beneficial in developing our capital plan. Localities in Virginia surveyed included the cities of Roanoke and Hampton, and counties of Montgomery, Spotsylvania, Albemarle, Chesterfield, Hanover, and Henrico. North Carolina localities included the City of Charlotte and the counties of Catawba (Hickory) and Pitt (Greenville). Montgomery County, MD was also surveyed. Funding: Funding considerations are a major component of all capital planning processes, and usually one of the most difficult. Of those surveyed, the localities with the most comprehensive capital planning process typically held a commitment to fund capital needs in advance of the identification and prioritization of specific projects. General Government capital projects are funded through a variety of sources: • General Obligation Bonds • Pay-As-You-Go • Special Assessments • Lease/Purchase • One-Time Revenues • User Fees • Private Contributions (Proffers) • Grant Funding Serious consideration must be given to establishing a dedicated funding stream for capital programming on an on-going basis. Review and Participation: In almost all instances, localities use a committee to review and prioritize capital projects for presentation to the elected officials for consideration. These committees are typically comprised of administrative staff with a few including outside members, most notably, Planning Commission participants. Of the 12 localities surveyed only 2, Albemarle County and Montgomery County (MD), included citizen members on the review committee. In developing the FY 2005-2009 Roanoke County CIP, staff proposes establishing a CIP Review Committee that will be comprised of administrative staff, members of County-appointed commissions/boards, and citizens. A unique component of this process is the selection of a citizen or business leader representative to the committee by each member of the Board of Supervisors. This approach will allow a diverse perspective of the capital needs that exist in the County. The CIP Review Committee would be as follows: - Planning Commission Member - Recreation Commission Member - Library Board Member - IDA Board Member - Public Safety Advocate-Police - Public Safety Advocate-Fire & Rescue - BOS Appointee-Catawba - BOS Appointee-Cave Spring - BOS Appointee-Hollins - BOS Appointee-Vinton - BOS Appointee-Windsor Hills - Budget Staff-Facilitator ~-a The committee would draw upon its wide range of knowledge and expertise to review submitted projects and make recommendations on priorities for the Board of Supervisors' consideration during the budget development process. These recommendations would be based on the guiding principles of Public Safety, Regional Cooperation, Quality of Life, and Economic Development-principles long held by the Board of Supervisors. Specific attributes that will be used for determining relative priority will include, but not be limited to: • Maintenance of existing infrastructure • Replacement of existing infrastructure • Expansion of existing infrastructure • New Infrastructure Additional principles to be considered in the capital planning process will be as follows: • Maintain and sustain effective land use planning • Prevent or correct a public safety/public health issue • Build and maintain a competitive economic edge within the region • Use public investment as a catalyst for growth • Safeguard the environment and natural beauty for present and future generation. The CIP Review Committee will meet approximately 4 times (or as needed) to review submitted projects in the context of the Board of Supervisors' priorities. The committee will interview department heads submitting projects and will conduct site visits as warranted. Upon completion of the discovery process, Budget Staff will provide committee members with ranking criteria (based on criteria mentioned in bullet points above) to establish a numerical rank for each project. This ranking will establish a reference point for final discussions for development of a prioritized listing of recommended capital projects. The recommendations will then be presented to the Board of Supervisors for consideration during the FY 2004-2005 budget development process. Tentative Calendar -CIP Review Committee Au ust, 2003 De artmental u date of submitted ca ital ro'ects Board of Supervisors appoints citizen members appointment b the Sept. 9 BOS meetin Se t.-Oct., 2003 Committee reviews submitted ro'ects November, 2003 Committee re orts to Board of Su ervisors Jan.-Mar., 2003 BOS considers ca ital fundin alternatives ACTION NO. ITEM NO. ~-3 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: AGENDA ITEM: APPROVED BY: August 12, 2003 Work session to discuss the November Board retreat Elmer C. Hodge ~~~ County Administrator COUNTY ADMINISTRATOR'S COMMENTS: SUMMARY OF INFORMATION: The annual Board of Supervisors retreat is scheduled for November 9, 2003. This time has been set aside for the Board to discuss topics to be included in the agenda for the retreat. In addition, we would like to discuss a time frame for the meeting and determine the appropriate staff, if any, that should be included in the meeting. July 18, 2003 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 July 18, 2003 651 The Board of Supervisors of Roanoke County, Virginia met this day at the Explore Park Visitor Center for the purpose of attending the Regional Leadership Summit Meeting. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 12:20 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Joseph McNamara, Supervisors Michael W. Altizer, Joseph B. "Butch" Church MEMBERS ABSENT: Vice-Chairman Richard C. Flora, Supervisor H. Odell "Fuzzy" Minnix STAFF PRESENT: Elmer C. Hodge, County Administrator; Diane S. Childers, Clerk to the Board OTHERS PRESENT: Elected officials and staff from the following localities: Town of Vinton, City of Roanoke, City of Salem, Town of Clifton Forge, County of Alleghany, County of Franklin. Also present was staff from the Roanoke Regional Airport, Regional Airport Alliance, and the Roanoke Valley-Alleghany Regional Commission. IN RE: WELCOME AND INTRODUCTIONS Chairman McNamara welcomed the participants and introductions were made. The invocation was given by William D. Bestpitch, City of Roanoke. 1 y July 18, 2003 653 Mr. Strickland presented the following proposed additions to the legislative agenda that was presented in 2002: (1) The General Assembly should provide statutory authority for the separation, for taxing purposes, of business personal property and personal property. (2) The General Assembly should fund Virginia's regional competitiveness program. Funding for the program was eliminated in 2002. (3) The Commonwealth needs to move aggressively to address tax reform. He requested that localities review the legislative agenda and return their responses to his office by October. The RVARC will compile the list of priorities and will schedule a meeting with legislators in November following the elections. There was general discussion regarding the priorities. Mr. Rupert Cutler, Roanoke City Council, noted that funding for I-81 does not mention rail freight service. Ms. Jacqueline Shuck, Executive Director of the Roanoke Regional Airport, reported that airport funding had been reduced by 60% and this was an issue that needs to be addressed. Mr. Bill Bestpitch, Roanoke City Council, indicated that funding for transportation projects looks unfavorable. He was informed at a Virginia Municipal League (VML) Policy Committee on Transportation meeting that the I-73 project was still eligible for funding, but the reality is that funding for the project is questionable. 3. Update from the Roanoke Regional Airport Alliance. Beth Doughty, President =Roanoke Regional Chamber of Commerce) July 18, 2003 655 this time. Beth Doughty indicated that she would coordinate drafting a letter of support on behalf of the business community. 5. Other business Mayor Ralph Smith, City of Roanoke, reported that Norfolk Southern has agreed to host the next Leadership Summit via a rail excursion. The meeting will be held on October 15 and will begin in Bedford. The excursion will be a three hour rail trip that will end in Christiansburg. Mayor Smith indicated that a bus will depart from Roanoke at 11:00 a.m. and will shuttle passengers from Christiansburg to Roanoke upon conclusion of the trip. Box lunches will be provided. Mr. Strickland reported that the next Mayors and Chairs meeting will be hosted by the Town of Vinton at the Vinton War Memorial on August 22. He also stated that the long-range water supply study has been completed, and a press conference will be held in early August. Citizen input will be accepted regarding the study through early September. IN RE: ADJOURNMENT Chairman McNamara adjourned the meeting at 1:30 p.m. Submitted by: Approved by: Diane S. Childers Clerk to the Board Joseph P. McNamara Chairman July 22, 2003 657 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 July 22, 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 July, 2003. IN RE: CALL TO ORDER Chairman McNamara called the meeting to order at 3:06 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; Diane S. Childers, Clerk to the Board; John M. Chambliss, Assistant County Administrator; Diane D. Hyatt, Chief Financial Officer IN RE: OPENING CEREMONIES The invocation was given by Reverend Samuel Belisle, Penn Forest Church of God. The Pledge of Allegiance was recited by all present. IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS ~uiy 22, 2003 659 Ms. George indicated that the grant application process is very competitive. There were 16 applications this year requesting $77,080. The selection committee, which is comprised of Parks, Recreation and Tourism Advisory Commission members and staff, evaluated all applications based upon established criteria. The groups that received grants for 2003-2004 include the following: Back Creek Elementary PTA, Cave Spring National Little League, Glenvar Youth Boosters, Hidden Valley Youth Sports, North Roanoke Recreation Club, Oak Grove Elementary School, Pathways for Greenways, Roanoke County Schools, South County Softball League, William Byrd Middle School, and Youth on Wheels. IN RE: NEW BUSINESS 1. Request to amend the Public Use Manual to establish policies and standards for the creation of youth sports recreation clubs in Roanoke Count Debbie Pitts, Assistant Director of Recreation) ~ ~~~~~~ ~ Ms. Pitts stated that Parks, Recreation and Tourism sanctions community organizations to provide Roanoke County sponsored youth and adult sports leagues. In order for a club to be considered, it must meet the sanctioning requirements outlined in Section IV of the Public Use Manual, adopted by the Board of Supervisors in August 2002. After reviewing the standards, it was determined that the definition of recreation clubs had not been clearly defined. To address this issue, the Parks, Recreation and Tourism Advisory Commission directed staff to review the sanctioning policy and July 22, 2003 661 must agree to abide by the department's standards and policies as written in the Community Use Manual. Ms. Pitts reported that there are currently 10 recreation clubs sanctioned by the department and all but four of the clubs meet the existing, as well as proposed, standards. The four clubs that do not meet the proposed standards are Mount Pleasant Recreation Club, Masons Cove Recreation Club, Cave Spring National, and Cave Spring American Little League. The Mount Pleasant and Masons Cove clubs are the only two clubs that do not serve an entire high school district -they serve one elementary school. The Cave Spring National and Cave Spring American Little League programs also do not serve high schools -they serve boundaries established by the national little league organization. Staff is proposing that these four clubs be grandfathered in as sanctioned clubs. Supervisor Minnix questioned if there were a procedure for establishing that the criteria for formation of a club has been met. Ms. Pitts stated that a sanctioning request form must be completed and this form contains substantial background information and requires the submission of documentation for all aspects except the financial background. Supervisor Minnix instructed staff to be careful about using the honor system for establishing that the criteria have been met. Supervisor Altizer confirmed with Ms. Pitts that the reason that the Mount Pleasant Recreation Club does not meet the proposed criteria is that they do not serve ~uiy 22, 2003 663 A-072203-2 Ms. Scheid reported that the Planning Commission has submitted a resolution which they adopted on July 1 requesting a 90 day extension to study the request fora 14,000 foot extension of utilities from the Cotton Hill Road area to the Back Creek Elementary School area. The Code of Virginia, Section 15.2-2232, allows the Planning Commission 60 days to study this type of request. Ms. Scheid noted that the Planning Commission met in a work session to discuss the request and felt that staff and the Planning Commission would require additional time to thoroughly study the proposal and hold the necessary community meetings. The Planning Commission is requesting a total study time of 150 days. Supervisor Minnix requested that the Planning Commission notify the Cotton Hill and Back Creek civic organizations regarding this matter. Supervisor Minnix moved to approve staff recommendation, approve a 90- day extension to study the proposal. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: REQUEST FOR PUBLIC HEARINGS AND FIRST READING OF REZONING ORDINANCES -CONSENT AGENDA Supervisor McNamara moved to approve the first readings and set the second readings and public hearings for August 26, 2003. The motion carried by the following recorded vote: e ~uiy 22, 2003 665 AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 072203-3 APPROVING AND CONCURRING IN CERTAIN ITEMS SET FORTH ON THE BOARD OF SUPERVISORS AGENDA FOR THIS DATE DESIGNATED AS ITEM J- CONSENT AGENDA BE IT RESOLVED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the certain section of the agenda of the Board of Supervisors for July 22, 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 11, inclusive, as follows: 1. Approval of minutes -July 7, 2003 (joint meeting with Roanoke County School Board and School Board Construction Committee) and July 8, 2003 2. Resolution of appreciation upon the retirement of Frank C. Wilkins, Sr., Police Department, after twenty-eight years of service 3. Request to appropriate $28,250 from the state for fiscal year 2003-2004 for the Child Care and Development Fund Program in the Department of Social Services 4. Request to appropriate $122,500 from the state for fiscal year 2002-2003 for Public Assistance Programs in the Department of Social Services 5. Request to accept additional state revenues and appropriate to the Sheriff's Office for fiscal year 2002-2003 budget. (Brent Robertson, Budget Director) 6. Request to accept and appropriate a Department of Motor Vehicles (DMV) grant in the amount of $1,500 for DUI and safety restraint checkpoints and roving DUI patrols 7. Request to accept and appropriate a Local Government Challenge Grant in the amount of $5,000 from the Virginia Commission for the Arts 8. Resolution in support of Virginia's students requesting that the General Assembly commit to work for state funding of the Standards of Quality and the legislative guidelines for higher education funding 9. Request to accept Garstview Circle and Millcrest Court into the State Secondary System 10. Request to accept Horseshoe Bend Road extension into the State Secondary System 11. Request to accept water and sewer facilities serving Bradford Place 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. July 22, 2003 667 WHEREAS, many students in Virginia's public schools are at-risk of not learning what is required to earn a high school diploma, enroll in a college or university or enter the job market, and even the successful students who graduate are affected by schools struggling to provide the level of educational quality they need and deserve; and WHEREAS, teachers often find they do not have the tools or training necessary to teach the subjects mandated for achievement of state standards and teachers' salaries and the uncertain state support of salaries do not provide the kind of incentives that attract and keep the most talented professionals; and WHEREAS, state funding for public education does not reflect the true cost of constructing, staffing, equipping, operating and maintaining schools that perform at the level needed to support the foundation for standards of quality and learning, and the costs of educating at-risk students create additional fiscal pressures on many school systems; and WHEREAS, not only are students being left behind, taxpayers are seeing the increasing burden of higher local real estate tax rates as local governments try to pay both their share and the state's share of education costs and, when Virginia's students plan for higher education, they face additional challenges because legislative reports also have verified that appropriate levels of funding have not been achieved for higher education, and one of the worst results of reduced funding for college students is that so many qualified Virginia students are denied admission because the faculty, buildings, and equipment are simply not there to accommodate them; and WHEREAS, the effects of being left behind without a high school diploma or a college degree, especially for an at-risk student, are compelling. A Virginian who has a high school diploma earns a lot more than one who does not. A degree from a community college means more, and afour-year college degree means even more. Education literally pays, in addition to its other quality-of-life benefits. NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Roanoke County, Virginia urges the elected members of the General Assembly to commit to work for additional state dollars to fully fund the actual costs of the Standards of Quality and the legislative guidelines for higher education funding. These actions are essential if our elementary, middle and high schools, community colleges, and four-year colleges and universities are to meet the following goals: • Smaller classes in schools and colleges where teachers and faculty can provide students the individual attention they need to learn and graduate on time; • Sufficient numbers of well-qualified teachers and faculty to give every student the opportunity to graduate from high school and to have access to higher education and opportunities for training and skill development; • Competitive salaries to attract and keep well-qualified teachers and faculty to help students learn; • Modern, safe classrooms, laboratories, technology and equipment to provide the ,1u~y 22, 2003 669 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: Supervisor Minnix Seconded By: None Required Yeas: Supervisors Flora, Church, Minnix, Altizer, McNamara Nays: None IN RE: REPORTS Supervisor Altizer moved to receive and file the following reports. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 1. General Fund Unappropriated Balance 2. Capital Fund Unappropriated Balance 3. Board Contingency Fund 4. Future Capital Protects 5. Accounts Paid -June 2003 6. Report of claims activity for the self-insurance program for the ep riod ended June 30' 2003 F July 22, 2003 67 ~ the paperwork must be submitted to the State Corporation Commission. Mr. Hodge reported that the rate analysis must be examined, as well as proposed rate changes. He indicated that staff is ready to award the contract for the rate study at this time, and the Board needs to consider the following issues: (1) Do they want to structure the authority to conserve water? (2) How many representatives from the City of Roanoke and Roanoke County should be on the board of the authority? (3) Who will be the representatives? Should they be elected officials, staff, or citizens? There was general discussion regarding the composition of the governing board of the proposed authority. It was the consensus of the Board to schedule a work session at the first meeting of each month to provide updates regarding the proposed authority. Mr. Hodge advised that a public education team is in place and meets weekly. He stated that a monthly newsletter is being prepared for distribution to employees and that this information could also be sent to the area civic leagues. Staff from Roanoke County and Roanoke City meet monthly regarding the authority. Mr. Hodge indicated that Roanoke County is going beyond the joint team efforts to keep citizens informed of the status of the water and wastewater authority -information is being prepared for Roanoke County Today on RVTV-3, brochure mailings will be sent to citizens, and public information teams are being formed to attend civic league meetings. Mr. Hodge advised that it was important to fill the Director of Community Relations position which has been vacant for 1 %2 years. It was the consensus of the Board to proceed with filling this position. Judy 22, 2003 673 Mr. Robertson indicated that it will be necessary to carefully coordinate Contracts A and B due to the overlap in these two projects. In response to an inquiry from Supervisor Minnix, Mr. Robertson advised that both Congressman Goodlatte and Senator Wampler have been contacted, but it does not appear that state funding is available for this project. In addition, the average annual incomes in the area prevent qualifying for grants. Paul Mahoney, County Attorney, reported that the contracts will be available for the Board to authorize at the end of August. He noted that all contracts will be assignable to the new authority. Diane Hyatt, Chief Financial Officer, advised that the bond sale to finance the cost of the upgrade will be held through the Virginia Resource Authority (VRA) in October 2003. The Board originally approved $9 million for this project at a borrowing rate of 3.75%. Ms. Hyatt reported that the County's share of the project is now $11 million, but it is anticipated that the rate may be lower due to declining interest rates. She advised that the loan will be closed after the bids have been received for Contract A and estimates for Contracts B and C will be used. She indicated that the funds are reimbursed by the VRA and the money must be spent first and then submitted for reimbursement. There was discussion regarding a possible sewer rate increase to offset the cost of the upgrade. Ms. Hyatt reported that the Board increased the sewer rate 8.6% in 2002 based on an estimated cost of $9 million for the wastewater treatment ~uiy 22, 2003 675 Mr. Covey advised that McVitty Road is designated on the 1995 Community Plan for wide shoulders, not bike lanes. Mr. Covey indicated that bike lanes will substantially increase the project costs, and staff is recommending wide shoulders on this road and connection into the greenway system. It was also noted that if bike lanes are included, it may necessitate purchasing Honeytree Early Learning Center. It was the consensus of the Board that planning staff will evaluate the feasibility of proceeding with bike lanes in this area and, if feasible, where the bike lanes should begin and end. This information is to be presented to the Board at the August 12 meeting. IN RE: CLOSED MEETING The closed meeting was held from 3:45 p.m. until 4:06 p.m. IN RE: CERTIFICATION RESOLUTION R-072203-4 At 7:01 p.m., Supervisor McNamara moved to adopt the Certification Resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 072203-4 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 July 22, 2003 677 their run across the United States and they would like to share some information with the Board regarding the trip and the status of the project. Ms. Langford reported that Cave Spring High School (CSHS) will celebrate its 50th anniversary in 2006. She advised that the cost to upgrade the sports facilities at CSHS is projected to be $1.5 million and to date, $67,000 has been raised. She stated that campaign coordinators continue to pursue grants for the project, and she noted that considerable exposure for Roanoke County was generated by the Knights Crossing Run through 12 states from California to Virginia. Mr. Loesel and Mr. Dowdy thanked the Board for their support and interest in the project. IN RE: NEW BUSINESS 1. Request for funding in support of the Proiect 50 capital campaign at Cave Spring High School. A-072203-5 Supervisor Minnix moved to appropriate $10,000 to the Project 50 capital campaign from the Board Contingency Fund. Following a recommendation by Supervisor McNamara, he amended the motion to also reserve an additional $5,000 in the Board Contingency Fund for subsequent distribution for an amount equal to 1 % of the funds raised. Supervisor Flora requested that the same consideration be given to other schools County-wide for similar future requests. e July 22, 2003 679 Chairman McNamara presented the resolution to Volunteer Fire Chief Darnall. Also present was his wife Carolyn; daughters Cindy and Cameron, step- daughter Terri; and grandson Trey. Supervisor Church moved to adopt the resolution. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None RESOLUTION 072203-6 EXPRESSING THE APPRECIATION OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY UPON THE RETIREMENT OF NORMAN DARNALL, VOLUNTEER FIRE CHIEF, ROANOKE COUNTY FIRE AND RESCUE, AFTER THIRTY-FIVE YEARS OF SERVICE WHEREAS, Norman Darnall began serving as a volunteer firefighter with Roanoke County Fire and Rescue in 1968 as one of the original members of the Masons Cove Fire Department; and WHEREAS, Mr. Darnall became Volunteer Fire Chief in 1974 at Masons Cove Fire Department and served in that capacity for 29 years; and WHEREAS, Fire Chief Darnall provided vital assistance to citizens during the Flood of 1985; and WHEREAS, Fire Chief Darnall has performed a crucial role in protecting the life and property of citizens in one of the most hazardous professions, and Roanoke County is very fortunate to have benefited from his dedication and many years of experience; and WHEREAS, Fire Chief Darnall has served with professionalism and integrity, and his leadership has been instrumental in improving the quality of life for the citizens of Roanoke County. 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 VOLUNTEER FIRE CHIEF NORMAN DARNALL for thirty-five years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Church to adopt the resolution, and carried by the 6 July 22, 2003 681 WHEREAS, Assistant Fire Chief Rector has served with professionalism and integrity and through his volunteer efforts with Roanoke County Fire and Rescue, 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 VOLUNTEER ASSISTANT FIRE CHIEF FRED RECTOR for thirty-five years of capable, loyal and dedicated service to Roanoke County; and FURTHER, the Board of Supervisors does express its best wishes for a happy and productive retirement. On motion of Supervisor Church to adopt the resolution, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Attizer, McNamara NAYS: None IN RE: PUBLIC HEARINGS AND SECOND READING OF ORDINANCES 1. Second reading of an ordinance to obtain a special use permit 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 Spring Magisterial District, upon the petition of Christopher H. Hanes. (Janet Scheid, Chief Planner) Continued until August 26, 2003 Chairman McNamara confirmed that this matter has been continued until August 26, 2003. 2. Second reading of an ordinance to amend the Roanoke Countv Zoning Ordinance Section 30-93 Signs upon the petition of the Roanoke Countv Planning Commission. (Janet Scheid, Chief Planner) Referred to the Planning Commission for further ~uiy 22, 2003 683 for a private dog kennel because in Roanoke County only two dogs are allowed. The Planning Commission voted to deny the petition 3-0. Mr. Grisso stated that confusion exists regarding his request for a special use permit. He indicated that his neighbors think that the request is to allow him to open a dog kennel and this will lead to others in the area seeking to do the same. He advised that his reason for seeking the special use permit is to keep his family pets. Mr. Grisso submitted a petition signed by 19 individuals supporting his request for a special use permit. In response to an inquiry from Supervisor Church, Mr. Grisso reported that three of the dogs are miniatures and two are medium size boxers. The following citizens spoke regarding this matter: Mr. Wayne C. Andleton, 1583 Mountain Heights Drive, stated that one man's freedom should not infringe on the freedom of his neighbors. Mr. Melvin L. Crowder, 1606 Mountain Heights Drive, voiced the following concerns: (1) noise from the dogs barking (2) safety of the residents, especially children and senior citizens (3) this would open the door for future kennel permits (4) odor from the dogs (5) petitioner is already exceeding the maximum number of dogs allowed by ordinance. There were approximately 15 citizens present in the audience who raised their hands in support of Mr. Crowder's comments and indicated that they were opposed to the request for the special use permit. 6 July 22, 2003 685 established. He stated that if there were no opposition to the request it would not be a problem, but the Board should not take action that presents a hardship for the surrounding neighbors. Supervisor Altizer stated that it is incumbent upon the Board to listen to citizen input, and he indicated that it is unfortunate that issues such as this can divide a neighborhood. He requested that the Board allow Mr. Grisso an opportunity to comply with the ordinance. Supervisor Church advised that decisions like this are very difficult, but noted that he is elected to represent the people and therefore must do what the people want him to do. Supervisor Church moved to deny the petition and allow the petitioner 45 days to comply with the ordinance. The motion carried by the following recorded vote: AYES: Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None ORDINANCE 072203-8 DENYING A SPECIAL USE PERMIT TO RANDY GRISSO TO OPERATE A PRIVATE KENNEL TO BE LOCATED AT 1459 MOUNTAIN HEIGHTS DRIVE (TAX MAP NO. 35.04-1-22), CATAWBA MAGISTERIAL DISTRICT WHEREAS, Randy Grisso has filed a petition for a special use permit to operate a private kennel to be located at 1459 Mountain Heights. Drive (Tax Map No. 35.04-1- 22) in the Catawba Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this matter on June 3, 2003; and WHEREAS, the Board of Supervisors of Roanoke County, Virginia, held a first reading on this matter on May 27, 2003; the second reading and public hearing on this matter was held on July 22, 2003 (continued from June 24, 2003). 6 July 22, 2003 687 accessory apartment is allowed per lot, and any exterior entrances shall be located so as to appear as a single family dwelling. The Parrish's would like to lease the apartment in order to supplement their social security disability, and the Planning Commission voted 4-0 to approve the special use permit with the condition that all parking shall be restricted to the existing driveway. Ms. Scheid reported that the Parrish's do not drive or own a vehicle, and the accessory apartment will have potentially one or two residents who drive. They will use the existing driveway so no additional parking will be required. In response to Supervisor McNamara's inquiry, Ms. Scheid advised that once an accessory apartment is authorized, the right stays with the property and transfers to future owners. Ms. Scheid stated that Ms. Parrish had indicated that the finished area of the home is 1,700 square feet and the accessory apartment could be up to 50% of this size or 850 square feet. Ms. Laura Parrish was present with her husband and indicated that she would be happy to answer any questions that the Board may have. She stated that she was hopeful that the Board will be in favor of this request. She indicated that their intent was to supplement their social security disability income and to have someone in the home that can assist with their safety and provide minimal assistance. There were no citizens present to speak regarding this matter. Supervisor McNamara moved to adopt the ordinance with one condition, 6 July 22, 2003 689 5. Second reading of an ordinance to obtain a special use permit to operate a primary educational facility on 4.76 acres, zoned R-2 Medium Density Residential District, located at 3432 Poff Lane, Cave Spring Magisterial District, upon the petition of Elijah S. Carroll. (Janet Scheid, Chief Planner) 0-072203-10 Ms. Scheid advised that the Roanoke Valley Montessori School wishes to relocate their school to an existing 1,550 square foot church located at 3432 Poff Lane. The school currently serves 25 students, ages three through six. The church site is zoned R-2 and a special use permit is required to operate a primary education facility. Ms. Scheid reported that the existing church facility was constructed in the mid-1970s and is located in an area designated Neighborhood Conservation in the Roanoke County Community Plan. The proposed change from a church use to a school use conforms to the community plan, and the petitioner has indicated that they will keep the same number of students, approximately 25-30. Access to the site will be via Poff Lane and VDOT staff has indicated that the existing entrance is adequate for the proposed use. The existing driveway and parking area is sufficient to handle the proposed use and enrollment levels; however, a significant increase in enrollment could result in traffic impacts to Poff Lane. The potential impact to Poff Lane was the only concern expressed by the Planning Commission who approved the special use permit with a vote of 4-0 with two conditions: (1) Enrollment shall be limited to 30 students, unless a e .1u~y 22, 2003 691 accord with the adopted 2000 Community Plan pursuant to the provisions of § 15.2- 2232 of the 1950 Code of Virginia, as amended, and said Special Use Permit is hereby approved with the following conditions: (1) Enrollment shall be limited to 30 students, unless a lower maximum number is established by the Virginia Department of Social Services. (2) The school driveway shall be gated. 2. That this ordinance shall be in full force and effect thirty (30) days after its final passage. All ordinances or parts of ordinances in conflict with the provisions of this ordinance be, and the same hereby are, repealed. The Zoning Administrator is directed to amend the zoning district map to reflect the change in zoning classification authorized by this ordinance. On motion of Supervisor Minnix to adopt the ordinance with two conditions, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 6. Second reading of an ordinance authorizing acquisition of the assets of the Suncrest Water Company, Inc., the creation of a special utility service district, namely "Suncrest Heights Water and Sewer District," appropriating funds for the acquisition and construction of water and sewer facilities therein, and imposing and allocating certain fees or assessments with respect to the development of property located therein, Cave Spring Magisterial District. (Gary Robertson, Utility Director) 0-072203-11 Mr. Robertson advised that this is a small private water and sewer system that serves 27 residents in the Suncrest Heights subdivision. He noted that the County had been approached several times over the past ten (10) years regarding purchase of the system. Staff has evaluated the system and determined that approximately Judy 22, 2003 693 assessed, imposed, and apportioned as provided in Article 2, Chapter 24, Title 15.2. This assessment against each property shall be reported to the Treasurer of Roanoke County, who shall enter the assessment as provided for other real estate taxes. • Payment of the assessment as provided in paragraph c. above or the payment of the fee as provided in paragraphs a. and b. 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. • 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 Minnix noted that he has voiced concerns about the connection fees being lower than in previous water and sewer extension projects. Mr. Robertson responded that there are several differences with this extension project: (1) In most petition projects, Roanoke County must extend and provide the entire distribution system to all customers. In this case, Roanoke County will be utilizing the existing water and sewer distribution system. (2) The majority of the improvements are related to the wastewater system. If the County desired to do so, they could operate the water system as it stands today. However, it is the County's intention to connect to the County water system even though the water system could operate independently. Staff has concerns regarding the operation of the wastewater treatment facility, and advises the installation of a pumping station and use of the County's sewer system. There were no citizens present to speak regarding this matter. a Judy 22, 2003 695 BE IT ORDAINED by the Board of Supervisors of Roanoke County, Virginia, as follows: 1. That the acquisition and acceptance of the assets of the Suncrest Water Company, Inc. and John A. Hall & Co., Inc., serving an area located in Roanoke County as shown on the map designated as Exhibit "A", from the Suncrest Water Company, Inc. is hereby authorized and approved. These assets include three parcels of real estate identified as Tax Map Nos. 98.02-01-53.1, 98.02-01-11.1 and 98.02-01-89, all easements, machinery, equipment, and other personal property. 2. That pursuant to the authority of Ordinance 112288-7, the Board authorizes and approves a local public works improvement project, namely, acquisition of water and sewer facilities for the Suncrest Heights community from the Suncrest Water Company. That pursuant to the authority of Section 15.2- 2243, the Board establishes a general water and sewer improvement program for the Suncrest Heights community. Total construction cost of this public water and sewer project is estimated to be $200,000, to be assessed against the properties within the special utility service district as shown on the attached Exhibit A. That there is hereby appropriated for this project the sum of $200,000 from the Water and Sewer Surplus Accounts. 3. That the Suncrest Heights Water and Sewer District is shown and designated on the attached plat entitled Suncrest Heights Water and Sewer Service District prepared by the Roanoke County Utility Department, dated June 2003 (Exhibit A). The Utility Department shall construct in and adjacent to the Special Utility Service District sewer and water lines and appurtenant facilities as shown in the map of this area, and shall acquire easements for these lines and facilities. 4. That the owner, subdivider or developer of vacant property (i.e. a lot or parcel with no residential structure located thereon) located within the Suncrest Heights Water and Sewer Service District shall, on or before September 24, 2003 pay or provide for the payment of a share of the cost of construction of the sewer and water facilities, in the total amount of $6,500. Property owners of vacant lots who wish to connect to the water and sewer system after the September 24, 2003, deadline (other than new property owners) shall pay $8,125 [$6,500 construction costs plus 25%]. 5. The "Suncrest Heights Water and Sewer Service District" is created for a period of ten years. Any owner of improved real estate within this service area may participate in and benefit from the public water and sewer in this service area by paying the following fees: $2,600 for water and $3,900 for sewer for a total of $6,500 per customer. Said costs to be paid in full and in advance of connection to or use of the public water and sewer systems or financed in accordance with the provisions of paragraph 6. 6. That the Board authorizes and approves the payment by the property owners in the project service area who elect to participate on or before September 24, 2003, of their portion of the cost of extending or improving the public utility system to their properties in accordance with the following terms and conditions: 6 July 22, 2003 697 10. That this ordinance shall be effective from and after the date of its adoption. On motion of Supervisor Minnix to adopt the ordinance, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None 7. Second 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) 0-072203-12 Mr. Mahoney advised that legal notices have been published in the Roanoke Times regarding the proposed sale of the well lot, notices have been mailed to the adjoining property owners, and a sign has been posted on the property. The County has received three written offers and the highest offer was submitted by Chad S. McGhee in the amount of $27,000. The County's assessed value of the parcel is $12,900. Mr. Mahoney stated that Billy Driver, Director of Real Estate, had indicated that vacant lots in the area have been selling for two to two and one-half times this amount. He indicated that the $27,000 is within the range of the Board's policy, and recommended that the Board favorably consider the offer. Supervisor Church confirmed that the adjoining citizens have been notified. He also questioned if the offer falls in the appropriate price range. Mr. Mahoney noted that it is "barely" in the acceptable range. He stated that there have been some higher sales of other vacant lots in the North Lakes area, as reported by Mr. 6 ~uiy 22, 2003 699 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. On motion of Supervisor Church to adopt the ordinance, and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: He addressed the issue of the reassignment of Roanoke City School Resource Officer Butch Lewis which was covered in a Roanoke Times news article today. He stated that the students, teachers, administrators, parents and the school resource officer (SRO) are the losers in this situation because it "puts handcuffs" on the SRO's. He emphasized that if situations are occurring in the schools, he wants the SRO's to report them. He noted that a SRO may be the last line of communication for troubled students, and he hopes a just decision in this matter will be rendered because it will have far-reaching effects. Supervisor McNamara: He noted that the reports made by board members are individual opinions which do not represent the opinions of the Board as a whole. Supervisor Minnix: He reported that he will be out of town attending a church conference until August 2, 2003. Supervisor Flora: He recounted a story regarding his recent travels on Delta Airlines and indicated that an additional reason for supporting the region's efforts f of RoaNO~.F a ti '' p 2 G7 rasa Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Windsor Hills Magisterial District Richard C. Flora, Vice-Chairman Hollins Magisterial District August 15, 2003 Mr. James W. Arend 5608 Village Way Roanoke, VA 24014 Dear Mr. Arend: Michael W. Altizer Vinton Magisterial District Joseph B. "Butch" Church Catawba Magisterial District H. Odell "Fuzzy" Minnix Cave Spring Magisterial District The members of the Roanoke County Board of Supervisors have asked me to express their sincere appreciation for your many years of service on the Virginia Western Community College Board. Citizens, like you, who are responsive to the needs of their community and are willing to donate their time and talent toward making Roanoke County a better place to live are special people. Roanoke County is fortunate to have benefited from your unselfish contribution to our community. Allow me to personally thank you for the time that you served on this Board ,and as a small token of appreciation, we enclose a Certificate of Appreciation for your service to Roanoke County. Sincerely, seph McNamara, Chairman oanoke County Board of Supervisors Enclosure cc: Dr. Robert Sandel, President Virginia Western Community College OFFICE: ~ FAX: VOICE MAIL: E-MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 bos~co.roanoke.va.us ~~~ 44 ~, '-~-~ :~ ~~ Q Z W~ Q O V 2 O z N V 2 V W h W V W OG O W W W 4. a~ 4 4~ 0 ~;,,~ ~'O W .~~~, ~ '"" ~~ ~~ 0 ~ ^ -' O C~ ~~~ ~~ " n ~~ J~ ~~r :3 .~ •r o ~~ ~~ N r M 0 Aj 1~ a O .H ~ r H ~ ~ -o r L 7 0 My m ,~ ~~ v ~~ `f .., o ~~ ~ ~~V v ~~ ~F ROANp~~ ~. Z 9 ~ ~ rasa Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Windsor Hills Magisterial District Richard C. Flora, Vice-Chairman Hollins Magisterial District August 15, 2003 Mr. Geoffrey Ottaway 5288 Flintlock Circle, S111/ Roanoke, VA 24014 Dear Mr. Ottaway: Michael W. Altizer Vinton Magisterial District Joseph B. "Butch" Church Catawba Magisterial District H. Odell "Fuzry" Minnix Cave Spring Magisterial District The members of the Roanoke County Board of Supervisors have asked me to express their sincere appreciation for your many years of service on the Virginia Western Community College Board. Citizens, like you, who are responsive to the needs of their community and are willing to donate their time and talent toward making Roanoke County a better place to live are special people. Roanoke County is fortunate to have benefited from your unselfish contribution to our community. Allow me to personally thank you for the time that you served on this Board , and as a small token of appreciation, we enclose a Certificate of Appreciation for your service to Roanoke County. Sincerely, J seph McNamara, Chairman oanoke County Board of Supervisors Enclosure cc: Dr. Robert Sandel, President Virginia Western Community College OFFICE: FAX: VOICE MAIL: E-MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 bos~co.roanoke.va.us ~4'~ 44 S~, ~~ mod` 6 Z W~ 0 Q V Z N V 0 V W W V O 0 O W W W a 5 c3 0 y 0 a~ v 0 C3 ~ ~ o „ O O ~ `~ W ~~ •~ O 4. ~ ~ c o~ ~~c~ ~ ~ c Cr ~, c~ i J ~•~ y r~ ~~~~ 0 vim. +~~ V .•+ of ~° ^1 O .~ L a ~~ (/~ r ti 0 n° r m !~ i i.r V V ~~ o~ ROANp,~.~ 4 ti=~ A 2' ~ °v ; a~ 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us Mr. Richard L. Jones, Jr. 3324 Timberview Road Roanoke, VA 24019 Dear Mr. Jones: P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 August 13, 2003 BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us I am pleased to inform you that, at their meeting held on Tuesday, August 12, 2003, the Board of Supervisors voted unanimously to re-appoint you to the Board of Zoning Appeals, representing the Catawba Magisterial District; for another five-year term. This term began on June 20, 2003, and will expire on June 30, 2008. State law provides that any person elected, re-elected, or appointed to any public body be furnished a copy of the Freedom of Information Act. Your copy is enclosed. State law requires that you take an oath of office before the Clerk of the Roanoke County Circuit Court. This oath must be administered prior to your participation on this Board. Please telephone Steven A. McGraw, at 387-6205, to arrange to have this oath administered, and Mr. McGraw has asked that you bring this letter with you. On behalf of the Supervisors and the citizens of Roanoke County, please accept our sincere thanks and appreciation for your willingness to accept this appointment. Sincerely, Enclosures C~.~~n~~ of ~n~x~oC~e ~~~ Diane S. Childers Clerk to the Board of Supervisors cc: Tim Beard, Secretary, BZA Steven A. McGraw, Clerk, Circuit Court ~.~;0 OF ROANp~~ ti ~A ~ z ~ z J" a 1838 DIANE S. CHILDERS CLERK TO THE BOARD Email: dchilders~co.roanoke.va.us Mr. John Frye The Thread Corporation P. O. Box 13207 Roanoke, VA 24032-3207 Dear Mr. Frye: P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 (540) 772-2005 FAX (540) 772-2193 August 13, 2003 BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton®+co.roanoke.va.us I am pleased to inform you that, at their meeting held on Tuesday, August 12, 2003, the Board of Supervisors voted unanimously to appoint you as a member of the Virginia Western Community College Board for afour-year term. This term began on June 30, 2003, and will expire on June 30, 2007. 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, C~o~x~t~ .v~ ~a~t~vC~.e Diane S. Childers Clerk to the Board of Supervisors Enclosure cc: Dr. Robert Sandel, President Virginia Western Community College r~~ ~F ROANp,~~ ti ,,~ ~ z ' c~ v 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 August 13, 2003 Mr. E. Wilson Davis, Jr. American Electric Power P. O. Box 2021 Roanoke, VA 24022-2121 Dear Mr. Davis: BRENDA J. HOLTON, CMC DEPUTY CLERK Email: bholton~co.roanoke.va.us I am pleased to inform you that, at their meeting held on Tuesday, August 12, 2003, the Board of Supervisors voted unanimously to appoint you as a member of the Virginia Western Community College Board for afour-year term. This term began on June 30, 2003, and will expire on June 30, 2007. 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 to the Board of Supervisors Enclosure cc: Dr. Robert Sandel, President C~n~xx~#~ ~~ ~o~txtaC~ Virginia Western Community College ~ AOANp~.~ e a + ~' A J ".a z ~.~~~~ ~~ ~~~~~~ 1838 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 August 13, 2003 Mr. Lee Linkous 5459 Eveningwood Larie Roanoke, VA 24019 Dear Mr. Linkous: Enclosed is a resolution of appreciation upon your retirement which was unanimously approved at the August 12, 2003 Board Meeting. The Board of Supervisors of Roanoke County and its citizens thank you for your many years of capable, loyal and dedicated service to the County. I am also pleased to send you a quilt which was exclusively designed for Roanoke County. We hope this quilt brings you enjoyment and remembrances of your time at the County. It will be mailed in a separate package and if you do not receive it within a week, please contact the Board office at 772-2005. If you would like to have your resolution framed, please bring it to the Clerk's Office, at the Roanoke County Administration Building, 5204 Bernard Drive, at any time. It has been our experience that framed resolutions may be damaged when mailed. Please accept this resolution and quilt with our best wishes for a productive retirement and continued success in the future. Sincerely, oseph McNamara, C~ha man Roanoke County Board of Supervisors Enclosure Cc: Ray Lavinder, Chief of Police Joe Sgroi, Director, Human Resources OFFICE: FAX: VOICE MAIL: (540) 772-2005 {540) 772-2193 (540) 772-2170 E-MAIL: bos ~ co. roanoke. va. us O~ AOANp,~.~ a z 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 August 13, 2003 Reverend Jim Beatty Bethel A.M.E. Church 5056 Pleasant Hill Drive, SW Roanoke, VA 24018 Dear Rev. Beatty: On behalf of the Board of Supervisors, I would like to thank you for offering the invocation at our meeting on Tuesday, August 12, 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 end 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: (540)772-2005 (540)772-2193 (540)772-2170 E-MAIL: bos ~co.roanoke.va.us O~ pOANp,I.~ L ~' z c~ a ~~~ ~~ ~~xxY~ ~e rase Board of Supervisors P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VA 24018-0798 Joseph McNamara, Chairman Windsor Hills Magisterial District Richard C. Flora, Vice-Chairman Hollins Magisterial District August 13, 2003 Mr. Brad Collins 375 Sunflower Drive Vinton, Va 24179 Dear Mr. Collins: Michael W. Altizer Vinton Magisterial District Joseph B. "Butch" Church Catawba Magisterial District H. Odell "Fuzzy" Minnix Cave Spring Magisterial District I am sorry that you were unable to attend the August 12th Board meeting so that we could publicly recognize you for setting the state career scoring record in boys soccer. The members of the Board congratulate you for this significant accomplishment and your outstanding athletic career at William Byrd High School. We were very pleased to meet your parents who accepted the certificate on your behalf since you had already left for college. Supervisor Minnix requested that the enclosed video of the meeting be sent to you so that you could see the presentation and hear the many complimentary things said about you by the supervisors, your parents, and Assistant Principal Dowdy. We wish you will always maintain High School. continued success at Carson Newman College and know that you the same high standards that you demonstrated at William Byrd Sincerely, ~c.~(a,,,.,~_...,.~ Joseph McNamara, Chairman Roanoke County Board of Supervisors Enclosure OFFICE: FAX: VOICE MAIL: (540) 772-2005 (540) 772-2193 (540) 772-2170 E-MAIL: bos ~ co. roanoke.va. us Note to file -August 12, 2003 At the July 8 Board meeting, Ms. Green provided a briefing on bulk/brush collections. as / a result of a recent storm. She noted that staff was currently conducting a review of the solid waste ordinance and requested that a work session be scheduled with the Board in August to review the changes. Also to be included in the discussion is a cost analysis of a bi-weekly bulk/brush collection schedule (at the request of Supervisor McNamara). NOTE: Need to notify petitioner who contacted Joe McNamara regarding the work session. I e-mailed Joe on July 9 requesting the contact information. On July 29, 2003, Mr. Hodge requested that a work session be scheduled to discuss the / addition of an additional truck and staff to handle the increase in bulk/brush collections. / DSC Diane Childers -Board Meeting of 8/12 Pa e 1 - _ __ ~ _ ~_ _ _ _ ~.._~ .. _ _ _ g.. From: Mary Brandt To: Darlene Ratliff Date: 8/6/03 4:16PM Subject: Board Meeting of 8/12 I have an update for Dr. Weber. Not only will Kelly Clark of GHS be getting a certificate of recognition for winning the state championship in the 1600 meter run, but we will also be presenting Brad Collins of WBHS with a certificate for setting a new scoring record in boy's soccer. He won't be there but the assistant principal from WBHS will be there to accept on his behalf. Mary Mary V. Brandt Office Support Specialist Board of Supervisors 540-772-2005 mbrandt@co.roanoke.va.us CC: Brenda Holton; Diane Childers Board of Supervisors • • • • Clerk's Office Fax Transmittal To: Curtis Hicks From: Mary V. Brandt Date: 08/06/03 Fax Number. 387-6347 No. of Pages: 2 (including this page) F NANO ~~~ ~~ z ~~ 0 2 a ~s a Attached is a draft of the Certificate of Recognition to be awarded to Kelly Clark at the August 12, 2003, board meeting. Please review it for mistakes and let us know of any corrections by tomorrow noon. Thanks for your help. County of Roanoke P. O. Box 29800 Roanoke, VA 24018 (540) 772-2005 (Phone) (540) 772-2193 (Fax) ~ ~Ow~tp °t ~Ro~~e CEKTIFICATE OF RECOC~I~IITIOIY AWARDED TO Kelly Clark for winning the Group A State Championship in the Girls' 1600 Meter Run > Kelly Clark, a student at Glenvar High School, won the Group A State Championship in the Girls' 1600 Meter Run which she ran in 5:16:4. > Ms. Clark also won the District and Regional Championships in the 1600 and 800 meters. > Ms. Clark beat her personal best in the 800 meters, shaving 12 seconds off her previous time, in addition to surpassing a regional record that had stood for six years. > The Board of Supervisors congratulates Ms. Clark upon her athletic achievements and expresses its best wishes for success in her future endeavors at Glenvar High School. Presented this 12 day of August, 2003 ~~~a...-----_ J h McNamara, Chairmman Richard C. Flora, Vice-Chairman Michael W. Altizer dose h B. "Butch" Church H. Odell "Fuzzy" Minnix Diane Childers -'recognitions Page 1 From: "BRENDA F. CHASTAIN" <bchastain@res.k12.va.us> O r~ To: <dchilders@co.roanoke.va.us> Date: 7/17/03 11:07AM Subject: recognitions We plan to recognize the following tonight: Brad Collins, set the State Career Scoring Record in Boys' Soccer - William Byrd High School, Dr. Richard Turner is the contact person Also -Glenvar High School Baseball Team -State Runner Up Kelly Clark, Glenvar High School, State Champion, Girls' 1600 Meter Run Brenda F. Chastain, Clerk Roanoke County School Board 5937 Cove Road Roanoke, VA 24019 562-3900 Extension 112 562-3993 (fax) bchastain@res.k12.va.us "May I never miss a sunset or a rainbow because I am looking down" Author Unknown roanoke.c;om High School Sports Page 1 of 7 FRED'5 LOOKING FOR YOU. High School Sports Sunday, June 01, 2003 Gar orctl[ne b~Core y~ru ~~~, Radford's Hayes, Glenvar's Clark place 1st in Group A meet N Giles' Lucas,Carpentertyin titles G~MT`R ews Sports Giles is the only Timesland school with ~~~~ Auto Racing multiple winners with Susan Lucas Baseball taking the shot put and Anna Carpenter College Sports High Schools the 3,200. Hockey Golf Tech Football By RAY COX Tech Basketball THE ROANOKE TIMES UVa Football UVa Basketball Other Sports CHARLOTTESVILLE -There was joy in Entertainment Mudville. Columnists outdoors That was the prevailing emotion for a number Business of Timesland athletes who made significant impacts at the Group A track and field Obituaries championships Saturday at Mudville, otherwise Community known as the University of Virginia's Lannigan Travel Field. Health Classifieds With persistent downpours having turned the Dining Guide infield and all other grassy surfaces into a goopy Yellow Pages mess with an unforgettable fragrance best jobs.roanoke.com described as a cross between a fermenting barnyard and a swamp, conditions were difficult. Search I ~ Meet personnel did manage to keep the track and the jumping and throwing areas usably dry, A to Z Directory which was good news for a number of individual Advertise Online Archiues erformers from the Timesland area. p Celebrations Circuration Among the heroines: Susan Lucas of Giles Crosswords Discussions won the shot put; Ashley Hayes of Radford was Editorials the discus winner; Kelly Clark of Glenvar won the "1`Fifi f{t~~' Eaucatian 1,600 meters; and Giles' Anna Carpenter was - Events Calendar the queen of the 3,200. Home Delivery History Lottery On the boys' side, there were no individual Maps Timesland winners, but Scott King of Radford Mortgages was the runner-up in the shot put and Phillip Personal ads photo Gallery Martin of James River was second in the high Real Estate jump. Shopping st ksMt. Lake The Bobcats boys finished fifth. Giles, Glenvar Subscriptions and Chilhowie went 5-6-7 in the girls' meet and Floyd County was 10th. Sussex Central won http://www.roanoke.com/sports/highschool/9158.htm1 7/17/2003 raanoke.com High School Sports Weather both the girls' and the boys' team titles. Hayes and Lucas are sophomores. Clark is a freshman. Hayes heaved the discus 117 feet, 3 inches, the best she's done. She was surprised not to see Three Rivers District rival Lucas in the finals, but the Giles thrower had scratched earlier. Hayes uncorked her winning toss on her second attempt then had to battle her nerves as Abby Lemon of Clarke County, who had gone 116-9 earlier, took her last throw. "I'd heard that she'd thrown 120 earlier this year," Hayes said. "I was biting my towel and crossing my fingers." Lemon couldn't match her earlier effort and that was that. The towel and Hayes survived. As for Lucas, she was still fuming from the discus when she arrived at the shot put range. "It happens," she said about her scratch in the discus. "Nothing I can do about it." She put forth a stirring effort in the shot. The only problem was she was in the third flight and had to wait a bit for her turn. "But that gave me the chance to get in some extra warm-ups," she said. The additional practice paid off with her first state title. She finished sixth in the shot as a freshman. Clark of Glenvar outdueled Carpenter for the 1,600 victory just as she had the previous week at the Region C meet. "I was determined not to give up," Clark said. "Coach [Jamie] Soltis was yelling at me from the sideline, so that kept me going." Carpenter, the state cross country champion, made up for any lingering disappointment in the 1,600 with a smoking personal best of 11:38 in the longer race. It was the third time she's run the 3,200 all year. She ran 11:52 last week to win the regional. "After I won cross country, I worked harder this winter on my running and I think that helped me this spring," she said. Page 2 of 7 http://www.roanoke.com/sports/highschool/9158.htm1 7/17/2003 r> From: "BRENDA F. CHASTAIN" <bchastain@res.k12.va.us> To: <bholton@co.roanoke.va.us> Date: 6/4/03 5:02PM Subject: recognition We will recognize Brad Collins from WBHS Soccer on July 17. I will know tomorrow morning about the CSHS award. Brenda F. Chastain, Clerk Roanoke County School Board 5937 Cove Road Roanoke, VA 24019 562-3900 Extension 112 562-3993 (fax) bchastain@res.k12.va.us "May I never miss a sunset or a rainbow because I am looking down" Author Unknown ~~v t From: Brenda Holton To: RICKY ETTER Date: 5/29/03 8:23AM Subject: Re: Alan and Brad Collins Mr. Etter, thank you for your email. Diane Childers, Board Clerk, will be responding to you shortly concerning your request to use the County Seal. Concerning recognition of Brad Collins by the Board of Supervisors, we are always glad to recognize students in the area who have achieved state or national honors. After they are recognized at one of the School Board meeting, the Clerk to the School Board informs us and we arrange for the student to be recognized at one of our meetings. By copy of this email, I am asking Brenda Chastain, School Board Clerk, to let us know when they recognize Brad after the season is complete. Thank you for letting us know about Brad's accomplishments. Brenda J. Holton Deputy Clerk Roanoke County Board of Supervisors Phone: (540) 772-2005 Fax: (540) 772-2193 bholton@co.roanoke.va.us »> "RICKY ETTER" <rjetter5@msn.com> 05/27/03 11:07AM »> Good morning Gentleman, My name is Rick Etter. I live at 8199 Ashton Lane in North Roanoke County. I am the campaign manager for Alan Collins. Alan is running for Roanoke County Sheriff this November. He is running as an independent but he is trying to receive the endosement of the Republican Party very soon. Alan got a letter from Paul Mahoney recently concerning the use of the county seal on campaign signs and such. Paul told me that we would need your permission to use the seal. Do I write a letter to anyone specifically to request permission or how exactly do I go about receiving your permission for Alan to use the seal? I have one other question. This is not about Alan's campaign, but about his son, Brad. I watch your meetings on cable and I have noticed several instances where your have recognized local high school students who receive special honors or awards. Brad Collins recently set the state career scoring record in soccer for all classifications. More awards are pending after the completion of the current season. My question is, can Brad be considered by you for any type of recognition? The old scoring record has stood since 1992. I believe that Brad's accomplishment should be honored. He attends William Byrd High School. This young man has achieved a very special place in the state athletic field and he brings honor to himself, his school and his county. Thank you for your assistance in both of my questions. Should you need further info, my home phone is 366-5725 and my cell phone is 354-4163. My E-mail is rietter5(a)_msn.com. Look forward to hearing from you. The new MSN 8: smart spam protection and 2 months FREE* http://join.msn.com/?pace=features/iunkmail CC: Board Members; Brenda Chastain; Diane Childers From: "RICKY ETTER" <rjetter5C~msn.com> To: <bos C~ co. roanoke.va. us> Date: 5/27/03 11:03AM Subject: Alan and Brad Collins Good morning Gentleman, My name is Rick Etter. I live at 8199 Ashton Lane in North Roanoke County. I am the campaign manager for Alan Collins. Alan is running for Roanoke County Sheriff this November. He is running as an independant but he is trying to receive the endosement of the Republican Party very soon. Alan got a letter from Paul Mahoney recently concerning the use of the county seal on campaign signs and such. Paul told me that we would need your permission to use the seal. Do I write a letter to anyone specifically to request permission or how exactly do I go about receiving your permission for Alan to use the seal? I have one other question. This is not about Alan's campaign, but about his son, Brad. I watch your meetings on cable and I have noticed several instances where your have recognized local high school students who receive special honors or awards. Brad Collins recently set the state career scoring record in soccer for all classifications. More awards are pending after the completion of the current season. My question is, can Brad be considered by you for any type of recognition? The old scoring record has stood since 1992. I believe that Brad's accomplishment should be honored. He attends William Byrd High School. This young man has achieved a very special place in the state athletic field and he brings honor to himself, his school and his county. Thank you for your assistance in both of my questions. Should you need further info, my home phone is 366-5725 and my cell phone is 354-4163. My E-mail is rjetter5C~msn.com. Look forward to hearing from you. Add photos to your messages with MSN 8. Get 2 months FREE'`. http://join.msn.com/?page=features/featuredemail CC: <AcollinsG2~aol.com> ,, l ~F QOANp~.cc a °v a~ 783 PAUL M. MAHONEY COUNTY ATTORNEY (540) 772-2007 Mr. Allen Collins 375 Sunflower Drive Vinton, VA 24179 May 19, 2003 Re: Use of the Roanoke County Seal Dear Mr. Collins: (540) 772-2071 In the mid-1980's, Roanoke County applied for and received copyright and trademark protection for the Roanoke County Seal. The Board of Supervisors has determined that the use of the County Seal will be vested solely with the County Board. Only the Board of Supervisors can give permission to use the County Seal. In the past the County has taken actions to protect its rights in its logo. Therefore, I would like to take this opportunity to remind you that it would be inappropriate for you to use the County Seal in your campaign materials, campaign literature, web sites, etc. without first having received the specific permission from the Roanoke County Board of Supervisors to do so. If you have any questions concerning this matter, please do not hesitate to contact me. PMM/sb C: Board of Supervisors Elmer C. Hodge ~.nr~x~~ ~a~ ~x~xx~~a.~.~e OFFICE OF THE COUNTY ATTORNEY P.O. BOX 29800 5204 BERNARD DRIVE ROANOKE, VIRGINIA 24018-0798 JOSEPH B. OBENSHAIN FAX (S40) 772-2089 SENIOR ASSISTANT COUNTY ATTORNEY VICKIE L. HUFFMAN SENIOR ASSISTANT COUNTY ATTORNEY ery truly y'~o/}ur~s, ' t 1 t Paul M. Mahoney County Attorney From: Diane Childers To: Board Members Date: 5/29/03 8:20AM Subject: Request to use County seal I am forwarding an a-mail received from Mr. Rick Etter, campaign manager for Alan Collins who is running for Roanoke County Sheriff. Mr. Etter has requested permission to use the County seal in their campaign materials, signs, etc. It is the discretion of the Board members to grant permission for use of the County seal. Please let me know as soon as possible what your thoughts are regarding this matter. Diane S. Childers Clerk to the Board County of Roanoke Phone: (540) 772-2003 Fax: (540) 772-2193 CC: Brenda Holton; Elmer Hodge; Paul Mahoney ~ ~ ~ , COUNTY OF ROlINOKE . ,, Retire~~r~~ ~eso~ut~On dorm ~ i~~~_ 2 4 ZU03 . ~~;. ;, 'i (To be completed at the exit interview session with the retirin em to ` 1 ~ ~ 1 9 P Yee1 ~ i~ , i -- ~--~- -_ - _~----- v i Name of Employee: ~~(~~~~ + Y. ~~~ i ~ Dates of Employment: 7 - ~ - ~~ _ a r~,~ ~ _ ~ _ ~Y.~~ Current Position: ~~~ ,~.~, ~,~.~,~,~ _ (~_ . _ ~_ P_ ~ , Retirement Date: ~ s r-~~ ~-~ ~ .aDG ~ Length of Service: ,~ ~ ~ ~ P~ ~ ~ m~~ Previous Positions Held: Q~~i :~~ ~~r _ _ _ n _ .~ C1 ~ n i ~ Other Information: Board Meeting dates during retirement month: Plans to attend board meeting on date. 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. a Fiurr~an Resources Signature t7ate r 8-i~-~'~ INTRODUCTION Number of complaints since January - 400. Normal number of complaints -100. HISTORY OF DRAINAGE PROGRAM • In 1986 there was one (1) person and one (1) backhoe. • Since 1988 -projects were prioritized by priority/procedure adopted by the Board with a budget of $350,000.00. • Current staffing; one (1) engineer with three (3) man crew and one (1) temporary person. PROJECTS/RESPONSIBILITIES • 244 projects have been completed since 1988 with a backlog of 27 projects, since 1999, not completed. Estimated cost - $385,000. • New Projects -Since 2000, we have 20 at a cost of $140,000. • Maintenance -ponds at CRT, Valley Tech, Hidden Valley, lots purchased homes in Palm Valley, County owned properties. • Maintenance Obligations -Community Rating System, VPDES (stream outfalls) • Emergency -blocked pipes, trees down, disaster response, sinkholes. • Complaints - 400 responses since January 2003. • Grants - FEMA buying houses ($1.5 million, 13 houses) NEEDS • To maximize our resources we have; inmate labor, seasonal help, rented equipment, contract services, utilized equipment from other departments. • Immediate Needs: 5 positions -Foreman, MEO I, MEO II, Laborers (2) • Equipment: Crew truck - $40,000 Rental Needs - $100,000 • Additional Projects Funds - $450,000 including equipment needs. LONG TERM FUNDING OPTIONS • Decal Fee: $1.00 increase in decal fee generates $80,000 in revenue. • Stormwater Fee: $1.00 Equivalent Resident Unit (ERU) - $1 MIL $2.00 (ERU) $2 MIL $3.00 (ERU) $3 MIL 1 FUTURE Regulations, ordinances, mandates, zoning, land use, comprehensive plan, floodplain requirements, development standards, over lot grading, steep slope, soils, and more stringent floodplain requirements. 2 DRAINAGE COMPLAINT PROCEDURE - a~lV In response to a citizen's complaint concerning drainage, the following procedure is followed: 1. When a complaint is received by letter or phone, we complete a drainage complaint form; 2. A letter is sent to the complainant acknowledging receipt of the complaint; 3. An engineer reviews the complaint at the site with the person who called in the complaint, when possible; 4. The engineer determines the area of responsibility (VDOT, County or Private); 5. The engineer sends the complainant a letter outlining his/her problems and responsibility. The letter also addresses the proper course of action. 6. In order to establish a priority list for potential County projects, staff developed a procedure (see Exhibit "A")for evaluating projects based on the following criteria: (rating in parentheses) a) A life threatening situation where there is a potential threat to life resulting from a severe drainage condition. (25) b) Potential damage to a house or structure posing a threat to its inhabitants or the public (10) c) Potential damage to property which could result in the loss of use or value of the property. (2) d) Minor damage, which would be considered only a nuisance. (1) In addition to assigning a rating or point value to a specific situation, it is important to differentiate between an event that might occur once , ,~~ every 25 years and an event that occurs 3 or 4 times a year. To ~,9 ~~ compensate for this condition, staff assigns a factor of 2 if damage ~~~ occurs frequently (during any heavy rain) and a factor of 1 if damage 0 occurs only occasionally (November, '85; Labor Day, '87, April, '92). 1 MAINTENANCE RESPONSIBILITIES ~~ During a July, 1986 Drainage Work Session with the Board of Supervisors the concept of areas of responsibility was discussed. This was accomplished through research of the County regulations, State statutes, and review and discussions between staff and the County Attorney's Office. The importance of the definition of responsibility is critical in the application of the drainage concept by the staff on a day-to-day basis. The responsibilities were defined as follows: The Virginia Department of Transportation, by policy, is responsible for all drainage within road right-of-ways, drainage easements acquired by VDOT and other drainage easements upstream and downstream of the right-of-way necessary to prevent inundation of the pavement. 2. Roanoke County is responsible for the right of drainage easements for all concentrated stormwater leaving the right-of-way of State maintained roadways to a natural water course. As such, Roanoke County is responsible for keeping all drainage easements clear beyond VDOT's responsibility. 3. Private property owners are responsible for drainage in the following areas: a) Certain property owners' area responsible for maintaining retention/detention facilities required by their development. b) Under the "Common Enemy Doctrine," private property owners are responsible for maintaining natural water courses and surface drainage on their property and can neither increase nor decrease flows or change drainage ways to the detriment of (upstream or downstream properties). Generally speaking, staff has used the above defined responsibilities as the control for work since 1986. 2 INTRODUCTION Number of complaints since January - -100. HISTORY OF DRAINAGE PROGRAM In 1986 there was one (1) person and one (1) backhoe. Since 1988 -projects were prioritized by priority/procedure adopted by the Board with a budget of $350,000.00. Current staffing; one (1) engineer with three (3) man crew and one (1) temporary person. PROJECTS/RESPONSIBILITIES NEEDS • 244 projects have been completed since 1988 with a backlog of 27 projects, since 1999, not completed. Estimated cost - $385,000. • New Projects -Since 2000, we have 20 at a cost of $140,000. • Maintenance -ponds at CRT, Valley Tech, Hidden Valley, lots purchased homes in Palm Valley, County owned properties. • Maintenance Obligations -Community Rating System, VPDES (stream outfalls) • Emergency -blocked pipes, trees down, disaster response, sinkholes. • Complaints - 400 responses since January 2003. • Grants - FEMA buying houses ($1.5 million, 13 houses) • To maximize our resources we have; inmate labor, seasonal help, rented equipment, contract services, utilized equipment from other departments. • Immediate Needs: 5 positions -Foreman, MEO I, MEO II, Laborers (2) • Equipment: Crew truck - $40,000 Rental Needs - $100,000 • Additional Projects Funds - $450,000 including equipment needs. LONG TERM FUNDING OPTIONS Decal Fee: $1.00 increase in decal fee generates $80,000 in revenue. Stormwater Fee: $1.00 Equivalent Resident Unit (ERU) - $1 MIL $2.00 (ERU) $2 MIL $3.00 (ERU) $3 MIL FUTURE Regulations, ordinances, mandates, zoning, land use, comprehensive plan, floodplain requirements, development standards, over lot grading, steep slope, soils, and more stringent floodplain requirements. 2 DRAINAGE COMPLAINT PROCEDURE In response to a citizen's complaint concerning drainage, the following procedure is followed: 1. When a complaint is received by letter or phone, we complete a drainage complaint form; 2. A letter is sent to the complainant acknowledging receipt of the complaint; 3. An engineer reviews the complaint at the site with the person who called in the complaint, when possible; 4. The engineer determines the area of responsibility (VDOT, County or Private); 5. The engineer sends the complainant a letter outlining his/her problems and responsibility. The letter also addresses the proper course of action. 6. In order to establish a priority list for potential County projects, staff developed a procedure (see Exhibit "A")for evaluating projects based on the following criteria: (rating in parentheses) a) A life threatening situation where there is a potential threat to life resulting from a severe drainage condition. (25) b) Potential damage to a house or structure posing a threat to its inhabitants or the public (10) c) Potential damage to property which could result in the loss of use or value of the property. (2) d) Minor damage, which would be considered only a nuisance. (1) In addition to assigning a rating or point value to a specific situation, it is important to differentiate between an event that might occur once every 25 years and an event that occurs 3 or 4 times a year. To compensate for this condition, staff assigns a factor of 2 if damage occurs frequently (during any heavy rain) and a factor of 1 if damage occurs only occasionally (November, '85; Labor Day, '87, April, '92). 1 MAINTENANCE RESPONSIBILITIES During a July, 1986 Drainage Work Session with the Board of Supervisors the concept of areas of responsibility was discussed. This was accomplished through research of the County regulations, State statutes, and review and discussions between staff and the County Attorney's Office. The importance of the definition of responsibility is critical in the application of the drainage concept by the staff on a day-to-day basis. The responsibilities were defined as follows: The Virginia Department of Transportation, by policy, is responsible for all drainage within road right-of-ways, drainage easements acquired by VDOT and other drainage easements upstream and downstream of the right-of-way necessary to prevent inundation of the pavement. 2. Roanoke County is responsible for the right of drainage easements for all concentrated stormwater leaving the right-of-way of State maintained roadways to a natural water course. As such, Roanoke County is responsible for keeping all drainage easements clear beyond VDOT's responsibility. 3. Private property owners are responsible for drainage in the following areas: a) Certain property owners' area responsible for maintaining retention/detention facilities required by their development. b) Under the "Common Enemy Doctrine," private property owners are responsible for maintaining natural water courses and surface drainage on their property and can neither increase nor decrease flows or change drainage ways to the detriment of (upstream or downstream properties). 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